ESSENTIAL MICROSOFT OFFICE 2010 Tutorials for Teachers

[Pages:14]ESSENTIAL MICROSOFT OFFICE 2010TM

Tutorials for Teachers

by

Bernard John Poole Associate Professor Emeritus University of Pittsburgh at Johnstown

Johnstown, PA, USA

Copyright ? Bernard John Poole, 2010 All rights reserved

ESSENTIAL Microsoft Office 2010: Tutorials for Teachers Copyright ? Bernard John Poole, 2010. All rights reserved

Dedicated to my wife Marilyn Giorgio-Poole, PhD to our son, Zsolt, and his wife Ann and to my American family, especially Anne and Augie Giorgio, whose outspread arms welcomed me to the United States of America thirty years ago, and who, over the years, have been a source of much

happiness and joy.

"Life begets life. Energy creates energy. It is by spending oneself that one becomes

rich."

Sarah Bernhardt (1844-1923)

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ESSENTIAL Microsoft Office 2010: Tutorials for Teachers Copyright ? Bernard John Poole, 2010. All rights reserved

Brief Table of Contents

Lesson 1 Lesson 2 Lesson 3 Lesson 4 Lesson 5 Lesson 6 Lesson 7 Lesson 8 Lesson 9 Lesson 10

Table of Contents

i

Introduction

1

INTRODUCTION TO WORD

4

Writing a Conference Call letter

MORE ON WORD PROCESSING

34

Working with larger documents

THE OFFICE DRAWING TOOLS

83

INTRODUCTION TO THE EXCEL SPREADSHEET

122

Preparing a gradebook

MORE ON THE USE OF THE SPREADSHEET

157

Making changes to existing spreadsheets

INTRODUCTION TO THE ACCESS DATABASE

194

Keeping student records

MAIL MERGE AND RELATED OPERATIONS

224

Form letters, data sources, and mailing labels

MORE ON DATABASE USE

254

Manipulating the data in the database

POWERPOINT PRESENTATIONS

278

Creating Slide Shows and related teaching materials

POWERPOINT BEYOND THE BASICS

309

Interactive, non-linear slide shows

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ESSENTIAL Microsoft Office 2010: Tutorials for Teachers Copyright ? Bernard John Poole, 2010. All rights reserved

CONTENTS

INTRODUCTION .............................................................................................................. 1 I.1 THE OBJECTIVES OF THIS TEXT ........................................................................ 1 I.2 WHAT IS SPECIAL ABOUT THIS TEXT?............................................................. 1 I.3 WHY MICROSOFT OFFICE 2010? ........................................................................ 2 I.4 THE STATUS OF COMPUTING IN SCHOOLS ..................................................... 2 I.5 TEACHING IS A COOPERATIVE ENDEAVOR .................................................... 3 I.6 ACKNOWLEDGMENTS ......................................................................................... 3

REFERENCES ......................................................................................................... 3

Lesson 1

1.1 1.2 1.3

1.4 1.5

INTRODUCTION TO WORD ................................................................................ 4 Writing a Conference Call letter

BEFORE YOU BEGIN............................................................................................. 4

LEARNING OUTCOMES........................................................................................ 5

OVERVIEW OF MICROSOFT OFFICE 2010 ......................................................... 5

OPENING AND NAMING A NEW WORD DOCUMENT...................................... 6 Saving a new Word document ................................................................................... 8 Creating a new folder on a disk ............................................................................... 10

SOME HELPFUL HINTS WHILE USING WORD................................................. 11 Word processing is not the same as using a typewriter............................................. 11 There are two cursors you need to know about ........................................................ 12 Correcting errors while entering text ....................................................................... 13 Removing unwanted Returns (using the Show/Hide option) .................................... 13 Undoing unintended actions .................................................................................... 14 Scrolling through a document.................................................................................. 14 Shortcuts or quick keyboard commands................................................................... 16 Renaming a document ............................................................................................. 17

CREATING AND SAVING A DOCUMENT ......................................................... 17 Typing the Conference Call letter............................................................................ 17

UPDATING AND SIMPLE FORMATTING OF A DOCUMENT ......................... 19 Inserting the date..................................................................................................... 19

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ESSENTIAL Microsoft Office 2010: Tutorials for Teachers Copyright ? Bernard John Poole, 2010. All rights reserved

