ICT Word Processing – Clozed Notes

Lesson 1
Introduction to Word Processing

What Is a Word Processor?

Programs that required several other machines – keyboards, monitors, disks, computers, and
printers – to create documents.

Give users the ability to:

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• Correct your work before printing.
• Check for spelling and grammar errors.
• Verify the meanings of words and synonyms by using the thesaurus.
• Transfer text between documents.
• Format text with various fonts, sizes and styles.

headings

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• Format pages instantly with structural styles, such as lists, tables, paragraphs, and

The Beginning of the Word Processor

1. Started with users writing by hand on different kinds of paper
2. Then, the first printing press was introduced
3. Next, came the invention of the typewriter
4. Finally, in the 1970s the word processor was introduced
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Creating Documents
Users can easily create pre-made documents using a:
• template - provides a page design layout into which you can place your content.
• Allows you to enter your own text and images.
• Or you can start with a blank document
Popular software applications which allow you to create documents are Microsoft Word and
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Google Docs (cloud-based)

Storing Your Documents

To the Cloud:
• Provides accessibility to your documents from anywhere you can obtain an internet
connection.
• Provides connectivity from your computer, smartphone or tablet – through downloaded
apps for mobile devices.

To the Computer:
• Provides a physical location to store documents to a hard drive
• Provides exclusive access to information on your computer anytime
• Not vulnerable to unsecure documents being hacked or stolen

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 ICT Word Processing – Clozed Notes

Cloud Computing
To understand Cloud computing, you must first know what the “cloud” is?
• The cloud is a wide network of data centers (made up of large storage computers called
file servers) throughout the world that can store your information and retrieve it for you
from anywhere you can obtain an Internet connection.
• Cloud Computing tools that are used and accessed exclusively over the Internet rather
than installed on a single computer.

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Getting Started with Word Processing
When opening a new document in Google Docs, there is a menu of commonly used commands:
• File - Share, New, Open, Rename, Make a Copy, Move to Trash, See Revision History,
See New Changes, Language, Download as, Publish to Web, E-Mail Collaborators, Page
Setup, Print

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• Edit - Undo, Redo, Cut, Copy, Paste, Web Clipboard, Select All, Find and Replace
• View - Print Layout, Mode (Editing, Suggesting, Viewing), Show Ruler, Show Equation
Toolbar, Show Spelling Suggestions, Compact Controls, Full Screen
• Insert - Image, Link, Equation, Drawing, Table, Comment, Footnote, Special Characters,
Horizontal Line, Page Number, Page Count, Page Break, Header, Footer, Table of
Contents
• Format - Bold, Italic, Underline, Strikethrough, Superscript, Subscript, Font Size,
Paragraph Styles, Align, Line Spacing, Lists, Clear Formatting, Lines, Crop Image,
Image Options, Replace Image, Reset Image, Alt Text
• Tools - Spelling, Research, Define, Word Count, Voice Typing, Translate Document,
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Script Editor, Preferences, Personal Dictionary
• Table - Insert Table, Insert row above, Insert row below, Insert Column Left, Insert
Column Right, Delete Row, Delete Column, Delete Table, Merge Cells, Unmerge Cells,
Table Properties
• Add ons - Get Add-ons, Manage Add-ons
• Help - Search Menus for Assistance, Docs Help, Report a Problem, Report
abuse/copyright, Keyboard Shortcuts
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Common Commands in Microsoft Word

When opening a new document in Microsoft Word, there is a menu of commonly used
commands:
• File - Info, New, Open, Save, Save As, Save as Adobe PDF, Print, Share, Export, Close,
Account, Options, Add-ins
• Home - Clipboard, Font, Paragraph, Styles, Editing
• Insert - Pages, Tables, Illustrations, Add-ins, Media, Links, Comments, Header & Footer,
Text, Symbols, Flash
• Design - Document Formatting, Page Background
• Page Layout - Page Setup, Paragraph, Arrange

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 ICT Word Processing – Clozed Notes

• References - Table of Contents, Footnotes, Citations & Bibliography, Captions, Index,

Table of Authorities
• Mailings - Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish
• Review - Proofing, Language, Comments, Tracking, Changes, Compare, Protect, Ink
• View - Views, Show, Zoom, Window, Macros

Keyboard Shortcuts
Some common commands are used in word processing to save time and work faster when

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writing documents. Below are some examples
• Open a File = Ctrl + O
• Bolding Text = Ctrl + B
• Finding Text = Ctrl + F
• Copying Text = Ctrl + C

• Undo = Ctrl + Z

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• Pasting Text = Ctrl + V

• Select All = Ctrl + A

• Cut Text = Ctrl + X
• New File = Ctrl + N
• Save a File = Ctrl + S
• Print a File = Ctrl + P
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© 2017 Certification Partners, LLC. — All Rights Reserved.

Intro to Excel spreadsheets
What are the objectives of this document?
The objectives of document are:
1. Familiarize you with what a spreadsheet is, how it works, and what its capabilities are;
2. Using the concepts introduced earlier in the course, apply certain mathematical manipulations to
data;
3. Provide you with the tools to make decisions that are more informed and present reports to
interested stakeholders in your respective offices.

Before we start…
Throughout the following pages, we will reference several menu options and how you can get to them. In
order to do this, we will use the following convention: when you see the following, ViewZoom, the
first word (View) refers to a menu option usually found in the top left, under the title bar. The word that
follows (Zoom) is a menu choice found under the first option you made.

What is a spreadsheet?
A spreadsheet is the computerized equivalent of a general ledger. It has taken the place of the pencil,
paper, and calculator. Spreadsheet programs were first developed for accountants but have now been
adopted by anyone wanting to prepare a budget, forecast sales data, create profit and loss statements,
compare financial alternatives and any other mathematical applications requiring calculations.

