Lab Manual Office Suite

Lab 2: Office Suite PRX1042
Session 2016/2017
Prelude ........................................................................................................................................... 1
Why Office Suite? ................................................................................................................... 1
General Interface ................................................................................................................... 2
A. Word 2010 ............................................................................................................................. 3
A1. Define the level of your headings at the beginning of your writing ..................... 3
A2. Section break ............................................................................................................. 18
A3. Use separation of window to ease editing (especially copy and paste) work .. 23
Exercise A. Practice Word 2010 Skill ................................................................................... 23
B. Excel 2010 .......................................................................................................................... 24
Dealing with Data Storing Identity of Different Individual Subjects ........................... 24
B1. PivotTable ................................................................................................................... 25
B2. PivotChart and Filter Data ........................................................................................ 39
Exercise B. Practice Excel 2010 Skill .................................................................................... 42
C. PowerPoint 2010 ............................................................................................................... 43
C1. Basic Designing Rules ............................................................................................... 43
Slide Master: Customize Your Slide Format to be reused in Future ........................... 45
C2. Designing your own Template................................................................................. 45
C3. Drawing Chart easily with SmartArt ....................................................................... 51
Exercise C. Practice PowerPoint 2010 Skill ......................................................................... 51
Session 2016/2017
This guidebook aims to improve the efficiency of user in using Microsoft Office suite to
produce reports, to perform data analysis, and to customize the design of presentation
slides.
Before you proceed with the lab session, do ensure that you have these files:
1. Practice_Skill_Word.docx 5. Demo_PivotChart.avi 9. Demo-SmartArt.avi
2. Example_Excel.xlsx 6. Example_PowerPoint.pptx 10. Sampel_1.jpg
3. sample data.txt 7. Practice_Skill_PowerPoint.ppt 11. Logo.png
4. Practice_Skill_Excel.xlsx 8. Demo-Slidemaster_Design.avi
At the end of the lab session, you will be able to:

i. use Word 2010 in the production of report with common format using pre-defined
styles, and section break.
ii. use Excel 2010 to create PivotTable and PivotChart for data analysis.
iii. use PowerPoint 2010 to customize slide using Slide Master feature.
WPS (Kingsoft) Office, LibreOffice and OpenOffice are open source software that is
currently being used as free alternatives by users who do not have accessed to the
commercial licensed Microsoft Office Suite. These open source software can be used in
operating system other than Window which makes them popular in global community who
uses Linux and OS X. So, why have we chosen Microsoft Office software in this lab?
Application software is created to improve the level of productivity in our work. It is most
probably packed with a lot of automated features that you may not realize that it is there.
When we are writing reports, performing data analysis, and preparing visual aid for our
presentations, we should spend more time on ensuring the information could be
successfully communicated to our audiences. We do not want to spend time on doing our
work using the inefficient method. Microsoft Office software is a very well established
document and presentation material creators that will help you to produce professional-
looking document in a relatively more user friendly environment. It has created plenty of
automated features that are hard to be found in WPS (Kingsoft) Office, LibreOffice and
OpenOffice.
Worry about the license fee? As a student, you may use Office 365 Education! It is FREE
for all officially registered students and it is also FREE for staff working in an accredited
academic institution. All you need to get started is a valid school email address.
Source of information: https://products.office.com/en-us/student/office-in-education#
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The following figure shows the interface of Word 2010. Other Office software is sharing a similar layout. The latest Office suite
(2016) is also sharing similar interface and functionality. Here, only the frequently used buttons are highlighted.
Quick Access Toolbar: This is customizable based on your need.
Tabs of Ribbon Hide Ribbon button:

