MINDANAO COMMUNITY SCHOOL, INC.

Banga, South Cotabato

Empowerment
Technologies
 Module 4 - Advance technique using Microsoft Word
 Module 5 - Advance technique using Microsoft Excel
 Module 6 - Advance technique using Microsoft PowerPoint

____________________________________________________________________
Name
Grade 12
[ ] HUMSS [ ] CSS
Module 4 - 6
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MODULE 4: Advance techniques using Microsoft Word

Word processor is an application that allows users to create, edit, and print documents. One of the most widely
used word processors is Microsoft Word. It is developed by Microsoft and was released on October 25, 1983.
With Microsoft Word, you can create random things like calendar, newsletter, invitations, etc. Microsoft Word
offers several elements that can be used in editing documents which is shown in the figure below.

Current Tab Other Tab s

Command Button
Ribbon Display Option Menu
File Tab

Group Name Show Gallery

Dialog Box Launcher
Hide the Ribbon
Microsoft Word is a complex program which people use to perform various functions such as composing and
editing, formatting and saving, and printing. With these functions you were able to correct spelling, grammar,
format your text using boldface and italics, and save your documents electronically to the computer's hard
drive.

What’s In
We have discussed from our previous lesson the different tips on how to improve our online search and research skills.
When searching online, always remember to narrow down your topic, use logical operators such as AND and OR, or you
may use symbols like plus (+) sign, minus (-) sign, an asterisk (*), and quotation marks (“) for better query results. Using
the right symbols and narrowing your topic into the most important keywords are the keys to the most effective search
technique.
We have also learned that checking the website’s credibility is also vital when doing online research. This is one
way of ensuring the quality and reliability of your research. When evaluating the website’s credibility
remember to check the website’s domain, the author of the article and the publisher, the purpose of producing
the document, and the date the document was published and updated.

*** ANSWER WHAT’S IN ON ACTIVITY SHEET

What is It

In the professional world, sending out information to convey important information is vital. Because of ICT,
things are now sent much faster than the traditional newsletters or postal mail. You can now use the internet
to send out information you need to share. What if we could still do things much faster—an automated way of
creating and sending uniform letters with different recipients? Would that not be more convenient?

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Mail Merge

This feature of Microsoft Word allows you to create documents and combine them with another document or
data file. It is commonly used when sending out advertising materials to various recipients.

The simplest solution for the previous scenario is to create a document and just copy and paste it several times
then just replace the details depending on whom you send it to. But what if you have hundreds or thousands of
recipients? Would not that take too many hours? What if you have a small database on information where you
can automatically generate those letters?

Mail merging basically requires two components:

1. Main Document
The document that contains the body of the message we want to convey or send.
Example: Letter

2. Data Source
It is your Excel® spreadsheet containing the names and addresses you want to
merge into a Word® document from the Data Source.

How to Perform Mail Merge?

In Mail Merge you need to:

• Create the main document • Create data source
• Merge data with document

To create a form letter, do the following:

1. Open an existing Word document, or create a new one.
2. Click the Mailings tab.

To create a form letter, do the following:

3. Click the Start Mail Merge command.

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4. Select Step by Step Mail Merge Wizard.

Mail Merge task pane appears at the right side of your screen.

Mail merge
task pane

5. Choose the type of document you want to create. If you want to create a letter,
select Letters. Six main steps in guiding you to complete a merge will be
displayed at the bottom.

To create a form letter, do the following:

6. Click Next: Starting document to move to Step 2.

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7. Select Use the current document. Click Next:

Select recipients to move to Step 3.

You will need an address list so Word can automatically place each address into the document. The list can
be in an existing file, such as an Excel workbook, or you can type a new address list from within the
Mail Merge Wizard.

8. From the Mail Merge task pane, select Type a new list, then click Create.

9. The dialog box of New address list appears, displaying fields that Word
assumes you need. Select an entry that you don't need and click the Delete
button. Use the TAB key to move from cell to cell.

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When you delete, a confirmation dialog box will appear.

To customize the address list, click Customize Columns button at the

bottom of the window

Fill in the recipient list by typing the record’s data. Type the information
that’s appropriate to each field, then press Tab to enter the next field. After
filling in the last field, and add another record just press the Tab key after
inputting the last field. When you press the Tab key on the last field in a
record, a new record is automatically created and added on the next line.

The dialog box of Customized

Address List will appear. The resulting
window lists the Field Names provided.
When you are done, click OK then
customized fields appear as column
headings in the New Address List dialog
box.

10. Click OK after filling the recipient list. A special Save As dialog box
pops up, allowing you to save the recipient list. Type a name for the address
list then click the Save button.

