Using Ms Office

Adding text to a slide, moving the text, and changing text style or color Adding Text On whatever slide format you have chosen, you will find dashed boxes including instructions to "Click to add ..." for whatever can be added to the slide. • •

On the Title slide click in the title and type the name of your state you selected On the Sub-Title slide click in the block and type a slogan related to your state.

Moving text block To move a text block to another position on the slide, click the cursor in the border surrounding your text. Your cursor will change to a four-headed arrow indicating that you can now click and drag the block to a new position.

You can get this cursor by moving your mouse to any point of the border surrounding the text block except for the eight white squares. If you move your cursor to those points it becomes a double headed arrow indicating that you can change the size of the block.

Changing text style or color

Any text created in PowerPoint must be highlighted before changing font, style, or color. To produce the headline you see below I had to reformat several things:

Changing Font and size With the text highlighted, click on the down arrow beside the name of the font, or font size to choose another. With the text highlighted, click on the large A to increase size, or the small A to decrease size With the text highlighted, go to the Format Menu at the top of the page and select Font to change font, size, style, or text color. Changing Font style With the text highlighted, click on B for Bold, I for Italic, U for Underline, or S for Shadow, With the text highlighted, go to the Format Menu at the top of the page and select Font to change font, size, style, or text color. Changing Text Color

With the text highlighted, click on the down arrow to choose a new color. With the text highlighted, go to the Format Menu at the top of the page and select Font to change font, size, style, or text color

Animating text Animating text means that each bulleted point of your slide appears on the screen one at a time. For example: First line Second line

Third line

Fourth line

How to animate items on a slide Construct the slide. Remember the 6 x 6 rule; "Avoid more than six lines of text, or six words per line." Change to slide sorter view.

Select the slide you wish to animate. From the Slide Show menu, select Custom animation. To bring lines of text onto the slide one at a time, use an Entrance effect. Several are available. You may also select More effects to see even more. Caution! The purpose of a PowerPoint slide show is to communicate information, not to show off your animation skills.

Another rule to remember is the "Run Over Rule." Avoid having text run over other text on the way to its final resting place. Click on the Slide Show button presentation.

to see this effect in action in your slide

Making changes to the animation effect - After selecting an animation effect, a new icon is added to the Custom Animation pane. The icon includes a mouse, green star, and the item animated; text, chart, or image. At the right end of this icon you will see a down pointing triangle. Click on the triangle to display the menu of possible changes you can make to the animation effect.

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Entry animation and sound - Click on the name of the effect and you will see the list of effects available. The same is true with the sound. Caution! This sound will play as each element is presented. Some of the sounds sound interesting the first time, but get tiresome with repetition. After animation - Dimming means changing the color of the previous points so the new point presented will stand out. You may also choose to hide the previous points so that only your new point is displayed. Introduce text - You may introduce the text in one of three ways. o All at once - This shows the entire line of text, all at once. For most presentations this would be the preferred setting. o By word - Each word that you typed shows up one at a time. If you are doing a presentation for children this might be fun for one slide. I can not imagine sitting through a presentation where this effect is used on each slide, especially with accompanying sound. o By letter - Yikes! Why would you want to? If you have a really good use for this effect please send me Email and share it with me. To see uses others have suggested, click here. Before you leave the Custom Animation window, click on the Preview button to see, and hear, what your effect will look, and sound, like.

Caution: Many new users of PowerPoint become enamored with all of the "bells and whistles" which they can easily include in their slide show. As much fun as those sounds and animations can be, remember the purpose of a PowerPoint slide show is to communicate some important information. If sounds fit naturally in the lesson, include them. For example, in a show about lions, the roar of a lion is appropriate. However, sound, just for the sake of sound, should NOT be included in your show. Studies show that the more "bells and whistles" you place into a show, the more likely it is that your audience will remember only the glitz.

Beginning with a new slide There are two ways to launch PowerPoint; click on the PowerPoint icon [ ] from the Programs menu (either listed alone or under Microsoft Office), or selecting New Office Document from the Start menu. If you use the icon, PowerPoint begins with a new blank slide.

If you selected New Office Document you will be given several choices. (Your choices may look a bit different from the ones below.) Select the icon named Blank Presentation.