Ribbon can be hidden to enable a
wider view
Ribbon
File tab
Zoom Tools
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Microsoft Word is a document creator that composes text and compiles charts, figures, lists,
and tables together with it. Here, we focus on formatting features available in Word that
greatly reduce the amount of time used in editing a report. Hopefully this guidebook could
help to promote good editing and formatting practices.
A good practice to adopt in any report writing is to list down all the necessary headings
at the beginning of a composition work. Do not worry about the smaller headings as
they will come along easily once you have defined the bigger headings. In the case
where your final write up do not allow you to use any heading, you may delete the
heading quickly after you completed your writings. After all, headings mainly act as a
guideline to your writing. Reports which are written in the form of essay, especially
when it is more than 1500 words, will most probably have headings to guide the
readers through their reading. A typical report has structure with the following
headings:
Title
Introduction
Main Text
Conclusion
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Word 2010 helps to standardize the format of headings of the same level in your report
via a list of pre-defined styles which can be found in Home ribbon. Style stores the type
of formatting for every single item in a document.
Notice that style of the Title and every heading in the list looked different. Usually, the
higher level of heading will be formatted more heavily such that it looked more
outstanding than the lower level ones. Once the level of heading is defined, their format
will look alike throughout a document, which is one of the important features in a
professional report, consistency in format. Once the text in your report is being
formatted via pre-defined style, the layout of your report not only looked well-
structured, but the work of editing and updating report becomes much easier too.
Style formatting feature in Microsoft Word is designed to reduce your time in

formatting several documents which require the same set of formatting style. In table
A-1, you may notice the difference between text that has style being applied and text
without. No doubt that you could obtain a similar formatting style by formatting each
text one by one for every document that uses the same formatting style but it is very
tedious and time consuming. With Word, you may save the formatting style that you
would repeatedly use and apply them in just a few mouse clicks.
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Compare Both Columns in Table A-1, which is more distinctive and well-structured?
Table A-1: Comparison between Text without and with being Pre-Defined Styles Applied
Source of Article: Choo, W.Y., Yeoh, W.T., Stanley N., Yee, S. F., “Ace Ahead Text MUET”, pg. 245, Oxford Fajar Sdn. Bhd., 6 th Edition.
Without Styles being Applied With Styles being Applied
Title: The Internet Has More Advantages

than Disadvantages
Introduction
In this era of science and technology, the

Internet plays a crucial part in our lives. It is…
Main Text
• Supporting Idea 1
Firstly, the Internet plays an important

role in the world of communication. This is
because…
Other than that, the Internet also enables

us to gain access to a wealth of information
with just a click of the mouse. Information
from various field…
Apart from that, the Internet also plays a

major role in the field of entertainment. We
can download songs, music, …
Conclusion
In conclusion, it is undeniable that the
Internet brings us many advantages. It is a
marvelous creation that the…
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Activity A1.1: Apply Pre-Defined Style onto Text
Step 1: Create a new document in Word 2010.

Step 2: Using Table A-1, copy and paste the text from the column “Without Styles being
Applied” and paste in the new document.
Paste the text

into a new
Word
document
Step 3: Highlight “Title: …”, and choose style for Title.
Choose Title
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Step 4: Next, highlight one-by-one these headings: “Introduction”, “Main Text”, and
“Conclusion”. Then, choose style Heading 1
Choose Heading 1
Step 5: Highlight one-by-one these headings: “Supporting Idea 1”, “Supporting Idea 2”,
and “Supporting Idea 3”. Apply the style Heading 2.
Choose Heading 2
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Activity A1.2: Apply Different Format of Headings Quickly (customize colors, font)
Step 1: Click the Change Styles button in Home ribbon. Choose Style Set, then select
Traditional.
Choose Traditional
Step 2: The document is now having similar set of format as second column in
Table A-1.
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Activity A1.3: Use Navigation Pane to Navigate through Document
Once you have completed activity A1.1, at ribbon, click “View”, tick the checkbox
“Navigation Pane”. You should be able to view the headings that you have formatted:
Check Navigation Pane
Navigation Pane
Headings defined
Navigation pane allows you to reach each heading easily when your report gets longer.
During editing phase, you may reach to any section of a document by simply clicking
the heading that you have created. With navigation pane, you save your time and effort
in scrolling the mouse up and down trying to find a specific portion in your document.
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Activity A1.4: Use and Modify Multilevel List for Auto-Numbering in Headings
The headings of a report usually require a numbering system. For a long report,
updating the numbering system one by one could be tedious and stressful. To define
your own numbering system and getting Word 2010 to generate them automatically for
you, try using multilevel list feature:
Step 1: Left click mouse on any place in the document except Title sentence.
Step 2: Click on the Multilevel List button
Step 3: Choose one of the styles from the list library.
Your document is now numbered automatically
Multilevel List button
After applying multilevel list, you may change the wording in the numbered list.
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To modify the wording in the multilevel list:
Step 1: Click on the Multilevel List button, then choose Define New Multilevel List…
Step 2: Follow all of the setting as shown in these FOUR (4) dialog boxes
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Step 3: The font size of the headings of the same kind may become inconsistent
after the new definition is being declared in Step 2. You may standardize it
in the next step.
Wording of the
numbered list that
is being generated Labelling Text
automatically when
this level is being
used
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To standardize the font size for heading of the same kind:
Step 4: Highlight one of the heading of that kind which has the font size that you
need (in this case, highlight Bab I. Introduction)
Step 5: Right-click its corresponding style in Style menu (for this example, it is
Heading 1), then choose Update Heading 1 to Match Selection. Now, all of
the heading with Heading 1 format will have the same formatting style.
If the wording in the numbered list and the labelling text is too far apart, you may
adjust the spacing by adjusting the spacing by following the next few steps.
Highlight the text with font

