Basic Computer Skills and

Productivity Tools

Mastering Word, Excel, and PowerPoint

Abdulkadir Danmaigoro
 Objectives
• Understand the importance of basic computer skills.
• Learn the fundamentals of Word, Excel, and
PowerPoint.
• Explore practical applications of these tools in
everyday tasks.
 Why Computer Skills are Essential
• Enhance productivity in professional and personal
tasks.
• Improve communication through digital tools.
• Increase employability and career growth.
• Facilitate learning and access to information.
 Why Computer Skills are Essential (Scenario)
Step 1: Identify areas in your daily tasks where computers can save time.
Scenario: Automating monthly sales reports with Excel.

Step 2: Understand how digital tools improve communication.

Scenario: Sharing lesson plans via Word documents on the cloud.

Step 3: Recognize the role of computer skills in career advancement.

Scenario: Delivering impactful presentations to earn promotions.

Step 4: Explore how computers facilitate access to learning resources.

Scenario: Learning Excel formulas through online videos.
 Microsoft Word
• Definition:
– Word processing refers to the use of computer software to create, edit,
format, and print text-based documents.
– It enables users to produce professional-looking documents such as
letters, reports, memos, brochures, and more.

• Common examples:
– Microsoft Word, Google Docs, LibreOffice Writer, and Apple Pages.

• Key Features:
– Text Formatting - Page Layout
– Editing Tools - Collaboration Tools
– Spell Check and Grammar Correction - Track Changes and Comments
– Templates - File Saving and Exporting
– Insert Features - Automation Tools
Microsoft Word
 Microsoft Word
• Importance of Word Processing
– Efficiency: Saves time compared to handwriting or manual typing on typewriters.
– Accuracy: Reduces errors through spell check, grammar tools, and real-time editing.
– Professional Output: Produces clean, organized, and visually appealing documents.
– Ease of Revision: Allows quick updates or corrections without recreating the entire document.
– Collaboration: Facilitates teamwork with shared editing and commenting features.
– Cost-Effective: Reduces the need for printed drafts by allowing digital edits.
– Customizability: Provides flexibility to design documents to meet specific requirements.
– Environmentally Friendly: Reduces paper waste by enabling digital sharing and storage.
– Accessibility: Offers tools like text-to-speech, magnification, and keyboard shortcuts for
enhanced usability.
– Versatility: Supports a wide range of document types, from simple letters to complex reports.
 Starting Microsoft Word
• Locate Microsoft Word on Your Device:
– Windows:
• Click the Start Menu (Windows icon in the bottom-left corner of your screen).
• Type Microsoft Word in the search bar.
• Click on the Microsoft Word app when it appears.
• Using a Desktop Shortcut:
– Double-click the Microsoft Word icon on your desktop, if available.
• Taskbar or Dock:
– If Microsoft Word is pinned to your taskbar (Windows) or dock (Mac), click the icon to
launch it.
• Open a Document Directly:
– Double-click on any Word document (.docx or .doc) file. It will open Microsoft Word
automatically.
Starting Microsoft Word
 Microsoft Word
• Purpose: Document creation and formatting.
• Features:
• - Text editing and formatting.
• - Page layout and design.
• - Inserting images, tables, and charts.
• - Proofing tools (spell check, grammar).
• - Exporting documents to PDF.
• Applications:
• - Writing letters, reports, and proposals.
 Purpose: Document creation and formatting.

Step 1: Open Word and choose a template.

Scenario: Create a job application letter using a template.

Step 2: Format text and insert tables or images.

Scenario: Enhance survey data presentation with tables.

Step 3: Use proofing tools and export to PDF.

Scenario: Share a finalized proposal with a client.
The user interface
 Microsoft Excel
• Definition:
– Excel is a spreadsheet software developed by Microsoft, widely used for
organizing, analyzing, and visualizing data
– It provides a grid-based interface where users can enter numerical and
textual data, perform calculations, and create charts or graphs.

• Excel is commonly used in various fields:

– Business, education, finance, and research.

• Key Features:
– Grid Interface - Macros and Automation
– Formulas and Functions - Collaboration
– Data Analysis Tools - Data Import/Export
– Charts and Graphs - What-If Analysis
– Data Validation - Conditional Formatting
Microsoft Excel
 Microsoft Excel
• Importance of Excel
– Data Organization: Provides a structured way to store and retrieve data.
– Efficient Calculations: Automates mathematical, statistical, and financial computations.
– Data Analysis: Simplifies complex datasets through sorting, filtering, and visualization.
– Decision Making: Offers tools like pivot tables and what-if analysis to support informed
choices.
– Time-Saving: Reduces repetitive tasks with automation and built-in templates.
– Customization: Allows tailoring of sheets to specific tasks or workflows.
– Versatility: Used across multiple industries for budgeting, scheduling, inventory management,
and more.
– Collaboration: Enables teamwork with cloud-based sharing and editing features.
– Integration: Works seamlessly with other software, such as Microsoft Word and PowerPoint.
– Skill Development: Proficiency in Excel is a valuable skill in the modern workplace.
 Starting Microsoft Excel
• Locate Microsoft Excel on Your Device:
– Windows:
• Click the Start Menu (Windows icon in the bottom-left corner of your screen).
• Type Excel in the search bar and press Enter.
• Click on Microsoft Excel from the search results.
• Using a Desktop Shortcut:
– Double-click the Excel shortcut if available on the desktop.
• Taskbar or Dock:
– Click the Excel icon if it's pinned to your taskbar. Click the icon to launch it.
• Run from All Programs
– Press Windows Key + R, type excel, and press Enter.
Starting Microsoft Excel
 Microsoft Excel
• Purpose: Data organization and analysis.
• Features:
• - Creating and formatting spreadsheets.
• - Formulas and functions for calculations.
• - Data visualization with charts and graphs.
• - Sorting and filtering data.
• - Pivot tables for advanced analysis.
• Applications:
• - Budgeting, data analysis, and inventory management.
Microsoft Excel Interface
 Purpose: Data organization and analysis.
Step 1: Create spreadsheets for tracking expenses.
Scenario: Monthly budget tracking.