You have two options to consider. Write your show as a blank presentation and then select a slide design, or select a slide design before starting to write your show. This tutorial will be written as if you wrote your slide show using a blank presentation. Click in the title area to enter the title of your show. Then click in the subtitle area to enter a subtitle. There are two ways to add a new slide to your show. • •

Go to the Insert menu at the top of the page and select New Slide Click on the New Slide button [ ] on the formatting toolbar.

Title slide is the layout presented for your first slide. To change the layout go to the Format menu and select Slide Layout. You may select a different layout by clicking on the thumbnail image. Several types of layout are illustrated below:

Continue writing your slide show until all of the content has been entered. Changing the Slide Design Now that you have entered the content in your slide show, you may want to apply a slide design. Go to the Format menu and select Slide Design.

You may apply a design to the entire show, or to single slides. After applying a design, go back through each slide. You may need to make adjustments on text size or placement.

Inserting an image into a slide Inserting Clip Art

There are a variety of ways to insert Clip Art into a slide: Included with slide format

Button in the toolbar

Menu bar

Action required Double-Click

Click

Select Picture then Clip Art

Once you have made a selection you search clip art for a topic. Enter a word related to the type of picture you want. Single word searches work best.

If you find that most images in your search inform you that the clip art is stored on a CD, check with the technology department of your school or district. Someone needs to do a second installation to install clip art on your computer. The basic installation most commonly performed places only a small amount of

clip art on your computer. In the search results window below, two options are circled. 1. Click on the icon with the left pointing arrow to expand the search

results window 2. Click on the word Modify to change the search topic.

Expanding the clip art search results list allows you to scan through a larger selection of image without scrolling.

To insert an image onto your PowerPoint slide, click one time on the image. You may continue to add images from the same search results window, or modify your search and look for other images. Below is an image inserted from the search results page.

Moving the image

Place your cursor inside the image and the pointer turns into a four headed arrow. Click and drag the image anywhere on the slide you want to when the cursor is shaped like this. Resizing the image Place your cursor on one of the corner circles and the cursor changes to a two headed arrow pointing diagonally . If you click and drag away from the center of the image on any one of these 4 corner squares the image gets larger in both width and height. If the cursor is placed on one of the center circles the cursor changes to a two headed arrow . If you click and drag the image will change size in one direction only, width or height. Avoid changing only the width or height of an image, it will look distorted. If your cursor is placed over the green circle at the top of the image the cursor changes to a circle with an arrow pointing clockwise. Click and drag the green circle to change the orientation of the picture. Inserting an image other than clip art Select the Insert menu from the top of the screen. Move the cursor down to Picture, and then over to From File. Navigate to find the sub-directory containing images. As an example, see the image below:

In the above window I selected a file of images called pics. A thumbnail of available images is displayed. As with Clip Art, the picture can be inserted by double-clicking or by clicking on the Insert button.

Creating transitions between slides (PowerPoint 2002 [XP]) A transition is the effect that is used as a slide comes onto the screen. To include transitions, first create your slide show and then go to the Slide Sorter View. (This can be found in the bottom left corner of the PowerPoint window) At the top of the window you will find a transitions button on the slide sorter toolbar

Selecting the Transitions button will open a Transitions pane on the right side of the window.

A preview of the transition which you choose for a specific slide will take place on the slide sorter view. Options available: • • •

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Type of transition - scroll to see the entire list Speed of transition - experiment to see which speed looks best for your show Sound to accompany transition - If you have seen many of our PowerPoint tutorials you know we seldom recommend that you use the built in sounds in PowerPoint. Do you really need a sound saying,"hello everyone, I am changing slides now!" Slide Advance - Select automatically after some number of seconds only if your show will be displayed on a kiosk, or as a display.

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Apply to All Slides - There are two schools of thought regarding this selection. Some feel that using the same transition for each slide will give a sense of continuity to the slide show. Others feel that the same transition for each slide gives a boring, sameness to the show. You decide. There is no Apply button, selecting the transition automatically applies the transition to a slide. Play - Selecting this button gives you one more look at the transition style.

Always test your presentation before showing it. What sounded like such a good choice while you were writing, may not work out as well as you thought.

Slide show options Your slides have been created. Transitions and animations have been selected. It is time to work on your entire show. Go to the slide sorter view so you can get a visual overview.