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Return to your document. You are now ready to write your letter, each copy of the letter will mostly be
the same, except the recipient data (name and address). You have to add placeholders for the
recipient data so Mail Merge identifies correctly where to add the data. If you're using Mail Merge with an
existing letter, make sure the file is open.

11. ClickNext: Write your letter. Click the Address Block button to insert an address block
into your letter.

12. Dialogbox of Insert Address Block appears. Choose the desired format for the address block
and click OK. The placeholder of Address block will appear in the document.

Use the Match Fields button to match your field names with the required fields to correct
problems. This may be essential if you created the address list in another program, such as Excel.

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13. ClickGreeting Line from the Mail Merge task pane to insert a greeting line
into your document.
Dialog box of Insert Greeting Line will appear.

14. Choose a format for the greeting line and click OK.

The placeholder of Greeting lines will appear in the document.

15. Toview your merged data, click the Preview Results button on the Mail merge task pane or on the
ribbon to replace the merge fields with data from your recipient list.

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Inserting Illustrations
• An illustration in Microsoft Office is visualization or drawing that is in the form of pictures, Clip Art,
shapes, SmartArt, charts or screen clippings. You can insert illustrations easily using the Illustrations
group of the Insert tab.

• To insert a picture from a file, do the following:

1. Click where you want to insert the picture in your
document.
2. In the Illustrations group of the Insert tab, click
Picture. Insert Picture dialog box will appear.
3. Locate the picture that you want to insert.
4. Double-click the picture that you want to insert.
Format tab of the Picture Tools will
appear on the ribbon at the same time the picture is inserted.

• To insert a Clip Art, do the following:

1. Click where you want to insert the Clip Art in your document.
2. In the Illustrations group of the Insert tab, click Clip Art. Clip Art task pane will appear
usually at the right side of the window.

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3. In the Search for text box of the Clip Art task pane, type a word or
phrase that describes the clip art that you want.
4. In the Results should be drop-down list box, you may want to modify
your search by selecting a particular media type or all media file types.
5. Click Go. List of results will be displayed.
6. Click the desired clip art to insert it.

• To insert a shape, do the following:

1. In the Illustrations group of the Insert tab, click Shapes.
2. Click the shape that you want.
3. Click anywhere in the document, and then drag to insert the shape.

To insert a SmartArt, do the following:

4. In the Illustrations group of the Insert tab, click SmartArt. Choose a SmartArt Graphic dialog
box will appear.
5. Select from the list of SmartArt that you want and then click OK.
6. Enter your text by clicking [Text] in the Text pane, and then type your text. If the Text pane is not
visible, click the control as shown.

• To insert a chart, do the following:

1. Click where you want to insert the chart in your
document.
2. In the Illustrations group of the Insert tab, click
Chart. Insert Chart dialog box will appear.
3. Select the type of chart that you want and then click
OK. MS Excel window will appear together with the
chart.
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4. Edit the data in the MS Excel window. You can close Excel after editing the data.

• To insert a screen clipping, do the following:

When you click the Screenshot button, you can insert the whole program window or use the Screen
Clipping tool to select part of a window. Remember that only windows that have not been minimized to the
taskbar can be captured.
1. Click the window you want to clip from.
2. Click where you want to insert the screen clipping in your document.
3. In the Illustrations group of the Insert tab, click Screenshot.
4. Click Screen Clipping.
When the pointer becomes a cross, select the area of your screen that you want to capture by clicking and dragging.

• To delete illustrations, do the following:

1. Select the illustration that you want to delete.

2. Press the Delete key.

Formatting Illustrations

• To resize illustrations, do the following:

1. Select the illustration that you want to resize.

The sizing handles will appear.

2. Click and drag any of the sizing handles. The sizing handles
will tell you the direction of where you are going to stretch
the object. The green circle above the illustration is the
rotating handle which you can use to rotate the object.

• To format pictures and clip art, do the following:

1. Select the picture that you want to format. Format tab of the Picture Tools will appear.

2. Do any of the following as needed:

• To improve the brightness, contrast and sharpness of the object, click Corrections and then select from
the available thumbnails.
• To improve the color quality of the object, click Color and then select from the available thumbnails.

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• To add artistic effects to the picture, click Artistic Effects and then select from the available
thumbnails.

3. Do any of the following as needed:

• To add visual style to the whole picture or clip art, click the More drop-down arrow in the Picture
Styles group;

Click one from the gallery of picture styles. You can also click Picture Border to add
border or Picture Effects to add other visual effects to the object.