size that you need
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Spacing of the bullet between the word in numbered list and its labelling text in Heading 2
could be modified and be standardized easily:
Step 1: At ruler, click on the lower hanging indent to adjust the space according to
your needs.
Upper Hanging Indent
Lower hanging indent
Warning!!
There are two components in lower hanging indent, a triangular part and a rectangular part.
Make sure you click on the triangular part ONLY!
If you click on the rectangular part of it, you will disturb the position of the upper hanging indent too!
Step 2: Right-click its corresponding style in Style menu, then choose Update
Heading 2 to Match Selection. Now, all of the heading with Heading 2 format
will have the spacing between numbering and its text.
After update, the space for each heading 2

is now consistent.
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Activity A1.5: Generate TOC within seconds
Generating table of content (TOC) is only a few clicks away once you have applied Microsoft’s style on the text.
Step 1: Click on the page and exact position where you want your table of content to begin.
For this example, click at the position right before the Title.
Step 2: Select Reference Tab then click Table of Contents and choose one of the layout.
Step 3: If the layout is not up to your expectation, you may choose another layout using the button that is located at the
upper-left corner menu within the TOC area.
Step 4: To change the font of the TOC, do NOT change manually (also ensure that you never did any change in font for other
text in your document before this).
Choose Page Layout then select either Theme or Fonts to suits your formatting requirement.
TOC area
Upper left corner of TOC generated
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Activity A1.6: Save Current Style to be reused in Future
Step 1: In Home ribbon, choose Change Styles, Style Set and Save as Quick Style Set.
Step 2: Assign any name for the style, if it is related to PRX1042, you may use
PRX_Asgmt as the name of the style. Click Save.
Step 3: Open a new Microsoft Word 2010 document.

Now, if you check the list of Quick Style Set, you should be able to see the name
that you have saved in Step 2 just now.
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Section Break may appear to produce an effect similar to Page Break. Page Break is a
feature in Microsoft Word that pushes an entire subsequent part of the document to
next page by placing the blinking typing cursor right before the first word that is to be
pushed then press Ctrl+Enter on keyboard. Section Break is more powerful than Page
Break. With Section Break, you could customize a totally different setting compare to its
previous page. In many cases, you are required to create two consecutive pages with
different layout, either landscape or portrait. Sometimes, you are forced to use
different header and/or footer for two continuing pages. For those who is writing a
book, they may need to use two different numbering system within the book and a
clear break between two pages is definitely needed. Activity A2.1 and A2.2 will guide
you through the process of using Section Break to achieve these layouts.
Activity A2.1: Create a document with different layout
Step 1: Left click at the first letter of the second Heading 1 such that the typing
cursor could be seen flashing at that position.
Make sure the blinking text cursor is blinking before the labelling text “Main Text”
Step 2: Choose the Page Layout ribbon, select Section Break at Next Page
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Step 3: While the typing cursor is at second page, go to Page Layout ribbon. Click on
the orientation and choose landscape. The second page is now having
different orientation compare to first page.
With Section Break being used in a document, you will need to be careful with the text
in both the headers in two different sections, especially when there is a mixture of
orientation (landscape/portrait). Create a clear break between the two pages by
following these steps:
Step 1: Double click at the Header area in the second page. Un-select “Link to
Previous”
After Section Break is created,

