Unit4

Unit 04: Productivity Tools and Use of Computer in Daily Life
Computer Literacy 54
Microsoft Word:
Getting Started:
Menus:
When you begin to explore Word 2007 you will notice a new look to the menu bar.
You should remember three features as you work within Word 2007:
1. The Microsoft Office Button
2. The Quick Access Toolbar
3. The Ribbon
These three features contain many of the functions that were in the menu of previous
versions of Word. The functions of these three features will be outlined below.
The Microsoft Office Button:
The Microsoft Office button performs many of the functions that were located in the
File menu of older versions of Word. This button allows you to create a new
document, open an existing document, save or save as, print, send (through email or
fax), publish or close.
The Ribbon:
The Ribbon is the panel at the top portion of the document. It has seven tabs: Home,
Insert, Page Layout, References, Mailings, Review, and View that contain many new
and existing features of Word. Each tab is divided into groups. The groups are logical
collections of features designed to perform functions that you will utilize in
developing or editing your Word document. Commonly used features are displayed
on the Ribbon, to view additional features within each group, click on the arrow at the
bottom right of each group. Each of the tabs contains the following tools:
Home: Clipboard, Fonts, Paragraph, Styles, and Editing. Insert: Pages, Tables,
Illustrations, Links, Header & Footer, Text, and Symbols Page Layout: Themes, Page
Setup, Page Background, Paragraph, Arrange References: Table of Contents,
Footnote, Citation & Bibliography, Captions, Index, and Table of Authorities
Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish
Review: Proofing, Comments, Tracking, Changes, Compare, Protect View: Document
Views, Show/Hide, Zoom, Window, Macros
Quick Access Toolbar:
The quick access toolbar is a customizable toolbar that contains commands that you
may want to use. You can place the quick access toolbar above or below the ribbon.
To change the location of the quick access toolbar, click on the arrow at the end of the
toolbar and click on Show below the Ribbon.
You can also add items to the quick access toolbar. Right click on any item in the
Office Button or the Ribbon and click on Add to Quick Access Toolbar and a shortcut
will be added to the Quick Access Toolbar.
Working with Documents:
Create a New Document There are several ways to create new documents, open
existing documents, and save documents in Word:
 Click the Microsoft Office Button and Click New or
 Press CTRL+N (Depress the CTRL key while pressing the “N”) on the keyboard
You will notice that when you click on the Microsoft Office Button and Click New,
you have many choices about the types of documents you can create. If you wish to
start from a blank document, click Blank. If you wish to start from a template, you
can browse through your choices on the left, see the choices on center screen, and
preview the selection on the right screen.

Opening an Existing Document:
Click the Microsoft Office Button and Click Open, or Press CTRL+O (Depress the
CTRL key while pressing the “O”) on the keyboard, or
If you have recently used the document you can click the Microsoft Office Button and
click the name of the document in the Recent Documents section of the window Insert
picture of recent docs.
Saving a Document:
Click the Microsoft Office Button and Click Save or Save As (remember, if you’re
sending the document to someone who does not have Office 2007, you will need to
click the Office Button, click Save As, and Click Word 97-2003 Document), or
 Press CTRL+S (Depress the CTRL key while pressing the “S”) on the keyboard,
or
 Click the File icon on the Quick Access Toolbar
Renaming Documents To rename a Word document while using the program:
 Click the Office Button and find the file you want to rename.
 Right-click the document name with the mouse and select Rename from the
shortcut menu.
 Type the new name for the file and press the ENTER key.
Working on Multiple Documents Several documents can be opened simultaneously if
you are typing or editing multiple documents at once. All open documents will be
listed in the View Tab of the Ribbon when you click on Switch Windows. The current
document has a checkmark beside the file name. Select another open document to
view it.
Document Views:
There are many ways to view a document in Word.
 Print Layout: This is a view of the document, as it would appear when printed. It
includes all tables, text, graphics, and images.
 Full Screen Reading: This is a full view length view of a document. Good for
viewing two pages at a time.
 Web Layout: This is a view of the document, as it would appear in a web
browser.
 Outline: This is an outline form of the document in the form of bullets.
 Draft: This view does not display pictures or layouts, just text.
Customize allows you to add features to the Quick Access Toolbar. If there are tools
that you are utilizing frequently, you may want to add these to the Quick Access
Toolbar.
Editing a Document:
Typing and inserting Text:
To enter text just starts typing! The text will appear where the blinking cursor is
located. Move the cursor by using the arrow buttons on the keyboard or positioning
the mouse and clicking the left button.
Selecting Text:
To change any attributes of text it must be highlighted first. Select the text by
dragging the mouse over the desired text while keeping the left mouse button
depressed, or hold down the SHIFT key on the keyboard while using the arrow
buttons to highlight the text.
Deselect the text by clicking anywhere outside of the selection on the page or press an
arrow key on the keyboard.