If you decide that a slide belongs in another place you may click and drag the entire slide to the new spot. For example; I could click on slide 3 and drag it to the left. A vertical line will appear between slides 1 and 2. If I let go of the mouse button, my original slide 3 will now be slide 2. Viewing the Slide Show

You can start a show by clicking on the Slide Show button at the bottom of the window [ ]. You may also go to either the View menu or the Slide Show menu at the top of the screen and select Slide Show. You may also begin a show by pressing the F5 button. Either of these options will allow you to see your show. If you are working on a slide and want to test your show starting from any slide other than slide 1, use the Slide Show button at the bottom of the window. The other methods all begin your show with slide 1. There is an option which gives you more control. Go to the Slide Show menu, and select Set Up Show or Rehearse Timings. Set Up Show - This choice allows control over several parameters:

The principal use of this window will be to cause the show to loop continuously until you hit the esc key. Even though timings are specified, you could choose to advance slides manually. Pen color will allow you to write on the slide during the show, and the mark will not permanently change the slide. More on that later. Rehearse Timings - [Caution! This option should not be selected if you, or your students, will be presenting to the class. Only use this for something like a

Parent's Night display.] If you select this option, your show immediately starts. A timer begins to run in the bottom right corner. When you are ready for the next thing to happen, click once with your mouse. Nothing will happen until you click. Wait until the exact amount of time has elapsed before you click. PowerPoint records all of those timings and will ask you at the end of the rehearsal if you want to save those times. If you say yes then any times you may have entered will be changed when you go back to the Slide Sorter view Using an Excel worksheet - Automatic features Step 1 - Review cursor styles - There are four common cursor styles used in Excel. If you wish to use the automatic features of Excel, you should become familiar with each style. Click and drag to highlight multiple cells with this cursor, or click in a cell to select the single cell Click and drag with this cursor to fill cell contents into cells below or to the right. Click and drag the contents of the selected cell to any other cell.

Click to place the cursor into the Formula bar so that you can edit an equation or function. Step 2 - Using Auto fill - If there is a pattern in the data you are going to enter, Excel can detect the pattern and fill it in for you. In Cell B1 I typed Group 1.

Place the cursor on the bottom right of cell B1 and a black plus sign appears. Click and drag to the right to cell E1. Excel detects the pattern and fills in the other groups.

The image below illustrates some other patterns, and a problem with this procedure:

In row 3 the procedure did not work because there are too many possibilities. In cell B6 I typed the 2, highlighted both cells B4 and C4, clicked and drug to the right. Now that Excel knew the pattern it could fill in the cells. Note: If you are using some of the early versions of Excel, this procedure works in two directions only. You may fill to the right or down. Auto Fill will not fill to the left or up when using earlier versions of Excel. However, Excel XP and 2003 will fill in any direction; right, left, up, or down. Step 3. Using Auto Sum - Excel allows you to quickly find the total of a column or row of numbers.

Step 1 - Select the cell below your column of numbers (or to the right of your row of numbers).

Step 2 - Select the Auto Sum button from your Standard toolbar

Step 3 - When you verify that the range of numbers is proper, depress return/enter and the sum is displayed.

Step 4. Problems Using Auto Sum - Excel will automatically do what it is set to do. In this case, the program finds all adjacent numbers in a column, or row, and includes them in the range.

Step 1 - If there is a gap in the data, Excel will highlight only numbers not separated by an empty cell.

Step 2 - Place your cursor in the highlighted equation and click to edit. In the example above I would change A4:A5 to A2:A5

You may also click into the equation in the formula bar above the worksheet, and make changes there.

Step 5. Using Merge and Center - For giving a clean design look to your worksheet, consider using Excel's Merge and Center feature. This is a two step process: 1. Highlight a range of cells 2. Select the Merge and Center button 3. If you have data in only one cell, that data will be in the center of one

long cell. If you attempt to Merge and Center with data in more than one cell, you will wipe out data in all but the upper-leftmost cell. Don't worry, Excel will warn you!

Using an Excel worksheet - Basic terminology Step 1 - Launch Excel - Automatically a workbook opens. An Excel workbook is made of several sheets. Unless you have changed the default setting you will have three sheets.

Step 2 - Changing the name of the worksheets - Each sheet is a full spreadsheet. Having a workbook with multiple sheets allows you to easily establish relationships from one sheet to another. The name of the sheet may be changed. Double-click the name of the sheet in the tab at the bottom, and type the new name.

