introduction to microsoft office
DESCRIPTION
A crash course in the various functions of Word, Publisher, PowerPoint, and Excel.TRANSCRIPT
WORD PUBLISHER
POWERPOINT & EXCEL
Introduction to Microsoft Office
The Benefits of Learning Microsoft Office
Universally used in most business settingsIncreases employability and work efficiencyRemote access via the internetAllows for easy information sharingCompatible with most computer systemsUser friendly
Most Common Microsoft Office Applications
Word – Word processing and mailings Publisher – Brochures, signs, cards, images,
etc.PowerPoint – Presentations and slideshowsExcel – Spreadsheets, tables, and mailings Access – Database creation and managementOutlook – Professional email and personal
information manager
Microsoft Office Button & Toolbar
Universal to most Microsoft Office Programs Open, Close, Create Save Print Access recent
documents Create shortcuts Customizable
Word
Word processor best used for writing papers, letters, memos, and the Great American Novel. Offers Mailings feature for labels, envelopes, andmass mailings Provides pre-formatted and/or customizable layouts Auto-formats references and other document features
Word ~ Home
Clipboard – copy, cut and paste objects into the document
Font – text formatting such as size, color, and effectsParagraph – margin, alignment, bullets, themes, etcStyles – applies a format set to an entire document
or selected textEditing – allows you to find and replace words
throughout an entire document or a selection
Word ~ Insert
Pages – add blank pages and create page breaks
Tables – add graphs and chartsIllustrations – insert picture files from Word or
your documentsLinks – create links from your document to files
or the internet, and bookmark or reference other parts of the document.
Word ~ Insert
Header & Footer – used for documenting sources and formatting
Text – Add irregular text or a program format/file (i.e.. PowerPoint)
Symbols – Inserts special characters unavailable on the keyboard.
Word ~ Page Layout
Themes – inserts pre-set formatsPage Setup – adjusts the margins, size, position,
etc.Page Background – adjusts background formatParagraphs – formats margin and line spacesArrange – positions, layers, and rotates images;
aligns objects based on the page or margin; formats text in relation to objects.
Word ~ References
Table of Contents – insert a table of contents automatically or manually
Footnotes – adds footnotes to the pageCitations – auto formats citations and bibliography
based on selected format - super handy!Captions – inserts captions below objectsIndex – mark pages to insert an automatic indexTable of Authorities – mark citations for an
automatic table of authorities.
Word ~ Mailings
Create – print individual envelopes and sheets of labelsStart Mail Merge – select label number and recipient
list (import list from excel)Write and Insert Fields – insert info from an excel
file, format, and update labelsPreview – allows you to look at results before printingFinish and Merge – edit individual items, printAdobe – save the mailing as a PDF file
Word ~ Review
Proofing – spell check, thesaurus, internet and source searches, change languages, count words
Comments – insert comments in the marginTracking – show changes made to the document in a
side panelChanges – track and reject or accept document editsCompare – view more than one version of the same
document, or combine multiple versions into one fileProtect – lock the documents from further edits
Word ~ View
Document Views – provides different viewing options for your page
Show/Hide – select additional screen features, such as rulers and gridlines
Zoom – customize or use preset zoom featuresWindow – view separate portions of the
document at one time.Macros – speeds up editing by automating tasks
Publisher
Publishing software Flyers, brochures,
business cards and more!
Layer multiple elements
Use preformatted layouts for quick and easy results
Publisher ~ Home
Clipboard - copy, cut and paste into the publication
Font – text formatting such as size, color, and effects
Paragraph – margin, alignment, bullets, themes, etc
Styles – applies a format set to an entire document or selected text
Publisher ~ Home
Objects – add text, pictures, tables and shapes
Arrange – layer, group, and rotate objects, format text boxes
Editing – allows you to find and replace items throughout an entire document or a selection
Publisher ~ Insert
Pages – add blank pages and create catalogsTables – add graphs and chartsIllustrations – insert picture files, clip art, shapesBuilding Blocks – Ad preformatted elementsText – Add boxes of text, symbols, dates, etc.Links – create links from your document to files or the
internet, and bookmark or reference other parts of the document.
Header & Footer – Insert into all pages of the publication
Publisher ~ Page Design
Template – use preformatted layoutsPage Setup – alter the page size, orientation &
marginLayout – set object alignment parametersPages – arrange and name pages of a publicationSchemes – Insert a set of color schemes (best
used in conjunction with templates)Page background – Insert background color and
effects, create a set of elements to repeat in all additional pages.