• To format shapes, do the following:

1. Select the shape that you want to format. Format tab of the Drawing Tools will appear.

2. Do any of the following as needed:

• To quickly change the appearance of the shape, click the More drop-down arrow of the Shape Styles and
then click one from gallery of shape/styles

You may click also any of these three buttons if you want
to fill the shape with color, change the line width or style,
or add effects to the shape.

• To design the SmartArt graphic , do the following:

1. Select the SmartArt that you want to add design to. Design and Format tabs of the SmartArt
Tools will appear.

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2. Do any of the following as needed:

• To change the colors of the SmartArt, click Change Colors in
the Design tab and then select one from the gallery of
themes.
• To change the visual style of the SmartArt, click the More
dropdown arrow of the SmartArt Styles group in the Design
tab and then select one from the gallery.
• To add shape to the SmartArt graphic, click the Add Shape
dropdown arrow in the Create Graphic group of the Design
tab and then select the appropriate command on where to
insert the shape of the menu

• To design a chart, do the following:

1. Select the chart that you want to add design to. Design, Layout and Format tabs of the Chart
Tools will appear.

2. Do any of the following as needed:

• To change the visual style of the chart, click the More drop-down arrow of the Chart
Styles under the Design tab and then select one from the gallery.
• To edit the data of the chart, click Edit Data of the Data group under the Design tab. MS
Excel window will appear. This is where you can edit the data of your chart. Close the Excel
window as soon as you are finished editing.
• To add labels to your chart, go to the Layout tab and click the
appropriate button in the Labels group.

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Kinds of Materials
There are various kinds of materials Microsoft Word is capable of integrating to make your documents richer,
more impressive, and more informative.

1. Pictures – these are electronic, “soft copy”, or digital pictures you have saved in any local storage
device. Three common types of picture files:
a. .JPG – pronounced as “jay-peg”. Short term for Joint Photographic Experts Group. This type of
image file can support 16.7 million colors. Suitable for use when working with full color photographic
images.
b. .GIF – This stands for Graphics Interchange Format. This type of image file is capable of
displaying transparencies and animation. It only supports Only supports 256 colors.
c. .PNG – It stands for Portable Network Graphics. It is capable of displaying transparencies but
not animation. It supports only 16 million colors.

2. Clipart - This is generally a .GIF type; line art drawings or images used as generic representation for ideas
and objects that you might want to integrate in your document.

3. Shapes - These are printable objects or materials that you can integrate in your document to enhance its
appearance or to allow you to have some tools to use for composing and representing ideas or messages.

4. SmartArt - Generally, these are predefined sets of different shapes grouped together to form ideas that
are organizational or structural in nature.

5. Chart - Another type of material that you can integrate in your Word document that allows you to
represent data characteristics and trends.

6. Screenshots - Screenshot. Sometimes, creating reports or manuals for training or procedure will
require the integration of a more realistic image of what you are discussing on your report or manual.

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MODULE 5: Advance techniques using Microsoft Excel

What is a spreadsheet?

It is a software application that enables a user to save, sort and manage data in an arranged form of rows and columns.

Beyond arithmetic operations, spreadsheets provide invaluable tools such as functions that are very useful in calculating
data. As a result, spreadsheets have become one of the widely used software programs, and MS Excel is the most
commonly used spreadsheet tool. Spreadsheets can be used to determine statistical analysis, compute student’s grades,
keep track business accounts and inventories, and manage databases. Spreadsheets are made up of the following:

• Columns – identified with alphabetic headings Rows - identified with numeric

headings

• Cells – are the intersection of rows and columns

• Cell Reference – also known as cell address that identifies a cell on a worksheet.
- B2 and D4 are examples of cell references

- Use cell reference when creating formulas in Excel to ensure that your formulas are accurate. Take a look at the table
below, instead of using the actual values which are 5, 10, and 20 use the cell references A1, A2, and A3.

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The formula in cell A4 refers

to the value in cell A1 which
is 5 multiplied by the value
in cell A2 which is 10 plus
the value of A3 which is 20.

The formula
The formula calculates automatically
and displays the answer recalculates when the
to the equation A1 value of a referenced cell
multiplied by A2 plus A3 is changed.
is 70.

• Active Cell – the currently selected cell in a spreadsheet and is indicated by a bold outline that surrounds the cell
- B5 is the active cell

• Texts or labels – It identifies the purpose of a cell, it can be a brief instruction, a title or caption.
• Number data or constant – a value that doesn’t change and is directly inserted into a cell.
• Formula (mathematical equations) – an expression that calculates the value of a cell.
• Mathematical Operators – MS Excel uses standard operators for formulas.