Step 3 - Inserting additional worksheets - If you need additional worksheets, go to the Insert menu and select Worksheet. It will be placed before the selected sheet.

You may also insert a worksheet by right-clicking on the name of the sheet in the tab and selecting Insert... (Macintosh users, Hold down the Ctrl key while clicking. If you want more information on this see a module about teaching your Mac to right-click.)

As you can see from the graphic above, renaming the worksheet can also be accomplished by right-clicking the tab containing sheet names. Step 4 - Cells - Rectangles in a spreadsheet are called a cell. Cells are designated by the column and row in which it is located. By default, the top left cell, A1, is highlighted.

Try the following ways to move from cell to cell: • • • • • •

Hit the Return/Enter key to move down to the row below Hold down the Shift key, then hit the Return/Enter key to move up to the row above Hit the Tab key to move over to the column to the right Hold down the Shift key, hit the Tab key to move back to the column to the left Move the cursor to any cell and click there Use the arrow keys to move up, down, left, or right.

Step 5 - Recognizing cursor styles - There are four common cursor styles used in Excel. Click and drag to highlight multiple cells with this cursor,

Click and drag with this cursor to fill cell contents into cells

or click in a cell to select the single cell

below or to the right.

Click and drag the contents of the selected cell to any other cell.

Click to place the cursor into the Formula bar so that you can edit an equation or function.

Step 6 - Entering data - Move to the cell where you want to enter data and enter words or numbers. If data is already in the cell it will be replaced without having to cut or delete the previous data.

Using an Excel worksheet - Calculating Percent and Using Absolute Cell Reference Step 1 - Review percent - Before showing how to calculate percent with Excel, let's review how to calculate percent. A number divided by a second number and multiplied by 100 expresses what percent the first number is of the second number. If you do not multiply by 100 you have the decimal equivalent of percent. Step 2 - Writing a percent equation for only two numbers- Solve the following: 2 is what percent of 8?

Now that you are sure you remember the process for calculating percent, use an Excel worksheet to perform the calculations.

Step 3. Writing a percent equation for a column of numbers accompanied by a sum. - Data from the ice cream survey will be used to illustrate how to calculate percentage.

Task: Determine what percent 6 is of 24 by putting the equation into cell C2 of a worksheet similar to the one above.

Step 4. Auto Fill and problems associated with it - You probably remember a discussion of Auto Fill on a previous module. That is a convenient way to place information in several cells at the same time. That might sound like a very good way to fill the equation into cells C3 through C9. For instructive purposes we will do that now to see the problem it causes.

Oops! Something wrong there. The problem was caused by the way the equation was written. The equation B2/B10 says, "take the first cell in this equation and divide it by the cell 8 spaces below." The reason that none of the other equations work is that there is nothing in the cell 8 spaces below any of the cells from B3 to B10. We must find a way of telling Excel to use call B10 to divide by for each of the other 8 equations. Step 5. Absolute Cell Reference - You tell Excel to use one specific cell, and never move to another relative location in the calculations by using "absolute cell reference." To specify the cell, place a dollar sign before the column letter

and before the row number. Thus, $B$10 says always use cell B10. Lets go back to the worksheet and re-write the equation in C2.

Notice the answer has not changed. If we were writing only this one equation, we wasted time using absolute cell reference. The real benefit of this equation will be seen when you fill down into cells C3 through C10. Step 6. Fill the equation down into the cells below - If you need to review how to accomplish that go back to a previous module. As soon as you fill this equation with an absolute cell reference down into cells C3 through C10, the percentages are instantly calculated. Only one more task remains.

Step 7. Format the cells - Unless you need five decimal places, I suggest formatting cells C2 through C10, the highlighted range above, so that one decimal place is displayed. Right-click on the highlighted range of cells, and select Format Cells... (Macintosh users, Hold down the Ctrl key while clicking. If you want more information on this see a module about teaching your Mac to right-click.)

In the category list select Number, and in the Decimal places: box use the down arrow to choose 1.

Click OK, your column of data has a nice uniform appearance.

