Ms Office Program

8/6/2019 Ms Office Program

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Customized MS Office XP Training

Example: Course Content and Schedule

Excel, Word & PowerPointIntermediate

Temple University JapanCorporate Education Program

Courses are customized, based on thecustomers requirements.

Typically: 1 to 5 Days


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Temple University Japan 1

Course Overview

Objectives

This course provides a comprehensive introduction to three keyMicrosoft Office XP Applications. Emphasis is placed on bestpractices and choosing the most efficient tool for the job.

The Excel component of the course looks at Excel as a tool for datamanagement and business modeling as well as a means ofanalyzing and displaying quantitative information.

The PowerPoint component covers the use of PowerPoint to createon-screen presentations, kiosk style internet-based presentations as

well as printed documents.

The Word component covers tips and tricks for speeding thecreation of professional documents. Styles, auto-text, autocorrect

entries as well as the use of tables and document templates areillustrated.

The course also introduces the advantages of integration betweenthese applications and other MS Office XP components.

At the end of the course participants should be able to createprofessional quality presentations or reports with a minimum of effortand to create and maintain spreadsheets that address manyimportant business needs.

Delivery

MS Office XP is used throughout the course, but where features arecovered that are not available in MS Office XP these will be clearly

flagged.

Classes involve demonstrations and extensive hands-on practiceand the course is supplemented with over 20 sample files covering awide spectrum of business scenarios.

Detailed Outline

The following pages give a detailed breakdown of the course

modules.

The modules need not be delivered in exactly this order but all of thechosen elements will be covered at some stage during the course.


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2 Corporate Education Program

Part One

1: General principles for MS XP OS and Office XP applications

- Mouse commands

- Keyboard shortcuts

- Getting help

- The right tool for the job

On completing this module you will be able to

- Use keyboard shortcuts to improve productivity

- Be aware of all the mouse functions

- Know when and where to look for help

2: Speed tips and tricks for MS Word

- Creating and applying styles

- Document automation

- Effective use of tables

- Mail merge

On completing this module you will be able to:

- Use automation techniques for routine tasks

- Use tables for complex document layouts or Web pages

- Set up a mail merge

3:Excel basics- Basic data entry and data entry tricks

- Basic navigation and navigation tricks

- Understanding simple formulas

- Applying simple formats

- Copy and paste options


- Build a spreadsheet that includes numbers, text and formulas

- Navigate easily around a workbook

- Format the spreadsheet to improve visual impact

- Use copy and paste options to prepare Excel content forPowerPoint


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Part Two

4: Building a presentation

- Converting Word notes to a PowerPoint Presentation

- PowerPoint views

- Using slide layouts

- Working with tables and charts

- Importing graphics

- Using drawing tools Adding animations

- Setting defaults for text bullets and graphics

- Creating a *.pot file


- Create, save and share PowerPoint and Excel files

- Outline content in MS Word and send it to PowerPoint

- Apply a design template in PowerPoint

- Create and delivery a complete on-screen presentation

- Use PowerPoint tools to enhance the presentation

- Locate and edit slide masters

- Save a presentation as a template

5 Working with charts

- Editing charts in Excel and PowerPoint

- Creating and saving custom charts


- Create and edits a variety of charts in Excel and PowerPoint

- Use images in your charts

- Pick the right chart to display your data

- Describe the difference between charts in Excel and PowerPoint

6 Data management in Excel

- Finding and Filtering- Sorting grouping and subtotaling

- Pivot tables and Pivot charts

- Naming ranges

- Using Lookup functions


- Manage lists of data in Excel

- Apply custom filters to your data

- Create group and outline views

- Master the use of pivot tables


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Part Three

8 Building interactivity

- Linking and embedding objects

- Using hyperlinks

- Creating Excel forms

- Using PowerPoint actions


- Add interactivity to your Excel and PowerPoint documents

- Convert Excel and PowerPoint documents into HTML format

- Work with linked and embedded files

- Access external data sources from Excel

9 Building spreadsheet models

- Input, calculation and output interfaces

- Advanced functions

- Auditing and error tracing

- Pasting names into function


- Build fairly complex spreadsheet models including simplefinancial models

- Troubleshoot a misbehaving spreadsheet

- Describe the elements of What if . . ? analysis

10 Excels advanced tools

- Data tables, Scenario manager, Solver


- Analyze and explore a spreadsheet model

- Perform a sensitivity analysis on 1 or 2 inputs

- Create and report on scenarios

- Set up and solve linear programming problems11 Customizing the applications

- Application options

- Toolbar setting

- Macros and VBA


- Change default settings in an application

- Create and edit custom toolbars

- Record simple macros and view their associated code


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12 Wrap up

- Questions

- Feedback

- Post-class support

Tips database

Participants will be given access to a database of tips and tricks forMS Office XP applications.