The electronic spreadsheet is laid out similar to the paper ledger sheet in that it is divided into columns
and rows. Any task that can be done on paper can be performed on an electronic spreadsheet faster and
more accurately.

The problem with manual sheets is that if any error is found within the data, all answers must be erased
and recalculated manually. With the computerized spreadsheet, formulas can be written that are
automatically updated whenever the data are changed.

What can a spreadsheet do?

In contrast to a word processor, which manipulates text, a spreadsheet manipulates numerical data and
text. Using a spreadsheet, one can create budgets, analyze data, produce financial plans, and perform
various other simple and complex numerical applications.

By having formulas that automatically recalculate, either built by you, the user, or the built-in math
functions, you can play with the numbers to see how the result is affected. Using this “what-if?” analysis,
you can see what affect changing a data value or calculation can have on your monitoring program.

Spreadsheets can also be used for graphing data points, reporting data analyses, and organizing and
storing data.

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Starting Excel
You are encouraged to start using MS Excel as you read through the following materials to familiarize
yourself with the topics and procedures.

1. Click the Start button on the Windows taskbar.

a. The Start menu opens
2. Point to Programs
a. The Programs menu opens
3. Click Microsoft Excel
a. Excel opens a new workbook
Note: an icon for MS Excel may be located either on the desktop or on the Office toolbar.

Figure 1
3. MS Excel
1. The Start button 2. Programs

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The Excel Screen
The screen in Excel looks different than those used in other types of applications.

Columns

Rows

Figure 2

The large window, labeled "Microsoft Excel" may take up the entire screen. This is referred to as the
Application Window. The top line is called the Title Bar and has three buttons (Minimize, Restore, and
Close) to the right. These buttons are used to size the window and close it. This title bar is standard in all
Windows programs.

The second line is called the Menu Bar. Notice that one character of each selection is highlighted or
underlined. This menu bar is also standard in all Windows programs.

The next two lines contain buttons with text or images and are referred to as the Standard and
Formatting Toolbars. If you have a mouse, these toolbars allow you to enhance your worksheet without
accessing the menu. Keep in mind that these may not be in the exact same place as on the illustration
above. All toolbars can be customized to display any buttons you desire.

The next line is the Formula Bar and displays the current cell address (see below) and contents. As you
move from cell to cell, Excel will keep track of the current cell address for you. The Formula Bar can
also be used to edit the text (contents) or formulas contained in the cell.

Columns and Cells and Rows…oh my!

The horizontal bar across the top of the worksheet area is filled with letters, beginning with A. Each letter
represents a column while the vertical bar on the left side of the worksheet filled with numbers refers to
rows.

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The intersection between a column and a row is referred to as a cell. A cell is similar to a box that can be
used to store pieces of information. Each piece of information could be a word or group of words, a
number or a mathematical formula.

Each cell has its own address. This address is used in formulas for referencing different parts of the
worksheet. The address of a cell is defined by the letter of the column in which it is located and the
number of the row. For example, the address of a cell in column B, row 5 would be referred to as B5. The
column is always listed first followed by the row without any spaces between the two.

The outlined cell (the one with the dark borders) within the worksheet is referred to as the active cell.
Each cell may contain text, numbers, or dates. You can enter up to 32,000 characters in each cell
(Equivalent to a 44 page report!).

These cell addresses are useful when entering formulas. Instead of typing actual values in your equations,
you simply type the cell address where the value is stored. Then, if you need to go back and change one
of the values the spreadsheet automatically updates the result of the formula based on the new data.

For example, instead of typing 67*5.4 you could enter C5*D5. The number 67 is stored in cell C5 and the
number 5.4 is stored in cell D5. If these numbers change next month or next year, the formula remains
correct because it references the cells - not the actual values. With the second formula, you can change the
numbers stored in cells C5 and D5 as often as required and see the result recalculated immediately.

The next section of the screen lists the columns and rows within the current worksheet. As mentioned,
columns are lettered and rows are numbered. The first 26 columns are lettered A through Z. Excel then
begins lettering the 27th column with AA and so on. In a single Excel worksheet there are 256 columns
(lettered A-IV) and 65,536 rows (numbered 1-65,536), totaling 16,777,216 individual cells.

Sheets and Workbooks

Towards the bottom of the worksheet is a set of small Tabs that identify each sheet in the workbook
(file). If there are multiple sheets, you can use the tabs to easily identify what data is stored on each sheet.
For example, the top sheet could be "Expenses" and the second sheet could be called "Income". When
you begin a new workbook, the tabs default to being labeled Sheet1, Sheet2, etc.

At the bottom of the screen is another bar called the Status Bar. This bar is used to display various
information about the system and current workbook.

The left-hand corner of this line lists the Mode Indicator, which tells you what mode you are currently
working in.

The Zoom button (located on the toolbar at the top of the screen) allows you to change the
size of the viewing area. This does not affect the actual printing of the file. Click on the down arrow
located to the right side of the current zoom factor. Scroll through the available zoom choices. When you
select a zoom factor, Excel will zoom in or out of the worksheet area - as specified in the Zoom. You can
also access the View  Zoom menu. In addition, you can hide everything except the worksheet and the
menu (which will increase your working area) by accessing the View  Full Screen menu.

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Using “Help”
Excel, along with many of the Microsoft applications, has its own online help menu. There are several
ways to access help. Either press F1 on the keyboard or choose Help  Microsoft Excel Help from the
Menu bar. A window will appear as shown in figure 3.