Using an Excel worksheet - Entering and Editing Data Step 1 - Cell data - Things that can be entered into a cell: • • • • •

numbers words equations, formulas or functions fill color images (although they are actually on top of a cell, not in it)

Step 2 - Entering data - Move to the cell where you want to enter data and enter words or numbers. If data is already in the cell it will be replaced without you having to cut or delete the previous data. A review is available on how to move from cell to cell. Step 3 - Format data - Once information has been entered into a cell, you might want to change something about the way the information is displayed. To do that, make sure the cell you want to format is selected and go to the Format menu. Select Cells... The number I entered repeats infinitely, but I only need 2 decimal places.

You can bring up the Format Cells dialog box by right-clicking on the cell you want to format. (Macintosh users, remember that is Ctrl + click). From the following pop-up box select Format Cells...

Step 4 - Using formatting buttons - There are several toolbar buttons which allow one-click formatting. To illustrate I entered the same number in four cells, with the formatting I plan to use for each cell.

With cell A1 selected I clicked once on the Currency button In cell B1 I selected the Percent button I selected the Increase Decimal button for cell C1 The Decrease Decimal button was used to format cell D1 These four actions produced the following result:

As you can see, the Percent button simply multiples by 100 and attaches the % sign. Care must be exercised in using this button properly. Step 5 - Other formatting options - The Format toolbar includes several formatting options which can be applied to information entered into a cell.

If you need a review of these options, go back to the Formatting toolbar module. Step 6 - Editing entered data - If incorrect information has been entered into a cell, one easy way to edit that is to click on the cell and enter the correct information. You do not need to highlight or delete. Typing replaces whatever is in the cell. If you do not want to replace the data, but simply need to correct some part of it, move your cursor into the Formula bar

When your cursor turns into an I-Beam, click and edit within the formula bar. Step 7 - Review cursor styles - There are four common cursor styles used in Excel. Become familiar with each style.

Click and drag to highlight multiple cells with this cursor, or click in a cell to select the single cell

Click and drag with this cursor to fill cell contents into cells below or to the right.

Click and drag the contents of the selected cell to any other cell.

Click to place the cursor into the Formula bar so that you can edit

Using an Excel worksheet - Using Functions Step 1 - Enter data - One of the principal reasons for using a spreadsheet is to perform calculations. To illustrate, we will begin by adding a column of numbers. This is from a class survey about the favorite ice cream flavor of a class. Caution: If you plan to ask Excel to add a column of numbers, make sure that they are numbers. If cell B2 contained "6 students" rather than just the number 6, Excel would read the entry as a word, not a number.

Step 2 - Placing a function - In the example above the total of the column of numbers would naturally go in cell B10. Before placing a function (a built in equation) make sure the selected cell is where you want the function to go. From the Insert In the Paste Function pop-up window, select the menu select function Math & Trig category and scroll to the Sum function

When you choose OK, the dialog box below appears. There appears to be a lot of information to deal with, but it is basically just a summary of what you asked Excel to do.

The edit bar at the top names the function (Sum) then lists the mathematical function to be performed (=SUM(B2:B9)). Excel selects the range numbers immediately above or to the left of the function. If there is a gap in the intended range you must enter the proper range in the edit bar. Example: In the data listed with Step 1, if cell B4 was empty, Excel's suggested equation would have been incorrect (=SUM(B5:B9)). Choose OK. The function is placed in the cell and the sum is displayed.

What is in cell B10? The number 24 is displayed there. If the worksheet is printed the number 24 will be on the printed copy. However, if cell B10 is copied and pasted into another cell something altogether different appears. If you said that the information in cell B10 was "the sum of the range of numbers from B2 to B9." you are almost correct. To explain that almost we will paste the equation into cell C10.

The actual information contained in cell B10 is "find the sum of the range of numbers that are in the eight cells above this cell." Since there are no numbers in those cells, the displayed sum is zero. Step 3. Using AutoSum - Remember that Excel allows you to quickly find the total of a column or row of numbers. If you forgot that from the previous page, go there to review. Step 4. Using another function - Excel has many built-in equations (functions). One more will be used as an illustration, and to whet your appetite to discover more on your own. Once you know how to write your own functions (next topic), Excel can be used as a substitute for a calculator. I am going to prepare a worksheet which will automatically remind me what the date is as I use my "calculator."

Cell C2 is where a Date & Time function will be placed. From the Insert menu select Function. Choose Date & Time then select the Today function.

Whenever you insert a function, a dialog box pops up to explain the chosen function.

