Information and Communication Technology 2

MODULE 3
PRODUCTIVITY TOOLS

Objectives:
At the end of this lesson, the student will be able to:
1. Use proper keyboarding techniques when using the computer.
2. Select the appropriate productivity tool for a given task; and
3. Identify and utilize the different elements of the user interface of Microsoft
Office.

What I Know

Direction: Write the letter of your answer before the number.

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What’s In

Using the Keyboard

Using the computer keyboard is different from using a typewriter, though they look similar.
For one, it is less tiresome to use the computer keyboard compared to a typewriter since you do
not have to punch its key as hard as you do with typewriter keys. The keyboard also has more keys
compared to typewriters, and they can do more than just produce letters and numbers on paper.
Parts of the Keyboard
Take a look at your keyboard. What are the things that you notice at first glance? See
how the keys are laid out? Why do you think the keys are grouped in such manner?

First, we are going to learn about the parts of the keyboard and its layout. The keyboard
keys, as you can see in the illustration, are grouped into several sections, the main keypad, the
numeric keypad, the cursor keys, the modifier keys, and the function keys.
The main keys are placed in the main keypad. It has the most keys which are arranged like
most typewriter keys using the QWERTY pattern. QWERTY pertains to the first six letters in the
row just below the numbers. Some countries in Europe use the AZERTY or QWERTZ pattern.
Aside from letters and numbers, this set of keys also includes punctuation marks and special keys
like the Enter or carriage return key, Caps Lock key, and Spacebar key.
The numeric keypad is typically located at the rightmost side of the keyboard. It
includes the digits 0-9, a period or decimal point, arithmetic operation keys, and the Enter key
that also serves as the equal sign in computations.

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On the top row are the function keys, labeled F1 through F12. The functions of these keys
depend on the software currently in use. Along the same row are some keys with special functions
like the Print Screen, Scroll lock, and Pause/Break keys. A t the left of the function keys is the Esc
(escape key), normally used to interrupt or cancel an activity.
Between the main keypad and numeric keypad are the cursor keys. These keys have small
arrows on them that point towards the direction that the cursor will move to when pressed. Located
above the arrow keys are the six shortcut keys Insert, Home, Page Up, Page down, Delete or Del
and End. All of them tell the cursor where to go in a document. On some older machines, all these
keys alternate in function with the number keys of the numeric keypad.
Modifier keys include Ctrl (control), Alt (alternate), and Shift Keys. These keys change
the original output of a specific key.

Function of Keys
The keys on the keyboard, when pressed, will either produce a character that corresponds
to the one printed on it, or send a command for the computer to follow. The first group, the ones
that produce characters when pressed, contain the printable characters, and the second group
includes the modifier keys. Character control keys are the first 32 characters in the ASCII set.
They do not represent printing characters but are used for printing and display control, data
structuring, and transmission control. Character control keys include Backspace, Tab, Enter and
Esc.
Notice that there are two Shift keys on the keyboard. The Shift key is used to change the
capitalization of a main key. The two are positioned on opposite sides of the main keyboard so that
when you type a capital letter, you will not just use the fingers of one hand. The same goes for the
Alt and Ctrl keys. If you want to type several uppercase letters in succession, you can turn on
Capslock. You can toggle it to go back to typing lowercase letters.
Some keys can be combined to give a special instruction to the computer. Examples of
these sequences are the Ctrl+Alt+Delete combination, which will restart the system (or bring up
the Windows Task Manager in Windows XP) and the Alt+F4 combination, which forces the
program you are using at the moment to end.
Certain combinations can make symbols appear. Holding down the Alt key while pressing
digits to form a number from 0 to 255 can produce characters not found on the keyboard, such as
the letter ñ or the trademark sysmbol (™). For example, to type the letter ñ, you need to press and
hold down the Alt while pressing the numbers 1, 6, and 4 in sequence on the numeric keypad.

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Information and Communication Technology 2

What’s New

Office Productivity Tools

Many computer programs related to each other are packed together. Such a collection is
called a program suite and the programs that comprise it are interrelated and complementary to
one another. Program suites were developed so that users can do away with analogous programs
used for office work.

The Microsoft Office Suite

The office productivity suite that we are going to study is the Microsoft Office suite. It is
composed of many application programs, including Word, Excel, Powerpoint, Access and
Outlook.