Adding text to an existing document........................................................................ 20 Removing text ......................................................................................................... 20 Changing text .......................................................................................................... 21 Selecting (highlighting) a block of text .................................................................... 21 Changing margins and using the Word Indent Markers........................................... 24

1.6 CHECKING THE DOCUMENT FOR SPELLING ERRORS ................................. 27 Accessing the spelling checker ................................................................................ 27

1.7 PRINTING A FIRST DRAFT OF THE DOCUMENT............................................ 29 Print Preview-ing your work.................................................................................... 29 Removing your document from the printer .............................................................. 30 Always proofread your writing ................................................................................ 30

1.8 RUNNING OFF A FINAL COPY........................................................................... 31

1.9 MAKING A BACKUP COPY OF THE DOCUMENT ........................................... 31

LOOKING BACK .................................................................................................. 31 LOOKING FORWARD .......................................................................................... 32 SKILL CONSOLIDATION .................................................................................... 32

Lesson 2 2.1 2.2

2.3 2.4

MORE ON WORD PROCESSING...................................................................... 34 Working with larger documents

LEARNING OUTCOMES...................................................................................... 34

GETTING STARTED............................................................................................. 35 Before we begin ...................................................................................................... 35 Setting up for the tutorial......................................................................................... 35 Inserting Page Numbers .......................................................................................... 36

MORE TOOLS FOR FORMATTING TEXT.......................................................... 38 A word about default settings .................................................................................. 38 A word about WYSIWYG ...................................................................................... 38 Setting the margins.................................................................................................. 38 Aligning text ........................................................................................................... 39 Choosing font faces................................................................................................. 41 Changing the point size of text ................................................................................ 42 Inserting page breaks............................................................................................... 43 Spacing before and after paragraphs ........................................................................ 44

BULLETS AND NUMBERED LISTS.................................................................... 45 Numbered lists ........................................................................................................ 45 Bulleted lists ........................................................................................................... 47

SETTING OFF A BLOCK OF TEXT WITH A BORDER...................................... 49

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ESSENTIAL Microsoft Office 2010: Tutorials for Teachers Copyright ? Bernard John Poole, 2010. All rights reserved

2.5 USING TAB STOPS............................................................................................... 51 Inserting Tab stops .................................................................................................. 51 Removing Tab stops................................................................................................ 53

2.6 STYLE OF TEXT AND LINE SPACING............................................................... 54 Boldface.................................................................................................................. 54 Underline ................................................................................................................ 55 Italics ...................................................................................................................... 55 Line Spacing ........................................................................................................... 56

2.7 INDENTING TEXT................................................................................................ 56 Adjusting (moving) the Indent Markers ................................................................... 56 Indenting the first line of paragraphs ....................................................................... 57 Hanging indents ...................................................................................................... 59

2.8 CREATING SECTIONS AND COLUMNS OF TEXT ........................................... 61

2.9 FINDING AND REPLACING TEXT ..................................................................... 64 Finding a text string................................................................................................. 64 Replacing a single occurrence of a text string .......................................................... 66

2.10 MOVING AND COPYING TEXT WITHIN A DOCUMENT ................................ 68 Moving text within a document ............................................................................... 69 Copying text within a document .............................................................................. 70

2.11 CHECKING THE DOCUMENT OF SPELLING AND OTHER ERRORS............. 70

2.12 ADDING GRAPHICS TO A WORD DOCUMENT................................................ 71

2.13 CREATING A TABLE OF CONTENTS ................................................................ 73

LOOKING BACK .................................................................................................. 76 LOOKING FORWARD .......................................................................................... 76 SKILL CONSOLIDATION .................................................................................... 77

Lesson 3 THE OFFICE DRAWING TOOLS ..................................................................... 83

LEARNING OUTCOMES...................................................................................... 83

3.1 GETTING STARTED............................................................................................. 83 Before we begin ...................................................................................................... 84 Accessing the drawing tools .................................................................................... 85 Changing the Page Orientation ................................................................................ 87

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ESSENTIAL Microsoft Office 2010: Tutorials for Teachers Copyright ? Bernard John Poole, 2010. All rights reserved