No further action is required, select OK and today's date is displayed. Tomorrow when I open this workbook, a new date will be in cell C3.

Step 5. Explore - Look through the Paste Function pop up window later to discover what equations are built into Excel

Using an Excel worksheet - Using Equations Step 1 - Preparing to enter an equation - You are ready to build your own function (an equation). There is a single keystroke that informs Excel of your intention. Press the equal key (=). If you can write the equation, Excel can perform the calculation. This module will deal with four simple functions; add, subtract, multiply and divide.

Step 2 - Writing an addition equation - If you were to state the process for adding the numbers in column B it would be "six plus three." The equation could be written exactly like that (=6+3) and Excel would display the expected answer, 9. However that equation would be useless if the numbers in either B2 or B3 were changed. When writing your own equation, use cell addresses. =B2+B3

When writing the equation, clicking in cell B2 displays B2 in the equation. If you have written the equation correctly you may accept it by pressing the Enter/Return key or by clicking on the green check mark. If you change your mind, click on the red X to cancel the operation. Step 3. Writing other simple functions - Symbols for the four basic mathematical functions are: • • •

addition + subtraction multiplication *

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division /

Step 4. Task - Prepare a worksheet with the data displayed under Step 1. Enter the proper equation under each set of two numbers. Do not look at step 5.

No! Don't look yet! :-)

Step 5. Compare - Compare your results to those shown below:

This was not a math quiz, it was an equation writing quiz. If something was unclear ask someone near you, ask your teacher, then ask me. Step 6. Combining functions - If you can write the equation, Excel can perform the math. To illustrate this we will write an equation which will add several numbers, divide to get an average, and then take a percentage of that number to provide a weighted component of an equation used to average grades.

Using different slide views Five different views are available for a slide show • • • • •

Slide View - in which the current slide is seen with a set of slide thumbnails displayed on the left Outline View - in which a text outline of the presentation is seen Slide Sorter View - in which thumbnail images of each slide in the presentation are seen Notes Page View - in which a small image of the slide is accompanied by a notes section Slide Show - in which a full sized version of each slide is seen on the full computer screen

This panel of buttons at the bottom left of the PowerPoint screen allows selection of three of the the views Normal View

- Click on the button to display Normal view.

You must be working in Normal View to edit text, images, or colors on the slide. Outline View - Older versions of PowerPoint included a button down on the bottom left which could be used to access Outline view. In PowerPoint XP Outline view is opened by clicking on the tab on the left pane which displays slide thumbnails when you are in Normal view. Notice that the title Tennessee is missing in outline view. Outline view displays text only and the word Tennessee was created in Word Art, which is actually a picture, not text.

In outline view you can quickly scan the entire presentation, edit text, but not the color of text, or do a spell check. You could also print the outline view to keep for speaker's notes as you present your show. Slide Sorter View

- Click on the button to display Slide Sorter view.

This is one of the most useful views. From this view you can: • • • • •

click and drag to move a slide to a new position in the presentation, copy a slide and Paste a duplicate into the presentation, set a Transition for each individual slide or for the entire presentation, choose the method of Animating text, get an overview of what the entire presentation will look like.

Notes Page View - Older versions of PowerPoint included a button down on the bottom left which could be used to access Notes Page view. In PowerPoint XP Notes Page view is opened by clicking on the View menu and selecting Notes Page.

This view suggests two principal uses: •

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Print a set of these for use as speaker's notes. In each notes section below the slide image you might record important points you want to be sure your audience knows about before going to the next slide. Do not try to say everything you want to say on the slide. Leave the notes area blank and print a set of these for each person in your audience. Encourage them to make notes regarding the slide. If you have other uses to suggest, please send Email.

Slide Show Clicking this button will begin the slide show. You may also begin the show by selecting Slide Show from the View menu, by selecting View Show from the Slide Show menu, or by pressing the F5 key.