• Functions- These are pre-defined formulas that are already available in MS Excel.

Examples of Formula

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SUM function used to add numbers

Note: A formula always begin

with an equal (=) sign.

Commonly Used Excel Functions

SUM – Adds all the numbers in a range of cells.

COUNT - Counts the number of cells that contain

numbers.

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MAX - Returns the largest value in a set of values.

AVERAGE - Returns the average (arithmetic mean) of the arguments.

SUMIF – Adds the cells specified by a given condition or criteria. SUMIF function has the following syntax:
SUMIF(range, criteria, sum_range)

• Range - The range of cells that you want to evaluate based on a given criteria.
• Criteria – It determines which cells will be added.
• Sum_Range – These are the cells containing numeric values and the cells to add if the condition is
met.

For example, you want to find the total ratings of the teachers in terms of the product’s quality. The formula to use
to get the total ratings of the teachers is shown below:

Sometimes the use of sum_range is optional just like in the

example below. The formula in the following example will add the
total scores of the students which are higher than 10. Students
with scores lower than ten will not be added.
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AVERAGEIF - Returns the average (arithmetic mean) of all the cells in a range that meet a given criteria.
AVERAGEIF function has the following syntax:

AVERAGEIF(range, criteria, average_range)

• Range - The range of cells that you want to apply the criteria.
• Criteria – It determines which cells to average.
• Average_Range – These are the cells containing numeric values and the actual set of cells to
average.

For example, you want to get the average of the students’ ratings in terms of the product’s quality. The formula to
use to get the average rating of the students is shown below.

COUNTIF - Counts the number of cells within a range that meet a single criterion that you specify. COUNTIF
function has the following syntax:

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COUNTIF(range, criteria)

• Range – The range of cells to count.

• Criteria – The criteria that determines which cells to be counted.

The formula =COUNTIF(I3:I7,”YES”) will count the number of respondents that voted for “Yes”.

If you want to count the number of students who got grades of 90 and above in the first quarter you can use the
formula below.

The example below shows the formula on how to count the number of students who got grades of 85 and above
from the first to the second quarter.

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IF – This function is one of the most popular functions in Excel. It can perform a logical test and returns one value if
TRUE, and another value if FALSE. The following is the syntax of IF function:

IF(logical_test, value_if_true, value_if_false)

• Logical Test - A value or logical expression that can be evaluated as True or False.
• Value if True – The value to return if the logical test or logical expression evaluates to TRUE.
• Value if False – The value to return if the logical test or logical expression evaluates to FALSE.

The table below shows the formula to display “Passed” if the student’s average is 75 and above, and “Failed” if the
average is below 75. Since the cell reference H2 has the value of 73.6, “Failed” will be displayed. But not in the case
of cell references H3 and H4, since their values are higher than 75 “Passed” will be displayed.

What I Have Learned

In this lesson we have learned that a spreadsheet is an application that enables a user to save, sort and manage data in an
arranged form of rows and columns. Spreadsheet can be used to calculate students’ grades, track inventories, and even
manage databases. One of the widely used spreadsheet programs is the Microsoft Excel. MS Excel allows users to organize,
format and calculate data using formulas and functions.

With Excel formulas and functions, many operations and tasks are performed automatically. Users can type numbers or
value directly into the formula or use cell references, so the formula can use any data found in the referenced cells. Some of
the many functions of MS Excel are SUM, AVERAGE, COUNT, MIN, MAX, SUMIF, AVERAGEIF, COUNTIF, and IF. These
functions are pre-defined, it means that these functions are already available in MS Excel.

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MODULE 6: Advance techniques using Microsoft PowerPoint

Microsoft PowerPoint

Microsoft PowerPoint is a powerful presentation software that helps you produce an effective presentation in the form of
on-screen slides. It provides hyperlinks and several animation styles such as Entrance, Emphasis, Exit and Motion Paths.
Animation and hyperlinks are great tools in making a presentation more dynamic.

Terms, Views and Functions in Microsoft PowerPoint

• Slide - is a single page of a presentation collectively, a group of slides may be known as a slide deck. The shortcut key
to insert a new slide is Ctrl+M

• Design Templates – are pre-designed graphic styles that you can apply to your slides.

• Slide Show Button - a collection of pages arranged in sequence that contain text and images for presenting to an
audience. You may press F5 if you want to start your presentation from the beginning of the slides or you may click
the slide show button to display the current slide in the presentation.

• Animation - is a set of effects which can be applied to text or graphics within a slide.