Figure 3

Moving around in Excel

When Excel starts, a new worksheet opens. What is currently visible is only a small portion of what is available for
you to use. In order to move to areas that you cannot see, you can:
• Use the scroll bars
• Use the keys described in table 1
Keystroke Result
Arrow key Move one cell in the direction of the arrow
Ctrl + arrow key Move in the direction of the arrow to the last cell before a blank cell, or to the edge of the
worksheet if all cells are blank
Page Up Moves up one screen
Page Down Moves down one screen
Home Moves to the beginning of the row
Ctrl + Home Moves to cell A1
Ctrl + End Moves to the last cell containing data (in the bottom right of the worksheet
Table 1

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Data Entry

In the following section, you will learn how to enter sample data, edit that sample data, and delete &
undelete that data. You should create a sample spreadsheet so you can practice the following procedures.

Entering data is as simple as beginning to type.

1. Click once on the cell you want to use for data entry and begin typing
2. The following keys can be used to update the contents of the cell: Enter, Tab, or any of the
directional arrows

Editing data is simple as well. There are several options for doing this:
1. Highlight the cell, type in a completely new amount (caution: this will overwrite any data already
in the cell)
2. Double-click the cell and a flashing insertion point (cursor) appears in the cell
3. Use the formula bar
4. Highlight the cell to edit and press F2 on your keyboard

Deletion of data can be relatively straightforward. You can:

1. Select a cell or range of cells (click and hold your mouse or use the shift-click method) and press
delete
2. Select a cell or range of cells and Edit  Clear  then choose from All, Contents, or
Formatting from the menu bar
3. To actually remove the cells instead of just clearing the data, select a cell or range of cells and
Edit  Delete…; you are given the option of shifting the remaining cells a direction or deleting
the entire row or column.

Undoing an action can save both time and headache. In the toolbar, you will find two arrows. Using these
arrows, you can either undo (arrow pointing left) the last action or series of actions you
just completed, or Redo (arrow pointing right) an action such as formatting or
deleting; you can even Redo an action that was undone.

Let Excel enter data for you

Excel can help you enter series of numbers, dates or times. For instance, if you want to fill a column with
a list of consecutive or patterned dates or numbers, instead of typing dates or numbers in each cell of the
column you can use the “Series” command or you can click and drag the “fill handle” on a cell. Both of
these methods are described below. You can use a pre-determined series using the series command that
you can customize (for instance, date fills can be weekly instead of daily), or you can enter several logical
pieces of the series by hand and when selecting cells, include your custom series. Excel will fill the cells
with a series based on the cells in the original series selection

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Using the Series command.

Select the cell that contains the first date or

number. Use your mouse to drag the selection
box down the number of rows that you wish to
fill. Go to the Edit menu, and select Fill, then
Series. The Series window will appear. For this
example, chose “Date” on the Type list and
“Day” on the Date Unit list. Click on OK and the
selected cells will be filled with consecutive
dates.
Figure 4
Using the Fill Handle

When you select a cell, a small black square

appears in one corner of the selection. When you
point to the fill handle, the pointer changes to a
black cross. Left click with the black cross and
hold it down while you drag the selection box
over the cells that you want to fill. When you
release the mouse button, the boxes will fill
automatically.

Figure 5

Formatting
Once you have created your worksheet, you will want to format it to make it as clear as possible.
Formatting is the structure and layout of a worksheet and its individual parts. Using some of the tools
available, you can change the alignment, font size and weight, the way numbers display, even add borders
and shading to your finished product.

Column Width
Sometimes the data you enter does not fit the default cell width of 8.43 characters. When this happens,
you will see either ##### or see a number expressed in scientific notation (2.34E+08). To fix this, you
will have to adjust the cell width. There are two options available to do this:
1. Make sure the highlighted cell is in the column that you want adjusted. Choose Format 
Column  Width from the menu bar. Then type in a new width and press enter.
2. Using the mouse, position the pointer at the right-most end of the column you wish to re-size (in
the column header area where the letters are). Your pointer will turn into a vertical bar with two
small arrows on either side. You can then drag and drop to the desired column width.
3. Double-click on the right-most edge of the column header.

Row Height
In the same respect, some of the data you enter will not fit the height of the cell and/or row it is in. In
order to change the row height, follow the following steps:

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 1. Point to the bottom edge of the row number boundary to get the two-headed arrow
2. Drag upward or downward to desired height
3. You can also highlight the row and use the Format  Row  Height menu options

If you have only certain cells that are too wide or too tall, you can select the “wrap text” option. Select
the row or column to be adjusted, use the FormatRow(or column) and select the Alignment tab for the
option of “wrap text.”

Inserting & Deleting

If you decide that you need another column in between your existing values, or that you want to insert a
row or rows between existing values, you should use the following methods:
• Inserting a single column: click on the column to the right of where you want the new column,
then choose Insert  Columns
• Inserting a single row: click a cell in the row below where you want the new row and choose
Insert  Rows
• Deleting a row or column: select a cell in each row or column to be deleted and choose Edit 
Delete

Numbers

To format the way your cells display numbers, select the cells you would like to format. Choose Format
 Cells  Number Tab from the menu bar. The format cells dialog box appears, looking similar to
figure 6

Figure 6

Using this dialog box, you can choose the way that your numbers look, from the number of decimal
places (rounding) to scientific notation, currency, and percentages. The Sample section of the dialog box
will show you what your data might look like after you format it. Use caution when formatting your data
to a different type than General or Number—for instance, if you have the value “10” in your cell and you
want to change the formatting to percentage, your resulting value will be 1000%; you would have to enter
0.10 for it to equal 10%! You can always revert your formatting and the original values will be restored.

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Formula Creation & Math Functions
Excel provides several built-in math functions, as well as provides you the opportunity to create your own
custom formulas. To use a built-in function:
1. Click in the cell where you want the results to appear.
2. Click the paste function on the standard toolbar
3. The Paste Function dialog box appears. Select a category in the Function category list. All of the
associated functions are listed in the Function name, with a description listed below.
4. Click OK to close the dialog box and open the Formula Palette.
5. After defining your arguments, click ok and the formula palette will close.