The most commonly used items from the File, Edit and View menus will be explained. A quiz will follow. File menu New - Opens a new document. If you use the keyboard combination indicated on the right a blank document opens immediately. Selecting the New menu item with your cursor gives the opportunity to open a large number of types of documents. Open - Opens a previously saved document. Close - Closes the active document but does not quit the application. Save - Saves the active document with its current file name, location and format. Save As - Saves by opening a window which gives the opportunity to change the file name, location or format. Page Setup - Sets margins, paper size, orientation and other layout options. Grid lines don't show up when you print? Go to the sheet tab in this window Print Preview - Shows how the file will look when you print it. Print - Prints the active file, also gives the opportunity to change print options Exit - Closes Microsoft Excel Edit menu

Undo - The actual entry of this item will depend on what you did last. In my example I had typed, so that was displayed. This selection can be repeated several times. Redo - After an action has been undone, it can be reinstated in the document. Cut - Removes the selection from the active document and places it on the clipboard. Copy - Copies the selection to the clipboard, the cell from which information is copied remains highlighted Paste - Inserts the contents of the clipboard at the insertion point (cursor) or whatever is selected. Paste Special - Ten choices are available when making this selection; examples include pasting formulas, vqalues, and comments. Fill - Fill contents of a selected cell Up, Down, Left or Right Clear - Deletes the selected object or text, but does not place it on the clipboard. Four choices are available; All, Format, Contents or Comments Delete - This menu entry can be used to delete antire rows or columns. Find - Searches for specified text in the active document Replace - Searches for and replaces specified text and formatting. View menu

Normal - The default document view for most word processing tasks. Page Break Preview - Before printing, make sure the page breaks appear where you want them Toolbars - Displays or hides toolbars. The right pointing arrow indicates a list of toolbars. To add one slide down to the name of the toolbar and click to select. Formula Bar - Remove or display the bar which displays cell address and data entered into the active cell Header and Footer - Adds or changes the text that is displayed at the top or bottom of every page of the document Comments - Hidden comment give further information about cell contents. Comments are displayed when you move the cursor into the cell, however this command causes all comments on a page to be displayed. Full Screen - Hides most screen elements so you can see more of your document Zoom - Controls how large, or small, the current document appears on the screen. This quiz is available without the table above

In the Table below, select which menu you would use to perform the stated action. You want to find where the entry "$235.54" appears in your 1. worksheet. Which menu do you select? A document was saved to your disk and you want to open it. Which 2. menu do you select?

x

x

The Formatting toolbar has been removed and you want to add it back x 3. to your window. Which menu do you select?

You have selected contents of a cell that you want to remove from the

4. worksheet. Which menu do you select?

x

Your spreadsheet is too wide, and you want to turn the page to

5. landscape orientation for printing. Which menu do you select?

x

You have a three page spreadsheet, and where the printing stops on each page is critical. Which menu do you use to check where the Page x 6. Breaks are located? You have placed comments in several cells and want to see all of them x 7. displayed at the same time. Which menu do you select? You have changed a worksheet and now want to save it with a 8. different name. Which menu do you select?

x

Students have produced a worksheet and they want to place "Group 4, Ms. Smith's Class" at the top of each page. Which menu do you x 9. select? You have finished for the day and want to quit Microsoft Excel. Which 10. menu do you select?

The most commonly used items from the Insert, Format and Tools menus will be explained. A quiz will follow. Insert menu

Cells - Use this command to insert a cell. A pop-up window allows you to move existing data down or to the right. You can also insert rows or columns with this window.

Rows - Inserts a new row in the spreadsheet, above the row that contains the active cell.

Columns - Inserts a new column in the spreadsheet, to the left of the column that contains the active cell.

Worksheet - By default, an Excel workbook is made up of three worksheets. You may insert as many additional sheets as you require. Sheets are inserted in front of the current worksheet.

Chart - This adds a chart of the selected data, or of the entire worksheet if you have no data selected.

Page Break - Inserts page breaks above and to the left of the active cell. To avoid adding a page break to the left, make sure a cell in Column A is selected before inserting the break.

Function - Opens the Paste Function window allowing the selection of a specific equation to go in the active cell.

Comment- Have something to say about the contents of a cell? Add a small note with the appearance of a Post-It note.

Picture - Insert pictures from clip art or a file. You can also insert auto shapes, word art, or a chart.

Object - Insert an object such as clip art, word art, an equation or much more.

Hyperlink - An interesting use of hyperlinks is to place a link to any document stored on your computer. You can later open that document by clicking on the link. If you want to see an example of an Excel worksheet using hyperlinks to Internet sites, download a copy and open it with Excel.