Inserting Additional Text:
Text can be inserted in a document at any point using any of the following methods:
 Type Text: Put your cursor where you want to add the text and begin typing
 Copy and Paste Text: Highlight the text you wish to copy and right click and click
Copy, put your cursor where you want the text in the document and right click and
click Paste.
Cut and Paste Text:
Highlight the text you wish to copy, right click, and click Cut, put your cursor where
you want the text in the document, right click, and click Paste.
Drag Text:
Highlight the text you wish to move, click on it and drag it to the place where you
want the text in the document.
You will notice that you can also use the Clipboard group on the Ribbon.
Rearranging Blocks of Text
To rearrange text within a document, you can utilize the Clipboard Group on the
Home Tab of the Ribbon. Insert picture of clipboard group labeled.
Move text:
Cut and Paste or Drag
Copy Text:
Copy and Paste as above or use the Clipboard group on the Ribbon
Paste Text:
Ctrl + V (hold down the CTRL and the “V” key at the same time) or use the
Clipboard group to Paste, Paste Special, or Paste as Hyperlink
Deleting Blocks of Text:
Use the BACKSPACE and DELETE keys on the keyboard to delete text. Backspace
will delete text to the left of the cursor and Delete will erase text to the right. To
delete a large selection of text, highlight it using any of the methods outlined above
and press the DELETE key.
Search and Replace Text:
To find a particular word or phrase in a document:
 Click Find on the Editing Group on the Ribbon
 To find and replace a word or phrase in the document, click Replace on the
Editing Group of the Ribbon.
Undo Changes:
To undo changes:
 Click the Undo Button on the Quick Access Toolbar
Formatting Text:
Styles:
A style is a format-enhancing tool that includes font typefaces, font size, effects
(bold, italics, underline, etc.), colors and more. You will notice that on the Home Tab
of the Ribbon, that you have several areas that will control the style of your
document: Font, Paragraph, and Styles.
Change Font Typeface and Size:
To change the font typeface:
 Click the arrow next to the font name and choose a font.
 Remember that you can preview how the new font will look by highlighting the
text, and hovering over the new font typeface.
To change the font size:
 Click the arrow next to the font size and choose the appropriate size, or

