Common productivity tools: Advanced Word Processing Skills, Advanced Spreadsheet Skills, Advanced Presentation Skills

Empowerment Technology
Buenvenida, Dumalaog, Esguerra, Rivera, Santos
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Microsoft Word
MS Word
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Microsoft Word
MS Word
• also known as MS-Word or Word.
It is a graphical word processing
program that allows users to type
with. It is made by the computer
company Microsoft. Its purpose is
to allow users to type and save
documents.

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I. Mail Merge and Label Generation
A. Mail Merge
• is a Microsoft Word features which allow the user to create documents and
combine or merge it with other document or data file. It is often used to print,
customize or email form letters for the individual recipient to generate a set of
output documents.

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Two components of Mail Merge
1. Form Document
• it is the document that contains the main body of the message that we want to
convey or send.
2. List of Data File
• This is where the individual information or data that needs to be plugged in
(merged) to our form document is placed and maintained.

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I. Mail Merge and Label Generation
B. Label Generation
• it creates a blank document that simulates either a blank label or envelope of pre-
defined size and will use the data file that you selected to print the information,
typically, individual addresses.

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II. Integrating Images and External Materials
A. Kinds of Materials
1. Pictures
• Generally, these are electronic or digital pictures, images, photographs such as
logos that you have saved in any local storage device

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3 Common Types of Pictures
a. .JPG/JPEG
• is a popular file format used for images and graphics. It pronounces as “jay-peg”
and its short form of .jpg or Joint Photographic Group. Unfortunately, it does not
support transparency and does not work well on lettering, line drawings, or simple
graphics. .jpg images are relatively small in file size.

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b. .GIF
• stands for “Graphics Interchange Format”. It is an image file format commonly
used for images on the web and sprites in software programs. This file can
display transparencies and it’s good to blend with other materials in your
document. It is capable also of displaying simple animation.

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c. .PNG
• stands for “Portable Graphics Format”. This lossless data compression format
was developed to replace GIF. This file format is an open format with no copyright
limitations and it also has the ability to display transparent background.

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2. Clip Art
• is the term from graphic arts which defines pre-made images, line art drawings
that can be used as a generic representation for ideas and objects that you want
to integrate into your document or visuals for different media.

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3. Shapes
• these are printable objects or materials that you can integrate with your document
to enhance its appearance or allow you to have some tools to use for composing
and representing ideas, drawings, or messages.

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4. Smart Art
• is a way to make organized presentation art. These are predefined sets of
different shapes grouped together to form ideas that are organized and structural
in nature.
A a
bB
C c

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5. Chart
• – is a tool that you can use to communicate data graphically. Can integrate into
your document to represent data characteristics and trends.
Sales
1st Qtr 2nd Qtr
3rd Qtr 4th Qtr

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6. Screenshot
• – it is a snipping tool that provides capturing the area of your selected data on
your screen to make a more realistic image of what you are discussing on your
report or manual.

Different Resume templates on Google Docs
Resume
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To access Resumes in Google Docs:
- Go to Google Docs click “Template
gallery” in the top right-hand corner.
Scroll down to “Resumes.” Fill it out.
Serif
- It is a resume template that is
simple and easy-to-read. Google
Docs allows you to use two columns
to help you save space and fit all the
relevant information into a one-
page resume

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Swiss
- This resume template is a great
example of the header is well-
designed and highly visible and the
sections separated by thick black
lines are super easy to spot.

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Coral
- This resume template spices up an
otherwise basic resume design with
coral section title.

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Spearmint
- This simple resume template for
Google Docs makes great use of
the white space. It also has a strong
resume header, neatly divided
resume sections, and overall
pleasant colour scheme.

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Modern Writer
- A resume template if you want to
give your resume that modern
touch.

Microsoft Excel
MICROSOFT EXCEL
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Excel
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Spreadsheet software
• is a computer application for
organization, analysis, and
storage of data in tabular form. It
was developed as computerized
analogs of paper accounting
worksheets as an organized data
in rows and columns to perform
calculations on the data.

Examples of Spreadsheet Software
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Microsoft Excel, Google Sheets, OpenOffice.org, LibreOffice,
Apple iWork Numbers, Kingsoft Office and StarOffice Calc.

