DESKTOP PRODUCTIVITY - techfactors.com · Over the past years, he has been coauthoring and editing books for high school and grade school use while pursuing his career as a programmer

iPhilippine Copyright 2013

Gabriela Lee, M.A.Alexander C. Maximo, M.A.

Stevenson LeeRalsley Christopher C. Ramos

Joy T. de Jesus, Jr. Kin L. Enriquez, M.S.

Lesley Abe, M.S.

Jaime D.L. Caro, Ph.D.

DESKTOP PRODUCTIVITYSECOND EDITION

2013-DeskProd-2015-copyright page update only.indd 1 9/9/15 2:26 PM

Philippine Copyright 2013

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Trademark of TechFactors Inc.

Philippine Copyright 2013 by TechFactors Inc.

All rights reserved. No part of this courseware may be reproduced or copied in any form, in whole or in part, without written consent of the copyright owner.

Third printing of the second edition, 2015ISBN 978-971-0550-61-6

Published by TechFactors Inc.Printed in the Philippines

Authors Gabriela Lee, M.A., Alexander C. Maximo, M.A., Stevenson Lee, Ralsley Christopher C. Ramos, Joy T. de Jesus, Jr., Kin L. Enriquez, M.S., Lesley Abe, M.S.Series Editor Jaime D.L. Caro, Ph.D.Cover Design Gilbert Lavides

Content and Editorial Alvin Ramirez, Frances Ibañez, and Rondi ReyesCreatives Jiyas Suministrado, Gilbert Lavides, Regina Zapata, Sam dela Torre, Daryl Malabayabas, and Darylle CajucomSystems Kim Benebese, Mark Abliter, Allan Celestino, Kenneth Salazar, and Raymond Baguio

Exclusively distributed by TechFactors Inc.101 V. Luna Road Ext., Sikatuna VillageDiliman, Quezon City1101 Philippines

Telephone number: (632) 929 6924E-mail address: [email protected]: www.techfactorsinc.com

I.C.Topia is an independent publication and has not been authorized, sponsored, or otherwise approved by Microsoft Corporation or any company stated herein. All other trademarks are registered trademarks of their respective companies.


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FOREWORD

The difference between high school students who are introduced to practical computing proficiencies and those who are not is their capacity to carry-over what they’ve learned about information technology into college and consequently apply them, resulting in more productivity inside and outside of the school environment. The TechFactors I.C.Topia courseware series gives high school students the means to make this happen with the use of the Department of Education (DepEd) curriculum.

The I.C.Topia courseware is a complete system for learning specific skill sets in relation to popular productivity applications used at home, the office, and in school. Such programs—both proprietary and open source—have been selected and highlighted in the series of books as integrated subjects in the lessons.

Each I.C.Topia book title is carefully chosen for its relevance to current trends of use. They combine applications and defined output processes specifically for their related aspects of use. Word processing, desktop publishing, and office applications are the basis for the office productivity courseware; Web development and javascripting are used for the Internet learning set; programming and database are taken up in the software development kit; and lastly, digital photography, videography, and project management comprise the multimedia production book.

As a server- and Internet-based courseware series, I.C.Topia gives the benefit of on-the-go-learning that’s relevant in today’s interconnected world. It serves to develop practical know-how and adeptness in using networks during the skills-mastery process. I.C.Topia serves to produce productive graduates in a country that grows to be more technologically-dependent, connected, and conscious of projecting it’s presence to the rest of the world.

Jaime D.L. Caro, Ph.D.

Series Editor



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ABOUT THE AUTHORSAlexander C. Maximo, M.A. is a graduate of UP Diliman with a degree in Bachelor of Arts in English Studies: Language, magna cum laude, and a Masters degree also in English Studies, in the same institution. He has worked as a Web development consultant for several companies and is now Project Manager of TechFactors Inc. He also teaches English for the Professions and College English at UP Diliman. His current research interests involve new media, blogging and the language of information technology.