You can also create your own formula by either typing it or selecting cells to use in performing a
calculation. There are a few tips you need to keep in mind when creating your own formulas:
• Order of operations: Parenthesis, Exponentials, Multiplication & Division first, Addition
and Subtraction second, from left to right (aka PEMDAS)
• All formulas must start with an equals sign
• Use a blank cell as your active cell to avoid errors

Arithmetic operators To perform basic mathematical operations such as addition, subtraction, or

multiplication, combine numbers or produce numeric results, use the following arithmetic operators.
Arithmetic
operator Meaning Example
+ (plus sign) Addition 3+3
– (minus sign) Subtraction 3–1
Negation -6
* (asterisk) Multiplication 3*3
/ (forward slash) Division 3/3
% (percent sign) Percent 20%
^ (caret) Exponentiation 3^2 (the same as 3*3)

Reference operators Combine ranges of cells for calculations with the following operators.
Reference
operator Meaning Example
: (colon) Range operator, which produces one =AVG(B5:B15)
reference to all the cells between two
references, including the two references
, (comma) Union operator, which combines =SUM(B5:B15,D5:D15)
multiple references into one reference
(used when referencing cells that are
not consecutive)

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The Difference Between Relative and Absolute References

Relative references When you create a formula, references to cells or ranges are usually based on their
position relative to the cell that contains the formula. In the following example, cell B6 contains the
formula =A5; Microsoft Excel finds the value one cell above and one cell to the left of B6. This is known
as a relative reference.

A B
5 100
6 200 =A5
7

When you copy a formula that uses relative references, Excel automatically adjusts the references in the
pasted formula to refer to different cells relative to the position of the formula. In the following example,
the formula in cell B6, =A5, which is one cell above and to the left of B6, has been copied to cell B7.
Excel has adjusted the formula in cell B7 to =A6, which refers to the cell that is one cell above and to the
left of cell B7.

A B
5 100
6 200 =A5
7 =A6

Absolute references If you don't want Excel to adjust references when you copy a formula to a different
cell, use an absolute reference. For example, if your formula multiplies cell A5 with cell C1 (=A5*C1)
and you copy the formula to another cell, Excel will adjust both references. You can create an absolute
reference to cell C1 by placing a dollar sign ($) before the parts of the reference that do not change. To
create an absolute reference to cell C1, for example, add dollar signs to the formula as follows:
=A5*$C$1

Switching between relative and absolute references If you created a formula and want to change
relative references to absolute (and vice versa), select the cell that contains the formula. In the formula
bar, select the reference you want to change and then press F4. Each time you press F4, Excel toggles
through the combinations: absolute column and absolute row (for example, $C$1); relative column and
absolute row (C$1); absolute column and relative row ($C1); and relative column and relative row (C1).
For example, if you select the address $A$1 in a formula and press F4, the reference becomes A$1. Press
F4 again and the reference becomes $A1, and so on.

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Creating charts
Charts can emphasize important points or trends in your data and make them easier to understand. Using charts, you
are able to get your point across efficiently and quickly, embedding them in reports or presenting them to interested
audiences.

What do different graphs represent?

The following table illustrates what some of the different graphs illustrate.

Name Description of Use

Column Compares values across categories
Bar Compares values across categories
Line Displays a trend over time
Pie Displays parts of the whole
XY (Scatter) Compares pairs of values
Area Shows the trends of value over time
Table 2

To create a chart, you must first have data in your worksheet. Included with this data, it is helpful to have
labels in the column to the left of the data to indicate categories, labels across the row above the data that
indicate the type of data or the time over which the data will be analyzed, data all formatted the same
way, and data in cells that are next to each other.

Figure 7

First, determine the type of chart that will display the data most effectively. Second, select the cells that
contain the data that you want charted – this is the data range.

Chart Wizard
Click the Chart Wizard button (circled in Figure 7) from the standard toolbar. The wizard will then open
up and prompt you for choosing chart types, data ranges, plotting methods, titles, legend placement, and
chart placement.
1. Choose the type of chart you would like to create; Click Next
2. Make sure the chart looks like you expect it to; if not, you may need to tell Excel to analyze the
data in rows instead of columns or vice-versa; Click Next
3. The third step has a series of tabs with options for adjusting how your chart looks; Click Next
after you have adjusted options on all desired tabs

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 a. Titles: type a meaningful heading in any desired area (for instance, a chart title may not
be sufficient, but the axes may need to be labeled as well)
b. Axes: select or deselect showing the axis values
c. Gridlines: select or deselect the gridlines on the chart to make it easier to read
d. Legend: choose whether or not to show the chart legend and where to place it
e. Data Labels: choose whether to include data labels, values, percents, etc.
f. Data Table: choose whether or not to include the table of values from your worksheet
4. The final step is to select where to place the chart; select As a New Sheet [Chart 1] for the chart
to be placed on a new worksheet in your workbook or select As Object In [Sheet1] for the chart to
be placed within a spreadsheet. Selecting As a New Sheet will yield a chart that is easier to
export to other applications such as MS Word or PowerPoint

Formatting the Chart

Once your chart is created, you may decide there are some things you need to change about how it looks
or how the data are displayed.