Format menu

Cells - Format the way a number is displayed, alignment of data in the cell(s), font (size, color, style, etc.), borders and colors for the selected cells, and you may also lock the contents of a cell here.

Row - Specify a row height, choose auto-fit, and hide or un-hide the selected row. Column - Specify a column width, choose auto-fit, hide or un-hide the selected column, or choose the standard width for a column.

Sheet - Here you can rename the sheet if sheet 1 is not descriptive enough (and it's not), you can hide or un-hide a sheet, or you can tile an image in the background of the entire sheet.

Auto Format- There are sixteen pre-designed formats to change the look of your spreadsheet. You may apply the format to the entire sheet or only to selected cells.

Style - Opens a Style window which will lead to the Format Cells window if you wish to Modify the format.

Tools menu

Spelling... - Check spelling in your document

AutoCorrect... - Define, or turn off automatic corrections. If you tend to make a particular keystroke error often, and it is not in the dictionary, you can add it here.

Share Workbook... - Choose this option if you want several users to work on the data in the same workbook simultaneously. Make it available on your network and anyone with access can make changes.

Protection - You can password protect a single sheet of a workbook, or the entire workbook. One obvious application would be to protect a worksheet which you are using as your grade book.

Customize... - Select/Deselect toolbars to be displayed with your workbook, or add buttons to existing toolbars.

Options... - If you do not like something Excel does automatically, or if you know it should be doing something automatically and it is not, this is where you turn those features on or off. One thing I use a lot here is removing gridlines from a worksheet so I can draw a graphic organizer. This quiz is available on a page without the explanations above

In the Table below, select which menu you would use to perform the stated action. You want to add a hidden note explaining something about the 1. data in a cell. Which menu do you select?

*

The number 234 was entered in a cell, but when you clicked into another cell the data you entered changed to 8/22/04. You want to 2. change it back. Which menu do you select? *

3. Sheet one of a workbook is your grade book. You want to place a *

password on that sheet so students can not change the data. Which menu do you select? You want your basic spreadsheet to look more like one designed

4. by an accountant. Which menu do you select?

A list of numbers just does not communicate as well as you want to. A chart should be put into your spreadsheet to clearly show 5. the patterns you see in the data. Which menu do you select? Your spreadsheet is to be used as a catalog of documents on your computer, and you want to put links to those documents in your 6. worksheet. Which menu do you select? Where is that button? You have grown accustomed to a toolbar button in another Office application and want to add it to an 7. Excel toolbar. Which menu do you select? Before you show a worksheet to someone you want to hide one

8. column of data. Which menu do you select?

You have worked with Excel on another computer and know that something should happen automatically, and it's not doing it. 9. Which menu do you select to make the change?

*

*

*

*

*

*

Almost finished with the sheet, the only thing missing is a clip art 10. image. Which menu do you select to insert the image?

Sending a Word Outline to PowerPoint "I can NOT afford to allocate twelve days of my classroom time to another project using PowerPoint!" If you have said (or thought) that, I would like to present a simple way of putting together the content of a PowerPoint show. Notice the emphasis. Too often a PowerPoint show is all about glitzy graphics and fancy animation. The following procedure puts the emphasis squarely on content. Step 1. Open Word.

Step 2. Begin typing at the top line of the document. Do not skip a line. Do not do anything to change the format of what you type. Step 3. Think in outline terms. Type a major idea on one line. Press Return/Enter to move to the next line and type a sub point. Step 4. Do not skip lines, even between major points. Do not try to tab, do not use Roman Numerals, or any other outlining procedure. Simply type points followed by sub points, which would then be followed by another major point. Download a sample document to see an example. Step 5. Identify the major points of your outline. Each of these will be the title of a new PowerPoint slide. Put your cursor at the beginning of the first major point. (Actually your cursor can be anywhere in that line) Step 6. In the Formatting toolbar, change the style of that line from Normal to Heading 1. Step 7. Repeat this procedure for each of the major headings. In the sample document from Step 4, my major points are red. If you are familiar with using the Format Painter, that would simplify your task. Step 8. The remaining points in your outline are sub points. Using the same procedure from step 6, change the style of each of the sub points to Heading 2. Download a sample document to see what the finished document would look like. Final Step. From the File menu select Send To, then select PowerPoint. Your outline is turned into a PowerPoint show with content only. Download a sample show to see what the presentation would look like.