Step 2: Apply formulas and create charts.

Scenario: Visualize sales performance using graphs.

Step 3: Use pivot tables for advanced analysis.

Scenario: Summarize feedback data efficiently.
 Microsoft PowerPoint
• Definition:
– PowerPoint is a presentation software developed by Microsoft that
allows users to create, edit, and display professional presentations.
– It is widely used for creating slideshows that include text, images,
charts, videos, animations, and more.
– PowerPoint is a vital tool in education, business, and many other
fields for visually communicating ideas and information.

• Key Features:
– Slide Layouts - Slide Master
– Themes and Templates - Presenter View
– Multimedia Integration - Collaboration Tools
– Animations and Transitions - What-If Analysis
– SmartArt and Charts - Recording and Export Options
 Microsoft PowerPoint
• Importance of Excel
– Visual Communication: Makes it easier to present ideas and data in an engaging and understandable way.
– Professional Presentations: Offers tools to create polished and professional slides.
– Engagement: Keeps audiences interested through the use of visuals, animations, and multimedia.
– Flexibility: Suitable for various purposes, including business meetings, academic lectures, marketing, and
training.
– Collaboration: Supports teamwork by allowing shared editing and feedback in real-time.
– Time-Saving: Provides templates and design tools that reduce the time spent on creating presentations.
– Accessibility: Includes features like subtitles, screen readers, and keyboard shortcuts for better
accessibility.
– Customization: Allows users to tailor presentations to suit specific themes or audiences.
– Portability: Presentations can be saved in various formats, making it easy to share or display on different
devices.
– Skill Development: Enhances creativity, design skills, and communication abilities.
 Starting Microsoft PowerPoint
• Locate Microsoft Word on Your Device:
– Windows:
• Click the Start Menu (Windows icon in the bottom-left corner of your screen).
• Type PowerPoint in the search bar and press Enter.
• Select Microsoft PowerPoint from the search results.
• Using a Desktop Shortcut:
– Double-click the PowerPoint shortcut if available on your desktop.
• Taskbar or Dock:
– Click the PowerPoint icon if it's pinned to your taskbar.
• Run from All Programs:
– Press Windows Key + R, type powerpnt, and press Enter..
 Next Steps After Starting PowerPoint
• Create a New Presentation: Click Blank Presentation
to start from scratch or choose a template from the
available options.
• Open an Existing File: Select Open to browse for and
load a previously saved presentation.
• Explore Tools: Familiarize yourself with the ribbon
toolbar, design themes, and slide creation options.
PowerPoint interface
 Microsoft PowerPoint
• Purpose: Creating engaging presentations.
• Features:
• - Slide templates and themes.
• - Adding text, images, and multimedia.
• - Animations and transitions.
• - Slide master for consistent design.
• - Exporting to PDF or video formats.
• Applications:
• - Presenting ideas, training sessions, and business proposals.
 Purpose: Creating engaging presentations.
Step 1: Select a theme and add slides.
Scenario: Prepare a business proposal using a modern template.

Step 2: Insert text, images, and animations.

Scenario: Add demo videos for a product feature presentation.

Step 3: Rehearse and deliver presentations effectively.

Scenario: Practice a pitch using the slide show mode.
 Practical Tips
• Save work frequently to avoid data loss.
• Use keyboard shortcuts to save time.
• Explore templates for professional designs.
• Practice regularly to improve proficiency.
 Practical Tips
• Save work frequently to avoid data loss.
• Scenario: Enable auto-save in Word.
• Use keyboard shortcuts for efficiency.
• Scenario: Copy-paste large sections of text quickly.
• Explore professional templates to save design time.
• Scenario: Use PowerPoint templates for sales pitches.
• Practice regularly to build proficiency.
• Scenario: Spend time learning Excel formulas
 Conclusion
• Basic computer skills are crucial for modern tasks.
• Word, Excel, and PowerPoint are versatile
productivity tools.
• Mastery of these tools enhances efficiency and
effectiveness.
 Questions and Feedback
• Thank you for your attention!
• Feel free to ask questions or share your feedback.