Office

Productivity
Objectives
At the end of the course, the student will be
able to:
1. Use the productivity tools discussed.
2. Select the appropriate productivity tool for a
given task.
3. Identify and utilize the different elements of
the graphical user interface of Microsoft
Office.
4. Use proper keyboarding techniques when
using the computer.
Lesson 1:

Introduction to Office Productivity

Parts of the Keyboard
Parts of Keyboard cont..
Function keys – labeled F1 to F12
Main Keypad – it has the most keys which are arranged like most typewriter
keys.
Numeric Keypad – located at the rightmost side of the keyboard.
Modifier Keys – these keys change the original output of a specific key.
Cursor Keys – these keys have small arrows on them that point towards the
direction that the cursor will move when pressed.
The Microsoft Office Suite
It is composed of many application programs,
including Word, Excel, PowerPoint, Access, and
Outlook.
Starting a Microsoft Office
Application
There are many ways to open a Microsoft Office application. The most
common way is presented here.
• Click .
• Select All Programs.
• Select the Office program you wish to open.
Microsoft Office GUI
Fluent User Interface
• Microsoft Office 2010 features an
overhauled GUI, officially known
as Fluent User Interface.

• The Menu bar and toolbars in

older versions have been
replaced by task-specific tabs.
Ribbon
Organizes all the command buttons and icons
under a set of tabs.
Quick Access Toolbar
• The graphical element beside
the Office button, resting on the
title bar.
• It contains icons for commands
that are used most frequently.
• To add commands not displayed
in the drop-down menu, select
More Commands.
Status Bar
• The status bar displays
indicators like Page Number and
Word Count, and controls such
as View Shortcuts and Zoom
Slider.
Contextual Tabs
• It is a hidden tab that appears only when an object is selected.
Mini Toolbar
A translucent menu is automatically shown whenever text is selected.
Live Preview
It is a feature that allows you to see how formatting options change
a selected text or object, without actually applying them.
Smart Art
• They are used to create lists, show procedures, and explain
relationships, all in a visual manner.
• The SmartArt icon can be found under the Insert tab, in the
Illustrations group.
Screen Tips
If your move your mouse pointer over
any of the command icons and buttons,
a hover box will appear.
It tells you the name of the command
and what it does.
Key Tips
• Key Tips are keys that are used to quickly access the command
icons and buttons.
Lesson 2:

Word Processing
Microsoft Word GUI
Page Views
• Print Layout View
• Web Layout View
• Outline View
• Draft View
• Full Screen Reading View
Microsoft Word Keystrokes
Cut
• Cut – Is the function which allows you to select a portion of text
or image, “lift” it from the document and place it in the computer
memory
• It can be done by pressing CTRL + X or clicking the Cut button
after selecting the text or image.
Copy
• Is the function which allows you to select a portion of text or
image and create a copy of it in the Clipboard.
• This can be done by pressing CTRL + C or clicking the Copy button
after selecting the text or image.
Paste
• Is the function which allows you to put back the cut or copied text
or image from the clipboard back to the document.
• This can be done by placing your cursor on the new portion you
want the text to be in and pressing CTRL + V or clicking the Paste
button.
Playing with Fonts
Font Dialog Box
Rulers, Margins, Indents, and Tabs
Adding Images
• You can add and manipulate objects in your documents using the
commands under the Insert tab of the Ribbon.
Shapes
• To insert simple shapes just click button and select your
desired shape.
Inserting Pictures
• To insert a picture, just click the Insert Picture button.
• A dialog box will appear asking you to locate the image file in your
computer.
Text Wrapping
• To modify an image’s text wrapping, just
select the image.
• The Picture Tools contextual tab will appear
in the Ribbon.
• Click the Wrap Text button in the Arrange
group and select the appropriate wrapping
style.
Saving a Document
• To name and store a Word
document, click the Save icon.
• The Save dialog box will
appear.
• Input the file name and choose
the location where you want to
put a file.
Opening a Document
• You can open a saved file by clicking
the Open icon.
• The Open dialog box will appear.
• Browse the folders, select the file
and click Open.
Lesson 3:

Learning Word
Formatting a Term Paper
Spelling and Grammar
• Press F7 to check the whole document for errors.
List
• Go to Paragraph group under the Home tab.
• Click the Icon list to start a bulleted list or numbered list.
Tables

• Go to Insert tab and click the

Table icon.
 Citation
• In-text citation also called parenthetical citation.
Everyday, Metro Manila generates six thousand tons of solid
waste (Duyanen and Heasley, 2002).

• APA citation style.

