USEFUL MICROSOFT WORD FEATURES

INSERTING PICTURES
• Adding pictures make it more interesting
• To visualize what the textual content is all about

WRAP TEXT
Text wrapping options:
• In line with text (the default setting) – The image is located in the line where the text is located.
• Square – The text surrounds the image.
• Tight – The text surrounds the image, but the margin or space between the image and text is
smaller.
• Through – It allows the text to cross between some part of the image. If there is a fillable part
within the image, texts may flow through it.
• Top and bottom – The text is located at the top and bottom of the image.
• Behind text – The image is located behind the text.
• In front of text – The image is located in front of the text or hovers above the text which
obscures it.

INSERT SHAPES
• Adding shapes make the documents look more interesting
• Useful in creating flowcharts for tasks, diagrams, illustrations, and comics
The default text wrapping for Shapes is In Front of Text. The chosen shape will hover above the text
as shown in the diagram.

INSERT TABLES
• Useful in organizing information using rows and columns
• Most efficient way in presenting large amount of data or information
• Easiest way to read and compare different data
Tables can be formatted using the predesigned or preformatted styles in Table Styles:

HEADER, FOOTER, FOOTNOTE, AND ENDNOTE

• Are texts located in the topmost and bottommost part of every page in a document.
• Can indicative of what the document or a certain part of it is all about.
HEADER and FOOTER
• Header – is the placeholder for texts at the top margin of each page
• Footer – is the placeholder for texts at the bottom margin of each page
• Used to include texts that are intended to appear in every page of a document such as the title
of the document, the name of the author, the name of the institution that publishes the
document, or the page numbers.
FOOTNOTE and ENDNOTE
• Used to place an author’s comments or citations of reference documents that support the
texts within a document.
• Footnote – are for short citations since it will be used directly at the bottom of the page where
the text supported by the note is located.
• Endnote – are used for long and more detailed citations since they are located at the end of the
documents.

ADD COLUMNS
• Useful tools to make documents look easy to read.
• Technique used in newspaper publishing so that an article will not look very heavy and long.
• Useful in making brochures and short reports.

PAGE NUMBERS & PAGE BREAK

• Page Numbers – In printed documents, this is essentially useful in arranging pages into their
correct order.
• Page Breaks – used to force a computer application (MW) to end the page.
 • Once a page break is inserted, one will no longer be able to insert texts or images after the page
break area. To see where the page break is located, one just needs to click the Show/ Hide
button.

PAGE BACKGROUND: WATERMARK PAGE COLOR AND PAGE BORDER

• Watermark – A document watermark is a symbol, text, logo, or a pattern that is superimposed
onto another symbol, text, or logo with a document.
• Its main purpose is to prevent the easy copying of the image under the watermark.

PAGE COLOR & PAGE BORDER

• Page Color – applies color to the entire page of a document.
• Maybe required when an organization uses color coded documents to easily identify different
types of documents.
• Page Border – appears on all sides of the documents.
• To add an aesthetic effect.
• Mostly used in posters and invitations
• Styles – allows you to choose different border design
• Color – allows you to set the border color
• Width – allows you to set the thickness of the border
• Art – allows you to choose built-in images as border

REVIEWING DOCUMENTS: TRACK CHANGES, ADD COMMENTS, AND ACCEPT AND REJECT CHANGES
• Track Changes – allows users of documents to track changes made in the original documents
before accepting the changes made.
NEW COMMENTS
• Comments are added if a particular user wants to clarify something and wanted it to be
emphasized in the review of a document.
• By using comments, user may ask questions, raise opinions, and other users may reply to the
comment made.
ACCEPT AND REJECT CHANGES
• Accepted change – will form part of the final document
• Rejected Change – will be disregarded and will revert to original

MAIL MERGE
- is a way of getting data from spreadsheets or other similar structured data format and transferring
them to other documents such as letters and mailing labels.
- most useful when sending letters to different receivers listed in a worksheet file.
Detailed Steps in Mail Merge Process:
1. On the Mailings tab, click Select Recipients.
2. Click Use an Existing List and browse to the location of the source documents.
3. If the source document has more than one table/sheet, choose the table/sheet where the
data is located.
4. Start inserting merge fields. Highlight the part of the target document where the
information from the source document is to be inserted. Do this one by one for each part of
the document.
5. Click Insert Merge Field on the Mailings tab and choose Name since we highlighted the
Name in Step 4.
6. After clicking the Name field, the highlighted word in your target documents must be
replaced by the Field name with brackets.
7. After inserting all the fields in source document to your target document, click Finish and
Merge and Edit Individual Documents.
Choosing Edit Individual Documents is the most used option since this will show all the
finished documents before printing or emailing them.
8. Select ALL and click OK to merge all the data in the source document to the target
document.
9. One of the finished documents will look like this. The name and address are replaced by the
actual name and address in the source document.
 GUIDES FOR MAKING AN EFFECTIVE PRESENTATION
MINIMALISM
• Do not put too many slides in a presentation.
CLARITY
• Slides must be clear.
• Fonts should be big enough for the audience to read.
SIMPLICITY
• Do not put an entire paragraph in the slide.
• Use key phrases
• Use bullets
• Short sentences
• 6x7 rule
VISUAL-ORIENTEDNESS
• Use relevant graphics
• Graphics should not be overused for the purpose of design.
• Charts and graphs are mores useful than tabular presentation
CONSISTENCY
• Slides should be uniform.
• Avoid using different background.
• Fonts and colors should also be consistent.
CONTRAST
• Make the presentation readable.
• Contrasting colors must be used text and background.

USEFUL MS POWERPOINT FEATURES

SLIDE MASTER
• Most user-friendly features; it enables us to apply a predesigned slide
• Apply consistent format to all slides
• Most useful capabilities is applying background picture at once to all slides
ANIMATIONS AND TIMINGS
ANIMATIONS
• A presenter can apply animations on texts and objects
• Should be used with care as filling up a presentation
• TIMINGS
• Used to automatically set when a particular animation will take effect
• All texts/ objects will automatically appear, move, and disappear
SLIDE TRANSITION AND TIMING
• Allows the user to set effects when transitioning to other slides
• Animation applied to slide when in transition
HYPERLINKS
• Used to easily navigate on the slides during a presentation
• Through this, one can jump from one slide to another slide
• Useful in linking a presentation to its actual reference
ACTION BUTTONS
• Act like hyperlinks
• Provide clickable object that will automatically direct the presentation to another slide, Word
doc, an Excel spreadsheet, or any doc in the web

MICROSOFT EXCEL FUNCTIONS

SUM ()
combines numerical data in any number of columns or rows by selecting them or typing them
in.
SUMIF ()
summates the values of cells in a range that meet the criteria that have been specified.
AVERAGE ()
gets the mean of all numbers in the chosen cells
COUNT ()
identifies the number of chosen cells that have a number value in them
MAX ()
searches for the highest value in an array/range.
MIN ()
searches for the lowest value in an array/range.
CONCATENATE ()
is a function used to combine two or more text strings.
AND ()
is a logical function that will return a “TRUE” if ALL the conditions are met and “FALSE” if only
one condition is not met.
IF ()
is used to achieve a particular value if the condition has been satisfied or TRUE, or if the
condition has not been satisfied or FALSE.
VLOOKUP ()
is used to find something on the leftmost column of the chosen range and return a value
related to it.