Excel
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Microsoft Excel
• is a spreadsheet developed by Microsoft that provides an automated way of displaying
any statistical data which features calculation, graphing tools, pivot tables and a macro
programming language called Visual Basic for Applications. It includes several
arithmetic and basic computing functions that helps you compute faster.
• To Open Microsoft Excel, Press “Windows Logo” + R then type “excel” then press
Enter. Or just simply click start and look for Excel Icon then click it.

Key Terms in Microsoft Excel
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Row
• it’s a horizontal line of entries in a table.
Active Cell
Cell
Column
• it’s a vertical line of entries in a table.
• the place where information is held in a spreadsheet.
• refers to the currently selected cell in a spreadsheet. It can be identified by a bold
(typically blue) outline that surrounds the cell.
Column Heading
• it is the colored row of letters used to identify each column within the sheet. It is the
box at the top of each column containing a letter.

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Row Heading
• is the gray-colored column located on the left side of column 1 in the worksheet
which contains the number (1,2,3, etc.) where it helps out to identify each row in the
worksheet.
Cell reference
• refers to a cell or a range of cells on a worksheet and can be used in a formula so
that the Microsoft Office Excel can find the values or data that you want that formula
to calculate.
• combining or joining two or more cells to create a new larger cell.
Merge

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Formula
• is an expression that calculates and operates on the values in a range of cells or
cells.
Functions
• are predefined formulas that perform calculations using specific values in a particular
order. It includes many common functions that can be used to quickly find the sum,
average, count, maximum value, and minimum value for a range of cells.
• – is where data or formulas are entered into a worksheet so that it may appear in the
active cell. It can also be used to edit data or formula in the active cell.
Formula Bar

BASIC MATH OPERATIONS
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=SUM(x,y) or =SUM(range)
• Returns the sum of x and y or (all the numbers within the range).
=PRODUCT(x,y)
• Returns the product of x and y.
• Returns the quotient of x divided by y.
=QUOTIENT(x-y)
=x-y
• Returns the difference of x subtracted by y.

BASIC MATH OPERATIONS
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=x+y
• Returns the sum of x and y
=x*y
• Returns the product of x and y
• Returns the quotient of x divided by y
=x/y

OTHER FUNCTIONS
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=ABS(x)
• Returns the absolute value of x
=AVERAGE(x,y)
• Returns the average of x and y
• Joins x and y
=CONCATENATE (x,y)
=IF(Condition, x,y)
• Returns x if the condition is true, else it returns y

OTHER FUNCTIONS
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=ISEVEN(x)
• Returns true if x is an even number
=ISODD(x)
• Returns true if x is an odd number
• Counts the number of cell containing a number within a range
=COUNT(range)
=COUNTIF(range, criteria)
• Count the number of cells that fits with the criteria within the range

OTHER FUNCTIONS
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=ISNUMNER(x)
• Returns true if x is a number
=ISTEXT(x)
• Returns true if x is a text
• Returns the length of characters in x
=LEN(x)
=PROPER(x)
• Returns the proper casing of x

OTHER FUNCTIONS
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=LEFT(x,y)
• Returns the characters of x specified by y (from the left)
=RIGHT(x,y)
• Returns the character of x specified by y (from the right)
• Returns the value of pi
=PI()
=MIN(x,y)
• Returns the smallest number between x and y

OTHER FUNCTIONS
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=MAX(x,y)
• Returns the largest number between x and y
=MIN(range)
• Returns the smallest number within the range
• Returns the largest number within the range
=MAX(range)
=POWER(x,y)
• Returns the value of x raised to the power of y

OTHER FUNCTIONS
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=ROUND(x,y)
• Rounds x to a specified number of digits (y)
=COLUMN(x)
• Returns the column number of x
• Returns the row number of x
=ROW(x)
=SQRT(x)
• Returns the square root of x

OTHER FUNCTIONS
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=TRIM(x)
• Removes extra spaces in x
=UPPER(x)
• Returns x in all capital form
• Returns x in non-capital form
=LOWER(x)
=TODAY()
• Returns the current date
=NOW()
• Returns the current date and time

VLOOKUP and Data sorting on Microsoft Excel
VLOOKUP AND
DATA SORTING
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Syntax for VLOOKUP
Search Key - this is the value you are looking for. For example, the word “dog”, or
the value in a cell
Range - two or more columns of data for the search. The VLOOKUP function always
search in the first column of range.
Index - column number in range from which a matching value should be returned.
Is sorted - indicates whether the lookup column is sorted (TRUE) or not (FALSE). In
most cases, FALSE is recommended
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VLOOKUP(search_key, range, index, [is_sorted])