Publisher ~ Mailings
Start Mail Merge – select label number and recipient list (import list from excel)
Write and Insert Fields – insert info from an excel file, format, and update labels
Preview Results– allows you to look at results before printing
Finish and Merge – edit individual items, print
Publisher ~ Review
Proofing – spell check, thesaurus, internet and source searches
Language – translate the text into another language
Publisher ~ View
Views – provides different viewing options for your page
Layout – View your pages either single page or two page spread, depending on the type of publication
Show – select additional screen features, such as rulers and gridlines
Zoom – customize or use preset zoom featuresWindow – arrange multiple document windows
Publisher ~ Formatting Tabs
Available for Drawing, Text, Pictures and Tables Provides additional formatting options for objects
inserted into the document Appears along the ribbon as a colored tab Only available when the object to be formatted is
selected
Power Point
Presentation software Create slide shows Time slides or
manually advance Add music, pictures
and more Link to websites to
share resources
Power Point ~ Home
Clipboard - copy, cut and paste objects into the document
Slides – add and format new slides, delete slidesFont – text formatting such as size, color, and effectsParagraph – margin, alignment, bullets, etc.Drawing – create and format shapesEditing – allows you to find and replace words
throughout an entire document or a selection
Power Point ~ Insert
Tables – add graphs and chartsIllustrations – insert picture files, clip art, shapesLinks – create links from your document to files
or the internet.Text – Add boxes of text, symbols, dates, etc.Media– Insert video or audio into a presentation
Power Point ~ Design
Page Setup – change the page and the slide orientation
Themes – insert preformatted themes for a professional look
Background – change the background of themes - options change according to the theme.
Preview – shows animations added to presentations
Animations – add animation, movement and sound to selected portions of the presentation
Transition to This Slide – apply special effects that occur when slides are changed & set slides to automatically advance.
Power Point ~ Animations
Start Slide Show – play slides in order created or create custom show using part or all of slides
Set Up – create timed, automated slide shows with or without narration
Monitors – change the monitor resolution or set up outside monitors
Power Point ~ Slide Show
Proofing – spell check, resource lookup, thesaurus, translate to different language
Comments – insert comments into the presentation
Power Point ~ Review
Presentation Views – Change the way the presentation looks on the monitor
Show/Hide – manage ruler, gridlines and message barZoom – Fit to window or custom zoom in/outColor/Grayscale – change the way the presentation
appears on the monitor and in printingWindow – Arrange multiple windows or split the
screenMacros – Create and implement Macros
Power Point ~ View
Excel
Create spreadsheets to analyze and present data Column and row format Insert formulas Create tables and charts Create lists for Mail
Merge Create multiple sheets per
file
Excel ~ Home
Clipboard - copy, cut and paste into the document
Font – text formatting such as type, size and color, border formatting for cells
Alignment – Format margin, alignment and text wrapping and borders for individual or selected cells
Numbers – Formats the number value and decimals
Excel ~ Home
Styles – applies several formats in one step to the documents cells (relates directly to document theme)
Cells – insert, delete and format cellsEditing – Total selected cells, clear cell
formatting etc., find data and objects, sort data.
Excel ~ Insert
Tables – inserts a table for a selected group of cellsIllustrations – adds pictures to the spreadsheetCharts – creates charts for a selection of cellsHyperlinks – links selected cells to a document or
webpageText – adds text related features to the spreadsheet
Excel ~ Page Layout
Themes – inserts preformatted spreadsheet settingPage Setup – customizes page format such as
margin, orientation, page breaks, background, etc. Scale to Fit – shrinks/enlarges printoutsSheet Options – customize spreadsheet printoutsArrange – positions, layers, and rotates objects;
aligns objects based on the page or margin
Excel ~ Formulas
Function Library – inserts functions: mathematical and financial equations, numerical conversions, text changes and more
Defined Names – organize by giving names to functions, tables, etc.
Formula Auditing – used to identify relationships of contributing cells in a formula, check for accuracy
Calculation – manage when the formulas are calculated
Excel ~ Data
Get External Data – imports data into excel from outside sources
Connections – changes properties of data imported through an external source
Sort & Filter – controls how data is displayedData Tools – helps manage and edit dataOutline – organization tool used to summarize
data groups
Excel ~ Review
Proofing – spell check, thesaurus, internet and source searches, translation
Comments – insert comments in the selected cells
Changes – track and reject or accept document edits
Excel ~ View
Document Views – provides different viewing options for your workbooks
Show/Hide – select additional screen features, such as rulers and gridlines
Zoom – customize or use preset zoom featuresWindow – view separate portions of the
document at one time.Macros – increases efficiency by automating
tasks