 Click the increase or decrease font size buttons.
Font Styles and Effects:
Font styles are predefined formatting options that are used to emphasize text. They
include: Bold, Italic, and Underline. To add these to text:
 Select the text and click the Font Styles included on the Font Group of the
Ribbon, or
 Select the text and right click to display the font tools
 Change Text Color To change the text color:
 Select the text and click the Colors button included on the Font Group of the
Ribbon, or
 Highlight the text, right click, and choose the colors tool.
 Select the color by clicking the down arrow next to the font color button.
Highlight Text:
Highlighting text allows you to use emphasize text as you would if you had a marker.
To highlight text:
 Select the text
 Click the Highlight Button on the Font Group of the Ribbon, or
 Select the text and right click and select the highlight tool
 To change the color of the highlighter click on down arrow next to the highlight
button.
Copy Formatting:
If you have already formatted text the way you want it and would like another portion
of the document to have the same formatting, you can copy the formatting. To copy
the formatting, do the following:
 Select the text with the formatting you want to copy.
 Copy the format of the text selected by clicking the Format Painter button on the
Clipboard Group of the Home Tab
 Apply the copied format by selecting the text and clicking on it.
Clear Formatting:
To clear text formatting:
 Select the text you wish to clear the formatting
 Click the Styles dialogue box on the Styles Group on the Home Tab
 Click Clear All
Formatting Paragraphs:
Formatting paragraphs allows you to change the look of the overall document. You
can access many of the tools of paragraph formatting by clicking the Page Layout Tab
of the Ribbon or the Paragraph Group on the Home Tab of the Ribbon.
Change Paragraph Alignment:
The paragraph alignment allows you to set how you want text to appear. To change
the alignment:
 Click the Home Tab
 Choose the appropriate button for alignment on the Paragraph Group.
 Align Left: the text is aligned with your left margin
 Center: The text is centered within your margins
 Align Right: Aligns text with the right margin
 Justify: Aligns text to both the left and right margins.

Indent Paragraphs:
Indenting paragraphs allows you set text within a paragraph at different margins.
There are several options for indenting:
 First Line: Controls the left boundary for the first line of a paragraph
 Hanging: Controls the left boundary of every line in a paragraph except the first
one
 Left: Controls the left boundary for every line in a paragraph
 Right: Controls the right boundary for every line in a paragraph
To indent paragraphs, you can do the following:
 Click the Indent buttons to control the indent.
 Click the Indent button repeated times to increase the size of the indent.
 Click the dialog box of the Paragraph Group
 Click the Indents and Spacing Tab
 Select your indents
 Add Borders and Shading You can add borders and shading to paragraphs and
entire pages.
To create a border around a paragraph or paragraphs:
 Select the area of text where you want the border or shading.
 Click the Borders Button on the Paragraph Group on the Home Tab
 Choose the Border and Shading
 Choose the appropriate options
Apply Styles:
Styles are a present collection of formatting that you can apply to text. To utilize
Quick Styles:
 Select the text you wish to format.
 Click the dialog box next to the Styles Group on the Home Tab.
 Click the style you wish to apply.
Create Links:
Creating links in a word document allows you to put in a URL that readers can click
on to visit a web page. To insert a link:
 Click the Hyperlink Button on the Links Group of the Insert Tab.
 Type in the text in the “Text to Display” box and the web address in the
“Address” box.
Change Spacing Between Paragraphs and Lines:
You can change the space between lines and paragraphs by doing the following:
 Select the paragraph or paragraphs you wish to change.
 On the Home Tab, Click the Paragraph Dialog Box
 Click the Indents and Spacing Tab
 In the Spacing section, adjust your spacing accordingly
Styles
The use of Styles in Word will allow you to quickly format a document with a
consistent and professional look. Styles can be saved for use in many documents.
Apply Styles:
There are many styles that are already in Word ready for you to use. To view the
available styles click the Styles dialog box on the Styles Group in the Home Tab. To
apply a style:
 Select the text
 Click the Styles Dialog Box

 Click the Style you choose
Creating New Styles:
You can create styles for formatting that you use regularly. There are two ways to do
this: New Styles or New Quick Styles.
New Styles:
To create a new style:
 Click the Styles Dialog Box
 Click the New Style Button
 Complete the New Style dialog box.
 At the bottom of that dialog box, you can choose to add this to the Quick Style
List or to make it available only in this document.
New Quick Style:
To create a style easily:
 Insert your cursor anywhere in the chosen style
 Click the Styles dialog box
 Click Save Selection as New Quick Style
Adding Tables:
Tables are used to display data in a table format.
Create a Table:
To create a table:
 Place the cursor on the page where you want the new table
 Click the Insert Tab of the Ribbon
 Click the Tables Button on the Tables Group.
You can create a table one of four ways:
 Highlight the number of row and columns
 Click Insert Table and enter the number of rows and columns
 Click the Draw Table, create your table by clicking and entering the rows and
columns
 Click Quick Tables and choose a table
Enter Data in a Table:
Place the cursor in the cell where you wish to enter the information. Begin typing.
Modify the Table Structure and Format a Table:
To modify the structure of a table:
 Click the table and notice that you have two new tabs on the Ribbon: Design and
Layout. These pertain to the table design and layout.
On the Design Tab, you can choose:
 Table Style Options
 Table Styles
 Draw Borders
To format a table, click the table and then click the Layout Tab on the Ribbon. This
Layout tab allows you to:
 View Gridlines and Properties (from the Table Group)
 Insert Rows and Columns (from the Rows & Columns Group)
 Delete the Table, Rows and/or Columns (from the Rows & Columns Group)
 Merge or Split Cells (from the Merge Group)
 Increase and Decrease cell size (Cell Size Group)
 Align text within the cells and change text directions (Alignment Group)