Example
*column E and F are
the lookup table.
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Grading Students using the VLOOKUP Function

- And looks for it the ‘Marks Range’ column. (Column E)
- It goes from top to bottom and when it finds the number which is greater than
itself, it returns the grade from the previous row.
- For example, if the grade is 44, then the function would look through the
numbers in E2:E7. Since 0 is less than 44, it moves to 33 which is again lower than
44, so it moves to 50 which is higher. So it goes back to the previous value (which
is 33) and returns its grade (which is E).
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The VLOOKUP Function looks for the specified score (Column B)

Data sorting is any process that involves arranging the data into some meaningful
order to make it easier to understand, analyze or visualize. When working with
research data, sorting is a common method used for visualizing data in a form that
makes it easier to comprehend the story the data is telling.
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Data Sorting

When sorting data, it's important to first decide if you want the sort to apply to the
entire sheet or to a selection of cells.
- Sort sheet organizes all of the data in your spreadsheet by one column. Related
information across each row is kept together when the sort is applied. In the image
below, the Name column has been sorted to display client names in alphabetical
order. Each client's address information has been kept with each corresponding
name.
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Types of Sorting

- Sort range sorts the data in a range of cells, which can be helpful when
working with a sheet that contains several tables. Sorting a range will not
affect other content on the worksheet.
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Types of Sorting

PowerPoint
PowerPoint
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• A package of software designed t
o create electronic presentations
• It consists of a series of separate s
lides or pages.

Key Menu and features of PowerPoint
Ribbon
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Also known as “the ribbon menu”. It consists of a series of tabs that you can switch
between. Each of these tabs has a unique set of tools to work with your presentation

Different Ribbon Tabs and Menu of MS PowerPoint
File
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• Save, New, Open, Save As, export, share you presentation.
Home
Insert
• A general-purpose collection of the most common tools that you’ll use in PowerPoint.
• An all-in-one tool to add every imagine-able type of content, such as tables, pictures,
charts, video, and more.

Different Ribbon Tabs and Menu of MS PowerPoint
Designs
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• Controls the overall look and feel of your presentation with theme and style settings.
Transitions
Animations
• Add animations when you switch slides.
• Controls the order and style that objects will enter or exit your slide with.
Slide Shows
• Control settings related to the way your presentation appears when sharing it with an
audience.

Steps in creating a PowerPoint presentation.
1. How to Create a New Blank PowerPoint presentation
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• Click File > Click New > Select Blank Presentation
• Click Insert Tab > Click New Slide (optional to select office theme)
• Click Home Tab > click Layout (optional to select office theme) > then from that you
can add and type your content.
• ● Click Design Tab > select Themes but this is optional if you want to use built-in
themes of MS PowerPoint.
3. How to add Layout and Content
2. How to add Slides
4. How to choose a Theme and Style

5. How to add SmartArt
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• Click on the Insert Tab > Click SmartArt option > select SmartArt options on the new
Pop-Up Menu List (e.g. Cycle) > select Basic Pie > Click OK to add a SmartArt on
your presentation
• Click on the Insert Tab > Click on Shapes > then select different types of shapes by
double-clicking on it (e.g. Circle) > then resized your desired shape.
• Click Insert Tab > click on Pictures > then find the location of your picture or image
that you want to add on your presentation > Click Insert
• Click the image you want to have transition > click the Transition Tab > select
Transition Effects that you want. (e.g. Morph) > then click Preview to see if the
transition effect is working in the image.
7. How to insert Image
6. How to insert Shapes
8. How to insert slide transitions

9. How to add Animations
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• Click on the Object or text that you want to animate > Click Animation Tab > Select
the Animation effects that you like Or
• Click on the Object or text that you want to animate > Click Animation Tab > Click
add animation > Select the Animation effects that you like.
• Select an object or highlight a text.
• Go to Insert > Hyperlinks (under links category) or use the shortcut key Ctrl + K. The
insert Hyperlink dialog box would appear.
10. How to add Hyperlinks in Microsoft PowerPoint:

Link to Options:
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• Creates a hyperlink to a website or a local file saved in your hard drive. Just browse
your file in the dialog box or type the web address.
a. Existing File or Web Page
b. Place in This Document
• Creates a hyperlink that allows you to jump to a specific slide in your presentation.

