Monlimar Development Academy, Inc.

“Fulfilling Lives, Molding Character, Building Future”

Empowerment Technologies
Senior High School Core Subject
Module 3

Learner’s Material

Prepare by:

Mr. Brian Lester Y. Diaz

E – Tech Instructor

School Year 2020 – 2021

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Chapter 2: (Part 1)
Applied Productivity Tools
Objectives:

At the end of the lesson, the learners are expected to;

 
 Identify the meaning of productivity tools
 Know the common productivity tools effectively
 Create our own content using productivity tools.

Lesson 2.1: Productivity Tools

Creating content using computer software has become one of the most important skills that 21 st
century learners must possess. This is called productivity software. It is composed of computer
programs that are used mainly for generating information, such as documents, presentations,
worksheets, data based, charts, graphs, digital paintings, electronic music, and videos.

PRODUCTIVITY TOOLS or the Computer productivity tools are software programs designed
to make computer users more productive as they work. Typically simple and easy – to – use,
productivity tools range from web browsing launchers to instant messaging shortcuts. 

PRODUCTIVITY TOOLS can be a freeware or shareware. 

A freeware is copyrighted, can be used for free and an unlimited time.

shareware is commercial software that is

copyrighted, can be copied for trial but needs to be purchased for
continued use. 

One of the most popular productivity suites is the

Microsoft office productivity suite developed by
Microsoft. This includes Word processing software,
Electronic spreadsheet, Presentation software, and
Database and desktop publishing program. These tools
will help you create, organize, and present information
to an audience for a more effective communication.  
Microsoft was founded by Bill Gates and Paul Allen on
April 4, 1975, to develop and sell BASIC interpreters for
the Altair 8800. It rose to dominate the personal computer
operating system market with MS-DOS in the mid-1980s,
followed by Microsoft Windows.

MS Word is one of the software of the Microsoft office

2013 suite. It offers a set of tools that is advanced
compared to its previous versions. Along with its new
features are the advanced techniques including hyperlinks,
macros, and mail merge.

Microsoft Word is a word processor developed by

Microsoft. It was first released on October 25, 1983 under
the name Multi-Tool Word for Xenix systems.

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Lesson 2.2: Advance techniques using MS WORD:
HYPERLINKS 
           A Hyperlink is a link direct you to another page part of the same document. Hyperlinks
can be a word, a phrase, a symbol or image, a different element in the document, another
Hypertext document, a file, or a script. It is activated by clinking on the linked element usually
underlined and of a different color.

                MS Word creates a hyperlink when you type the address of an existing web page,
such as WWW.GOOGLE.COM, if the automatic formatting of hyperlinks has not been turned
off.

                You can create a hyperlink to a new or existing document or web page, an e-mail
address, a specific location to another document or web page, a location in the current
document, and to another file or program.

Method 1: Creating a Basic Document

1. Open the Microsoft Word application. Do

this by double-clicking the Microsoft Word icon.

2. Review the available templates. On the right side

of the screen, you'll see several templates of interest:
 Blank document - A blank document with
default formatting.
 Creative Resume/Cover Letter - A clean, pre-
formatted resume (and accompanying cover
letter) document.
 Student Report with Cover Photo - A
document format geared toward an academic
demographic.
 Fax Cover Sheet - A document to preface fax
reports.
 You can also search for specific templates
online from within Word by using the search bar at the top of this screen.
 

3. Choose a template. Doing so will open the

template in Word with whatever pre-determined
formatting applies to it. Now that your document is
open, you're ready to review your Toolbar options.
 When in doubt, open a blank document.
 

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Method 2: Navigating the Microsoft Word Toolbar

1. Click the File tab. It's in the top left side of the screen (or in the menu bar for Mac users).
From here, you have several useful options on the far left side of your screen:

 Info (PC only) - Click this to review the

documents statistics, such as when it
was last modified, as well as any
potential issues with the document.
 New - Click this to bring up the "New
Document" page that lists all of the pre-
formatted templates. Opening a new
document will prompt you to save your
old one.
 Open - Click this to review a list of
recently-opened documents. You can
also select a directory (e.g., "This PC")
in which to search.
 Save - Click this to save your document. If this is your first time saving this particular
document, you'll be prompted to enter a name, save location, and preferred file format
as well.
 Save As - Click this to save your document "as" something (e.g., a different name or file
format).
 Print - Click this to bring up your printer settings.
 Share - Click this to view sharing options for this document, including email and cloud
options.
 Export - Click this to quickly create a PDF or change the file type.

2. Click ← in the top left corner of your screen. If

you're using a Mac, you won't have this option--
simply click your document to exit the "File" menu.

3. Review the Home tab to see your formatting

options. At the top of your screen--from left to right--
are five sub-sections of this tab:

 Clipboard - Whenever you copy text, it is

saved on your clipboard. You can view
copied text by clicking the Clipboard option
here.
 Font - From this section, you can change
your font style, size, color, formatting (e.g.,
bold or italic), and highlighting.
 Paragraph - You can change aspects of
your paragraph formatting--such as line
spacing, indentation, and bullet formatting--
from this section.
 Styles - This section covers different types
of text for various situations (e.g., headings,
titles, and subtitles). You'll also see the
popular "No Spacing" option here, which removes excess spaces between lines of text.
 Editing - A couple of commonly-used tools--such as "Find and Replace", which allows
you to quickly replace all appearances of one word with another--live here.

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4. Click the Insert tab to review the types of media
you can place in your document. Insert is to the
right of the Home tab. The Insert tab allows you to
add things like graphics and page numbers to your
document. From left to right, a couple of notable
options include the following:

 Table - Clicking this option will allow you to

create an Excel-style table right in your
document.
 Pictures - Use this feature to insert a picture
into your document.
 Header, Footer, and Page Number - These options are all essential for writing in MLA-
or APA-style formatting. The Header places a space at the top of the document for
comment, while the Footer goes at the bottom--page numbers are customizable.
 Equation/Symbol - These options use special formatting to accurately display simple
equations. You can select these equations or symbols from the pertinent drop-down
menu.

5. Click the Design tab to create your own

template. It's to the right of the Insert tab.

 The Design tab contains pre-designed

themes and formats listed across the top of
the page.

6.
Click the Layout tab to customize your
page's formatting. This tab contains options
for changing the following aspects of your
document:

 Margins
 Page orientation (vertical or horizontal)
 Page size
 Number of columns (defaults to one)
 Location of page breaks
 Indentation

7. Click the References to manage your citations.

If you have a bibliography page, you can also
manage it from here.

 For quick bibliography formatting, click the

Bibliography drop-down menu and select a
template.
 In the "Citations & Bibliography" group of
options, you can change your bibliography
formatting from APA to MLA (or other citation
styles).
 The "Captions" group has an option to insert a
table of figures. This is useful for scientific review papers or similar documents in which
statistical data is prioritized over quotations.

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 8. Click the Mailings tab to review your document
sharing options. You can review your email settings
and share your documents from within this section.

 You can also print an envelope or label

template by clicking the pertinent option in the
top left corner of your screen.
 The Select Recipients drop-down menu allows
you to choose Outlook contacts as well as an
existing contact list within Word.

9. Click the Review tab. The Review section is

geared towards editing, so it includes options for
marking up documents and proofreading. A couple of
important options include:

 Spelling & Grammar - Click this option (far left

corner) to underline any spelling or
grammatical errors.
 The "Changes" section - This is to the far right
of the toolbar. From here, you can enable the
"Track Changes" feature which automatically
formats any additions or deletions you make
in a document to appear in red print.

10. Decide on the set of options that best apply to

your work. If you're a student, for example, you'll
likely use the Insert and References tab often. Now
that you're familiar with the toolbar options, you can
format your first Word document.

Method 3: Formatting Your Writing

1. Open a new Blank Document in Word. If you

have an existing document, you can open that
instead.

2. Enter text. Do this by clicking on the blank section

of the document and typing away.
if you opened an existing document, be sure to save
your work before re-formatting.

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 3. Highlight a section of text. To do this, click and
drag your cursor across your writing, then let go
when you've highlighted the section you wish to edit.

4. Consider what you want to do to the writing.

Some potential options include:
Quickly format your writing. Do this by right-clicking
(or two-finger clicking) your highlighted text and then
selecting an option from the right-click menu.
Change the font of your selection. You can do this by
clicking the drop-down bar at the top of the "Font"
section (Home tab) and then selecting a new font.
Bold, italicize, or underline your highlighted section. To do this, click the B, I, or U in the "Font"
section of the Home tab.
Change your document's spacing. This is easiest to accomplish by right-clicking your selected
text, clicking Paragraph, and modifying the "Line Spacing" value in the bottom right corner of
this window.

5. Continue working with Word. Your preferred

options for your documents will differ based on the
intention behind creating them, so the more you
work within your own particular format, the more
proficient you'll become.

 Advance Techniques Using Ms Word: Hyperlink  

Method 1: Linking to Websites or Other Documents

1. Select the text or image that you want to turn into

a link. You can turn any text or image in your
document into a link. Highlight the text or click the
image that you want to convert into a hyperlink.
To insert an image into your document, click the Insert
tab and select "Pictures." You'll be able to browse your
computer for an image file to add. You can also insert
clipart to use as a link.

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 2. Click the Insert tab. This will open the tab that
allows you to insert various objects in your
document. If you're using Word 2003 or earlier, click
the Insert menu instead.

3. Click the "Hyperlink" button. The button has an

image of a globe with a link, and can be found in the
"Links" section.

4. Type or paste the website address into the

"Address" field. Opening the drop-down menu will display
a list of recently-visited sites.
If you want to link to a file instead, browse your computer
for the file that you want to link to.
You can also have the link send the reader to a new document. Select the "Create a new
document" option in the left menu, and then choose
where the document will be created.
 

5. Set a ScreenTip (optional). You can change the text

that appears when the user rests the cursor over the link
by clicking the "ScreenTip" button. By default it will
display the website address or file path.
 
6. Test your link. After creating your link, you can test it by
holding Ctrl/⌘ Cmd and clicking it. The linked page or
document should load in a new window.

Method 2: Linking to a Blank Email Message

1. Highlight the text or click the image that you

want to turn into an email link. You can use any
text or image that is in your document.
 

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2. Click the Insert tab and select "Hyperlink." If you're
using Word 2003, use the Insert menu instead.

3. Select the "Email Address" option in the left menu.

This will allow you to configure the blank message.

4. Enter the
address and
subject. This will be the address that the reader will be
sending the email to. What you enter into the "Subject"
field will be automatically filled in for the reader, but they
will be able to change it if they want.
If you use Outlook, you'll see recently used email
addresses in the field at the bottom of the window.

5. Test the link. Once you've created the link, you can test it
by holding Ctrl/⌘ Cmd and clicking it. Your email client
should open with a new blank message addressed to the
email address you set.

Method 3: Linking to a Location in the Same

Document

1. Place your cursor in the spot in the document you want

to link to. You can use the Bookmark tool to create links to
specific spots in your document. This is great for tables of
contents, glossaries, and citations. You can highlight a portion
of text, select an image, or just place your cursor in the spot
you want.

2. Click the Insert tab and select "Bookmark." You'll

find this in the "Links" section.

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3. Give the bookmark a name. Make sure the name is descriptive enough that you'll be able to
recognize it. This is especially important if you are using a lot of bookmarks or more than one
person is editing the document.
Bookmark names have to start with a letter but they can contain numbers. You can't use
spaces, but you can use underscores instead (e.g. "Chapter_1").

4. Click "Add" to insert the bookmark. Bookmarks will be

surrounded by brackets. These aren't displayed by default in
newer versions of Word. To display bookmarks, click the
File tab, select "Options," then click "Advanced." Scroll
down to the "Show document content" section and check
the "Show bookmarks" box.

5. Select the text or image you want to create the link

from. Highlight the text or click the image that you want to
turn into the hyperlink to your bookmark.

6. Click the "Hyperlink" button in the Insert tab. This will

open the "Insert Hyperlink" window.

7. Select the "Place in This Document" option in the

left menu. You'll see a navigation tree with your heading
styles and bookmarks.

8. Select the bookmark you want to link to. Expand

the "Bookmarks" tree if it isn't already and select the
bookmark you want to link to. You can also select from
heading styles you've applied throughout the document.

9. Click "OK" to insert the link. You can test

it after inserting it by holding Ctrl/⌘ Cmd and
clicking it. Your document should scroll to the
bookmark's location.

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Lesson 2.3: Mail Merge 
       Mail Merge is a useful tool that allow you to quickly produce and send information,
newsletter resumes, or brochures to many people.

        Mail Merging let’s you create a batch of document that are personalize for each recipient,
compare to the process of preparing individual letter to convey one set of information to many
people, Mail merge save time and effort, producing mass mailings complete with labels or
envelopes. 

Method 1: Using Mail Merge

1. Go to the place in which you want to insert

contact information. Find the place where you want
to insert contact information (e.g., the top of the
document) and click it to place the cursor there.
 

2. Click Insert Merge Field. It's an option in the "Write

& Insert Fields" section of the Mailings tab. A drop-
down menu will appear.
You may have
to click the
Mailings tab
again before
doing this.
3. Select a
type of information. In the drop-down menu, click the
name of one of the headers from your Excel document
to insert it.
For example, you would click FirstName in the drop-
down menu if you wanted to insert a tag for contacts' first names.

4. Add other information where necessary. This might

include contacts' addresses, last names, phone numbers,
and so on.

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5. Click Finish & Merge. It's in the far-right side of the Mailings tab's toolbar. This prompts a
drop-down menu.

6. Select a merge option. Click one of the following:

Edit Individual Documents - Opens each recipient's
document, allowing you to personalize further the
documents.
Print Documents... - Allows you to print out a copy of
your document for each individual listed in your
contact sheet.
Send Email Messages... - Allows you to send out the
documents as emails. The contacts' email addresses
will be selected as the destination email addresses.

7. Follow the on-screen instructions. Depending on

your selected option, you will have an additional form to
review (for example, if you selected Email, you'll have to
enter a subject and then click OK). Doing so will complete
the mail merge process.

Post Assessment 3:
A. Identify the shortcut keys of the following commands:
1. Copy - ______ 6. Print - ________
2. Close Application Window - ______ 7. Make the text Bold - ___________
3. Select All - ______ 8. Subscript - _________
4. Refresh Desktop or Window - ______ 9. Justify - _________
5. Access Help Command - ________ 10. Insert an Equation - ______
10.
B. True or False:
_______1. Hyperlinks can be used both in MS word and MS Powerpoint.
_______2. Using Mail merge will only help you in formatting letters one at a time.
_______3. It is best to use animation in MS Word
_______4. Formulas can function on MS word.
_______5. MS Word are best for creating summary reports.

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C. Read and analyze the following questions, and write your answers on the space
provided with at least 3 to 5 sentences each.
1. In what ways or situation can you make use of the common productivity tools in creating a
dynamic and create content?

_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
____________________________________________________________________________________

2. What do you think are the advantages and limitations of the productivity tools if they will be
available online?

_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________

3. What benefits do we get from using the productivity tools MS Word Office?

_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________

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