Proofing a Document:
There are many features to help you proofread your document. These include:
Spelling and Grammar, Thesaurus, AutoCorrect, Default Dictionary, and Word
Count.
Spelling and Grammar:
To check the spelling and grammar of a document:
 Place the cursor at the beginning of the document or the beginning of the section
that you want to check
 Click the Review Tab on the Ribbon
 Click Spelling & Grammar on the Proofing Group.
 Any errors will display a dialog box that allows you to choose a more
appropriate spelling or phrasing.
If you wish to check the spelling of an individual word, you can right click any word
that has been underlined by Word and choose a substitution.
Thesaurus:
The Thesaurus allows you to view synonyms.
To use the thesaurus:
 Click the Review Tab of the Ribbon
 Click the Thesaurus Button on the Proofing Group.
 The thesaurus tool will appear on the right side of the screen and you can view
word options.
You can also access the thesaurus by right-clicking any word and choosing Synonyms
on the menu.
Check Word Count:
To check the word count in Word 2007 look at the bottom left corner of the screen. It
will give you a total word count or if you have text highlighted it will tell you how
many words are highlighted out of the total.
Note: Further commands and features of Microsoft Word, we will learn and
practice in our Lab Class.
Microsoft PowerPoint:
Introduction to PowerPoint:
PowerPoint is an application that lets you build, print, and deliver presentations. We
have several options for the delivery of a presentation. The on-screen presentation
allows us to use the full range of PowerPoint's features. As we develop a PowerPoint
presentation, it is important to remember that we should not try to include every piece
of information we wish to deliver. The most common mistake made by new users
PowerPoint developers is to stuff too much information on each slide.
Preparation of new slide when we start PowerPoint, the new presentation dialog box
offers four choices:
New Presentation Dialog Box:
Using Templates:
Auto Content Wizard walks us through a series of questions designed to give
information and the type of presentation you are making. The Wizard then builds a
dummy presentation that will guide us in developing the content of the presentation.
Design Template allows us to establish the background and color scheme from the
available templates prior to beginning work in the new presentation.
Blank presentation opens a new presentation with no template.