• Microdoft Word is a word processing program. It is used to compose, edit, save and print
documents such as letters, brochures, and reports.
• Microsoft Excel is a spreadsheet program. It is used to tabulate, calculate and process data,
usually numbers.
• Microsoft Powerpoint is a presentation program used to create slides that can be presented
on the computer screen as a slideshow.
• Microsft Access is a relational database management program used to manage structured
data.
• Microsoft Outlook is primarily an e-mail program. It also provides personal information
management.
• Microsoft Publisher is a desktop publishing software that is full of templates for users to
easily create publications such as calling cards, greeting cards, etc.
• Microsoft One Note is an organizing program that allows users to gather, organize, and
share data among co-workers.
• Microsoft SharePoint Workspace is an online collaboration program. Its uers can work
together even if they are from different locations and time zones.
• Microsoft Lync is an instant messaging program. It lets users communicate with one
another or a real-time basis.

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The Microsoft Office GUI

Microsoft Office features a graphical user interface or GUI (pronounced as gooey). A GUI
provides a way for the user to interact with and give commands to the computer by clicking
displayed elements on the screen, like menus and icons. Each of the elements represents a task or
a group of tasks. The computer will respond to and perform a particular task based on which
element of the GUI was clicked by the user.
COMPONENT DESCRIPTION
Quick Access toolbar It consists of the most frequently used commands.
Any command in the application can be added to
this toolbar.
Title Bar It lists the application name and
workbook/document/presentation name. Click and
drag the title bar to move the window.
Ribbon It is the panel of tabs below the title bar. Each tab
reveals groupings of commands that are related to
each other.
Gallery It consists of groupings of related commands.
Every tab in the ribbon has a corresponding
gallery.
Minimize button It is represented by an icon with an underscore.
When clicked, it reduces the window to a button
on the taskbar.
Maximize/Restore button The maximize button is represented by a box while
the restore button is represented by two
overlapping boxes. The button changes depending
on whether the window is maximized or not. You
may shift window sizes by clicking it.
Close button It closes the window when clicked.
Split box (horizontal & vertical) It is used for viewing two parts of a document
simultaneously
Scroll bars These are used to move the screen display
horizontally and vertically. Each scroll bar comes
with scroll arrows and a scroll box.
Status bar It is the bar at the bottom of the application. It can
be customized display or hide various status
indicators

What is It

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Information and Communication Technology 2

Microsoft Word’s Primary User Interface

Before you begin working in Microsoft Word 2016, you need to acquaint yourself with the
primary user interface (UI). Microsoft has designed the Word UI to provide easy access to the
commands you need most often when creating and editing documents. (Note that your screen
might vary somewhat from the one shown here, depending on your program’s settings.)
File Tab
The File tab has commands that let is create a new file, open a file, save a file, or print a
file. You can close the application by toggling the File tab or clicking Close in the drop-down
menu. Word, Excel, and PowerPoint have the following File tab options in common: Save, Save
As, Open, Close, Info, Recent, New, Print, Save & Send, Help, Add-Ins, Options, and Exit. Some
of these commands have sub-options.
Ribbon
The Ribbon organizes all the command buttons and icons under a set of tabs. When clicked,
each tab displays a Gallery, which contains groupings of related tasks. To quickly navigate the
Ribbon, bring the mouse pointer over any tab and scroll with your mouse wheel. Double-click the
active tab to minimize the Ribbon.
Word, Excel and PowerPoint share the following tabs: Home, Insert, Review, View, and
Help. But some elements are unique to each application. For example, Word has a references tab;
Excel has a Formulas tab; and PowerPoint has an Animations tab.
It all depends on what the application is meant to do. So even if Word, Excel, and
Powerpoint have common tabs, these tabs do not have identical galleries. They only share common
clusters of commands.
Home Tab
The Home tab contains the Clipboard, Font, and Editing groups. It has commands that the
user can apply to change the appearance of text on the screen.

Insert Tab
The Insert tab features the Tables, Illustrations, Links, and Text groups. It offers a wide
selection of elements that can be included in the file.

Review Tab
The Review Tab includes the Proofing, Comments, and Protect groups. It presents options
for checking and marking the content.

View Tab

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The View tab displays the Document/Workbook/Presentation Views, Show/Hide, Zoom

options Window, and Macros groups. It has commands that control how elements are shown on
the screen.
Some commands under the tabs have drop-down arrows beside them. This means they can
be expanded to show more options. You can move or copy any object across Microsoft Office
applications. This is made possible by a system and protocol developed by Microsoft Office called
OLE (Object Linking Embedding)
Quick Access Toolbar
The graphical element beside the Office button, resting on the title bar, is called Quick
Access toolbar. It contains icons for commands that are used most frequently. The toolbar can be
customized. Click the drop-down arrow and select the command you want to add to the toolbar.
Clicking a checked command will remove it from the toolbar.
To add commands not displayed in the drop-down menu, select More Commands. A dialog
box listing all available commands will appear. Select a command, then click the Add button. Click
OK when you sre done.
Status Bar
The status bar displays indicators like Page Number and Word Count, and controls such as
View Shortcuts and Zoom Slider. Right-click a blank space in the bar area to see the list of all
available options. Checked items are active and shown in the status bar click any of them to
deactivate that option. To activate an option, just click the item.
Contextual Tabs
A contextual tab is a hidden tab that appears only when an object is selected. Like a
standard Ribbon tab, it has a gallery which houses groupings of command icons and buttons. There
is a specific contextual tab with applicable commands for every type of object. So, if you select a
picture, the Picture Tools tab appears in the Ribbon. If you select a chart, the Chart Tools tabs are
displayed. It is possible to see more than one contextual tab at a time, depending on the object you
are working on.
• Mini Toolbar
A translucent menu is automatically shown whenever text is selected. This is the
Mini toolbar. It provides quick access to the most commonly used commands for
formatting text. The Mini toolbar comes into clear view when you bring your mouse
pointer over it. It disappears when you click somewhere else.

• Live Preview

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Live Preview is a feature that allows you to see how formatting options change a
selected text or object, without actually applying them. Simply move the mouse
pointer over an icon or button in the gallery and the selected text or object will be
temporarily formatted.
Hover from one option to another to compare different formatting attributes. Live
Preview works only when it is practicable, and does not apply to all commands in
the galleries.
• SmartArt
With SmartArt, you can insert preset diagrams in your document, workbook, or
presenatation. There are 115 SmartArt templates to choose from. They are used to
create lists, show procedures, and explain relationships, all in a visual manner.
The SmartArt icon can be found under the Insert tab, in the illustrations group.
When you click it, a dialog box appears. It displays the name, illustration, and
description of each available diagram. Select one and click OK to insert that
diagram. You can input text to an inserted diagram, resize it, and format its shapes,
color, fonts, and effects.

What I Can Do
ACTIVITY 1: IDENTIFY ME
Directions: The keys on a computer keyboard are laid out in groups. Identify in which group the
following keys belong? Choose in the box below. Write your answers on the space provided.

Cursor Key Main Keypad Numeric Keypad

Function Keys Modifier Keys

__________________ 1. Equals Key ________________ 6. Caps Lock Key

__________________ 2. Esc Key ________________ 7. Left Arrow Key

__________________ 3. Ctrl Key ________________ 8. 9 Key

__________________ 4. F8 Key ________________ 9. Spacebar Key

__________________ 5. Shift Key ________________ 10. Del Key

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What’s More
ACTIVITY 2: MATCHING TYPE
Directions: All programs in the Microosft Office suite have similar interfaces. In which
component of the User Interface must you go to accomplish the following tasks? Match Column
A with Column B and write your answers on the space provided.
A B
______1. File Tab A. You want to know the word count of your text.
______2. Scroll Bar B. You want to see the command icons and buttons of an application
______3. Ribbon C. You want to quickly exit the application
______4. Status Bar D. You want to know the name of a document
______5. Quick Access Toolbar E. You want to print a file.
______ 6. Close Button F. You want to arrange the open windows and split the current window into two

______ 7. Title Bar G. You want to move the screen display down and to the right
______ 8. Split Box H. You want to easily access some frequently used commands.

Assessment
ACTIVITY 3
Directions: Word, Excel and Powerpoint have common tabs, these tabs do not have identical
galleries but they share common clusters of commands. On the table provided below, list down
atleast five (5) commands under the specific set tab in each application.

Microsoft Word Microsoft Excel PowerPoint

(References Tab) (Formula Tab) (Animation Tab)

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What I Have Learned

REFLECTION
Direction: Complete the statement below.

I have learned that ___________________________________________________________

___________________________________________________________________________
___________________________________________________________________________

References
Caro, Jaime, et al. Desktop Productivity (Second Edition) TechFactors Inc. Philippines, 2013.

Answer Key

VARIED ANSWER

ACTIVITY 3
10. Cursor Key
9. Main Keypad
8. F 8. Numeric Key
7. D 7. Cursor Key
6. C 6. Main Keypad
5. H 5. Modifier Key
4. A 4. Function Key
3. B 3. Modifier Key
2. G 2. Function Key
1. E 1. Main Keypad
ACTIVITY 2 ACTIVITY 1

Prepared by:
GERALDINE B. SANTOS
Subject Teacher

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