Joy T. de Jesus, Jr. is currently working as a full-time anlayst/programmer at Rizal Commercial Banking Corporation. He specializes in ATM-based and ATM-related systems. He has served as trainor and content developer of Techfactors Inc., co-authoring the following books: Office Productivity, IT Project Management, Java Programming By Example, Animation in a Flash, and C++ Programming Fundamentals. He studied Computer Science major in Software Technology at De La Salle University and pursued further studies at Mapua Information Technology Center.

Kin L. Enriquez, M.S. studied History at the University of the Philippines and Interdisciplinary Studies in Ateneo de Zamboanga University. He served for two terms as the editor-in-chief of The Beacon, the student publication of Ateneo de Zamboanga. He also worked as a news writer for Radio Veritas 846. His interests range from astronomy to computers. Kin completed his MS in Information Management at the Ateneo de Manila University. He is also working as a technical writer for a Fortune 500 firm.

Lesley Abe, M.S. holds the degree of Master of Science in Computer Science from the De La Salle University. She graduated cum laude with a bachelor’s degree in Information Technology from the Polytechnic University of the Philippines. She is an experienced educator in Computer Science and Information Technology. She is lecturer in the University of the Philippines Information Technology Training Center.

Gabriela Lee, M.A. graduated cum laude with a BA in English Studies: Creative Writing from the University of the Philippines Diliman in 2005. She has been a fellow for Poetry in English at the UP, Iligan, and Dumaguete National Writing Workshops, and received the Amelia Lapeña Bonifacio Literary Award for her poetry and fiction. Her works have appeared in local publications and anthologies, including The Philippines Free Press, The Sunday Inquirer Magazine, and Philippine Speculative Fiction (Volume 1), and the anthologies A Time for Dragons and New Philippine Poetry. She finished her MA in Literary Studies at the National University of Singapore (NUS), under the ASEAN scholarship. She is currently residing in Singapore.


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Stevenson Lee is a graduate of Computer Science at the University of the Philippines Diliman. Over the past years, he has been coauthoring and editing books for high school and grade school use while pursuing his career as a programmer and IT consultant. Fluent in English, Filipino, Mandarin, Fookien, and conversant in Japanese and Korean, he is able to understand the technical language of a big part of Asia. He is proficient in PC software troubleshooting and debugging, software engineering, database management, networking, mobile programming, affective computing, and 3D rendering and animation.

Ralsley Christopher C. Ramos has written curriculum supplements for students and magazine articles for children, and edited dictionaries and high school textbooks. He has also worked as a television scriptwriter and a speechwriter. In recent years he has delved into technical writing, with companies involved in software development, wireless communications, and Web content delivery. He majored in Political Science in UP Diliman.

Florida Valencia Ortiz graduated cum laude from the University of the Philippines Diliman with a Bachelor of Arts degree in Philosophy. She graduated valedictorian from the Holy Rosary Parochial Institute, Orani, Bataan in 2000. In UP, she was the organization head of the UP Kabataang Pilosopo Tasyo (UP KAPITAS) and a member of the UP Taekwondo Club. Her hobbies include martial arts, dancing, digital photography, and video editing. She currently works at the UP Information Technology Training Center (UP ITTC).

ABOUT THE SERIES EDITORJaime D.L. Caro, Ph.D. has more than 20 years of experience in education and research in the areas of Computer Science, Information Technology, and Mathematics. He received the degrees of Bachelor of Science major in Mathematics (cum laude) in 1986, Master of Science in Mathematics in 1994, and Doctor of Philosophy in Mathematics in 1996, all from the University of the Philippines Diliman. He spent a year as a post doctorate research fellow at the University of Oxford from 1997 to 1998. He is presently Assistant Vice President for Development of the University of the Philippines, Program Director of the UP Information Technology Training Center (UP ITTC), and a professor of Computer Science in UP Diliman. He is an honorary member of the Philippine Society of Information Technology Educators (PSITE), President of the Computing Society of the Philippines (CSP), and a member of the Technical Panel on Information Technology Education of the Commission on Higher Education (CHED). Dr. Caro is a recognized expert on Complexity Theory, Combinatorial Network Theory, Online Communities, and e-Learning.



