ESSENTIAL MICROSOFT OFFICE 2010 Tutorials for Teachers

1 ESSENTIAL MICROSOFT OFFICE 2010 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 ii 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) ESSENTIAL MICROSOFT OFFICE 2010 : Tutorials for Teachers Copyright Bernard John poole , 2010 . All rights reserved iiiBrief Table of Contents Table of Contents i Introduction 1 Lesson 1 INTRODUCTION TO WORD 4 Writing a Conference Call letter Lesson 2 MORE ON WORD PROCESSING 34 Working with larger documents Lesson 3 THE OFFICE DRAWING TOOLS 83 Lesson 4 INTRODUCTION TO THE EXCEL SPREADSHEET 122 Preparing a gradebook Lesson 5 MORE ON THE USE OF THE SPREADSHEET 157 Making changes to existing spreadsheets Lesson 6 INTRODUCTION TO THE ACCESS DATABASE 194 Keeping student records Lesson 7 MAIL MERGE AND RELATED OPERATIONS 224 Form letters, data sources, and mailing labels Lesson 8 MORE ON DATABASE USE 254 Manipulating the data in the database Lesson 9 POWERPOINT PRESENTATIONS 278 Creating Slide Shows and related teaching materials Lesson 10 POWERPOINT BEYOND THE BASICS 309 Interactive, non-linear slide shows ESSENTIAL MICROSOFT OFFICE 2010 : Tutorials for Teachers Copyright Bernard John poole , 2010 .

2 All rights reserved ivCONTENTS INTRODUCTION .. 1 THE OBJECTIVES OF THIS TEXT .. 1 WHAT IS SPECIAL ABOUT THIS TEXT? .. 1 WHY MICROSOFT OFFICE 2010 ? .. 2 THE STATUS OF COMPUTING IN SCHOOLS .. 2 TEACHING IS A COOPERATIVE ENDEAVOR .. 3 ACKNOWLEDGMENTS .. 3 REFERENCES .. 3 Lesson 1 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 16 Renaming a document .. 17 CREATING AND SAVING A DOCUMENT.

3 17 Typing the Conference Call letter .. 17 UPDATING AND SIMPLE FORMATTING OF A DOCUMENT .. 19 Inserting the date .. 19 ESSENTIAL MICROSOFT OFFICE 2010 : Tutorials for Teachers Copyright Bernard John poole , 2010 . All rights reserved v Adding text to an existing 20 Removing text .. 20 Changing text .. 21 Selecting (highlighting) a block of text .. 21 Changing margins and using the Word Indent Markers .. 24 CHECKING THE DOCUMENT FOR SPELLING ERRORS .. 27 Accessing the spelling checker .. 27 PRINTING A FIRST DRAFT OF THE DOCUMENT .. 29 Print Preview-ing your 29 Removing your document from the printer .. 30 Always proofread your writing .. 30 RUNNING OFF A FINAL COPY .. 31 MAKING A BACKUP COPY OF THE DOCUMENT .. 31 LOOKING BACK .. 31 LOOKING FORWARD .. 32 SKILL CONSOLIDATION .. 32 Lesson 2 MORE ON WORD PROCESSING .. 34 Working with larger documents LEARNING OUTCOMES .. 34 GETTING STARTED .. 35 Before we begin .. 35 Setting up for the tutorial.

4 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 ESSENTIAL MICROSOFT OFFICE 2010 : Tutorials for Teachers Copyright Bernard John poole , 2010 . All rights reserved USING TAB STOPS .. 51 Inserting Tab stops .. 51 Removing Tab stops .. 53 STYLE OF TEXT AND LINE 54 Boldface .. 54 Underline .. 55 Italics .. 55 Line Spacing .. 56 INDENTING TEXT .. 56 Adjusting (moving) the Indent Markers .. 56 Indenting the first line of paragraphs .. 57 Hanging indents .. 59 CREATING SECTIONS AND COLUMNS OF TEXT .. 61 FINDING AND REPLACING TEXT .. 64 Finding a text 64 Replacing a single occurrence of a text string.

5 66 MOVING AND COPYING TEXT WITHIN A DOCUMENT .. 68 Moving text within a document .. 69 Copying text within a document .. 70 CHECKING THE DOCUMENT OF SPELLING AND OTHER ERRORS .. 70 ADDING GRAPHICS TO A WORD DOCUMENT .. 71 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 GETTING STARTED .. 83 Before we begin .. 84 Accessing the drawing tools .. 85 Changing the Page Orientation .. 87 ESSENTIAL MICROSOFT OFFICE 2010 : Tutorials for Teachers Copyright Bernard John poole , 2010 . All rights reserved DRAWING, MOVING, ROTATING, RESIZING, AND OTHERWISE EDITING SIMPLE SHAPES AND LINES .. 88 The Drawing Tools in OFFICE 88 Drawing lines .. 90 Working with lines and arrows .. 90 Working with ovals .. 90 Rotating 91 Drawing a perfect square or circle .. 91 Moving drawing objects .. 92 Resizing drawing objects .. 92 Editing (changing) straight lines or arrows.