Link to Options:
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• Creates a hyperlink that once clicked, creates a new document on your specified
location.
c. Create a New Document
d. E-mail Address
• Creates a hyperlink that opens Microsoft Outlook that automatically adds your
specified recipient on a new email.
When done, click OK to apply your hyperlink.

HYPERLINKING
HOW TO DO HYPERLINKING
Start!

HYPERLINK
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• You'll pick the text or object you want to hyperli
nk to. On the Home tab , click Text, under Insert,
and then click Hyperlink. For the type of hyperli
nk you want to insert, click the Document or Em
ail Address tab. In order to build a connection, f
ollow the instructions.

References:
https://www.google.com/url?sa=i&url=https%3A%2F%2Fcourses.lumenlearning.com%2Fsuny-wm-compapp%2Fchapter%2Fassignment-use-
mail-
merge%2F&psig=AOvVaw26DSpzlW0W8JTnhoLA3GF7&ust=1603970965343000&source=images&cd=vfe&ved=0CAIQjRxqFwoTCLiL49CX1-
wCFQAAAAAdAAAAABAD
https://www.google.com/url?sa=i&url=https%3A%2F%2Fwww.worldlabel.com%2FPages%2Fcreating-mailing-
labels.htm&psig=AOvVaw00B1nGzXXE0GDn-
DANUDtN&ust=1603971172792000&source=images&cd=vfe&ved=0CAIQjRxqFwoTCPCWr7aY1-wCFQAAAAAdAAAAABAp
https://www.google.com/url?sa=i&url=https%3A%2F%2Fexpertphotography.com%2F10-steps-taking-better-
photos%2F&psig=AOvVaw2XkZbriseL9bdMfaSSnZb0&ust=1603971415915000&source=images&cd=vfe&ved=0CAIQjRxqFwoTCKjj6KiZ1-
wCFQAAAAAdAAAAABAJ
https://www.google.com/url?sa=i&url=https%3A%2F%2Fwww.shutterstock.com%2Fblog%2Ftake-pictures-
moon&psig=AOvVaw2XkZbriseL9bdMfaSSnZb0&ust=1603971415915000&source=images&cd=vfe&ved=0CAIQjRxqFwoTCKjj6KiZ1-
wCFQAAAAAdAAAAABAO
https://www.google.com/url?sa=i&url=https%3A%2F%2Fcommons.wikimedia.org%2Fwiki%2FFile%3AHDRI_Sample_Scene_Balls_(JPEG-
HDR).jpg&psig=AOvVaw2tFBaYXDaBPecw4LS31h8z&ust=1603971585258000&source=images&cd=vfe&ved=0CAIQjRxqFwoTCNDvsviZ1-
wCFQAAAAAdAAAAABAJ
https://www.google.com/url?sa=i&url=https%3A%2F%2Fcommons.wikimedia.org%2Fwiki%2FFile%3ASample_abc.jpg&psig=AOvVaw2tFBaYX
DaBPecw4LS31h8z&ust=1603971585258000&source=images&cd=vfe&ved=0CAIQjRxqFwoTCNDvsviZ1-wCFQAAAAAdAAAAABAO
https://www.google.com/url?sa=i&url=https%3A%2F%2Fwww.pinterest.com%2Fpin%2F357262182927127704%2F&psig=AOvVaw2GAPefuo-
IIiNdzM_7M49_&ust=1603971721060000&source=images&cd=vfe&ved=0CAIQjRxqFwoTCKC42ria1-wCFQAAAAAdAAAAABAD
https://www.google.com/url?sa=i&url=https%3A%2F%2Fwww.pinterest.com%2Fpin%2F690669292834157779%2F&psig=AOvVaw1rlSNaqWC-
u70fEQcXJGy5&ust=1603971776366000&source=images&cd=vfe&ved=0CAIQjRxqFwoTCLDZmNOa1-wCFQAAAAAdAAAAABAU
https://www.google.com/url?sa=i&url=https%3A%2F%2Fclipart4school.com%2Fproduct%2Ffree-butterfly-
clipart%2F&psig=AOvVaw1ZvTPMVjS2ft5uJU9iunxU&ust=1603971853394000&source=images&cd=vfe&ved=0CAIQjRxqFwoTCNC5vvea1-
wCFQAAAAAdAAAAABAP

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