PowerPoint Notes

Getting Started In PowerPoint

PowerPoint
PowerPoint is the leading multimedia presentation software. PowerPoint is a high-powered
software tool used for presenting information in a dynamic slide show format. Text, charts,
graphs, sound effects and video are just some of the elements PowerPoint can incorporate
into your presentations with ease.
There are many ways to use Microsoft PowerPoint:

 To create a "slide show" on the computer

 To create overhead transparencies
 To quickly create a presentation to publish on the World Wide Web
 The slides can be arranged and printed as handouts for reference.

PowerPoint vocabulary
Slide: An individual screen in a slide show.
Slide Show or Presentation: A series of slides displayed in sequence. A slide show can be
controlled manually or automatically.
Object: Any element that appears on a PowerPoint slide, such as clip art, text, drawings,
charts, sounds, and video clips. You can refer to a clip art object, a text object, a title
object, a drawing object, etc.
Slide Transition: A special effect used to introduce a slide during a slide show. For
example, you can fade in from black, or dissolve from one slide to another. Click on the
"Transitions" Ribbon Tab to add interesting transitions.
Animation– Add a special visual or sound effect to text or an object. To add interesting
animations to objects in slide shows, click the picture or Text Box you want to animate, then
the "Animations" Ribbon Tab.
Basic Rules

 Use the KISS Principal (Keep It Simple and Straightforward) – Too many bells and
whistles will cloud the message.
 Make bullet points easy to read
 Keep text easy to understand
 Use concise wording
 Keep Font Size Large
 Stick to a single background or design template
 No more than one font should be used per slide
 Incorporate only one thought per slide
 It is best to leave the first slide of a presentation alone and not
animate it.
Spreadsheet Notes
Spreadsheet - Primary function to perform calculations that may involve mathematical,
financial, or scientific data.
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Typical Uses For Spreadsheets
~ Budgets
~ Financial/Accounting Reports
~ Taxes
~ Students' Grades
~ Columns of Text
~ Graphs
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Microsoft Excel is the program we use to work with spreadsheets.
An Excel file consists of two parts: worksheets and workbooks.
Worksheets are the actual spreadsheets that contain the data in which you can organize
and manipulate.
Workbooks are the entire Excel files. Workbooks can have multiple worksheets or as
few as one. Each worksheet in a workbook will have a unique name that can be accessed
on the tabs at the bottom of the screen.
Parts of the Spreadsheet
~ The vertical areas of the spreadsheet are COLUMNS; They are labeled A-Z, AA-AZ,
BA-BZ, etc..., there are 16,384 Columns in MS Excel.
~ The horizontal areas of the spreadsheet are ROWS; Rows are labeled numerically;
There are 1,048,576 Rows in MS Excel
~ The Rectangular area in which a row and column intersect in the workspace is called
a CELL.
~ The selected cell with the heavy border around it is called the ACTIVE Cell.
~ A description of which row and column intersect to form the cell is known as
the CELL ADDRESS. Cell A1 is the address for the cell in the first row and first
column. The correct way to name a cell location is Column then Row.
~ The area that displays the address of the active cell is called the NAME BOX.
~ The Formula Bar is the area that displays the contents of the active cell. You may edit
your data here
Tip: When highlighting in a spreadsheet, the inside color of the first cell will be white.
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Spreadsheet Formulas
* An instruction to calculate a number
* The formula is entered in the cell where the answer should appear
* After you hit the "Enter" key, the answer is displayed in the active cell while the
formula remains visible in the formula bar
*The four math operations are: + for add; - for subtract; * for multiplication; / for divide
Two Rules When Creating Formulas:
~ A formula always starts with =
~ A formula uses cell addresses, not the values themselves. (This way, if the values in the
cell locations change, the answer will automatically change.)
Helpful Features in Spreadsheets when using Formulas

**Spreadsheets have a Fill feature that lets you fill an adjacent group of cells with the same
text, numbers, or formulas. For formulas, the fill feature will copy the formula relative to its' new
location. In its simplest form it's like a faster version of copy and paste.

**Absolute Cell Reference: In spreadsheets, a cell reference specifies an individual cell or a

range of cells that is to be included in a formula. ... In contrast, the definition of absolute cell
reference is one that does not change when it's moved, copied or filled.