Scale: To adjust the scale of the chart for bar or line graphs, highlight the axis to adjust and go to
Format→Selected Axis (or double-click on the selected axis). Depending on which axis you select,
you’ll get different options. Typically the x-axis (vertical) is the one you’ll want to adjust. You can
uncheck the “Auto” boxes and set the values at your own levels. Minimum is the lowest value displayed
on the x-axis. Typically, this is zero, but it may at times be negative or you may want to start it at 1000,
depending on how your data are distributed. Maximum is the highest value displayed, and is usually set
at the most logical value based on your highest data point. You may want to adjust this value in order to
change the distribution of the points on the graph. Major and minor unit refer to how the gridlines are
displayed on the chart and how the numbers are displayed on the x-axis. If the major unit is 10, then the
values on the axis will be something like: 10, 20, 30, 40, 50; unless you have minor gridlines shown (an
option in the chart wizard), then the minor unit value will not affect the chart appearance.

Colors, Patterns and Fonts

To make your chart even more stunning visually, you can adjust the colors of the background,
foreground, borders, fonts, axes, bars, lines, pie slices, etc., etc. Just double-click on the object you want
to format and the color palette will open for you to express your artistic creativity. Patterns come in
useful when you are relying on black-and-white displays of multiple parameters because you can more
easily distinguish one bar or one line from another.

When working with Pie Charts, be careful to select the piece of the pie you to which you want to apply a
color or pattern (the first click will select the pie itself, the second click will select a piece of the pie) and
then double-click on it. Otherwise you will change the color or pattern for the entire pie instead of each
piece.

You can also adjust the size and style of the font for different pieces of your chart by double-clicking on
the desired text or section. (Note: if you change the font for a value on the x-axis, for instance, all values
on the x-axis will change formatting).

3-D Charts: If you have created a chart using a 3-D chart type, you can modify the angles at which the
chart is portrayed. Click once on the Chart so the black handles are selecting the entire chart. Go to
Chart→3-D View to change the depth or angle.

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Once a chart has been created, you can also go and change the style of chart or other options that were set
in the Chart Wizard. Go to the Chart menu for a list of options.

Text Import Wizard

Some types of air monitors supply data in a text format. These files are often identified by the .txt suffix
(example: february00.txt). Text files contain lines of characters, including both numbers and letters. To
divide these lines of text into columns of data, characters such as commas or tabs are inserted to separate
each field or column of data. Text data can also be in a fixed width format, where the fields are aligned in
columns with spaces between each field. Excel’s Text Import Wizard can import both of these text file
data formats. The Text Import Wizard takes the lines of characters and converts them into data contained
within the columns and rows of an Excel file.

Chose Data  Get External Data Import Text File from the menu bar. The import text dialog box
appears. Choose the text file that you would like to import from Excel and double click on it or single
click the file name, then click the Import button. Follow the instructions given by the Text Import
Wizard dialog boxes that follow.

Printing
Previewing
Before you print a worksheet, click Print Preview to see how the sheet will look when you print it. The
way pages appear in the preview window depends on the available fonts, the resolution of the printer, and
the available colors.

Page setup
Change the page orientation
1. Click the worksheet.
2. On the File menu, click Page Setup, and then click the Page tab.
3. Under Orientation, click Portrait or Landscape.

Print a worksheet on a specified number of pages

1. Click the worksheet.
2. On the File menu, click Page Setup, and then click the Page tab.
3. Click Fit to.
4. Enter the number of pages on which you want to print the work.

Notes
• Excel ignores manual page breaks when you fit the worksheets on a specified number of pages.
• When you change the values for Fit to, Excel shrinks the printed image or expands it up to 100
percent, as necessary. To see the how much the image will be adjusted for your new values, click
OK, and then click Page Setup on the File menu. The Adjust to box on the Page tab shows the
percentage that the printed size will be adjusted.

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Print row and column labels on every page
1. Click the worksheet.
2. On the File menu, click Page Setup, and then click the Sheet tab.
3. To repeat column labels on every page, click Rows to repeat at top, and then enter the rows that
contain the column labels.
To repeat row labels on every page, click Columns to repeat at left, and then enter the columns
that contain the row labels.
Note Microsoft Excel prints repeating row and column labels only on the pages that include the labeled
rows or columns. Pages for rows below the labeled rows or columns to the right of the labeled columns
are printed without the repeating labels.

14
 Introduction to
Microsoft Access 2016
A database is a collection of information that is related. Access allows you to manage your information in
one database file. Within Access there are four major objects: Tables, Queries, Forms and Reports.

 Tables store your data in your database

 Queries ask questions about information stored in your tables
 Forms allow you to view data stored in your tables
 Reports allow you to print data based on queries/tables that you have created

The Navigation Pane:

The Navigation Pane is a list containing every object in your database. For easier viewing, the objects are
organized into groups by type. You can open, rename, and delete objects using the Navigation Pane.

To Minimize and Maximize the Navigation Pane:

Click the double arrow in the upper-right corner of the Navigation Pane to minimize and maximize.

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Sorting the Objects in the Navigation Pane:
By default, objects are sorted by type, with the tables in one group, the forms in another, etc. However, you
can change how the objects are sorted.

Click the drop-down arrow to the right of the All Access Objects and click on a sort option from the list.

Creating a Database:
1. Start Access
2. Click on Blank desktop database

3. Under File Name type a name for the database

4. To change the location of where to store the database, click the folder icon and select a location
5. Click Create

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Access opens in a new table in Datasheet View.

Understanding Views:
There are multiple ways to view a database object. The two views for tables are Design View and
Datasheet View.

 Design View is used to set the data types, insert or delete fields, and set the Primary Key
 Datasheet View is used to enter and view the data for the records

Switching Between Design View and Datasheet View:

Click the View arrow on the Home tab and click on either Datasheet View or Design View

Creating a Table:
A table is a collection of data about a specific topic, such as employee information, products or customers.
The first step in creating a table is entering the fields and data types. This can be done in either Datasheet
View or Design View but it is recommended to set up the table in Design View.