3.2 DRAWING, MOVING, ROTATING, RESIZING, AND OTHERWISE EDITING SIMPLE SHAPES AND LINES ............................................................. 88 The Drawing Tools in Office 2010........................................................................... 88 Drawing lines .......................................................................................................... 90 Working with lines and arrows ................................................................................ 90 Working with ovals ................................................................................................. 90 Rotating objects....................................................................................................... 91 Drawing a perfect square or circle ........................................................................... 91 Moving drawing objects .......................................................................................... 92 Resizing drawing objects......................................................................................... 92 Editing (changing) straight lines or arrows .............................................................. 93

3.3 OTHER DRAWING SHAPES ................................................................................ 93

3.4 USING COLORS, PATTERNS, AND OTHER VISUAL EFFECTS ...................... 95 Colors and transparencies ........................................................................................ 95 Fill Effects .............................................................................................................. 97 Gradients................................................................................................................. 98 Textures ................................................................................................................ 100 Patterns ................................................................................................................. 100 Filling shapes with pictures ................................................................................... 101

3.5 GROUPING, ORDERING, AND ALIGNING OBJECTS..................................... 102 Grouping drawing objects ..................................................................................... 104 Resizing objects .................................................................................................... 105 Aligning drawing objects....................................................................................... 106 Rotating drawing objects ....................................................................................... 107 Ungrouping objects ............................................................................................... 107 Ordering the drawing objects................................................................................. 108

3.6 WORKING WITH TEXT AND WORDART........................................................ 109 Using the Text Box tool ........................................................................................ 110 Using the WordArt tool ......................................................................................... 111

3.7 WORKING WITH SmartArt ................................................................................. 112 Discovery is the best way to learn.......................................................................... 118

LOOKING BACK ................................................................................................ 119 LOOKING FORWARD ........................................................................................ 119 SKILL CONSOLIDATION .................................................................................. 119

Lesson 4

INTRODUCTION TO THE SPREADSHEET .................................................. 122 Preparing a gradebook

LEARNING OUTCOMES.................................................................................... 122

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ESSENTIAL Microsoft Office 2010: Tutorials for Teachers Copyright ? Bernard John Poole, 2010. All rights reserved

4.1 GETTING STARTED........................................................................................... 123 Some background about spreadsheets.................................................................... 123 Templates.............................................................................................................. 125

4.2 HELPFUL HINTS WHILE USING THE SPREADSHEET .................................. 126 A spreadsheet is a grid divided into rows and columns .......................................... 126 Moving around in the spreadsheet ......................................................................... 127 Identifying the active cell's coordinates ................................................................. 127 Selecting a range (group) of cells .......................................................................... 127 Location of the active (selected) cell after entering data into a cell ........................ 128 Blanking out a cell or cells in the spreadsheet........................................................ 129 Editing the data in the Entry bar ............................................................................ 129 Editing data after they have been entered into a cell .............................................. 129

4.3 SETTING UP LABELS FOR YOUR GRADEBOOK TEMPLATE...................... 130 Aligning data in spreadsheet cells.......................................................................... 131 Entering the column and row labels ....................................................................... 132 Entering "dummy" scores ...................................................................................... 133 More practice adjusting the width of columns........................................................ 133 Changing the alignment of the column labels ........................................................ 136

4.4 CREATING AND COPYING FORMULAS ......................................................... 137 Creating a formula................................................................................................. 137 Copying and pasting formulas ............................................................................... 138 Relative references ................................................................................................ 140 Filling down (copying the formula into the rest of the TOTAL column) ................ 140 Setting up the Percentage formula ......................................................................... 141 Using logical functions.......................................................................................... 141 Absolute references ............................................................................................... 144 Setting the Cell Attribute for the PCNT column .................................................... 146 Checking out the formulas..................................................................................... 146

4.5 ENTERING NAMES AND SCORES FOR EACH STUDENT............................. 147 Changing the name of the template document........................................................ 147 Entering the student names .................................................................................... 147 Entering the scores for each student....................................................................... 148

4.6 MAKING CHANGES TO YOUR GRADEBOOK................................................ 149 Adding a student to the roster (Inserting rows) ...................................................... 149 Inserting columns .................................................................................................. 150 Deleting (cutting) rows and columns ..................................................................... 150

4.7 PRINTING YOUR GRADE BOOK...................................................................... 151

4.8 SAVING A BACKUP COPY OF YOUR WORK ................................................. 154

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