To create an Absolute Cell Reference: Example $A$5 is the Absolute Cell Reference for
Cell A5.
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Spreadsheet Functions
* Built-in formulas that perform special calculations automatically.
- Sum functions add up a column of figures. (SUM)
- Average functions averages a group of numbers. (AVERAGE)
- Count functions count all the blank spaces in the range. (COUNT)
- Minimum functions indicate the lowest value in the range. (MIN)
- Maximum functions indicate the highest value in the range. (MAX)
- The IF STATEMENT is a logical function which sets up a conditional statement to test
data. the truth or falsity of the condition will determine the results of the statement.
*Functions always start with =
*There are 3 parts of a function: 1) =
2) Function Name
3) Argument - The range of cells that the function
affects and it lists inside parentheses, first cell : last cell
* Example: to add cells=B2 + B3 + B4 + B5 + B6 you could use the function:
=SUM(B2:B:6)
Spreadsheet Notes Part II
Continuation of Functions
~ Start functions with an equal sign (=) followed by the FUNCTION NAME (in either
upper- or lowercase), followed by an open parenthesis, the range to be affected and a
close parenthesis.
~ A function may be used by itself, or it may be combined with other functions. Excel
provides many functions, some of which are used for statistical and financial analysis,
while others are used in database operations. A function may be entered using the
keyboard or by locating the Functions button on the Home Ribbon Tab.

Average Function
~ The Average Function averages values in a range. For example, to average the values
in A4, A5 and A6, the function would appear as =AVERAGE(A4:A6). The data the
functions require you to supply are called the ARGUMENTS. For example, in
=AVERAGE(A4:A6), the data range A4:A6 is the argument.

 Note: The beginning cell and ending cell in a range are separated by a
colon. The range reads: "A4 through A6".

 The following illustrates the various parts of a function, and all functions follow
the same format:

= Average (A4:A6)
Equal Sign Function Name Argument
Count, Min and Max Functions

 The Count function counts all the non-blank cells in a range. Cells containing
values, formulas or text are counted.
 Min indicates the lowest value in a range.
 Max indicates the highest value in a range.

If Statement

 An If statement is a logical function which sets up a conditional statement to test

data. The truth or falsity of the condition will determine the results of a the
statement.
 The format for an If Statement is:

=IF(CONDITION,X,Y)
  Note that the IF Statement is preceded by an equal sign (=). If the condition
is true, the function results in X; if the condition is false, the function results in Y.
**
 In this example, the teacher uses an IF Statement to determine the final grade
depending on the final average. The passing grade is a C, or 71. Therefore, an IF
Statement can be used to test whether the final average is greater than 70.5. If the
condition is true (that the average is greater than 70.5), the student passes and the
letter P is entered in the function location. If the condition is false, the letter F is
entered in the function location. A breakdown of one of the IF statements used in
this example is shown below:

Condition Then Else

=IF(E8>70.5, "P","F")
condition If true, If false,
(Is grade greater P is F is
than 70.5?) entered entered
in cell. in cell.

 If a label is to be used as an outcome of an If statement, it must be enclosed in

quotes. Notice the position of the quotes in relationship to the commas in the
example above.
 If statements use condition operators of:

= Equals > Greater than <Less than

<> Not equal to >= Greater than or equal to <= Less than or equal to
** X and Y can be the 3 things: They can be 1) numbers or values
2) labels or words ("must be in quotes")
3) formulas or functions
Word
Microsoft Word … A Few Tips

General Terminology

The Cursor is the blinking insertion point and is an I symbol where text appears.

Making changes to a document is known as Editing.

Text is known as the words on a page.

Font is the name given to different kinds of text appearance or styles and size.

Word Wrap allows a person to type on a new line automatically without hitting
the enter key.

To make a hard copy of a document is known as printing.

Selecting text means to choose a part of a document to work with by dragging

over it with the mouse to highlight words.

Overtype Mode allows the user to overwrite existing text, replacing whatever text was
already there. (See Insert Key)

Insert Mode is the opposite of Overtype Mode. Allows user to add text at location
without overwriting existing text. This mode is the default. (See Insert Key)

Formatting - Once a document has been created, you arrange how it will look by
selecting the font, size, colors, spacing and how things line up on the pages.

Line Spacing is the distance between lines of text.

To make a word or part of a document stand out from other text, we emphasize it
by Boldfacing, Italicizing or Underlining it.

Alignment refers to the way lines of text are arranged relative to the edges of a
block of text. For example, the text can be flush with the left side of the document
(left aligned), flush with the right side of the document (right aligned), or centered
horizontally on the document (centered). There is also an alignment option called
justified. In text that is justified both the right and left sides of the text will appear
to line up evenly.

Header/Footer The header is one or more lines of text that appear at the top of every page of a document. The
header often includes information like names and titles. The footer consists of one or more lines of text that appear
at the bottom of every page of a document. The footer often includes the page number.

Business Letter Formatting

Full Block, Modified Block and Semi-Block formats of business letters - see handout.

6 Parts of a Letter - Identification, placement and usage of all - see handout.

SPACING RULES

One Space After: Words Semi-colons ; Parentheses () Commas Last Quotation Mark

Two Spaces After: Any punctuation that ends a sentence .?! Full Colons :

Keys

Backspace - deletes text to the left of the cursor

Delete - deletes text to the right of the cursor

Home - sends cursor to the beginning of the line

End - sends cursor to the end of the line

Ctrl + End - sends cursor to the end of a document

Insert - Toggles between "Insert" mode and "Overtype" mode. When you click
the "Insert" key once, you go into "Overtype" mode. Click it again, it will go into
"Insert" mode. When you are "Overtype" mode, you will see OVR on the Status
bar at the bottom of the window.