6 - 18 3
Understanding Fields and Their Data Types:
Field - an element of a table that contains a specific item of information, such as a last name.
Field’s Data Type - determines what kind of data the field can store.

Format Use to display

Short Text Alphanumeric data (names, titles, etc.) - up to 255 characters

Long Text Large amounts of alphanumeric data: sentences and paragraphs – 64,000 characters

Number Numeric data

Date/Time Dates and times

Currency Monetary values

AutoNumber Unique value generated by Access for each new record

Yes/No Yes and No values and fields that contain only one of two values

OLE Object Pictures, graphs, or other ActiveX objects from another Windows-based application

Hyperlink A link address to a document or file on the Internet

Attachment You can attach files such as pictures, documents, spreadsheets, or charts; each
Attachment field can contain an unlimited number of attachments per record, up to the
storage limit of the size of a database file.
Calculated You can create an expression that uses data from one or more fields. You can
designate different result data types from the expression.
Lookup Wizard Displays either a list of values that is retrieved from a table or query, or a set of values
that you specified when you created the field. The Lookup Wizard starts and you can
create a Lookup field. The data type of a Lookup field is either text or number,
depending on the choices that you make in the wizard.

To Create a Table in Design View:

1. Click on the Create tab
2. Click on Table
3. Switch over to Design View on the Home tab
4. If prompted to save the table, enter a name and click on OK
5. Type the field names and select the appropriate data type for each field
6. Continue until all fields are added

Note: The order that you enter the field names is the order the fields will appear in the table.

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Setting a Primary Key:
The Primary Key is the unique identifier for each record in a table. Access will not allow duplicate entries in
a primary key field. When creating a new table, Access automatically creates a field “ID” with the
autonumber data type, and assigns this as the Primary Key.

To Set a Primary Key:

1. In Design View, position your cursor in the field you wish to set as the Primary Key
2. Click the Primary Key button on the toolbar
3. Save the table

Note: To turn off the Primary Key simply click on the Primary Key button again.

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Input Masks:
An input mask is used to pre-format a field to “look/act” a certain way when a user inputs data.
Examples: Social Security Number input mask automatically inserts the dashes; phone numbers
automatically inserts the parentheses and dashes.
The input mask data can either be stored in the table or simply displayed and not stored.

To Create an Input Mask for a Field:

1. In Design View, click in a field for which you’d like to apply an input mask
2. In the Field Properties section at the bottom of the screen, click in the Input Mask line and notice
the Build button that appears at the right end of the line (see below):

6 - 18 6
 3. Click the Build button to start the Input Mask Wizard (shown below).

4. Select the appropriate input mask

5. Click Next
6. Click Next for additional screens on which you can set options for the input mask
7. Click Finish on the last screen of the input mask wizard

To Save the Table:

1. Click the Save icon on the toolbar
2. Enter a name for the table if you haven’t done so already
3. Click OK

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Entering Data in a Table:
1. In Datasheet View, start typing the data into the table by pressing the tab key to move to the next
cell
2. When you have completed the record (row), press Enter
3. You can also click on the New record icon on the Home tab in the Records group

Navigating in a Table:
Use the arrows at the bottom of the table to navigate among records.

Sorting Records in a Table:

1. Position your cursor in the field that you wish to sort by clicking on any record in the table
2. Click either the Sort Ascending or Sort Descending icon on the Home tab in the Sort & Filter
group

Queries:
You use queries to view, change, and analyze data in different ways. You can also use them as a source of
records for forms and reports.

To Create a Query:
1. Click on the Create tab
2. Click on Query Design in the Queries group
3. Select the table that you would like to base your query on
4. Click Add
5. Repeat steps 3 and 4 until all tables are added
6. Close the Show Table window

The table(s) will now be displayed in the upper part of the Query Design Screen by boxes containing the
tables’ fields.

7. Double-click on the field names in the field list window which you would like to include in the query

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Defining Criteria in the Query:
In order to control which records are displayed, you must define criteria in a query. The most common type
of query is the Select Records query which will be discussed below.

To Define Criteria for Your Query:

1. Position your cursor in the criteria row in the field for which you wish to define the criteria for
2. Type the criteria

Example: To find all Excel courses:

3. Position your cursor in the criteria row of the Course ID field
4. Type Excel (Access adds the quote marks to the criteria automatically when you tab to the next
column)

5. Click the Run Query button

To Save the Query:

1. Click the Save icon
2. Enter a name for the query
3. Click OK

Creating a Form:
A form is a database object that is used to enter or display data in a database.

To Create a Form:
1. Open the table or query on which you are basing the form
2. Click on the Create tab
3. Click on Form in the Forms group

A form is created and opens in Layout View.

6 - 18 9
Different Views:
Form View – this view allows you to view, create and edit records
Layout View - this view is similar to Design View but is more visually-oriented in that each control displays
real data. As a result, this is a very useful view for setting the size of controls, or performing many other
tasks that affect the visual appearance and usability of the form.
Design View - this view gives you a more detailed view of the structure of the form. You can see the
header, detail, and footer sections for the form. You cannot see the underlying data while you are making
design changes.

Reports:
Reports can be based on tables or queries.

To Create a Report:
1. Open the table or query on which you are basing the report
2. Click on the Create tab
3. Click on Report in the Reports group

A report is created in Layout View.