Duyanen, Joselito and Murray Heasley. (April 2002). A Matter of
Fact: The disposal aspects of 3 Solid Waste Management
Projects in Luzon. Philippines: CDMP.
Footnotes and Endnotes
• Notes at the bottom of the page
is called footnotes and notes at
the end of the chapter, article, or
document is called endnotes.
Setting up Pages
• Page Setup let you arrange the paper size, set the margin and
orientation.
Printing the Document
• There are several ways to
print a document in Word.
• Click Print in the File Menu
then click the Printer button in
the panel that appears.
• Press Ctrl + P
Publishing in HTML
• Aside from printing the document
on paper, you can also publish it as
a Web page on the Internet.
• Go to Office Button and Click
Save As, in the dialog box, Choose
Web Page in the Save As drop
down list box and Click Save.
Lesson 4:

Learning Excel
The Spreadsheet
Microsoft Excel
• A spreadsheet program is a software for entering, editing,
manipulating and printing information in a tabulated form.
Microsoft Excel GUI
Entering Data
1. Click a cell and type the desired data.
2. If you had typed the correct data, press Enter.
3. To cancel the data just entered, press ESC.
To select non-adjacent cells
1. Click and drag over the first range of cells.
2. Hold down the CTRL key,
3. Select the succeeding range of cells.
Copying Cells
1. Select the cells to be copied
2. Under the Home tab, you can click Copy button in the Clipboard
group, or right-click and choose Copy.
3. Move the cell pointer to the first cell of the desired destination.
4. Under the Home tab, you can click Paste button in the
Clipboard group, or right-click and choose Paste.
Moving Cells
1. Select the cells to be moved.
2. Under the Home tab, you can click Cut button in the Clipboard
group, or right-click and choose Cut.
3. Move the cell pointer to the first cell of the desired destination.
4. Under the Home tab, you may click Paste in the Clipboard
group, or right-click and choose Paste.
Lesson 5:

Equations and Formulas

Inserting and Deleting Columns
and Rows
1. Click the column/row heading where you wish to insert the
new column/row.
2. Under the Home tab, in the Cells group, click the Insert button
and choose Insert Sheet Rows or Insert Sheet Columns.
Deleting Columns/Rows
1. Select the columns/rows to be deleted by clicking their
headings.
2. Under the Home tab, in the Cells group, Click the Delete
button. Or right-click the selected columns/rows and select
Delete.
Rule of Precedence
• Exponentiation occurs before multiplication or division in a
formula, and multiplication or division occurs before addition or
subtraction.
• To better remember the order of precedence, take note of this
mnemonic device: “Please excuse my dear Aunt Sally”,
• it gives the order of precedence- parentheses, exponent,
multiplication, division, addition, and subtraction.
Formulas in Excel
• =Sum(range) – used to compute the total of all
items in the specified range.
• =Average(range) – used to count the values
found in the range.
• =Count(range) – used to count the values
found in the range.
• =Max(range) – used to get the largest value
within the range.
• =Min(range) – used to get the smallest value
within the range.
Sorting Data
1. Under the Data tab, in the Sort & Filter group, click Sort
button.
2. Under the Column, right next to Sort By, click the drop-down
arrow to select your primary sorting column.
3. If desired, select more sorting columns by clicking the Add
Level button.
4. Under Sort on and Order, select the manner in which you
want to sort data. Click Ok.
Creating a Chart
1. Select the data you will need for
the chart.
2. Click the Insert tab and find the
Charts group. Click the dialog
box launcher.
3. Select the Chart type and Chart
sub-type desired.
Printing Worksheet
1. Click the File tab, then click
Print.
2. Change any desired
specifications.
3. Click the Print button.
Lesson 6:

Power Point Basics

Microsoft PowerPoint
• Is a presentation program used for making “slides” that can be
shown on computer screens or projected on s a screen.
Microsoft PowerPoint GUI
Creating Presentation
1. Open PowerPoint by clicking Start, then All Programs. Click
Microsoft PowerPoint.
2. Click the File tab, then click New.
3. Under Available Templates and Themes, click Sample
Templates.
4. Select any of the sample templates or you can search
Office.com Templates.
Using Themes
• Click Design tab, then go to the Themes group.
• Your chosen theme will be applied to the first slide of your
presentation.
Adding Other Items to
Presentation
1. Click Insert tab. In the Image
group, click Picture button.
2. Choose a picture by clicking it.
Click Insert.
3. To resize a picture, click and drag
the handles around the inserted
image.
Lesson 7:

Advanced Power Point

Master Slides
• Sets all the properties and attributes of all the slides currently in
your presentation.
Editing Master Slide
• Under the View tab, in the Master Views group, click the Slide
Master button.
• Select Click to edit Master title style or Click to edit Master
subtitle style, then right-click and choose the font size, color
and font style on the Mini toolbar.
Making Dynamic Presentation
1. Click the object that you like to animate, then go to the
Animations tab on the Ribbon.
2. In the Animation group, place the mouse pointer over each
option to get the preview of the effect.
3. To see the list of animations currently applied to the slide,
click the Animation Pane.
4. Select an effect for your slide transition.
5. Click Preview to view how the slide transitions look like.
Bullets and Numbering
1. Under the Home tab, in the Paragraph group, click Bullets icon
to create bullets or click numbered icon to start numbered
list.
2. For more options, click the drop-down arrow. Then Select
Bullets and Numbering.
3. Choose the type of bullet or numbering you want to use. Click
Ok.
Shapes
1. Click Insert tab, then click Shapes
button in the Illustrations group. The
Shapes gallery will appear.
2. Select a shape from the drop-down
gallery.
3. Drag the mouse on the slide area to
create a shape.
4. You can also add buttons. Select any
Action button at the bottom of the
Shapes gallery.
Wordart
• Is a stylized way of presenting words on the slide.
• Words that can be shaped into certain forms and color may be
added to slides.
Inserting WordArt
1. Click the Insert tab, then click
WordArt button in the Text group.
2. A gallery will then appear that will
let you choose a style.
3. You can also access WordArt
through the Format tab.
Hyperlinks
• Is a reference to a hypertext document (like a Web page) that
enables you to “jump” to that document.
Adding Hyperlinks
1. Highlight the object where you
want to insert a hyperlink.
2. Right-click it to open a shortcut
menu and click Hyperlink.
3. A dialog box will appear that will
ask you to insert a Web address.
Changing the Order of the Slides
1. Under the View tab, in the Presentation Views group, click Slide
Sorter button.
2. Click a particular slide that you want to move and then drag
the slide to its new place.
Printing the Presentation
1. Click the File tab, then go to Print.
2. Under Printer and Settings, choose
your desired specifications.
3. Click Print button to start printing.
Lesson 8:

The Internet
Internet
• It is a worldwide network of computers that allows users to
access other computers (no matter how far away they are from
each other).
• It allows users to access other computers wherever they are in
the world, as well as retrieve and send information rapidly.
Connection Types
• Dial-Up Connection
• ISDN
• DSL
• Cable Internet
World Wide Web
• Is a distributed interconnection of information on the Internet.
HTML, XHTML
• HyperText Markup Languages or HTML is the written code used in
creating Web pages.
• eXtensible HyperText Markup Language or XHTML is a descendent
of HTML.
Web Browser
• Is a software that lets a user display and interact with
documents and resources in the Web.
Parts of Web Browser
Uniform Resource Locator
http://www.ilovetechfactors.com.ph/home/index.htm

protocol Authority Path

Scheme
• HTTP – HyperText Transfer Protocol
• FTP – File Transfer Protocol
• Gopher – a menu-based system that allows users to search and
retrieve documents on the Internet.
• Telnet – an Internet protocol that lets users log in to remote
system and control the computer where they are connected.
Authority
• This field may contain the IP address or domain name.
Commonly used domain types
gov Government institutions/agencies
edu Schools and other educational institutions
org Organization
mil Military organization
com Commercial websites
net Network organizations
Path
• The directory where the requested document can be found. It is
the text after the slash(/) character after the authority.
File Transfer Protocol
• Is a protocol that allows the sharing of files on the Internet
through the client-server architecture.

ftp://USERNAME:PASSWORD@www.yoursitetoftp.com
Telnet
• Is a protocol that lets users to log in to remote computers.
IRC
• Internet Relay Chat or IRC it allows user to communicate with
other people through the Internet in real time, whether it is
individually or in groups.
Instant Messaging
• Allows users to share files with each
other. Some messenger allow voice
chat.
E-mail
• Is the common term for electronic mail.
Parts of E-mail
Lesson 9:

Collaborating Online
Three Categories of Online
Collaboration
• Communication
• Conferencing
• Coordination
Communication
• Is a free exchange of information
Conferencing
• Occurs when there is a shared goal among those who are
involved.
Coordination
• It has a shared goal, but it is also has a more complex
interdependence among participants.
Lesson 10:

Security and Privacy Issues

Malware
• These programs include computer viruses, worms, Trojan
horses, and spyware programs.
Computer Viruses
• Are self-replicating programs that attach to other computer files
and spread from one computer to another.
Worms
• Do not need to attach to other computer files for them to spread.
They have the ability to spread themselves from one computer to
another.
• Once inside a computer, worms can do a number of things delete
files, install programs, or send documents to other computers on
a network
Trojan horses
• Masquerades as useful programs to trick the user into installing
them to the system.
• Once installed, it will provide an entrance to backdoor to the
system where it was installed.
Spyware
• Work in secret like Trojan horses, which may be installed into the
system without the knowledge of the user.
How a computer virus spreads
Online Fraud
• The term describes people who
break into computer systems
illegally.
• Credit card information is often the
target of online fraud.
Phishing or Spoofing
• Is obtaining sensitive information, such as passwords, credit
card details, and personal identification numbers through
deception.
Spam
• Is the general term for unsolicited message that you receive
electronically, usually in your e-mail inbox.
Ten Commandments of Computer
Ethics
1. Thou shalt not use a computer to harm other people.
2. Thou shalt not interfere with other people’s computer work.
3. Thou shalt not snoop around in other people’s computer files.
4. Thou shalt not use a computer to steal.
5. Thou shalt not use a computer to bear false witness.
6. Thou shalt not copy or use proprietary software for which you
have not paid.
7. Thou shalt not use other people’s computer resources without
authorization or proper compensation.
8. Thou shalt not appropriate other people’s intellectual output.
9. Thou shalt think about the social consequences of the program
you are writing or the system you are designing.
10.Thou shalt always use a computer in ways that ensure
consideration and respect for your fellow humans.