6 93 OTHER DRAWING SHAPES .. 93 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 GROUPING, ORDERING, AND ALIGNING OBJECTS .. 102 Grouping drawing objects .. 104 Resizing objects .. 105 Aligning drawing 106 Rotating drawing objects .. 107 Ungrouping objects .. 107 Ordering the drawing objects .. 108 WORKING WITH TEXT AND 109 Using the Text Box tool .. 110 Using the WordArt tool .. 111 WORKING WITH SmartArt .. 112 Discovery is the best way to 118 LOOKING BACK .. 119 LOOKING FORWARD .. 119 SKILL CONSOLIDATION .. 119 Lesson 4 INTRODUCTION TO THE SPREADSHEET .. 122 Preparing a gradebook LEARNING OUTCOMES .. 122 ESSENTIAL MICROSOFT OFFICE 2010 : Tutorials for Teachers Copyright Bernard John poole , 2010 . All rights reserved GETTING STARTED .. 123 Some background about spreadsheets .. 123 Templates.

7 125 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 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 133 Changing the alignment of the column labels .. 136 CREATING AND COPYING FORMULAS .. 137 Creating a 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.

8 141 Using logical functions .. 141 Absolute references .. 144 Setting the Cell Attribute for the PCNT column .. 146 Checking out the formulas .. 146 ENTERING NAMES AND SCORES FOR EACH STUDENT .. 147 Changing the name of the template 147 Entering the student names .. 147 Entering the scores for each student .. 148 MAKING CHANGES TO YOUR GRADEBOOK .. 149 Adding a student to the roster (Inserting rows) .. 149 Inserting columns .. 150 Deleting (cutting) rows and columns .. 150 PRINTING YOUR GRADE BOOK .. 151 SAVING A BACKUP COPY OF YOUR WORK .. 154 ESSENTIAL MICROSOFT OFFICE 2010 : Tutorials for Teachers Copyright Bernard John poole , 2010 . All rights reserved A WORD ABOUT TEMPLATES AND STATIONERY DOCUMENTS .. 154 LOOKING BACK .. 154 LOOKING FORWARD .. 155 SKILL CONSOLIDATION .. 155 Lesson 5 MORE ON THE USE OF THE SPREADSHEET .. 157 Making changes to existing spreadsheets LEARNING OUTCOMES .. 157 GETTING STARTED .. 158 RECAPITULATION AND REINFORCEMENT.

9 158 Moving from cell to cell in the 158 More cell selection 159 UPDATING AN EXISTING SPREADSHEET .. 161 Dividing up the spreadsheet to make it easier to read .. 161 Adding formulas to the spreadsheet .. 162 Calculating an average for each of the grade columns .. 164 A word about automatic 164 Displaying the highest and lowest scores for each column of scores .. 169 Locking (protecting) important cells .. 170 Dividing the spreadsheet into panes .. 171 MAKING MORE CHANGES TO THE LOOK OF THE SPREADSHEET .. 172 Putting a border around a cell or set of cells .. 172 Removing grid lines and column and row headers .. 173 USING THE LOOKUP FUNCTION .. 176 The concept of the LOOKUP 176 Building the LOOKUP Table .. 177 Using the clipboard to copy cells from one document to another .. 179 Entering the LOOKUP function into the spreadsheet .. 179 Copying the LOOKUP function into the rest of the GRADE column .. 183 CREATING CHARTS BASED ON THE SPREADSHEET DATA.

10 185 Why charts? .. 185 The Excel charting capability .. 186 Creating a column 186 Creating a pie chart .. 188 PRINTING THE UPDATED SPREADSHEET .. 189 Selecting a section of the spreadsheet for printing .. 189 ESSENTIAL MICROSOFT OFFICE 2010 : Tutorials for Teachers Copyright Bernard John poole , 2010 . All rights reserved x MAKING A BACKUP COPY OF YOUR DOCUMENTS .. 191 LOOKING BACK .. 192 LOOKING FORWARD .. 192 SKILL CONSOLIDATION .. 192 Lesson 6 INTRODUCTION TO THE ACCESS DATABASE .. 194 Keeping student records LEARNING OUTCOMES .. 194 AN OVERVIEW OF THE DATABASE CONCEPT .. 194 How is a database organized? .. 195 The general terminology used to describe data storage .. 196 Access database terminology .. 196 LET S GET PRACTICAL .. 196 PLANNING A NEW DATABASE .. 200 Points to ponder when planning a database .. 200 Design guidelines for a Student Roster database .. 201 SOME HINTS BEFORE CREATING THE DATABASE TEMPLATE .. 202 CREATING THE DATABASE TEMPLATE.