Open an existing presentation displays a list of recently opened PowerPoint
presentations from which you can choose.
Auto Layout:
After we have opened a new presentation, PowerPoint displays the New Slide dialog
box containing several Auto Layouts. Auto Layouts provide a pre-determined layout
for each specific type of slide.
New Slide Layout Dialog Box:
Page Setup for new Slides:
PowerPoint assumes that you will be delivering an on-screen presentation. If we are
using PowerPoint for development but will be creating 35mm slides, we should size
the presentation for that medium before beginning development. 35mm slides are
wider than on-screen presentations; if we develop slides before setting the page size,
we run the risk of our slides not looking the way we want them to look.
Using Placeholders:
All but two of the Auto Layouts supply pre-selected places called Placeholders in
which to insert text. It is important to insert text into each "title" placeholder because
PowerPoint uses that information to help you orient yourself.
Inserting New Slides:
New slides are added after the current one. To add a new slide below the current one,
click the New Slide Tool. Then choose the layout of the new slide from the New Slide
Auto Layout dialog box. Making a selection from the Text Toolbar affects the
highlighted text only. In addition to the standard text formatting tools of font choice
and size, bold, italics, and underline, you also can align text left, center, or right.
Other special tools are described below.
Shadowed Text:
The Shadow Text Tool places a slight shadow behind the text. Although the effect is
not prominent, this is an excellent tool to use to give more definition to title text. You
should NOT shadow all body text since this makes it very "muddy" to read.
Inserting Pictures:
PowerPoint comes with a library of "clip art" that includes traditional clip art, as well
as videos, photographs, and sounds. You can also insert graphics from other sources
into a presentation. To access PowerPoint's ClipArt Gallery, click the ClipArt Gallery
Tool (located on the Drawing Toolbar).
To use a Gallery ClipArt image, in the Insert ClipArt dialog box, select the category
pertaining to the type of image you are looking for. Then select the image you want.
A pop-up box will allow you to: insert the image, preview the clip, add the clip to a
different category, and/or find similar clips.
Formatting:
Using Formatting Toolbar:
To change the applied template, click and select a different template. All slides in
your presentation will have the newly chosen design applied, and any charts you've
created will be updated with the new color scheme. Options on the Text Toolbar
allows you to make choices affecting highlighted text.
Inserting Multimedia:
Inserting Sound, Video Clips and Photos
You insert sound, video clips, or photos, the same way you insert ClipArt images. If
you are connected to the Internet you can download additional clips from Microsoft's
online Art Gallery by clicking on Clips Online. When you insert these objects, they
are inserted in the center of the slide. You can press and drag them to new locations.

Using Charts and Graphs:
PowerPoint uses Microsoft Graph to let you create simple charts in a presentation.
To create a chart, click the Chart Tool. (Or choose the Chart Auto Layout and double
click inside the Chart placeholder to create a chart.)
Note: Further commands and features of Microsoft PowerPoint we will learn and
Microsoft Excel:
Getting Started:
Microsoft Excel is one of the most popular spreadsheet applications that helps you
manage data, create visually persuasive charts, and thought‐provoking graphs. Excel
is supported by both Mac and PC platforms. Microsoft Excel can also be used to
balance a checkbook, create an expense report, build formulas, and edit them.
Creating a new document and opening a document:
To begin Microsoft Excel, Go to Start > All Programs > Applications > Microsoft
Office > Microsoft Excel. When opened a new spreadsheet will pop up on the screen,
if this does not happen click on the Office Icon > New. From here a dialog box with
various different templates will appear on the screen that you can choose from. Once
a template is chosen, click Create.
Saving Your Document:
Computers crash and documents are lost all the time, so it is best to save often.
Saving Initially:
Before you begin you should save your document. To do this, click on the floppy disk
located at the top of the screen. Then Microsoft Excel will open a dialog box where
you can specify the new file’s name, location of where you want it saved, and format
of the document. Once you have specified a name, place, and format for your new
file, press the Save button.
Note: Specifying your file format will allow you to open your document on a PC as
well as a MAC. To do this you use the drop down menu next to the Format option.
Also, when you are specifying a file extension (i.e. .doc) make sure you know what
you need to use.
Saving Later:
After you have initially saved your blank document under a new name, you can begin
your project. However, you will still want to periodically save your work as insurance
against a computer freeze or a power outage. To save, just click on the floppy disk, or
for a shortcut press CTRL + S.
Toolbars:
In Microsoft Excel 2007 for a PC, the toolbars are automatically placed as tabs at the
top of the screen. Within these tabs you will find all of your options to change text,
data, page layout, and more. To be able access all of the certain toolbars you need to
click on a certain tab that is located towards the top of the screen.
Formatting:
Working with Cells:
Cells are an important part of any project being used in Microsoft Excel. Cells hold all
of the data that is being used to create the spreadsheet or workbook. To enter data into
a cell you simply click once inside of the desired cell, a black border will appear
around the cell. This border indicates that it is a selected cell. You may then begin
typing in the data for that cell.