Double click the area of header in section 2 then
place blinking typing cursor in there.
Next, ensure that “Link to Previous” is NOT shaded with yellow color
Step 2: Type any text in the Header area of page 1. There should not be any text
appearing in the Header area of second page.
Header area in page 1
Header area in page 2 remains empty

even though there are text in header 1.
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Activity A2.2: Start page 1 at any place you want
Most report would have its cover or TOC included and it is a norm not to assign the
same type of page number system with its main content. Here are the steps to create
page number that will begin only at the page that we desire:
Step 1: Create Section Break before the page that you want to begin with page
number 1.
Step 2: Double-click the footer area.
Step 3: Click on Design tab then select Page Number and Bottom of Page.
For Top of page, the setting would be similar with these steps but the editing
work is within header area, not the footer area.
Now, you would notice the page number is assigned such that first page of
the document is numbered as 1, the second page of the document is
numbered as 2, and so on.
Step 4: To create page number that begins in second page of the document, click at
the page number in Section 2 Footer. Next, click Design tab then un-choose
Link to Previous.
Step 5: Delete the page number at Section 1 footer.
You should notice that the number in Section 2 footer remain unaffected.
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After Step 3…
First page of
document is
numbered as 1
Second page of
document is
numbered as 2
Step 4
Click at the page number in Section 2 Footer

to place blinking typing cursor in there.
Next, ensure that “Link to Previous” is NOT shaded with yellow color
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Step 5
Page number in
first page is deleted
Page number
remain as 2
Step 6: To change the page number in Section 2 footer, right-click at the page
number (make sure you see grey shade on the number) then choose Format
Page Number.
Step 7: Define the starting number, which is 1 in this case, then click OK.
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There are times when you may need to copy a group of text from the section of
introduction and paste to the section of conclusion. Usually, we would probably just
scroll down via mouse to the conclusion section to paste there or use the newer
technique we just learnt, which is clicking the heading in navigation page. What if you
need to update only a few words between the two sections and you want to check
whether you have updated the correct words? There is another alternative. Word 2010
provides the convenience to break the view and shorten the gap between the sections
that are far apart.
Step 1: Double click the small horizontal icon at vertical scroll bar to view the lower
level of window within the same document window.
Step 2: Left-click the lower window at the bottom.
Step 3: At navigation pane, click Conclusion heading. The conclusion section will
appear in the lower window while the upper window remains unaffected.
Double-click to break view
Double-click to view normally
To close the second window, simply double-click on the separation border.
Open the file Practice _Skill_Word.docx. The document was created manually without using
pre-defined styles and the original author did not create TOC. In this practice, you are
required to apply formatting on the document using pre-defined styles in Word 2010 and
apply skills A1 until A3. Do begin your work by selecting the multilevel list (Activity A1.4).
Note: DO NOT modify the front page of the document. Do ensure that the front page and the
TOC of your document DO NOT have page number and your first page should begin at
page right after TOC.
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Microsoft Excel is a multipurpose tool that handles tabulation, calculations, and data
analysis. Here, we focus on data analysis. There are different types of data that are being
created every day. Data is recorded to keep track of quantity which could be used to
determine whether it is an increasing trend or decreasing trend or no trend over time. It
could also be used to find out the pattern hidden behind the collective information. Usually,
a data record is massive and it will appear to be unmanageable making it hard for users to
make sense of the meaning hidden behind the data. Before analyzing the data, you must
know the type of data that you are dealing with. Are you dealing with data storing identity
of different individual subjects (type 1) or are you data dealing with one subject and the
study is on the changes of its quantity over time (type 2)? Here, we focus on the type 1 data
only because the type 2 data is relatively straight forward to be analyzed. The chart used to
analyze type 2 data is usually done by the firstly choose Insert tab then select Chart.
Data storing identity of different individual subjects typically appears as followed:
It is hard to see any relationship between the variables (Gender, State, Ancestry, Birthday
month, and Transport) hiding behind this data. Are there more male students who came
from Selangor? Does the height of students influenced by their ancestry or their birth
month? Excel analyzes such a data using a feature called PivotTable or PivotChart which
you will learn about it in activity B1.3 and activity B2.1. However, before you could use
PivotTable or PivotChart, you need to ensure your data is in tabular form (as shown in the
table above). Sometimes, your data may appear to be a collection of text only. It is
impossible for you to directly copy and paste the text to create a table of it. Excel can assist
you in transferring the text into a proper table which you will learn about it in activity
B1.1Activity B1.1:. When the entire data is too overwhelmed to be analyzed at a time, you
will need to filter out some of the data and pay attention to the information that is
relatively more important to you. You will learn the technique of filtering data in section B2.
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Source: https://exceljet.net/things-to-know-about-excel-pivot-tables
For data storing identity of individual subjects, PivotTable is one of the powerful
features in Microsoft Excel. It provides patterns or trends hidden behind the massive
amount of data. However, data is stored in all sorts of file format. One of the common
format is .txt format.
Activity B1.1: Import from .txt file
If your data is in .txt format as shown below, a simple copy and paste the text into Word
or Excel doesn’t produce a proper tabular format.
Directly copy and paste the text in .txt file