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Different Views:
Print Preview – allows you see what the report would look like on a printed piece of paper
Report View – allows you to see the data without having to display it in Print Preview
Layout View – allows you make design changes while browsing your data
Design View - gives you a more detailed view of the structure of your report

Printing Reports:
To Print a Report:
1. Switch to Print Preview from View on the Design tab under Report Layout Tools
2. Click the Print icon
3. Click on OK

6 - 18 11
 Introduction to Microsoft Publisher

Day One Agenda:

 Introduction
 Templates
 Layout
 Inserting and Formatting Text
 Inserting and Formatting Pictures
 Practice, Questions

Day Two Agenda:

 Review Day One

 Tables
 Calendars
 Practice, Questions

In order to keep computer literacy programs running in the future, we must demonstrate its positive impact on our
community. We would be extremely grateful if you would share with us the experiences you have had attending our
training sessions and how our program has impacted your life. Please send your responses via e-mail or regular mail.
Responses may be used to promote Utica Public Library and Mid York Library System as part of grant reporting.
E-mail: [email protected]
Mailing Address: Sarah Schultz, Utica Public Library, 303 Genesee St., Utica, NY 13501
Microsoft Publisher 2010 Utica Public Library
Table of Contents

Opening Microsoft Publisher 2010 ......................................................................................................................................... 2

Publisher 2010 Layout............................................................................................................................................................. 3
Resize a text box ..................................................................................................................................................................... 4
Insert a new text box .............................................................................................................................................................. 4
Connect text boxes for overflow text ..................................................................................................................................... 5
Wrapping text ......................................................................................................................................................................... 5
Hyphenation............................................................................................................................................................................ 5
Formatting text ....................................................................................................................................................................... 6
Inserting pictures and clip art ................................................................................................................................................. 7
Inserting tables........................................................................................................................................................................ 8
For more help.......................................................................................................................................................................... 8

Opening Microsoft Publisher 2010

1. Click on Windows Start Button

3. Scroll down until you see Microsoft Office,

click on it, and find Microsoft Publisher 2010.
4. Click to Open.

2. Next, click on All Programs

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Microsoft Publisher 2010 Utica Public Library
Publisher 2010 Layout

Publisher opens to a Page Design

Screen.

This page is where you can locate

various template designs for a
multitude of business and
personal needs.

You can start with a blank

document or work from a pre-
designed template.

We are going to start with a flyer

template.

Publisher will give you several templates to choose from. Choose the type of document you want to create
(calendar, flyer, greeting card, etc) then choose a design to work from. You can customize each design with
company logos, different colors, and your unique information.

After you select the template, click on “Download” on the far right of your screen.

o Tabs/Groups

Tip! The ribbon is the menu that runs across the top of your screen. Each tab contains a set of
groups with commands. Groups are collections of related command buttons. Clicking on different
tabs will change the ribbon.
Tabs

Ribbon

Font Group

o Mouse over

Hold the mouse pointer over several buttons to find out what they do.

Tip! If you don’t know what a button does, you can hold the mouse over it to find out.
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Microsoft Publisher 2010 Utica Public Library
o Layers of a template

You will notice on a template that there are several layers - layers can consist of images, background
colors, or text boxes. Click on different parts of the template to get familiar with the different layers.
Clicking and dragging these objects will move them. If you move something by accident, don’t worry, there
is an undo button on the Quick Access Toolbar at the top of the screen. The keyboard shortcut to Undo is
Ctrl Z.

Text Boxes
A text box is a dedicated area to insert text. Most templates automatically have text box areas predesigned for your
convenience. You can click inside the text box and edit as needed.

Default text boxes -

you can edit, delete,
or add more script

Resize a text box:

1. Select the text box by clicking on the perimeter or inside. You should see the box highlight with a
border.
2. On the border you should see little bubbles on the corners and middle of the sides. When you hover
your mouse over these bubbles, you will see your cursor change to a two-pointed arrow.
3. Click and drag your mouse on these bubbles to resize the text box. This takes some practice and finesse so don’t
get frustrated if it doesn’t work for you right away.

Insert a new text box

1. Click on the Insert tab, and click on Draw Text Box

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Microsoft Publisher 2010 Utica Public Library
2. Move your cursor to the document and notice your cursor has changed to a crosshair icon
3. Click and drag your cursor to form a text box. Once you release the left mouse button, your text box
will be formed. You can resize and move the box as needed.

Connect text boxes for overflow text

You may find yourself in a situation where your text will not fit one given text box. You can link text boxes so overflow
text continues in a separate place.

To connect to a new text box:

1. Make sure your original text box is selected.
2. Click the Text Box Tools Format tab, then click the Create Link command.
3. The link icon will replace your mouse cursor. Click in the document where you want the new text box to appear
with your overflow text.
4. The new text box will appear with your previously unseen text. You may need to resize the text box as
necessary.

Wrapping text
If you place a text box near another text box or object, you may notice them overlapping or not appear exactly the way
you want. Changing the wrap text settings may fix this problem.

To wrap text around an object, such as a picture:

1. Select the object, then click on the Format tab that appears on the Ribbon.
2. Click the Wrap Text command. A drop-down menu will appear giving wrap text setting options. The picture
icon will give you an idea which setting may match your needs. Once a setting is selected, the text will adjust
based on the chosen option.

Hyphenation

Microsoft Publisher automatically cuts words off with hyphens in order to fit text into a confined space. You
can control how often the program hyphenates words by changing the hyphenation settings.

Hyphenation settings:
To remove all hyphens

1. Highlight the text

2. Click on Text Box Tools Format tab, then Hyphenation
3. Uncheck the box next to Automatically hyphenate this story, then OK
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Microsoft Publisher 2010 Utica Public Library
Changing the Hyphenation Zone

 Increasing the Hyphenation Zone will create fewer hyphens, but the
text may appear more uneven on the right-side.
 Decreasing the Hyphenation Zone will break up your text with more
hyphens. More hyphenated words will make the right edge of the text
appear more even.

Formatting text Grow/Shrink font

Home Tab

o Font group
 Font style and size

Demonstration: Select text to change the font. Demonstrate changing font size both by changing the
number and by using the grow/shrink buttons.