Cut, Copy, and Paste:
You can use the Cut, Copy and Paste features of Excel to change the data within your
spreadsheet, to move data from other spreadsheets into new spreadsheets, and to save
yourself the time of re‐entering information in a spreadsheet. Cut will actually remove
the selection from the original location and allow it to be placed somewhere else.
Copy allows you to leave the original selection where it is and insert a copy
elsewhere. Paste is used to insert data that has been cut or copied.
To Cut or Copy:
 Highlight the data or text by selecting the cells that they are held within.
 Go to the Home Tab > Copy (CTRL + C) or Home Tab > Cut (CTRL + X).
 Click the location where the information should be placed.
 Go to Home Tab > Paste (CTRL + V) to be able to paste your information.
Formatting Cells:
There are various different options that can be changed to format the spreadsheets
cells differently. When changing the format within cells you must select the cells that
you wish to format.
 To get to the Format Cells dialog box select the cells you wish to change then go
to Home Tab > Format > Format Cells. A box will appear on the screen with six
different tab options. Explanations of the basic options in the format dialog box
are bulleted below.
Number:
Allows you to change the measurement in which your data is used. (If your data is
concerned with money the number that you would use is currency)
Alignment:
This allows you to change the horizontal and vertical alignment of your text within
each cell. You can also change the orientation of the text within the cells and the
control of the text within the cells as well.
Font:
Gives the option to change the size, style, color, and effects.
Border:
Gives the option to change the design of the border around or through the cells.
Formatting Rows and Columns:
When formatting rows and columns you can change the height, choose for your
information to auto fit to the cells, hide information within a row or column, un‐hide
the information.
To format a row or column go to Home Tab > Row Height (or Column Height), then
choose which height you are going to use. The cell or cells that are going to be
formatted need to be selected before doing this. When changing the row or column
visibility (hidden, un‐hidden) or auto fit, you will go to the Home Tab and click
Format. The drop down menu will show these options
Adding Rows and Columns:
When adding a row or column you are inserting a blank row or column next to your
already entered data. Before you can add a Row you are going to have to select the
row that you wish for your new row to be placed. (Rows are on the left hand side of
the spreadsheet) once the row is selected it is going to highlight the entire row that
you chose.
To insert the row you have to go to Home Tab > Insert > Insert Sheet Rows. The row
will automatically be placed on the spreadsheet and any data that was selected in the
original row will be moved down below the new row. Before you can add a Column
you are going to have to select a column on the spreadsheet that is located in the area

that you want to enter the new column. (Columns are on the top part of the
spreadsheet.) Once the column is selected it is going to highlight the entire row that
you chose.
To insert a column you have to go to Home Tab > Insert > Insert Sheet Column. The
column will automatically be place on the spreadsheet and any data to the right of the
new column will be moved more to the right.
Working with Charts:
Charts are an important part to being able to create a visual for spreadsheet data. In
order to create a chart within Excel the data that is going to be used for it needs to be
entered already into the spreadsheet document. Once the data is entered, the cells that
are going to be used for the chart need to be highlighted so that the software knows
what to include. Next, click on the Insert Tab that is located at the top of the screen.
Inserting Smart Art Graphics and Pictures:
To insert Pictures:
Go to the Insert Tab> Picture, a dialog box will appear and then you can select the
desired picture from the location that is it stored. The picture will be inserted directly
onto your document, where you can change the size of it as desired. Inserting a
picture
Inserting Clipart:
To insert Clip Art you will need to go to the Insert Tab > Clip Art. A navigation pane
will appear on the left hand side of the screen where you can search for words that
pertain to the picture you are looking for.
Creating Functions:
When creating a function in Excel you must first have the data that you wish to
perform the function with selected. Select the cell that you wish for the calculation to
be entered in (i.e.: if I want to know the sum of B1:B5 I will highlight cell B6 for my
sum to be entered into).
Note: Further commands and features of Microsoft Excel we will learn and

Unit4

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Unit4