LESSON 4: DEVELOPING ICT

CONTENT FOR
SPECIFIC PURPOSES
 Productivity Tools

It refers to the software that people use to create

and produce documents, presentations,
databases, charts, and graphs.

Productivity tools helps you create professional

quality documents, presentation, graphics, and
more.
Why should you learn productivity tools?

While there are a wide range of benefits of using

productivity tools, the best reason is that it just
makes essential, everyday we use computer to do
different task for more efficient.
 Common Productivity Tools
1. Microsoft word
2. Microsoft excel
3. Microsoft PowerPoint
4. LibreOffice

In this time, we have many options to use of to

explore productivity software, like LibreOffice, a Free
and Open Source Productivity Suite, which matches
and perhaps could even exceed the overall features,
advantages, and benefits of their counterpart.
 Learn the following tools/techniques:
Tools/Techniques Use care
1. Mail Merge and label generation Mass email or printed letters

2. Custom animation and timing Enhance viewer experience

3. Hyperlinking in presentations Optimizes use of related content and

references. Applies to Word/Write
document too.
4. Integrating images and external Enriches textual content. Also useful
materials in word processor in presentation slides and sometimes
in spreadsheets.
5. Embedded files and data Seamlessly integrates related files

6. Advanced and complex formulas Simplifies and automates common

and computations tasks.
 Mail Merge
It is a Word’s way of generating mass mailings. It
involves combining a list of names and addresses
to individually address to each person / receiver
on the list. You can use Mail Merge to create
envelopes or address labels, as well as form
letters.
 Mail Merged involved the following
documents;
Main document – this document contains text and
graphics. Example body of the letter.

Mailing list – this is your data source that is used

to populate information in the letter. It contains
names and address of the recipients.

Merged document - this document the

combination of the main document
 Mail Merge
1. Opening Microsoft Word Program. (Click Start
button, type Word and click OK.

2. 2. On the Mailings tab, click Start Mail Merge,

and then select Letters. This will allow you to
sent letters to a group of people and
personalize, the result of the letter that each
3. In Word, type the body of the letter (example
follows) that you want to send to everyone.
4. Set Mailing List - The mailing list is your data
source. It can be a n Excel spreadsheet, a directory
of Outlook contacts, and Access database, or an
Office address list. It contains the record that
Word uses to pull information from to build your
letter. In this activity we will focus on MS-Access
database.
5. Link your mailing list to your main document.
• On the Mailings tab, in the Start Mail Merge
group, choose Select recipients, and then click
Type New List and create new list (input atleast
10 recipients and click OK and Save.
• In the Mail Merge Recipients dialog box, you
can make any changes if needed, and then click
OK.
6. Adding personalized content to letter. • Click
Mailings tab, in the Write & Fields group, click
Address Block.
• In the Insert Address Block dialog box, select a
format for the recipient’s name that you want to will
appear in the letter and choose OK.
Note: To view how an address will appear in the
letter, under Preview Results group in the Mailings
tab, choose Preview Results. Choose Next or
Previous record button to move through records in
your data source.
In the Write & Insert group, click Greeting Line >
select format that you want to use and click OK.
 7. Finally, save your document in My
Documents or Flash Drive. [click save icon in
the Quick Access Toolbar or click Office
Button, click save in its full down menu.

 8. Print Activity 2 Mail Merge (Click Office

Button, Click Print, in the Print
Window/Dialog box, click Print or just press
Enter).
 Custom Animation
Animation is a simulation of movement created
by displaying a series of pictures, or frames.

Animation on computers is one of the chief

ingredients of multimedia presentations.

There are many software applications that enable

you to create animations that you can display on a
computer monitor.
One of this application software are presentation
software that you can use to create a slide show
for your presentation.

Some of the popular software that are available

online for free or for purchase are WPS Office,
LibreOffice, and MS-PowerPoint.
 Steps in applying animation effect to an
object:
1. On a slide in Normal view, select the object you
want to animate.

2. Select Slide Show – click Animations tab, in the

Animation group, select your desired effect or
click dropdown button to choose more effects. To
preview the animation, click the Preview button
to play.
Add a motion path animation effect.
You can apply motion path animation effects to
an object to move in a sequence that tells an
effective story.
Add a motion path to an object
1. Select the object that you want to animate.

2. On the Animation tab, click Add Animation.

3. Scroll down Motion Paths and select one. - If

you want to create a customize path, Select
Custom Path option, and draw path that you
want the object to move.
Editing motion paths
1. to do things like to change the direction of the
motion path, edit the individual points of the
motion path, or to lock ( make it so others can’t
change your animation ) or unlock the animation,
Effect Options.

2. to preview the motion path, click the object on

the slides, and click Animation and select
Preview.
Remove an animation effect from an object

1. On the slide in a Normal view, select the object

from which to remove the effect.

2. On the Animation tab, in the Animation group,

click None to remove the effect.
 Hyperlink
A hyperlink or simply a link, is a reference data that
the reader can directly follow either by clicking or
tapping.
Hyperlinks are found in nearly all Web pages,
allowing users to click their way from one page to
another.
In text hyperlinks are often color blue and underlined.
When you move the cursor over a hyperlink, whether
it is text, button or an image, the arrow cursor should
be change to a small hand pointing to the link.
 Hyperlinks have to basic parts:
1. The Address – can be webpage, email address,
or other location they are linking.