Tip! When you hold your mouse pointer over each font, you can preview what that change will look
like in your document. The changes aren’t permanent until you click your selection!

 Bold, Italic, Underline

Tip! In Microsoft applications, buttons often show, rather than tell, what they do. For instance, the
button for bold text has a picture of a bolded letter B, and the button for italic text has an italicized
letter I.

o Paragraph group
Number List

Bullet List

Alignment options Line & Paragraph

Spacing

Tip! Once you’ve started a bulleted or numbered list, pressing Enter will automatically take you to
the next item on the list. You can move right one level on a multi-level list by pressing Tab.

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Microsoft Publisher 2010 Utica Public Library

 Alignment

Tip! Left alignment is selected in the picture above, which means that the left edge of your text is
straight (aligned), and the right edge is jagged. You can also center your text, align it to the right, or
justify. Make sure the text you want to align is selected.

Tip! Justify stretches the text so that both sides are straight. You may notice that books are usually
justified.

Inserting pictures and clip art

You are able to insert all sorts of graphics into a Publisher document, including pictures, tables, calendars, and more. In
this class we will do a basic picture and clip art, but check out the Insert tab for more options.

 Click on Insert tab

 If you have a picture saved on your computer, select Picture. If you want to use an image from Microsoft’s
image library, select Clip Art.

If you selected Clip Art, a dialog box to the right will open asking you to enter keywords to search images. Enter your
search terms and press Enter. A collection of images will appear in the window below. Double-click on the desired
image. You may have to resize the image. Resizing images is just like resizing a text box. Click and drag on the border
bubbles to resize.

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Microsoft Publisher 2010 Utica Public Library
Inserting tables

Tables make data easy to align and organize.

 Using the table option in the “Insert” tab you can insert a
table of any size by choosing the number of rows and
columns. To choose the number of columns and rows,
hover your mouse over the diagram squares. The
dimensions go “column x rows”, so a 4x3 table will have
4 columns and 3 rows.

 After you add the table, you can insert additional rows and columns, merge and split cells, and change the
borders and shading by going to the “Table Tools” tabs. The Table Tools will only appear when a table is
selected.

 If you need to edit your table, such as insert a column or delete a row, try right clicking in a cell of the
table. You will notice a list of options appear including insert and delete. You can choose whether you
want to insert/delete a column or row, and to the right or left. These and many more options are also
given in the Table Tools Design and Layout tabs. The table has to be selected in order for these tabs to be
visible.

For more help:

 Visit the Goodwill Community Foundation (GCF)’s website for free tutorials

http://www.gcflearnfree.org/publisher2010

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 Introduction to
Microsoft PowerPoint 2016

Viewing a Presentation
When you create a Blank Presentation in PowerPoint, the workspace opens in Normal view.
Normal view is divided into three areas:

1) Slide Pane - shows the full layout of a slide

2) Thumbnails – shows slide thumbnails
3) Notes Pane – used to input text relevant to a specific slide

Other views include Slide Sorter view which shows thumbnails of the entire presentation and
Slide Show view where you preview your presentation as your audience will see it.

Slide Pane

Thumbnails

Notes Pane

Normal Slide Slide

View Sorter Show
View View

3 -17 1
Creating a New Presentation
To Create a New Presentation:
1) Click on the File tab
2) Click on New
3) Select either a Blank Presentation, a featured theme or search for online templates and
themes
4) Double-click Blank Presentation to create a new presentation

Entering Text on a Slide

When you create a new presentation, the first slide to appear is a Title slide. It contains two
placeholders: a title placeholder and a subtitle placeholder. To add text, click within the
placeholder and type.

Placeholders

2
Formatting
PowerPoint provides a wide variety of themes that apply a distinctive look to the text, bullets,
background colors, and graphics in a presentation. Using a theme is a big time-saver and
immediately adds a professional touch to your presentation. You can apply a theme when you
create a new presentation and you can change the theme as many times as you want.

To Apply a Theme:
1) Click on the Design tab
2) Select one of the themes in the Themes group

To see more themes, click on the dialog box launcher.

To Format Text:
1) Click within the placeholder
2) Select the text to format

3) Click on the Home tab

4) Click on the formatting buttons in either the Font or Paragraph groups
5) You can also use the Mini Tool Bar that appears when the text is selected

3
Adding New Slides
Each slide in PowerPoint has a slide layout. Slide layouts contain formatting, positioning, and
placeholders for all of the content that appears on a slide.

PowerPoint includes nine built-in slide layouts:

To Add New Slides:

1) Click on the Home tab
2) Click on New Slide in the Slides group
3) Choose a slide layout

Content Slides:
If you choose a slide with content, you will have six types of content to choose from.

Tables Charts Smart Art Pictures Online Video

Graphics Pictures

Click on the type of content you want to create and PowerPoint will provide the tools needed to
create it.

4
Applying Slide Transitions
A transition is a special effect that determines how a slide appears as it enters or leaves the
screen.
To Apply Transitions:
1) Click on the Transitions tab
2) Click on the drop down arrow in the Transition to This Slide group to see a listing of all
available transitions
3) Click on the transition you want to apply
4) Click on Apply to All to apply the transition effect to the entire presentation

Printing
To Print:
1) Click on the File tab
2) Click on Print

Under Settings click on Print All Slides and select one of the options to print:
 Print All Slides – print entire presentation
 Print Selection – only print the selected slides
 Print Current Slide – only print the current slide
 Custom Range – enter specific slides to print

5
Printing Handouts, Notes and Outline
Click on Full Page Slides and choose from the following:
 Print Layout
o Full Page Slides
o Notes Pages
o Outline
 Handouts
o Choose between 1 – 9 slides per page (horizontal or vertical)