Participants can select the areas most appropriate to their needsand build their own reference tool.

Samples for Excel are included here.


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Sample support materials

Tips and FAQs database for Excel

1. Tip or FAQ

1. Here is a quick way to add a pop-up comment to a cell!

To insert or edit a cell "comment":

Press Shift + and type comment text

Note that to delete a comment, select the cell and choose Edit, Clear, All

2.Jump from sheet to sheet using the keyboard!

To move between worksheets in your workbook

Press + or +

Note: to move between open workbooks, press +

3. Would you like to combine the contents of two cells into one?

To merge values in Excel:

To combine data from two or more cells use the & symbol. For example:=A1&B1 to produce the result "1234ABC" from 1234 in A1 and ABC inB2.

Note: if you would like to insert a space between the two, you must entera space in "" marks. For example: =A1&" "&B1 to produce the result1234 ABC

4. Are you a function power user? Here's a quick way to edit a function:

To jump to the Function Wizard (Paste Function):

1. Type = and then the name of the function, for example =average2. Press + and Function Wizard will display

Note: This also works if you click into an existing function and press +

5. Did you know?

To jump to the edge of a block of contiguous cells:

Press +arrow key (or, double-click on the edge of a cell)


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1. Tip or FAQ

6. Here is a fast way to insert a chart -- instantly!

To insert a default chart:

Select the chart data and press to create a new chart sheet withdefault formatting (column chart).

7. When you drag and drop cells, do you replace existing data rather thanadding to it?

To insert a cell containing data between two cells that alreadycontain data:

1. Hold and click on the edge of the cell you want to move2. Drag the cell over the border between the two cells. The cursor willturn into an I-beam (note that the I-beam can be vertical or horizontal)3. Drop the cell into place

8. Did you know?

To input the same values in different cells simultaneously:

1. Use + click to select non-contiguous cells2. Input data into a single cell.3. Press + to enter the data into the selected cells

9. Did you know?

To increment a number by 1 using Autofill:

1. Click in cell containing a number2. Drag the Autofill handle to fill adjacent cells -- the number will becopied

Note: Press while dragging the fill handle to force Excel toincrease the number by an increment of 1

10. In a long list do you find yourself scrolling up and down just to see columnheadings?

To freeze a column heading at the top of a list:

1. Insert cursor in the first column (column A) just below the row you wantto freeze (e.g. A2 if you want to freeze the first row)

2. Choose Window, Freeze Panes

11. Did you know?

To find the difference between two dates in years/months:

To calculate the difference between dates in A1 and A2 use this formula:=INT(DATEDIF(A2,A1,"M")/12)&" years"&MOD(DATEDIF(A2,A1,"M"),12)&" months"


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1. Tip or FAQ

12. A quick way to enter repetitive text, accurately!

To enter another instance of text that has already been used in acolumn:

1. Click in the cell beneath a column of data

2. Press +?to show the list of unique values or text3. Select the value or text you would like to use

13. Do you find it hard to read formulas with cell references? You can usenames for your important cells/ranges!

To enter a name in a formula:

First, give the cell or range a name:

To name a cell:1. Highlight the cell that you would like to name2. Click into the Name Box on the toolbar and type the name

To name a range of cells:1. Highlight the range of data along with row or column heading (this willbecome the name)2. Press + +

To insert a name into a formula:1. Position the cursor in the formula where you want to insert the name2. Press to display the Paste Name dialog box3. Select the appropriate name from the list and click OK

14. Did you know?

To "drag & drop" additional data onto a chart:

Select the data (in the same order and format as data in the existing

chart) and drag and drop it onto the chart.

15. A quick way to move data between worksheets in a workbook

To drag and drop a cell (or cells) from one worksheet to another:

Hold down and drag the data onto the destination sheet tab (press+ and drag to copy)

16. Did you know?

To display a list of all worksheets:

Right-click the worksheet navigational toolbar to the left of the worksheettabs. Excel will display a list of all the worksheets in the workbook.


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1. Tip or FAQ

17. Do you find yourself redefining your named ranges every time a table hasrecords added or removed?

To create Dynamic Named Ranges that will automatically adjust

based on the number of items in the list:

1. Insert cursor into a block of contiguous data starting in cell A1 on

Sheet1.2. Press + to define a name DynData (for example).3. In the Refers to box type

=OFFSET(Sheet1!$A$1,0,0,COUNTA($A:$A),COUNTA($1:$1))

18. Would you like to be able to sort data using a custom sort order?

To create a "custom list" and then sort data by order of that list:

Creating a custom list:

1. Choose Tools, Options and click on the Custom Lists tab2. Type the list in the List Entries field3. Click on AddSorting data using the custom list:

1. Insert cursor inside of range of cells to sort2. Choose Data, Sort3. Click on Options4. Select the custom list from the First key sort order drop down list5. Click OK

19. Did you know?

To copy the contents from the cell directly above the cursor:

1. Click underneath a cell that contains data2. Press +


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1. Tip or FAQ

22. Did you ever try to copy a section of a filtered list -- only to find that all ofthe hidden data is copied too?

To chart or copy visible data only (in a filtered list or an outline)

1. Select cells you would like to copy2. Choose Edit, Go To, Special3. Select Visible cells only and copy4. Insert cursor into destination cell and pasteor

Select cells using the mouse and press + to select visible cellsonly

23. Did you know?

To copy a formula quickly down a column of data:

Double-click the Autofill handle to copy formula down a column.

Note: there must be data in the column to the left.

24. Did you know?

To copy a date using Autofill:

1. Click in cell formatted with a date format2. Drag the Autofill handle to fill adjacent cells -- the date will beautomatically incremented by 1

Note: to copy a date (instead of incrementing it), press whiledragging the fill handle

25. Copy as a picture when you are pasting into Word or PowerPoint -- tokeep the file size small!

To copy a chart or table as a picture

1. Hold down and click Edit, the copy command will become'Copy Picture'2. Switch to Word or PowerPoint and Paste

Note: this is better than "Paste, Special As A Picture" because any text

will not distort if you resize the picture.

26. Do you need a quick way to convert American dates to European datesusing slashes? Ex: mm/dd/yy

To convert an American date into European date format:

If the date is in A1, such as 09/14/00, enter the following formula into the

destination cell: =DATE(YEAR(A1),MONTH(A1),DAY(A1)) . The format

will change to 14/09/00


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1. Tip or FAQ

27. You can combine date formats with text using a formula

To combine text and a date in a cell:

If you want to have variable text "Report for September" use thisformula:="Report at "&TEXT(TODAY(),"MMMM")

28. Did you know?

To add workbook filename and path to a worksheet:

Use the CELL function:=CELL("Filename", $A$1)

29. Do you struggle with data that is listed horizontally instead of vertically?

To change orientation of data from columns to rows:

1. Copy data2. Insert cursor in destination cell and choose Edit, Paste Special3. Choose Transpose 4. Click OK

30. Did you know?

To calculate the amount of time between two dates:

To calculate the number of days between two dates (in this case in cells

A1 & B1), use the following formula: =DAYS360(A1,B1)

31. Would you like to calculate the sum of all values in a column -- so that itremains accurate as the list grows?

To calculate running sums:

1. If the list starts in Cell A1, type this formula in cell B1:

2. =SUM($A$1:A1)3. Copy it down to the end of the list. This will create a running sum.

32. Did you know?

To autosum a column or row of data:

1. Select a blank cell to the right or below the values

2. Press + and 3. Excel will enter the formula and display the sum


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1. Tip or FAQ

33. Format all your worksheets at once!

To apply the same format to every worksheet in the workbook:

1. Use +click to select multiple sheets,or2. Right-click any sheet tab and choose Select All Sheets3. Apply formatting.Note: the worksheets will remain "grouped" until you ungroup them (right-click on the selected group and choose "Ungroup Sheets")

34. Do you waste time closing all of your files when you are logging off atnight?

To close all open files:

If you have more than one workbook open, you can close them all atonce by pressing when you choose the File menu. A newcommand will appear Close All.

35. Is a merged cell causing you formatting problems?

To "Unmerge" two cells:

1. Click on the merged cell

2. Choose Format, Cells and click on the Alignment tab

3. Turn off Merge Cells

36. Did you ever need to insert a "paragraph return" in a cell?

To insert a line break in a cell:

Press + to start a new line while you're typing or editing

data.

37. Here's a quick way to summarize data in a spreadsheet...

To count elements in your spreadsheet -- use the "Count" functions:

=COUNT will count the number of cells in a range that contain numericalvalues=COUNTA will count cells that contain numerical as well as text valuesTo count only cells in column A that contain values greater than 0, type =COUNTIF(A:A,">0") Or if you want to count how often the word "Japan" appears in column

B type =COUNTIF(B:B,"Japan")


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1. Tip or FAQ

38. Did you know?

To enter the current date quickly

1. Press + 2. Press

39. Did you know?

To scroll in a big hurry to a specific row, do the following:

1. Press and hold the Shift key.

2. Click and drag the scroll box toward the row you want.3. Keep dragging until the row number displayed matches the one you

want.

40. Did you know?

Use these shortcuts to quickly hide rows and columns:

Hide rows + Hide columns + To redisplay the hidden data, select the surrounding rows or columns anduse these keyboard shortcuts:

Unhide rows + +

Unhide columns + +

41. Use the keyboard to select data quickly!

To quickly select a range of cells:

1. Select an anchor cell and press 2. Use the arrow keys to extend the selection

... or to select a range of contiguous cells, insert cursor in the range and

press + +

... or to use the mouse, click in the first cell, press and then click onthe last cell and the area in between will be selected

42. Did you know?

To multiply a range of values by 100:

1. Type 100 (or any value) in a cell, and copy it.2. Select all the cells containing values you want to multiply and choose

Edit, Paste Special, Multiply and click OK. The values will now bemultiplied by 100.


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1. Tip or FAQ

43. Would you like a column or row header to print on every page of a multi-page table?

To print row or column labels on every page:

1. Choose File, Page Setup, and click the Sheet tab2. To repeat column labels on every page, click Rows to repeat at top,and then enter the rows that contain the column labels

44. Did you know...

Here's a simple Visual Basic statement that you can use to put anExcel file name and path in the worksheet header or footer:

In Visual Basic Editor: create a new module in Personal.xls then enterthis code:Sub BookPathAndName()ActiveWorkbook.PageSetup.LeftHeader = ActiveWorkbook.Path &"\" & ActiveWorkbook.NameEnd Sub

45. Did you know that multiple users can edit the same spreadsheetsimultaneously?

To share a workbook between multiple users:

1. Choose Tools, Share Workbook

2. Turn on Allow changes by more than one user

Note that users should avoid working in the same row or column to avoid

the risk of overwriting each others data!

46. Did you know?

The shortcut to open the Format Cells dialog box:

+

Use Format Cells to apply number formats, borders and shading, textformatting and cell protection.


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1. Tip or FAQ

47. Keyboard Wizard Special...

Shortcuts for Selecting Cells:

There are many shortcuts for selecting cells in a worksheet. Here are afew examples:* Select a single cell and then press + to select theentire column.* Select a single cell and then press + to select theentire row.

* Press + to select the entire worksheet.

48. Did you know you can sort data horizontally as well as vertically?

To sort data "left to right:"

1. Insert cursor inside of range of cells to sort2. Choose Data, Sort3. Click on Options4. Choose Sort left to right from the Orientation options 5. Click OK and OK

49. Here's a way to calculate the number of numerical values in a rangeof cells that also contains text values...

Use the "Count" functions to quickly count the number of cells thatcontain data:

=COUNT will count numerical entries in a specified range of cellsExample: =COUNT(C:C) to calculate the number of cells in column C

that contain numbers (note: text values will not be calculated)

=COUNTA will count text entries as well as numerical entriesExample: =COUNTA (C:C) to calculate the number of cells in column C

that contain numbers or text entries

=COUNTIF counts entries according to specific criteria:

Example: to count how often the word Japan appeared in column B, type=COUNTIF(B:B,"Japan")... or to count only cells in column A that contain values greater than 0,

type=COUNTIF(A:A,">0")


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1. Tip or FAQ

50. Do you find it hard to control the printed version of yourspreadsheet? Here's a quick way to set a Print Area:

To quickly designate an area of a worksheet to be printed

1. Choose File, Print Area, Set Print Area2. Select the region you would like to print

This is now the only area on the worksheet that will print

To view or edit the print area:1. Choose File, Page Setup and click on the Sheet tab2. The current print area is designated in the "Print area" field. You canedit or delete the information in the field.

To add the Set Print Area button to your toolbar:1. Choose View, Toolbars, Customize2. Click the Commands tab3. Choose the File Category4. Drag the Set Print Area button to your toolbar

51. Have you ever tried to locate an error in a spreadsheet containing linkedformulas? Here is a quick, visual way to look at relationships betweenformulas in a spreadsheet.

To trace dependencies between formulas:

1. Choose Tools, Auditing, Show Auditing Toolbar2. Click on a cell that contains a formula with references to another cell

3. Click on Trace Precedents to see arrows pointing to all cells referredto in the formula.4. Click on Trace Precedents again to see more references5. At any time, click Erase All Arrows to remove the indicators

52. Do you find it difficult to use the automatic toolbars and menus in Excel2000?

To view full length toolbars and menus:

1. Choose Tools, Customize and click on the Options tab2. Turn off "Menus show recently used commands first" and"Standard and Formatting toolbars share one row"3. Click Close


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1. Tip or FAQ

53. Pressing in Excel moves the cursor to another cell -- here's a tipfor inserting a line break inside of a cell...

To wrap text manually in a cell:

Press + to start a new line while you're typing or editingdata.

54. Here is a quick way to scan your spreadsheet for calculated values!

To switch between formula and results:

Press + to switch between display of the result and theformula itself. This will show you which cells contain static data andwhich cells contain calculated values.

(Note: this does not work in Japanese NT)

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Ms Office Program