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• Transitions - are motion effects that when in Slide Show view add movement to your slides as you advance from
one slide to another.

• Presentation Views – These are the buttons that you use to change views into normal, outline, slide sorter, notes
page, and reading views

• Normal View – a simplified layout of the page so you can quickly key, edit, and format the text.

• Notes Page View - displays your slides on the top portion of the page, with the
speaker notes for each slide in the notes pane on the bottom of the pane.

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• Outline View - displays all of the text in a PowerPoint slide show in outline form regardless of the design, objects
and animations.

• Slide Sorter View – allows you to see thumbnails of all the slides in your presentation to easily rearrange them.

Tips in Creating an Effective Presentation

1. Minimize - Keep slide counts to a minimum to maintain a clear message and to keep the audience attentive
2. Clarity - Use a font style that is easy to read
3. Simplicity - Use bullets or short sentences
4. Visuals - Use graphics to help in your presentation but not too many to distract the audience
5. Consistency - Make your design uniform
6. Contrast - Use light font on dark background or vice versa

Sample Animation

Create an animation where one person wants to pass the ball to another person.

To add animation, do the following:

1. On the first slide of your presentation, change the layout into a blank layout. To do this, follow the steps below:

– Click the Home tab.

On the Slides group, click Layout. – Click Blank.
–
2. Draw two objects in the form of a man using PowerPoint’s shapes. To do this, follow the steps below:
– Click the Insert tab.

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– Click Shapes and select the appropriate shapes as shown on the figure using a black fill color for the two men,
dark red for the ball and green for the rectangular ground.

3. Right-click the slide thumbnail on the Slides pane and click Duplicate Slide.
4. Move the right hand of the first man a little backward as shown below

5. Right-click the first slide thumbnail on the Slides pane and click Copy.
6. Paste the slide after the second slide on the Slides pane.
7. On the third slide, click the ball.
8. Click the Animations tab.
9. Click Add Animation and then select More Motion Paths. Add Motion Path
dialog box will appear.

10. Click Arc Up and then click OK. The motion path will look similar to the one below. Adjust the motion path such that
the arrow is extended up to the hands of the second man.

11. Make sure the motion path is still selected. Click Animation Pane on the Advanced Animation group.
12. On the Animation pane, click the drop-down arrow on the Oval animation and then select Effect Options.
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To integrate timing, do the following:

1. Click the Timing tab.

2. On the Start drop-down arrow, click With Previous.
3. Click OK.
4. Click the first slide thumbnail.
5. Click the Transitions tab. On the Timing group under Advance Slide, click After and select 00:01:00 (1 second). Make
sure that the same timing is selected to the other two slides.
To check your output > Go to the first slide and click Slide Show view button.

Hyperlinks in a Presentation

Hyperlink allows you to easily navigate your slides during your presentation. It allows you to link to another slide in the
current presentation, another slide in a different presentation, another file or webpage, or email address.

Hyperlinks are usually activated by clicking on the text or image. Text hyperlinks are usually in color blue and underlined.
When you use hyperlinks only the location of the source file is stored in the destination file, the linked data or file
remains in the source file. The data in the destination file is updated whenever the source file is updated.

To insert hyperlink, do the following:

1. Select the text or object you want to insert a hyperlink to.

2. Click the Insert tab.

3. On the Links group, click Hyperlink. Insert Hyperlink dialog box will appear.

To insert a hyperlink to another slide in the current presentation, do the following:

a. Click Place in This Document.

b. You may also add a text to display when you hover your pointer by clicking the ScreenTip button. Set Hyperlink
Screen Tip dialog box will appear.

To insert a hyperlink to another slide in the current presentation, do the following:

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a. Enter text to the ScreenTip text box.

b. Click the slide where you want to link to under the Select a place in this document.
c. Click OK.
To insert a hyperlink to another slide in a different presentation, do the following:

a. Click Existing File or Webpage.

b. Browse and select for the PowerPoint file.
c. Click the Bookmark button.

To insert a hyperlink to another slide in a different presentation, do the following:

a. Click the slide where you want to link to under the Select an existing place in the document.
b. Click OK.

To insert a hyperlink to another file, do the following:

a. Click Existing File or Webpage.

b. Browse and select for the PowerPoint file.
c. Click OK.

To insert a hyperlink to a webpage, do the following:

a. Click Existing File or Webpage.

b. Enter the complete URL in the address text box.
c. Click OK.

To insert a hyperlink to an email address, do the following:

a. Click E-mail Address.

b. Enter the complete email address in the E-mail address text box.
c. Enter the subject in the Subject text box.
d. Click OK.

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