WORD PUBLISHER

POWERPOINT & EXCEL

Introduction to Microsoft Office

The Benefits of Learning Microsoft Office

Universally used in most business settingsIncreases employability and work efficiencyRemote access via the internetAllows for easy information sharingCompatible with most computer systemsUser friendly

Most Common Microsoft Office Applications

Word – Word processing and mailings Publisher – Brochures, signs, cards, images,

etc.PowerPoint – Presentations and slideshowsExcel – Spreadsheets, tables, and mailings Access – Database creation and managementOutlook – Professional email and personal

information manager

Microsoft Office Button & Toolbar

Universal to most Microsoft Office Programs Open, Close, Create Save Print Access recent

documents Create shortcuts Customizable

Word

Word processor best used for writing papers, letters, memos, and the Great American Novel. Offers Mailings feature for labels, envelopes, andmass mailings Provides pre-formatted and/or customizable layouts Auto-formats references and other document features

Word ~ Home

Clipboard – copy, cut and paste objects into the document

Font – text formatting such as size, color, and effectsParagraph – margin, alignment, bullets, themes, etcStyles – applies a format set to an entire document

or selected textEditing – allows you to find and replace words

throughout an entire document or a selection

Word ~ Insert

Pages – add blank pages and create page breaks

Tables – add graphs and chartsIllustrations – insert picture files from Word or

your documentsLinks – create links from your document to files

or the internet, and bookmark or reference other parts of the document.

Word ~ Insert

Header & Footer – used for documenting sources and formatting

Text – Add irregular text or a program format/file (i.e.. PowerPoint)

Symbols – Inserts special characters unavailable on the keyboard.

Word ~ Page Layout

Themes – inserts pre-set formatsPage Setup – adjusts the margins, size, position,

etc.Page Background – adjusts background formatParagraphs – formats margin and line spacesArrange – positions, layers, and rotates images;

aligns objects based on the page or margin; formats text in relation to objects.

Word ~ References

Table of Contents – insert a table of contents automatically or manually

Footnotes – adds footnotes to the pageCitations – auto formats citations and bibliography

based on selected format - super handy!Captions – inserts captions below objectsIndex – mark pages to insert an automatic indexTable of Authorities – mark citations for an

automatic table of authorities.

Word ~ Mailings

Create – print individual envelopes and sheets of labelsStart Mail Merge – select label number and recipient

list (import list from excel)Write and Insert Fields – insert info from an excel

file, format, and update labelsPreview – allows you to look at results before printingFinish and Merge – edit individual items, printAdobe – save the mailing as a PDF file

Word ~ Review

Proofing – spell check, thesaurus, internet and source searches, change languages, count words

Comments – insert comments in the marginTracking – show changes made to the document in a

side panelChanges – track and reject or accept document editsCompare – view more than one version of the same

document, or combine multiple versions into one fileProtect – lock the documents from further edits

Word ~ View

Document Views – provides different viewing options for your page

Show/Hide – select additional screen features, such as rulers and gridlines

Zoom – customize or use preset zoom featuresWindow – view separate portions of the

document at one time.Macros – speeds up editing by automating tasks

Publisher

Publishing software Flyers, brochures,

business cards and more!

Layer multiple elements

Use preformatted layouts for quick and easy results

Publisher ~ Home

Clipboard - copy, cut and paste into the publication

Font – text formatting such as size, color, and effects

Paragraph – margin, alignment, bullets, themes, etc

Styles – applies a format set to an entire document or selected text

Publisher ~ Home

Objects – add text, pictures, tables and shapes

Arrange – layer, group, and rotate objects, format text boxes

Editing – allows you to find and replace items throughout an entire document or a selection

Publisher ~ Insert

Pages – add blank pages and create catalogsTables – add graphs and chartsIllustrations – insert picture files, clip art, shapesBuilding Blocks – Ad preformatted elementsText – Add boxes of text, symbols, dates, etc.Links – create links from your document to files or the

internet, and bookmark or reference other parts of the document.

Header & Footer – Insert into all pages of the publication

Publisher ~ Page Design

Template – use preformatted layoutsPage Setup – alter the page size, orientation &

marginLayout – set object alignment parametersPages – arrange and name pages of a publicationSchemes – Insert a set of color schemes (best

used in conjunction with templates)Page background – Insert background color and

effects, create a set of elements to repeat in all additional pages.