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TABLE OF CONTENTS

Lesson 01: Productivity Tools 3

Using the Keyboard Office Productivity Tools The Microsoft Office GUI

Lesson 02: Processes in Word Processing 18

Starting a Word Processing ProgramTyping, Erasing, and Editing TextFind and ReplaceSpelling, Grammar, and ThesaurusSaving, Retrieving, and Printing DocumentsPage LayoutFormatting Texts and ParagraphsPreviewing a Document and View Options

Lesson 03: Working with Images 25

Different Image File Formats Resolution Scanning Images Image Manipulation Using Microsoft® Paint Image Manipulation Using Microsoft® Word

Lesson 04: Design Elements in Word Processing 33

AutoShapesText BoxWordArtInserting PicturesArranging Design ElementsFormatting Elements

Lesson 05: Designing a Report 45

Guides to Effective Visual Communication Creating a Report


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Lesson 06: Designing a Greeting Card 53

The Elements of Graphic DesignGuidelines in Using the Elements of DesignMaking a Greeting CardOther Graphic Design Projects

Lesson 07: Designing a Newsletter 64

The Newsletter Publishing a Newsletter

Lesson 08: Designing an Advertisement 74

The Art of Advertising DesignTips and Tricks in Designing AdvertisementsWhat to AvoidMaking an Advertisement

Lesson 09: Ethics in Desktop Publishing 84

Intellectual Property RightsTypes of Intellectual PropertyPublishing EthicsPlagiarism, Piracy, and Cybercrime

Lesson 10: Data and Numbers on Spreadsheets 94

Introduction to Microsoft Excel Working with a Worksheet Formatting Cells

Lesson 11: Computing with Spreadsheets 104

Inserting and Deleting Columns and Rows Mathematical Computations Using Microsoft Excel Sorting and Autofiltering Data Charts in Microsoft Excel Previewing and Printing Worksheets



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Lesson 12: A Dynamic Presentation Tool 116

Basic Features of Microsoft PowerPoint Creating a Presentation

Lesson 13: Producing an Effective Presentation 127

Creating Master Slides Making a Dynamic Presentation Adding Hyperlinks Changing the Order of the Slides Previewing and Showing the Presentation Printing the Presentation

Lesson 14: Internet Basics 139

Introduction to the Internet Connecting to the Internet Services and Applications on the Internet

Lesson 15: Communicating Via E-mail 150

Introduction to Electronic Mail Using Yahoo!® Mail How E-mail Works

Lesson 16: Social Issues in Computing 159

Malware Online Fraud Internet Etiquette

Expand 167


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INTRODUCTION

This courseware introduces the students to the basics of desktop publishing, such as designing, developing, producing, and presenting documents. It also strives to make them proficient in using the various tools that will increase their efficiency in doing school work – word processors to help them prepare papers and reports, spreadsheets for problem solving and data visualization, software for their presentation needs, electronic mail for communication, and the Internet for research and data gathering. The general approach is to emphasize the interoperability of the software being taught. It also deals with social issues in computing and some of the ethical aspects of the Internet.

LEARNING GOALS

At the end of the course, the student will be able to:

1. Learn the fundamentals of layout and graphic design.

2. Understand and practice the basics of desktop publishing.

3. Create simple publications using different desktop publishing software.

4. Be aware of publishing ethics and guidelines.

5. Apply the integrated functions and capabilities of the Microsoft® Office suite for presenting documents effectively.

6. Use the advanced features of office productivity software for data processing, data visualization, presentation, electronic communication, and research.

7. Utilize computer resources and tools in a responsible and productive manner.



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Productivity Tools

At the end of this lesson, the student will be able to:

1. Use the productivity tools discussed.

2. Select the appropriate productivity tool for a given task.

3. Identify and utilize the different elements of the graphical user interface of Microsoft Office.

4. Use proper keyboarding techniques when using the computer.

Using the Keyboard

Using the computer keyboard is different from using a typewriter, though they look similar. For one, it is less tiresome to use the computer keyboard compared to a typewriter since you do not have to punch its keys as hard as you do with typewriter keys. The keyboard also has more keys compared to typewriters, and they can do more than just produce letters and numbers on paper.

Parts of the Keyboard

Take a look at your keyboard. What are the things that you notice at first glance? See how the keys are laid out? Why do you think the keys are grouped in such manner?

Function keys

Main keypad

Cursor keys

Numeric keypad

Modifier keys

First, we are going to learn about the parts of the keyboard and its layout. The keyboard keys, as you can see in the illustration, are grouped into several sections: the main keypad, the numeric keypad, the cursor keys, the modifier keys, and the function keys.



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First, we are going to learn about the parts of the keyboard and its layout. The keyboard keys, as you can see in the illustration, are grouped into several sections: the main keypad, the numeric keypad, the cursor keys, the modifier keys, and the function keys.

The main keys are placed in the main keypad. It has the most keys which are arranged like most typewriter keys using the QWERTY pattern. QWERTY pertains to the first six letters in the row just below the numbers. Some countries in Europe use the AZERTY or QWERTZ pattern. Aside from letters and numbers, this set of keys also includes punctuation marks and special keys like the Enter or carriage return key, Caps Lock key, and Spacebar key.

The numeric keypad is typically located at the rightmost side of the keyboard. It includes the digits 0 to 9, a period or decimal point, arithmetic operation keys, and the Enter key that also serves as the equal sign in computations.

On the top row are the function keys, labeled F1 through F12 . The functions of these keys depend on the software currently in use. Along the same row are some keys with special functions like the Print Screen , Scroll Lock , and Pause/Break keys. At the left of the function keys is the Esc (escape key), normally used to interrupt or cancel an activity.

Between the main keypad and numeric keypad are the cursor keys. These keys have small arrows on them that point towards the direction that the cursor will move to when pressed. Located above the arrow keys are the six shortcut keys Insert , Home , Page Up ,

Page Down , Delete or Del , and End . All of them tell the cursor where to go in a document. On some older machines, all these keys alternate in function with the number keys of the numeric keypad.

The keyboard may also have three indicator lights usually located at the upper rightmost corner. They light up if any of the Num Lock , Scroll Lock , or Caps Lock keys is toggled. To “toggle” means to go back and forth, much like pressing an On/Off switch.

Modifier keys include Ctrl (control), Alt (alternate), and Shift keys. These keys change the original output of a specific key.

In a 104-key keyboard, there are three extra keys located on the row where the spacebar is. The first two are the (start) keys between the Ctrl and Alt keys on either side. The key opens the Start menu of the Windows operating system. The other key, the (menu) key, located to the right of the second key, opens a pop-up menu that offers the user additional commands.

Functions of Keys

The keys on the keyboard, when pressed, will either produce a character that corresponds to the one printed on it, or send a command for the computer to follow. The first group, the ones that produce characters when pressed, contain the printable characters, and the second group


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includes the modifier keys and the character control keys. Character control keys are the first 32 characters in the ASCII set. They do not represent printing characters but are used for printing and display control, data structuring, and transmission control. Character control keys include Backspace , Tab , Enter , and Esc .

Notice that there are two Shift keys on the keyboard. The Shift key is used to change the capitalization of a main key. The two are positioned on opposite sides of the main keyboard so that when you type a capital letter, you will not just use the fingers of one hand. The same goes for the Alt and Ctrl keys. If you want to type several uppercase letters in succession, you can turn on Caps Lock . You can toggle it to go back to typing lowercase letters.

Some keys can be combined to give a special instruction to the computer. Examples of these sequences are the Ctrl + Alt + Delete combination, which will restart the system (or bring up the Windows Task Manager in Windows XP) and the Alt + F4 combination, which forces the program you are using at the moment to end.

Certain combinations can make symbols appear. Holding down the Alt key while pressing digits to form a number from 0 to 255 can produce characters not found on the keyboard, such as the letter ñ or the trademark symbol (™). For example, to type the letter ñ, you need to press and hold down the Alt while pressing the numbers 1 , 6 , and 4 in sequence on the numeric keypad.

Proper Hand and Finger Positioning on the Keyboard

The hands should rest lightly on the keyboard, as shown in the picture. The left hand’s pinkie should be positioned on the letter A , the ring finger on S , the middle finger on D , and the forefinger on F . The right hand’s fingers should be positioned in the same manner, beginning with the forefinger on J , middle finger on K , ring finger on L , and the pinkie on semicolon ; . Both the thumbs should be positioned on the Spacebar . No finger should be on the letters G and H . This position is called the default or rest position. Most keyboards have recesses or raised dots placed on the F and J keys to guide the user where to position their fingers. This is also called the Home Row Technique.

To avoid injuries, keep your wrists up instead of resting them on the desk or the keyboard. Place your feet flat on the floor in front of you. Sit with your back straight supported by the back of your chair. Keep your elbows close to your sides with forearms slanted slightly upward to the keyboard.

The key labels, size, shape, and color may be different depending on the manufacturer and model of your keyboard.


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Your fingers should move back to the default position after striking a key. This method is called touch typing because you train yourself to memorize the keyboard using your fingers so that you can type without looking at the keys. All keys on the main keyboard are assigned to the finger nearest to it on the rest position. Train yourself to strike only the keys with the correct finger and resist going back to the “hunt-and-peck” method of typing, in which you only use two fingers to type and you look at the keyboard to locate the keys.

Office Productivity Tools

Many computer programs related to each other are packed together. Such a collection is called a program suite and the programs that comprise it are interrelated and complementary to one another. Program suites were developed so that users can do away with analogous programs used for office work. There are many program suites available to computer users. For graphics artists and publishers, there is the Adobe Creative Suite (and, also, the CorelDraw Graphics Suite) that includes programs for imaging, illustration, and drawing.

In addition, there is the office productivity suite. The most widely used ones are OpenOffice.org, Corel WordPerfect Office, Sun Microsystems StarOffice, and Microsoft Office. For this book, we will focus on Microsoft Office. This suite includes software used for word processing, spreadsheets, presentations, database management, and electronic mail management.

The Microsoft Office Suite

The office productivity suite that we are going to study is the Microsoft Office suite. It is composed of many application programs, including Word, Excel, PowerPoint, Access, and Outlook. Other editions and/or versions of Microsoft Office include other applications such as Publisher, OneNote, Groove and Communicator. This book will only cover Word, Excel, and PowerPoint.

• Microsoft Word is a word processing program. It is used to compose, edit, save and print documents such as letters, brochures, and reports.

• Microsoft Excel is a spreadsheet program. It is used to tabulate, calculate and process data, usually numbers.

• Microsoft PowerPoint is a presentation program used to create slides that can be presented on the computer screen as a slideshow.

• Microsoft Access is a relational database management program used to manage structured data.

• Microsoft Outlook is primarily an e-mail program. It also provides personal information management.

• Microsoft Publisher is a desktop publishing software that is full of templates for users to easily create publications such as calling cards, greeting cards, etc.


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• Microsoft OneNote is an organizing program that allows users to gather, organize, and share data among co-workers.

• Microsoft SharePoint Workspace is an online collaboration program. Its users can work together even if they are from different locations and time zones.

• Microsoft Lync is an instant messaging program. It lets users communicate with one another on a real-time basis.

Starting a Microsoft Office Application

There are many ways to open a Microsoft Office application. The most common way is presented here.

1. Click .2. Select All Programs.3. Select the Office program you wish to open.

There are times when the program may be located in a different location on the Start menu. This is because the programs’ arrangement depends on your installation settings.

The Microsoft Office GUI

Microsoft Office features a graphical user interface or GUI (pronounced as gooey). A GUI provides a way for the user to interact with and give commands to the computer by clicking displayed elements on the screen, like menus and icons. Each of the elements represents a task or a group of tasks. The computer will respond to and perform a particular task based on which element of the GUI was clicked by the user.

Screen Layout

Close button

Maximize/Restore buttonMinimize button

Split box

Scroll bars

Title bar

Status bar

Quick Access toolbar

Ribbon

Gallery


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COMPONENT DESCRIPTION

Quick Access toolbar It consists of the most frequently used commands. Any command in the application can be added to this toolbar.

Title bar It lists the application name and workbook/document/presentation name. Click and drag the title bar to move the window.

Ribbon It is the panel of tabs below the title bar. Each tab reveals groupings of commands that are related to each other.

Gallery It consists of groupings of related commands. Every tab in the ribbon has a corresponding gallery.

Minimize button It is represented by an icon with an underscore. When clicked, it reduces the window to a button on the taskbar.

Maximize/Restore button

The maximize button is represented by a box while the restore button is represented by two overlapping boxes. The button changes depending on whether the window is maximized or not. You may shift window sizes by clicking it.

Close button It closes the window when clicked.

Split box (horizontal & vertical) It is used for viewing two parts of a document simultaneously.

Scroll bars These are used to move the screen display horizontally and vertically. Each scroll bar comes with scroll arrows and a scroll box.

Status bar It is the bar at the bottom of the application. It can be customized to display or hide various status indicators.


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Fluent User Interface

Microsoft Office 2010 features an overhauled GUI, officially known as Fluent User Interface. The menu bar and toolbars in older versions have been replaced by task-specific tabs. These tabs allow users to find the commands that they need more easily and with fewer mouse clicks. The Fluent User Interface is shared by the core Office applications—Word, Excel, and PowerPoint. These programs also use similar icons and keyboard shortcuts (such as F1 for the Help window).

File TabThe File tab has commands that let us create a new file, open a file, save a file, or print

a file. You can close the application by toggling the File tab or clicking Close in the drop-down menu. Word, Excel, and PowerPoint have the following File tab options in common: Save, Save As, Open, Close, Info, Recent, New, Print, Save & Send, Help, Add-Ins, Options, and Exit. Some of these commands have sub-options.

A dialog box is a rectangular box that appears temporarily on the screen to request information from you by giving you options or providing you with information you can agree to by clicking OK (or CANCEL if you disagree). For keyboard users, you can press Tab to select an item from the dialog box. You will encounter a lot of dialog boxes when you use Microsoft Office.

RibbonThe Ribbon organizes all the command buttons and icons under a set of tabs. When

clicked, each tab displays a Gallery, which contains groupings of related tasks. To quickly navigate the Ribbon, bring the mouse pointer over any tab and scroll with your mouse wheel. Double-click the active tab to minimize the Ribbon.

Pressing Alt + F pulls down the menu. It visibly displays the shortcut key of each item.


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NOTE

Word, Excel, and PowerPoint share the following tabs: Home, Insert, Review, View, and Acrobat. But some elements are unique to each application. For example, Word has a References tab; Excel has a Formulas tab; and PowerPoint has an Animations tab.

It all depends on what the application is meant to do. So even if Word, Excel, and PowerPoint have common tabs, these tabs do not have identical galleries. They only share common clusters of commands.

The Home tab contains the Clipboard, Font, and Editing groups. It has commands that the user can apply to change the appearance of text on the screen.

You can move and copy any object across Microsoft Office applications. This is made possible by a system and protocol developed by Microsoft called OLE (Object Linking and Embedding).

The Insert tab features the Tables, Illustrations, Links, and Text groups. It offers a wide selection of elements that can be included in the file.

The Review tab includes the Proofing, Comments, and Protect groups. It presents options for checking and marking the content.

The View tab displays the Document/Workbook/Presentation Views, Show/Hide, Zoom, Window, and Macros groups. It has commands that control how elements are shown on the screen.

The Acrobat tab displays the groups Create Adobe PDF, Create and Email, Create and Send for Review, and Start Meeting.

Some commands under the tabs have drop-down arrows beside them. This means they can be expanded to show more options.


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Quick Access Toolbar

The graphical element beside the Office button, resting on the title bar, is called Quick Access toolbar. It contains icons for commands that are used most frequently.

The toolbar can be customized. Click the drop-down arrow and select the command you want to add to the toolbar. Clicking a checked command will remove it from the toolbar.

To add commands not displayed in the drop-down menu, select More Commands. A dialog box listing all available commands will appear. Select a command, then click the Add button. Click OK when you are done.

Status Bar

The status bar displays indicators like Page Number and Word Count, and controls such as View Shortcuts and Zoom Slider. Right-click a blank space in the bar area to see the list of all available options. Checked items are active and shown in the status bar—click any of them to deactivate that option. To activate an option, just click the item.

Common Skills

Microsoft Office 2010 has new features which make its applications easier to use. They can all be found in Word, Excel, and PowerPoint. Developing the common skills needed to use or apply them, therefore, will greatly enhance your office productivity.

Contextual Tabs

A contextual tab is a hidden tab that appears only when an object is selected. Like a standard Ribbon tab, it has a gallery which houses groupings of command icons and buttons.


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There is a specific contextual tab with applicable commands for every type of object. So, if you select a picture, the Picture Tools tab appears in the Ribbon. If you select a chart, the Chart Tools tabs are displayed. It is possible to see more than one contextual tab at a time, depending on the object you are working on.

Mini Toolbar

A translucent menu is automatically shown whenever text is selected. This is the Mini toolbar. It provides quick access to the most commonly used commands for formatting text.

The Mini toolbar comes into clear view when you bring your mouse pointer over it. It disappears when you click somewhere else.

Live Preview

Live Preview is a feature that allows you to see how formatting options change a selected text or object, without actually applying them. Simply move the mouse pointer over an icon or button in the gallery and the selected text or object will be temporarily formatted.

Hover from one option to another to compare different formatting attributes. Live Preview works only when it is practicable, and does not apply to all commands in the galleries.

SmartArt

With SmartArt, you can insert preset diagrams in your document, workbook, or presentation. There are 115 SmartArt templates to choose from. They are used to create lists, show procedures, and explain relationships, all in a visual manner.


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The SmartArt icon can be found under the Insert tab, in the Illustrations group. When you click it, a dialog box appears. It displays the name, illustration, and description of each available diagram. Select one and click OK to insert that diagram. You can input text to an inserted diagram, resize it, and format its shapes, color, fonts, and effects.

Screen Tips

If you move your mouse pointer over any of the command icons and buttons, a hover box will appear. This is called a screen tip. It tells you the name of the command and what it does. The shortcut key is also given, if there is one. Some screen tips contain an image to illustrate the command.

A screen tip also appears when you point to the small icon at the bottom right corner of a command cluster in the gallery. This icon is called Dialogue Box Launcher—because it opens a dialog box when you click it.

Key Tips

Key Tips are keys that are used to quickly access the command icons and buttons. They are revealed when you toggle Alt .

Key Tips are like big labels. At first, only the Key Tips for the commands in the Quick Access toolbar, and the Ribbon tabs are displayed. To see the labels of the commands in the gallery, just press the appropriate tab Key Tip. Then, press the correct key to execute the command.

Some Key Tips in the gallery are made up of two letters. In such cases, simply press the keys in succession. Note that some Key Tips are not letters, but numbers.

Key Tips spare users from having to memorize all the traditional shortcut keys. Some of the icons found in Word, Excel, and PowerPoint and the commands they represent follow, together with the shortcut keys.


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Ribbon Icons

Find( + F ) Searches for text

Spelling and Grammar

( F7 )Checks for grammar and spelling

errors

Cut ( + X ) Cuts selected text or object

Copy ( + C ) Copies selected text or object

Paste ( + V )

Pastes contents of the clipboard on the cursor position

Format Painter ( + Shift + C )

Formats text according to specification by highlighting

Undo ( + Z ) Will undo previous actions

Redo ( + Y ) Repeats previous actions

Hyperlink ( + K )

Inserts a hyperlink in current file

Zoom Zooms in or out

Help ( F1 ) Opens Microsoft Office help

The following are some of the icons found in Microsoft Office and the commands they represent, together with the shortcut keys.

File Tab Icons

Open ( + O ) Opens a file

Close( + w )

Close a file

Save ( + S ) Saves the current file

F12 Saves a new file


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NAME:SECTION:DATE:

S C O R E

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DESKTOP PRODUCTIVITY L1

A. Match the corresponding icon to its function. Write the letter of your choice on the blank before each number.

1. A. Searches for text

2. B. Repeats the last undone command

3. C. Creates a new file 4. D. Cuts the selected text/object(s) 5. E. Copies the selected text/object(s)

6. F. Undoes the last command

7. G. Opens an existing file 8. H. Checks the spelling and grammar of the document

9. I. Saves the active document

10. J. Pastes the text/object(s) last copied or cut on the clipboard


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B. The keys on a computer keyboard are laid out in groups. Can you tell in which group the following keys belong?

Cursor Keys Main Keypad Numeric Keypad Function Keys Modifier Keys

_________________ 1. Equals key

_________________ 2. Esc key

_________________ 3. Ctrl key

_________________ 4. F8 key

_________________ 5. Shift key

_________________ 6. Caps Lock key

_________________ 7. Left Arrow key

_________________ 8. 9 key

_________________ 9. Spacebar key

_________________ 10. Del key

C. The Microsoft Office suite is composed of many application programs. Do you know what each program does? Match the application on the left column with the correct description on the right. Write the letter of your answer on the blank space provided.

_______ 1. Word a. used to create slideshows

_______ 2. Excel b. used to exchange instant messages _______ 3. PowerPoint c. used to manage structured data

_______ 4. Access d. used to compose, edit, save and print letters and reports _______ 5. Outlook e. used to create publications like greeting cards

_______ 6. SharePoint Workspace f. used to organize and share data among co-workers

_______ 7. Publisher g. used to tabulate data _______ 8. OneNote h. used to send and receive e-mails _______ 9. Lync i. used to collaborate online

D. All programs in the Microsoft Office suite have similar interfaces. In which component of the Graphical User Interface must you go to accomplish the following tasks? Write your answer on the blank.

_______________ 1. You want to know the word count of your text

_______________ 2. You want to see the command icons and buttons of an application

_______________ 3. You want to quickly exit the application

_______________ 4. You want to know the name of a document

_______________ 5. You want to print a file

_______________ 6. You want to arrange the open windows and split the current window into two

_______________ 7. You want to move the screen display down and to the right

_______________ 8. You want to easily access some frequently used commands


Pro

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The Microsoft Office suite is composed of several programs, including Word, Excel, PowerPoint, Access, and Outlook. It also features a graphical user interface that makes it easier for users to interact with the program. The GUI includes toolbars, menus, and icons.

Mastery in using the keyboard is essential for efficient word processing tasks. The standard 104-key keyboard used by English-speaking countries has a QWERTY keys layout. The keys are arranged in groups, which are the main keypad, numeric keypad, function keys, and cursor keys. The keyboard also contains indicator lights, modifier keys, and character control keys.

Font( + Shift + F )

Changes the font being used in the document; changes the font of selected text

Font Size( + Shift + P )

Changes the font size being used in the document; changes the font size of selected text

Bold ( + B ) Converts text to bold when activated

Italic ( + I ) Converts text to italicized when activated

Underline ( + U ) Converts text to underlined when activated

Align Left ( + L ) Aligns text/objects to the left margin

Center ( + E ) Aligns text/objects to the center

Align Right ( + R ) Aligns text/objects to the right margin

Justify ( + J )

Justifies alignment of text (aligns to both the left and right margins)

Font Color Changes color of text

Bullets Inserts a bulleted list in the document

Decrease Indent Decreases indent of objects or bulleted lists

Increase Indent Increases indent of objects or bulleted lists


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