will produce a column of text in Excel.
Excel provides a feature to import text file and create a tabular form for the text.
However, not all types of .txt file could be handled well by Excel. It depends on the
method employed during the recording of the data. Is the space created between two
consecutive strings or numbers are consistently being created throughout the entire
recording session? Is there any special character that separates them and is it
consistently used? You will understand better after going through the following steps.
Step 1: Click on Data tab then select From Text.
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Step 2: Try Delimited to find out what happened. Just click Back once you have
found out why.
Step 3: Choose Fixed Width to adjust break of column manually. Click next
Step 4: Create suitable break lines as shown in the following figure.

Click Next after you have created all the necessary break lines.
Follow these instructions to create, delete

or adjust the position of the break line
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Step 5: Select the starting cell where you would like your table to appear.
Click OK.
This box with blinking dotted lines indicates the

position for the upper-left of the table containing the
text.
This shows the location of the box with

blinking dotted lines
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Activity B1.2: How to Format a Tabular Data?
Open the Example_Excel file. The data is arranged in two major groups which are male
and female. In this activity, you are going to format this table and arrange it according
to matrix number in ascending order.
Step 1: In Home ribbon, select Format as Table then choose any layout in the
dropdown list.
Step 2: A pop-up box will appear and you will need to double check whether the
blinking dotted lines have included all your data within the boundary or not.
Step 3: Click OK once you have confirmed. Otherwise, click on the button next to
the current selected cells.
Click this button to reselect

the range of data needed.
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Step 4: Click on the button at cell containing the text Matrics.

Select Sort A to Z.
The matrics number is now arranged in ascending order and its
corresponding data followed the sequence too.
Click the dropdown list button / filter button
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In order to create PivotTable smoothly later, it is a better practice to convert the tabular
data into a table without the filter buttons on top. The following steps show the method
to hide the filter buttons:
Step 1: Within the area of the table, right-click then select Table and Convert to
Range.
Step 2: A dialog box will appear then click Yes.
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Activity B1.3: How to create a PivotTable?
Step 1: Click Insert tab then choose PivotTable then PivotTable.

Step 2: In the dialog box, click the icon to select/highlight the range of table
containing the data that you need. Click OK.
Click this, then highlight the table

to select the data that you need to study.
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Step 3: A new Excel sheet together with PivotTable field list at the right panel will be generated as a new tab in your current
Excel Workbook. In the PivotTable field list, choose fields or drag them into the FOUR areas at the bottom. Excel will
automatic generate the summary based on the field you select and area that you have dragged in field(s).
Editable, automated text. Simply click on the cell and input with other words.
A list of unique items for Ancestry variable

in column label field
This area shows the results of calculation

performed by instruction given in ∑ Values
field. In this case, counting is being used to
count the number of students that match
both the row and column label.
A list of unique items

for height variable in The FOUR areas that will affect PivotTable.
row label field Simply drag and drop between the areas.
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Activity B1.4: Count Using PivotTable
By default, a Pivot Table will count any text field. This can be a really handy feature in
a lot of general situations. For example, suppose you have a list of students and want
to get a count by lecture group. To get a breakdown by lecture group, follow these
steps:
Step 1: Modify from the existing PivotTable OR create a new pivot table normally
Step 2: Add the Lecture Group as a Row Label
Step 3: Add the Student Name field as a Value
Step 4: The pivot table will display a count of student by lecture group
Results of the number of