2. The Display – can be picture or shape. Example:

• https://www.microsoft.com – address
• microsoft - display text
• https://www.microsoft.com - address at the
same time display text
 Link to a website
1. Opening PowerPoint Program. (Click Start
button, type PowerPoint and press Enter).

2. Select the text, shape, or picture that you want

to use a hyperlink.

3. Select Insert tab and in the Links group, click

Link.
4. Select Existing File or Web page, and choose
the:

• Text to display: type the text that you want to

appear as hyperlink.

• ScreenTip: Type the text that you want to

appear when the user hovers over the hyperlink
(optional).
• Current Folder, Browsed Pages, or Recent Files:
Select where you want to link to. • Address: if
you haven’t already selected a location above,
insert the URL for the website you want to link to.

5. Select OK.
 Link a slide in the same presentation

1. Opening PowerPoint program. (click Start

button, type PowerPoint and press Enter)

2. Select the text, shape, or picture that you want

to use as a hyperlink.
 3. Select Insert tab > Links group, click Link
button and select an option:

• Place in This Document: Link to a specific slide

in your presentation.

• Create New Document: Link from your

presentation to another presentation.

• E-mail Address: Link a displayed email address

to open up a user's email program.
4. Fill in the Text to display, ScreenTip, and where
you want to link to. 10

5. Select OK
 Change the color of a hyperlink
You can also change the color of a hyperlink. If you
want to change the display text of a link to blue or any
other color.
1. Select the hyperlink you want to re-color.

2. On the Home tab of the ribbon, select down arrow

next to the Font Color button to open the menu of
colors.

3. Select the appropriate color that you want for the

hyperlink.
 Electronic Spreadsheet
According to emerald.com electronic spreadsheet
is probably the most useful general-purpose
software for the microcomputer user.

Almost all spreadsheets are now packaged in

combination with other applications, such as
database system and graphic capabilities.
.
Electronic spreadsheet refers to a collection of text
and numbers laid out in a rectangular grid. It is
an application program commonly used for
budgeting, inventory management, decision
making, forecasting and other finance-related
tasks.
It replaces the traditional financial modeling
tools, the accountant’s columnar pad, pencil and
calculator.
It a spreadsheet program, data and formulas used to
calculate those data are entered into ledge-like forms
(Spreadsheets or Worksheets) for analysis, tracking,
planning, or “what-if” evaluations of the impact of
real or proposed changes on an economic strategy.

A great free alternative spreadsheet program is

LibreOffice Calc, and OpenOffice spreadsheet
program.
Arithmetic operations
 Formula –
is an equation that performs operation on
worksheet data. A formula in Microsoft Excel
always begins with an equal sign (=)
 Common Error Values That You Can
Encounter from Faulty Formulas
 1.#DIV/0! - appears when entering a formula
that performs explicit division by zero (0), using
a reference to a blank cell or to a cell that
contains zero as the divisor in a formula or
function that performs division or running a
macro that uses a function or a formula that
returns the #DIV/0! error. The solution is to
make sure that the divisor in the function or
formula is not zero (0) or blank or change the
cell reference in the formula to another cell that
does not contain a zero or a blank value.
2.##### - appears when the column is not wide
enough to display the content and/or dates and
times are negative numbers. The solution is to
increase the column width.

3.#NAME? – appears when the formula refers to a

range name that doesn't exist in the worksheet.
This error value appears when you type the
wrong range name or fail to enclose in quotation
marks some text used in the formula, causing
Excel to think that the text refers to a range name.
4.#N/A – appears when :
A) an inappropriate value was given for the
lookup_value argument in the HLOOKUP,
LOOKUP, MATCH, or VLOOKUP worksheet
function,
B) the VLOOKUP, HLOOKUP, or MATCH
worksheet function was used to locate a value
in an unsorted table,
C) an array formula (array formula: A formula
that performs multiple calculations on one or
more sets of values, and then returns either a
single result or multiple results
 Array formulas are enclosed between braces { } and
are entered by pressing CTRL+SHIFT+ENTER.) is
using an argument that is not the same number of
rows or columns as the range that contains the array
formula,

D) one or more required arguments were omitted from a

built-in or custom worksheet function,

E) a custom worksheet function that you use is not

available and

F) a macro that you run enters a function that returns

#N/A.
Solution is optionally, if error checking is turned
on in Excel, click the
button that appears next to the cell that displays
the error , click

Show Calculation Steps if it appears, and then

click the resolution
that is appropriate for your data.
5.#NULL! Appears most often when you insert a
space (where you should have used a comma) to
separate cell references used as arguments for
functions.

6.#NUM! Appears when Excel encounters a

problem with a number in the formula, such as
the wrong type of argument in an Excel function
or a calculation that produces a number too large
or too small to be represented in the worksheet.
7.#REF! - appears when Excel encounters an
invalid cell reference, such as when you delete a
cell referred to in a formula or paste cells over the
cells referred to in a formula.

8.#VALUE! Appears when you use the wrong

type of argument or operator in a function, or
when you call for a mathematical operation that
refers to cells that contain text entries. For
example, the formula =A1+B1, where A1 contains
the string "Hello" and B1 contains the number 3,
returns the #VALUE! error.
Order of Operations