Publisher ~ Mailings

Start Mail Merge – select label number and recipient list (import list from excel)

Write and Insert Fields – insert info from an excel file, format, and update labels

Preview Results– allows you to look at results before printing

Finish and Merge – edit individual items, print

Publisher ~ Review

Proofing – spell check, thesaurus, internet and source searches

Language – translate the text into another language

Publisher ~ View

Views – provides different viewing options for your page

Layout – View your pages either single page or two page spread, depending on the type of publication

Show – select additional screen features, such as rulers and gridlines

Zoom – customize or use preset zoom featuresWindow – arrange multiple document windows

Publisher ~ Formatting Tabs

Available for Drawing, Text, Pictures and Tables Provides additional formatting options for objects

inserted into the document Appears along the ribbon as a colored tab Only available when the object to be formatted is

selected

Power Point

Presentation software Create slide shows Time slides or

manually advance Add music, pictures

and more Link to websites to

share resources

Power Point ~ Home

Clipboard - copy, cut and paste objects into the document

Slides – add and format new slides, delete slidesFont – text formatting such as size, color, and effectsParagraph – margin, alignment, bullets, etc.Drawing – create and format shapesEditing – allows you to find and replace words

throughout an entire document or a selection

Power Point ~ Insert

Tables – add graphs and chartsIllustrations – insert picture files, clip art, shapesLinks – create links from your document to files

or the internet.Text – Add boxes of text, symbols, dates, etc.Media– Insert video or audio into a presentation

Power Point ~ Design

Page Setup – change the page and the slide orientation

Themes – insert preformatted themes for a professional look

Background – change the background of themes - options change according to the theme.

Preview – shows animations added to presentations

Animations – add animation, movement and sound to selected portions of the presentation

Transition to This Slide – apply special effects that occur when slides are changed & set slides to automatically advance.

Power Point ~ Animations

Start Slide Show – play slides in order created or create custom show using part or all of slides

Set Up – create timed, automated slide shows with or without narration

Monitors – change the monitor resolution or set up outside monitors

Power Point ~ Slide Show

Proofing – spell check, resource lookup, thesaurus, translate to different language

Comments – insert comments into the presentation

Power Point ~ Review

Presentation Views – Change the way the presentation looks on the monitor

Show/Hide – manage ruler, gridlines and message barZoom – Fit to window or custom zoom in/outColor/Grayscale – change the way the presentation

appears on the monitor and in printingWindow – Arrange multiple windows or split the

screenMacros – Create and implement Macros

Power Point ~ View

Excel

Create spreadsheets to analyze and present data Column and row format Insert formulas Create tables and charts Create lists for Mail

Merge Create multiple sheets per

file

Excel ~ Home

Clipboard - copy, cut and paste into the document

Font – text formatting such as type, size and color, border formatting for cells

Alignment – Format margin, alignment and text wrapping and borders for individual or selected cells

Numbers – Formats the number value and decimals

Excel ~ Home

Styles – applies several formats in one step to the documents cells (relates directly to document theme)

Cells – insert, delete and format cellsEditing – Total selected cells, clear cell

formatting etc., find data and objects, sort data.

Excel ~ Insert

Tables – inserts a table for a selected group of cellsIllustrations – adds pictures to the spreadsheetCharts – creates charts for a selection of cellsHyperlinks – links selected cells to a document or

webpageText – adds text related features to the spreadsheet

Excel ~ Page Layout

Themes – inserts preformatted spreadsheet settingPage Setup – customizes page format such as

margin, orientation, page breaks, background, etc. Scale to Fit – shrinks/enlarges printoutsSheet Options – customize spreadsheet printoutsArrange – positions, layers, and rotates objects;

aligns objects based on the page or margin

Excel ~ Formulas

Function Library – inserts functions: mathematical and financial equations, numerical conversions, text changes and more

Defined Names – organize by giving names to functions, tables, etc.

Formula Auditing – used to identify relationships of contributing cells in a formula, check for accuracy

Calculation – manage when the formulas are calculated

Excel ~ Data

Get External Data – imports data into excel from outside sources

Connections – changes properties of data imported through an external source

Sort & Filter – controls how data is displayedData Tools – helps manage and edit dataOutline – organization tool used to summarize

data groups

Excel ~ Review

Proofing – spell check, thesaurus, internet and source searches, translation

Comments – insert comments in the selected cells

Changes – track and reject or accept document edits

Excel ~ View

Document Views – provides different viewing options for your workbooks

Show/Hide – select additional screen features, such as rulers and gridlines

Zoom – customize or use preset zoom featuresWindow – view separate portions of the

document at one time.Macros – increases efficiency by automating

tasks

TIFFANY HICKOXTECHNICAL SERVICES

LIBRARIANTHICKOX@CITYOFALLIANCE.NET

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