students that the row label.
A list of unique items

lecture group in row label
field
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In many cases, you will need to present the distribution in terms of percentage rather
than the actual number of subject. Follow these steps to generate the percentages:
Step 1: Right-click the value in the calculation area then select "Show Values As" and
"% of Grand Total".
Step 2: If you would like both number of students and percentage of students to
appear side-by-side, simply drag the Name field into Value again.
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For further analysis, simply check more field items in the PivotTable Field List. The
PivotTable will breakdown a more interesting insight about the data.
Total = 8 1 Chinese
2 from Johor from Johor
Break
down
1 Jawa
Here the total male students from Johor
in F1 group is eight.
Below the line is breakdown
based on state of origin
for male students in F1 group. After Checking the Ancestry box,
From this table, we know that Johor we manage to know the ancestry
is the hometown for two of the eight of these two male students, which are
male students. Cina and Jawa.
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Activity B1.5: Group numeric data into ranges
Using pivot table, it is possible to group continuous data, such as height of students,
into ranges or buckets or class. To group the height of students into class width of
10cm, simply follow these steps:
Step 1: Modify from the existing PivotTable OR create a new pivot table normally.
Step 2: Add Height as a Row Label, Ancestry as a Column Label, and Name as a
Value.
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Step 3: Right-click any value in the Height field and choose Group.
Step 4: Enter 10 as the interval in the "By:" input area.
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Step 5: After you have clicked OK, you'll see the ancestry data being grouped by
height into 10cm range.
Six classes have been created with

each having class width of 10cm
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Now, we have obtained the summary of data in the form of table and we would like to
observe the data in the form of chart.
Activity B2.1: How to create PivotChart
Step 1: Click on any cell in the PivotTable then go to Option tab to select PivotChart.
Click Option then PivotChart
Step 2: Choose Column Bar Chart.

A PivotChart will then appear together with two drop-down lists / filter.
Step 3: Click OK to confirm your selection.
Column bar chart

Column Label Filter
Row Label Filter
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If you would like to focus on a few ancestries only simply filter the items by following
these steps:
Step 1: Click on the ancestry drop-down list then check the ancestries that you are
interested to study.
The number of bars changes immediately as you check and uncheck the
boxes.
Step 2: Click OK to confirm your selection.
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Activity B2.2: Analyzing using PivotChart
After some touchup (Click Design Tab then select one of the Chart Layout), this is the
chart that could be obtained.
All of these are

male?
Iban is the only

ancestry that is
in this range.
Male or female?
This chart displays the distribution of students with body height ranging from 120cm to
179cm. From the graph above, we could observe that the Kadazan students are at most
169cm because there is no green bar appearing after that range. Same goes to Bidayuh
students. Iban students are almost evenly distributed for all ranges of height. If we
check the gender field in PivotChart (ensure it appear in axis field), we may know that
the breakdown of data by gender. Ranking of height by ancestry for two genders is
possible: Highest male by ancestry: Iban, Kadazan, Bidayuh while Highest female by
ancestry: Bidayuh, Iban, Kadazan. Based on this sample of data, it is hard to claim that
ancestry influenced the height of the student.
Highest Kadazan female: Highest Kadazan male:

149cm or less. 169cm or less.
Highest Bidayuh male: Highest Iban female: No, two males and 1 female.
159cm or less. 159cm or less. Highest female is a Bidayuh
It’s male Iban