Some important options on the Menu Bar in Microsoft Word:

File

Open How to open a document that you previously

saved
Save As, your folder How to save and name a document for the first
 time (on our network)
Page Setup Where to change margins and which way the
paper prints out – Landscape = horizontal, Portrait
= vertical
Print Preview Shows how the document will be printed out
Print Where to print the document, change printers,
print only certain pages

Edit
Select All Highlights an entire document before changing the
format or appearance
Cut, Copy, Paste After selecting text use these commands to
move from one place to another

View
Headers and Footers A header is printed in the top margin; a footer is
printed in the bottom margin. Headers and footers
are typically used in printed documents. You can
create headers and footers that include text or
graphics — for example, page numbers, the date,
the document's title or file name, or the author's
name.

Insert
Picture, ClipArt How to open the Clip Gallery, which previews a
wide variety of pictures, photographs, sounds,
and video clips that you can insert in your
documents.
Picture, WordArt Molds a word or words into various shapes to
enhance titles, headlines, signs or other
document elements.
Date and Time Inserts the present date and time in many
formats automatically

Format
Font How to change the text style, color and size
of the words, as well as many other ways to
enhance text, such as boldfacing, italicizing,
underlining in many different ways, and
even animation effects
Indents, Alignment, and Spacing How to change where words will appear
when typed or change to double spacing

Columns How to change document to have text typed

into columns
Picture, Layout How to have words wrapped around a
picture
Change Case How to change the case of your text to
lower case or UPPER CASE.

Tools

Spelling and Grammar How to look for incorrectly spelled words and incorrect
grammar. DOES NOT REPLACE RE-READING AND PROOFREADING.

Language, Thesaurus How to select or type a word for which you want to find a
synonym, an antonym, or related words

Word Count How to automatically count words in a document

Letters and Mailings,

Letter Wizard Used to automatically create various types of business letters

Database
What is a Database?
A collection of related information that helps you organize records
For what is a database program used?

A database program, like Microsoft Access, can be used for many things. Primarily, it is used to keep track of or
manage information about:

 People (customers, employees or friends)

 Items (products, CD or video collection)
 Events (sales transaction)

Other things a database program can be used for include: Storing information like a file cabinet, finding and
retrieving data of interests, as well as performing searches for specific parts of all the information, analyzing data
and helping you make quick, accurate and informed decisions based on the information, and also database programs
can neatly present information in professionally designed reports.

Common Uses of Databases

In Schools -

 Student Records
 Staff Employment Records
 Recipes
 Music Collection
 Addresses

Business Use -

 Business Mailing Lists

 Customer Orders
 Inventories
 Equipment
 Property
 Payroll

Advantages of Computerized Databases

 quicker to find things

 neater
 more useful
 can sort information (alphabetize)
 can group information (all friends who live in CA)
 generates reports
 analyzes data (easily see trends or relationships to make informed decisions)

Parts of a Database

Tables
A collection of data about a specific topic, organized into columns (called fields) and rows (called records). In table
datasheet view, you can add, edit, or view the data in a table. You can also check the spelling and print your table's
data, filter or sort records, change the datasheet's appearance, or change the table's structure by adding or deleting
columns.
Fields
Categories of information
Each field is made up of:
•field name - titles you give to each category of information
•field entries -contents of the database, text, numbers or formulas

Record
All the information about one person or item, for example
•1 form filled out in a Form
•1 row in a table

Forms
Forms provide a quick way to view, enter and change information in a database. Forms usually display boxes that
show one record at a time.

Filters or Queries
Filters or Queries allow you to find items of interest from all the information in a database. A filter allows you to
show the records that match the criteria you'd like to retrieve. A query allows you to find data from one or more
table using criteria you specify, and then displays it in the order you want. A query also allows you to save the data
as an object.

Report
Reports are professional-looking documents that summarize the data in a database.

Datasheet View
Displays all the records in a table. You can enter, edit and review records in this view.

Design View
This view allows you to change the structure of a table. You can change the settings in this view to specify the kind
of information you can enter into a table.

There are many ways to work with the data in a table's datasheet.

 You can sort the records of your datasheet by the data in one or more fields.
o Sort in ascending (A-Z or 0-9) order (alphabetically or numerically)
o Sort in descending (Z-A or 9-0) order (alphabetically or numerically)
 You can limit the records you see in your datasheet by filtering in these ways:
o Filter by Selection
o Filter by form
 You can "Find" or "Find and Replace" values or data in a table's datasheet.
 You can add or delete records.
 You can add, delete or rename fields.