student
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Suppose your interest is to study the financial status of students (rich or poor?) by
looking at the gadget owned by students and mode of transport used by them. Simply
change the field items in just a few clicks and drag to obtain the following distribution
chart:
How would you interpret this chart to draw a conclusion about the financial status of
the students?
Watch the Demo_PivotChart video to find out the method to obtain the chart.
Open the file Practice_Skill_Excel.xlsx. Using PivotTable and PivotChart, create a distribution
of Mid-Sem Result in Mathematics and some other charts as shown to study whether
owning gadgets bring more harm than good or not to their mid-sem results in Mathematics.
Compile all your charts in Word 2010. Explain the chart in two or three sentences.
Note:
Copy and paste in Word to study the chart is not the best choice. I would highly recommend
pasting a PivotChart in Paint software to freeze the figure. In terms of image resolution, direct
paste in Word 2010 is either a bad resolution picture or is a Microsoft Object that is linked to the
chart and it will change right after you check and un-check the field items. Resolution issue has
been resolved in Word 2016.
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Microsoft PowerPoint was initially created to assist its user in developing a descent looking
digital presentation material which could display or animate text, images, and perhaps
sounds when necessary. There is an important point to remember: The purpose of
presentation slide is merely as a visual aid to your presentation and it is not the center of
your presentation. Your idea and your speech is the center of your presentation. In other
words, the most important aspect in a presentation of information session is its level of
clarity and accuracy. The level of your creativity and art design of a presentation material
always comes second. In this lab, the focus is on designing a suitable visual aid or
presentation slide as quickly as possible by using efficient techniques. Slide master is one
of the most important elements to master the efficient usage of PowerPoint. Basic
designing rules will be explained briefly here to ensure your slide has good clarity.
For presentation session that last for 30 minutes or less, there are certain designing rules
that are to be followed in order to ensure the information that you provide reach your
target audiences. One of them is readability.
Rule 1: Readability
Source of the following quoted text: http://michaelhyatt.com/5-rules-for-more-effective-presentations.html
Memorize this sentence: “If people can’t read my slides from the back of the room,
my type is too small.” Now repeat it over and over again while you create your slides. If
people are squinting during your presentation, trying to make out what’s on the slide,
you’ve lost your audience.
In my experience you must use at least 30-point type. Obviously, it depends on the size
of the room, the size of the screen, etc. This is precisely why you can’t afford to leave this to
chance. You must test your slides and make certain they are readable.
In Really Bad PowerPoint (PDF file), Seth Godin also sets forth five PowerPoint rules. In the
first one he says, “No more than six words on a slide. EVER.” This may be too extreme, but
you get the idea. The more words you use, the less readable they become.
I have made some really effective presentations with no more than a word or two per slide.
It can be done. Steve Jobs was a master at this. So is Tom Peters.
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Session 2016/2017
Here are some other things to remember regarding text:
• Avoid paragraphs or long blocks of text. If you really, really must use a
paragraph, then whittle it down to the bare essentials. Use an excerpt—a couple of
sentences. Emphasize the important words. Put the text block by itself on a single
slide.
• Use appropriate fonts. I recommend a sans serif font for titles (A category of
typefaces that do not use serifs, small lines at the ends of characters: e.g., Arial,
Verdana, Helvetica, or—my personal favorite—Myriad Pro, etc.) and a serif font for
bullets or body text (e.g., Times New Roman, Garamond, Goudy, Palatino, etc.). Most
books are typeset this way because it makes them more readable. Such a font
helps you in recognizing the characters (and thus the words) faster. It makes
the text more readable. It’s also customary to use san serif fonts for chart labels.
• Avoid detailed reports. If you need to include a report in your presentation, hand
it out. Don’t force people to try to read a ledger printout on a slide. (Financial people
take note!) If you must show a report, use it as a picture and then use a “call out” to
emphasize the part of the report you want people to focus on. Better yet, just fill up
a whole slide with the one number you want people to take away from the
presentation.
• Avoid “title capitalization” unless it’s a title. Sentence without capitalization is
much easier to read. For example, “Sales are up 100% in the southeast region” is
easier than “Sales Are Up 100% In The Southeast Region.” This is especially true
when you have numerous bullet points.
Rule 2: Less Animation, Sound, Number of Slides, and No Handout before Presentation
Source of the following quoted text: http://michaelhyatt.com/5-rules-for-more-effective-presentations.html
Fancy slide transitions and fly-ins get old quickly. I strongly recommend that you keep
things simple. A basic dissolve from one slide to another is usually sufficient.
Also, have all your bullets appear at once rather than one at a time. Avoid sound
effects—they serve no other purpose than annoying the audience and distracting
them from your presentation.
Finally, cut down the number of slides. You don’t need a transcript of your speech with
every point and sub-point. Yawn! People are only going to remember the major points any
way.
I do NOT think that you should distribute a handout before you begin speaking.
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Session 2016/2017
If you do so, people will start reading ahead instead of listening to you. It’s just one more
distraction to keep them from focusing on your message. It also eliminates any surprises or
drama you have built into your presentation.
Spending time in customizing the format of your presentation slides one-by-one is not
worthy. To prepare for a presentation, most of your time should be spent on
summarization of your idea. Try to answer this question every time you create a slide:
“WHAT IS THE MOST IMPORTANT MESSAGE that I would like

my audience to bring home at the end of the day?”
Thus, slide master is a good feature in PowerPoint 2010 that will help you save more of
your time to focus more on summarizing idea.
Step 1: Select View Tab then choose Slide Master. You will see a whole list of slide
with different layout.
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Session 2016/2017
Step 2: Play around with the menu in Format ribbon such as Font, Colors, and Effects to find out the effect that each of
them does to the slides.
List of slides with different layout.

You may customize the existing layout
or you may create a new one here.
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Session 2016/2017
Step 3: Insert a logo in the first slide of Slide Master view.

Observe that the logo will appear in other slides too.
Step 4: To remove the solid white background of the logo, click on Format Tab then
choose Color and Set Transparent Color.
After Step 4,
background of the logo is now transparent.
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Session 2016/2017
Step 5: Adjust the position of the logo and also other items in the slides, such as
picture holder and text box, if necessary.
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Session 2016/2017
Step 6: Watch the Demo-Slidemaster_Design video for further customization on the
background of slides. Here’s the final output after the customization.
Step 7: Close Slide Master view after complete customization is completed.
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Session 2016/2017
Step 8: Now, you are in the normal view of PowerPoint 2010 interface.
Step 9: Right-click one of the thumbnail in Slides panel then choose Layout.
You will be able to view all of the layout designs that were created in Slide
Master in Step 1 until Step 7.
Thumbnail 1
All the layout customized in

Slide Master will appear here
Thumbnail 2
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Session 2016/2017
SmartArt is not the only feature in Powerpoint but it is also available in Word and Excel too. But the emphasize is placed in
Powerpoint because it is more frequently used in PowerPoint, either to show relationships between different components, a
process, or well-organized list in one single slide without clutter of words. It acts as a summary of texts.
Watch the Demo-SmartArt video to find out how SmartArt is created and could be customized to your needs. The
following screenshot shows the icon that you need in order to create a new SmartArt graphics. If you going to create
more than one SmartArt object in a slide, do click Insert tab then select SmartArt.
Open a new PowerPoint workspace. Based on the basic designing rules, re-design the slide master that is suitable to be the
visual aid for the content of Practice_PowerPoint_Skill.ppt file. Do NOT save the file as a .pptx file because the amount of work to
reformat is cumbersome using this method. Instead, copy every text from Practice_PowerPoint_Skill.ppt and paste as text into
the new slide with your slide master customized. If possible, reduce the words by either summarizing the text or replace the
words with relevant pictures or chart or SmartArt graphics. Your slides must contain PPPU Unimas logo and the company logo
used in the file.
51

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Lab 2: Office Suite PRX1042

At the end of the lab session, you will be able to:

Quick Access Toolbar: This is customizable based on your need.

Tabs of Ribbon Hide Ribbon button:

Style formatting feature in Microsoft Word is designed to reduce your time in

Without Styles being Applied With Styles being Applied

Title: The Internet Has More Advantages

In this era of science and technology, the

Firstly, the Internet plays an important

Other than that, the Internet also enables

Apart from that, the Internet also plays a

Step 1: Create a new document in Word 2010.

Paste the text

Step 3: Highlight “Title: …”, and choose style for Title.

Check Navigation Pane

Multilevel List button

Highlight the text with font

After update, the space for each heading 2

Activity A1.5: Generate TOC within seconds

Activity A1.6: Save Current Style to be reused in Future

Step 3: Open a new Microsoft Word 2010 document.

Activity A2.1: Create a document with different layout

After Section Break is created,

Header area in page 1

Header area in page 2 remains empty

Click at the page number in Section 2 Footer

Double-click to break view

Double-click to view normally

To close the second window, simply double-click on the separation border.

Data storing identity of different individual subjects typically appears as followed:

Activity B1.1: Import from .txt file

Directly copy and paste the text in .txt file

Step 1: Click on Data tab then select From Text.

Step 4: Create suitable break lines as shown in the following figure.

Follow these instructions to create, delete

This box with blinking dotted lines indicates the

This shows the location of the box with

Click this button to reselect

Step 4: Click on the button at cell containing the text Matrics.

Click the dropdown list button / filter button

Step 1: Click Insert tab then choose PivotTable then PivotTable.

Click this, then highlight the table

A list of unique items for Ancestry variable

This area shows the results of calculation

A list of unique items

Activity B1.4: Count Using PivotTable

Results of the number of

A list of unique items

Step 4: Enter 10 as the interval in the "By:" input area.

Six classes have been created with

Activity B2.1: How to create PivotChart

Click Option then PivotChart

Step 2: Choose Column Bar Chart.

Column bar chart

Row Label Filter

All of these are

Iban is the only

Highest Kadazan female: Highest Kadazan male: