OFFICE PRODUCTIVITY

Office Productivity

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Introduction

This courseware aims to introduce students to

various office productivity tools that are available today.
It strives to make them proficient in using the various
tools that will increase their efficiency in doing school
work – word processing tools to help them prepare
papers and reports, spreadsheets for problem solving and
data visualization, software for their presentation needs,
e-mail for communication, and the Internet for research
and data gathering. The general approach is to
underscore the interoperability of the software being
taught. The last chapter deals with social issues in
computing and introduces the students to the ethical and
social dimensions of the Internet.

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Learning Goals

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

2. Apply the integrated functions and capabilities of
the Microsoft Office suite for presenting
documents effectively.
3. Use the advanced features of office productivity
software for data processing, data visualization,
presentation, electronic communication, and
research.
4. Utilize computer resources and tools in a
responsible and productive manner.

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Lesson 1

Introduction
to
Office Productivity

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Introduction to Office Productivity
Using the Keyboard
 Parts of the Keyboard
 Functions of Keys
 Proper Keyboarding Techniques

Office Productivity Tools

 MS Office Suite
 Starting an MS Office Application

The Microsoft Office GUI

 Screen Layout
 Menus
 Toolbars
 Icons
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Parts of the Keyboard

Functions of Keys
Printable Characters
Modifier Keys
Character Control Keys
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Office Productivity Suite

Word
Excel
PowerPoint
Access
Outlook
FrontPage
Publisher
OneNote
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Starting an MS Office Application
The most common way
to start:

Click [Start].

Select All Programs.

Select the MS Office

program you wish to open.

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The Microsoft Office GUI
Screen Layout

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Menus
File
View
Edit
Insert
Format
Tools
Window
Help
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Toolbars

Standard Toolbar

Formatting Toolbar

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Word Bank

Graphical User Interface (GUI)

Menu
Toggle
American Standard Code for
Information Interchange (ASCII)
WYSIWYG

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Self-Check
__ 1. A. Prints the active file
__ 2. B. Repeats the last undid
command
__ 3. C. Opens a new file
__ 4. D. Cuts the selected text
__ 5. E. Copies the selected text
__ 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 currently on
the clipboard
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Lesson 2

Word Processing

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Word Processing

Introduction to Word Processing

Using the Keyboard in MS Word
Selecting Text
Playing with Fonts
Formatting Paragraphs
Adding Images

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MS Office GUI

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Page Views
Normal View

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Page Views
Web Layout View

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Page Views
Print Layout View

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Page Views
Outline View

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Using the Keyboard in MS Word
Keystrokes
Press To Move Cursor
one line up
one line down
one character to the right
one character to the left
Page Up one screen-length up
Page Down one screen-length down

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Using the Keyboard in MS Word
Keystrokes
Press To Move Cursor
Alt + Page Up one screen-width to the
right
Alt + Page Down one screen-width to the
left
Home to the beginning of the line
Ctrl + Home to the beginning of the
document
Ctrl + End to the end of the
document
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Using the Keyboard in MS Word
Keystrokes
Press To Move Cursor
Ctrl + to the beginning of the
paragraph
Ctrl + to the beginning of the
next paragraph
Ctrl + to the beginning of word
to the left
Ctrl + to the beginning of the
word to the right

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Selecting Text

With the Cursor/Keyboard

 Shift + Keystrokes on the previous slides
– selects text

 Ctrl + A – selects everything

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Selecting Text
With the Mouse
Click, hold and drag over selection

Mouse Action Effect

Triple-click on the space
beside the vertical ruler
Double-click on a word
Triple-click on a line
Ctrl+ click
Select the whole
document
Select a word
Select a paragraph
Select a sentence

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Cut, Copy, Paste

Cut
Keystroke: Ctrl + X

Copy
Keystroke: Ctrl + C

Paste
Keystroke: Ctrl + V

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Cut, Copy, Paste

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Playing with Fonts

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Playing with Fonts

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Playing with Fonts
Text Effects

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Formatting Paragraphs

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Rulers, Margins, Indents and Tabs

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Indents

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Tabs
Tab Stops

Tab Stop
Left-aligned
Right-aligned
Tab Stop button
Centered
Decimal
centered
Bar

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Adding Images
Draw Toolbar

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AutoShapes
AutoShapes

Making shapes 3D

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Inserting Clip Art

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Inserting Pictures
Insert Picture

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Text Wrapping
Changing text wrapping

In-line text wrapping

From the Draw Toolbar

Square text wrapping

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Word Bank
Clip Art
Clipboard
Cursor
Font
Indent
Margins
Tab stops
Text wrapping
Word processor
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Self-Check
What is a word processor?
What is a paragraph in MS Word? How
is it different from the usual definition
of a paragraph?
What are tab stops? Describe each.
What is a Clip Art image?
How do you change an image’s text
wrapping?
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Lesson 3

Learning MS Word: Formatting

a Term Paper

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Learning MS Word: Formatting a Term Paper
Spelling and Grammar
Style
Lists
Multi-Layered Numbering and Bulleting
Tables
Page Numbers
Proper Citation
Footnotes and Endnotes
Table of Contents
Setting Up the Pages
Printing the Document
Publishing in HTML
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Spelling and Grammar
Spellcheck (F7)

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Thesaurus
Thesaurus (Shift+F7)

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Style
Applying styles to text

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Lists
Creating lists

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Multi-layered Numbering and Bulleting

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Tables
Tables and Borders

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Page Numbers
From the Insert Menu:

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Footnotes and Endnotes

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Footnote
A footnote sample

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Table of Contents

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Setting Up Pages

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Setting Up Pages

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Printing the Document

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Publishing as HTML

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Publishing in HTML

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Word Bank
APA
Bullets
Citation
Endnotes
Footnotes
Plagiarism
Superscript
Table of Contents
Typographical Errors
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Self-Check
Answer the following questions:
 What are bullets used for in MS Word?
 Give three examples of styles that you
can use to format a document.
 Differentiate a footnote from an endnote.
 Why is it important to properly attribute
and cite the sources of information used
in writing a report or term paper?
 What is a superscript?

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Lesson 4

Learning MS Excel:
The Spreadsheet

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Learning MS Excel: The Spreadsheet
Introduction to MS Excel

Working with a worksheet

Formatting Cells

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The MS Excel GUI

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Editing Data
Using Typeover Using F2 (Edit Using double-click
key)
 Select the  Go to the  Double-click
cell you cell you on the cell
wish to wish to you want to
edit. edit. edit.
 Type the  Press the  Edit the cell
new data. F2 key. as desired.
 Press the  Edit the cell  Press the
[Enter] as desired. [Enter] key.
key.  Press the
[Enter] key.
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Editing Data
PRESS TO MOVE
↑ One cell up
↓ One cell down
→ One cell to the right
← One cell to the left
PgDn One screen down
PgUp One screen up
Alt+ PgDn One screen to the right
Alt+ PgUp One screen to the left
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Home To the beginning of the row

Ctrl+Home To the beginning of the worksheet

Ctrl+ ↑ To the top edge of the current data region

Ctrl+ ↓ To the bottom edge of the current data

region
Ctrl+ → To the right edge of the current data
region
Ctrl+ ← To the left edge of the current data region

Ctrl+End To the last cell used in the worksheet.

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Selecting Cells Using a Mouse
To select a cell – click on the cell
To select adjacent cells – click and drag
over the cells to highlight your selection
To select non-adjacent cells
 Click and drag over the first range of
cells.
 Hold down the [Ctrl] key.
 Select the succeeding ranges of cells
while holding down the [Ctrl] key.
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Deleting Data in Cells
Select the cell(s) whose data you want to
delete.
Press the [Delete] key.

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Cut, Copy, Paste
Select Cells or Range of Cells
Cut or Copy
Paste

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Creating a Number Series
 Type in the first two consecutive numbers of
your series in consecutive cells.

 Select these two cells.

 Position the mouse pointer over the fill handle

till the mouse pointer becomes a cross-hair.

 Click and drag to fill the succeeding cells with

the desired series.

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Creating Time and Date Series
 Type in the desired date or time in the
first cell.
 Position the mouse pointer over the fill
handle till the mouse pointer becomes a
cross-hair.
 Click and drag to fill the succeeding cells
with the desired series. Note that the
days increment when you enter a date,
while hours increase when you input
time.
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Formatting Cells
Merge and Center
 Select a range of cells
 Click on the [Merge and Center] button

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Formatting Cells
Format Cells Dialog Box

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Formatting Cells

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Changing Column Width and Height
 Position your mouse between any two
row or column headings and wait until
the mouse shape turns into a cross bar.
Drag the mouse to change the width or
height of the cells.

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Word Bank
Spreadsheet program
Statistics
Bookkeeping
Workbook
Worksheet
Data region

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Self-Check
Answer the following questions:
 What is a spreadsheet program? What
does it do?
 Why do we need to tabulate data?
 What other uses can you think of for
spreadsheet programs?
 What is a worksheet?
 Differentiate labels and values.

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Lesson 5

Equations and Formulas in MS

Excel

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

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Inserting Columns /Rows
 Click the column/row heading where you
wish to insert the new column/row.

 Note that the new row will be placed

above the row you selected while the
new column will be placed on the left of
the column you selected.

 Click on the Insert menu

and choose Columns or Rows.
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Deleting Columns/Rows
 Select the columns/rows to be deleted
by clicking on their headings.

 Click on the Edit menu and choose

Delete. You may also choose to right-
click on the selected columns/rows and
select Delete.

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Creating Formulas
Operation Operator
Exponentiation ^
Multiplication *
Division /
Addition +
Subtraction -
Concatenation &
Equal to =
Greater than >
Less than <
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Using Equations
Formula for computing two seatworks
This formula:

A12 x A23+3
A3-17

is written as:

=(A1^2 * A2^3+3)/(A3-17)

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Using Functions
Range of Cells
C4:I4
First cell: C4
Last cell: I4

You can also mix

functions and operators
in one formula.

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Autosum
=Sum(range)

=Average(range)

=Count (range)

=Max(range)

=Min(range)

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IF Function

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Copying Formulas
Relative Cell Absolute Cell
Reference Reference

Click and drag

the small black
square at the
bottom right-
hand corner of
the first cell

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Sorting Data
Click on the Data menu
and choose Sort.
Under Sort By, click on
the pull-down arrow to
select your primary
sorting column.
If desired, select a
secondary and tertiary
sorting column.
Click [OK].

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Autofiltering Data
Click on the Data
menu and choose
Filter.
Click on Autofilter.
Click the drop-down
arrow of the column
that you wish to filter
to show the list.
Select the data that
you wish to see or
filter the selection
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Creating a Chart
Select the data you
will need for the
chart.

Click on the Insert

menu and choose
Chart or just click the
[Chart Wizard]
button on the
standard toolbar.

Select the Chart type

and Chart sub-type
desired.
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Creating a Chart
Click the [Next] button

Otherwise, you can re-

select the range of cells
for your chart by clicking
on this

You can also change the

orientation of the chart
by selecting either Rows
or Columns.

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Creating a Chart
You have many options like adding labels to your
chart. Just click on the appropriate tab to access
the options.

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Creating a Chart
Place the chart in a new worksheet along (and give
it a new name)
Or as an object in an existing worksheet

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Editing Charts
Double-click on the
area of the chart you
wish to edit. You can
also right-click to
show a shortcut menu
to select the option
you wish to edit.

A dialog box will

appear. Format as
desired and click [OK].

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Previewing the Worksheet

Click on the File menu and choose Print

Preview or click on the button on
the Standard toolbar.

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Printing the Document

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Printing the Worksheet
Click on the [File] menu and choose
[Print].

Change any desired specifications.

Click on [OK].

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Word Bank
Rule of Precedence
 exponentiation is computed before
multiplication or division in a formula,
and multiplication or division is computed
before addition or subtraction

Range of Cells
 a group of cells.

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Self-Check

Enumerate the mathematical operations

and their corresponding Excel operators.

What is the AutoSum’s function? the If’s

function?

What are the three kinds of cell

references?

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Lesson 6

PowerPoint Basics

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PowerPoint Basics
Basic Features of MS PowerPoint
Creating a presentation
 Autocontent Wizard
 Using Design templates
 Adding other items to the presentation

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PowerPoint GUI

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Creating a Presentation
AutoContent Wizard

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AutoContent Wizard

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AutoContent Wizard

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AutoContent Wizard

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AutoContent Wizard

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AutoContent Wizard

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AutoContent Wizard

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AutoContent Wizard
Styles

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Using General Templates
After opening Microsoft PowerPoint,
choose General Templates.

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Using General Templates
Choose a design template from the list
provided, then click on the [OK] button.

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Using General Templates

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Adding Pictures
Go to Insert menu.
Move your mouse over
the Picture submenu
and choose From File.

Choose a picture in
your computer by
clicking on it. Click on
the [Insert] button.

To resize a picture,
click on it and drag the
small circles around the
inserted image.
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Resizing Pictures

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Textboxes and Tables

Go to the Insert menu and choose

Textbox.

To insert a table, go to the Insert

menu and choose Tables.

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Backgrounds
You can change the background of the
slides by going to the Format menu and
choosing Background.

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Word Bank
Presentation tools

Overhead projectors

Slide projectors

Slides

Layout

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Self-Check
Answer the following questions:
 What is a presentation tool?
 Give examples of presentation tools.
 Why are presentation tools important
when introducing ideas to an audience?
 What are the advantages of Microsoft
PowerPoint over other presentation tools?

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Lesson 7

Advanced MS PowerPoint

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

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Creating Master Slides

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Adding Animation
Click on the Slide Show menu and then
choose Animation Scheme.

A panel will open on the right side of the

screen that will offer you choices.

Put a check on the AutoPreview option to be

able to view how the animation looks like.

Experiment with each by clicking on the

name of the animation scheme and see
which one is appropriate for your
presentation.

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Adding Animation

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Applying to Master Slides

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Bullets and Numbering
Bullets are created by clicking on the Format
menu and then Bullets and Numbering

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AutoShapes
To include AutoShapes in your presentation,
go to the Insert menu.

Move your mouse over the Picture submenu

and select AutoShapes. The AutoShapes
toolbar will appear.

Click on an AutoShape button and select an

item from its list.

You will notice a change in the mouse icon.

Drag the mouse on the slide area to create a
shape.

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Adding Buttons

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Action Settings

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Word Art
To insert word art, click Insert > Picture >
Word Art. A dialog box will then appear that
will let you choose a style.

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Adding Hyperlinks
Highlight the object
that you wanted to
insert a hyperlink to.

Right-click to bring
up a shortcut menu
and click Hyperlink. A
dialog box will appear
that will ask you to
insert a web address

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Adding Hyperlinks

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Reordering Slides
Open the Slide Sorter view by clicking on the
View menu and selecting Slide Sorter.

Click on a particular slide that you want to

move, hold the mouse button and then drag
the slide to put it in its new place.

On the Slides pane on the right, click on a

particular slide that you would want to move,
hold the mouse button and drag the slide to
put it in its new place.

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Previewing and Showing the Presentation
To preview and show your presentation,
press [F5].

To advance to the next slide:

 [Spacebar], [Enter], [Page Down], or simply
click
To go back to the previous slide:
 [Page Up]

To go from one slide to the next:

 Arrow keys

Press [Escape] to end the presentation.

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Printing the Presentation
Click on the File menu and then select Print
Preview.

Click on the drop down menu labeled “Print

What:” and choose the number of slides you
wish to print per sheet of paper.

Click on the printer icon labeled “Print” to

start printing your presentation.

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Word Bank
Slide Transition

Hyperlink

Slide Animation

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Self-Check
Answer the following questions:
 What is animation?
 What is a transition?
 Give three examples of transitions in
PowerPoint.
 How can rich content help enhance the
PowerPoint presentation?
 What is the action button for?

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Lesson 8

Introduction to the Internet

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

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Introduction to the Internet
Internet

 a worldwide network of computers that

allows users to access other computers
no matter how far away they are from
each other

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Connection Types
Modem

Integrated Services Digital Network

(ISDN)

Digital Subscriber Line (DSL)

Cable Internet

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The World Wide Web
Document formats in the Internet
HTML/ XHTML
XHTML sample code HTML sample code
<?xml version="1.0" encoding="UTF-8"?> <html>
<!DOCTYPE html PUBLIC "-//W3C//DTD XHTML 1.0 <head>
Transitional//EN" <title>Nifty New HTML
"http://www.w3.org/TR/xhtml1/DTD/xhtml1- document</title>
transitional.dtd"> <meta name="description"
<html xmlns="http://www.w3.org/1999/xhtml"> content="This is the coolest HTML
<head> document on the Internet.">
<title>Nifty New XHTML document</title> </head>
<meta name="description" content="This is the <body>
coolest XHTML document on the Internet." /> <img src="image.gif" height="150"
<link rel="stylesheet" type="text/css" width="40" alt="funny face">
href="stylesheet.css" />
</head>
<body>
<img src="image.gif" height="150" width="40"
alt="funny face" />

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Internet Explorer GUI

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Uniform Resource Locator
http://www.ilovetechfactors.com.ph/home/index.htm

Scheme (e.g., Protocol)

Authority (e.g., Domain Name)

Path

Filename
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Protocol
HyperText Transfer Protocol (HTTP)
 the protocol used to transfer documents across
the Web.
File Transfer Protocol (FTP)
 a protocol that allows sharing of files on the
Internet through the Client-Server Architecture.
Gopher
 a menu-based system that lets users search and
retrieve documents on the Internet.
Telnet
 a Internet protocol that lets users login to a
remote system and control the computer where
they are connected.

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Authority and Domain Name

gov Government institutions/agencies

edu Schools and other educational
institutions
org Organizations
mil Military organizations
com Commercial websites
net Network organizations

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File Transfer Protocol
ftp://USERNAME:PASSWORD@www.yoursitetoftp.com

FTP in Internet Explorer

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Telnet

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Internet Relay Chat

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Instant Messenging

MSN Messenger

Yahoo! Messenger

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E-mail

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Word Bank
Bandwidth
TCP/IP or Transmission Control Protocol/Internet
Protocol
BCC
CC
Web browser
HTML or HyperText Markup Language
XHTML or eXtensible HyperText Markup Language
Netscape Navigator
Mosaic
Client-server architecture
IP address
Domain name

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Self-Check
What are the different parts of a URL?
Are Web pages presented in exactly
the same way across different
operating systems and Web
browsers?
Discuss the different Internet
connection types.
Describe the client-server
architecture.

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Lesson 9

Using Electronic Mail

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Using Electronic Mail
Introduction to electronic mail

Using Yahoo!® Mail

 Setting up an account
 Composing an e-mail
 Organizing e-mail

How e-mail works

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Using Yahoo! Mail
Setting Up an Account

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Setting Up an Account

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Setting Up an Account

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Composing an E-mail

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Tips in Writing E-mails

Avoid writing SHOUTING messages, using ALL

CAPS
Use short paragraphs
Use blank lines between paragraphs
Avoid acronyms and contractions
Always check your spelling and grammar
Include smileys or emoticons as needed. Emoticons
are small rounded icons that express your feelings.
Smileys represent human faces when turned
sideways (e.g., :), :()

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Address Book

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Organizing E-mail

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How E-mail Works

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Word Bank
Electronic mail
E-mail client
Protocol
SMTP
POP3
IMAP
Attachments
Webmail

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Self-Check
Differentiate POP3 mail from webmail.
How do e-mail clients retrieve messages
from a server?
How are e-mail messages sent?
Give the meaning of the following acronyms:
 IMAP
 POP3
 SMTP
 DNS
Draw a diagram tracing how an e-mail
message is sent from the recipient to the
receiver.
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Lesson 10

Security and Privacy Issues

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Security and Privacy Issues
Malware
 Computer Viruses
 Worms
 Trojan Horses
 Spyware
Online Fraud
 Hacking
 Identity Theft
 Phishing
 Spam
Internet Etiquette
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Malware
computer viruses

Worms

Trojan horses

spyware

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How A Virus Spreads

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Worms
do not need to attach to other
computer files for them to spread
can spread themselves from one
computer to another
delete files, install programs, or send
documents (including copies of
themselves) to other computers on a
network
can slow down a computer network by
propagating themselves endlessly
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Trojan Horses

disguise as useful programs to trick the

user into installing them to the system
provide an entrance, or backdoor, to the
system where installed, giving control of
that system to the author of the malware
can erase, corrupt, or overwrite files
spread other programs like viruses
log keystrokes and spy on the user,
or gather information such as credit card
numbers
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Spyware

designed to gather information about

the user of the computer where it was
installed

can change the configurations of a

computer

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Online Fraud

Phishing or Spoofing
 is obtaining information, such as passwords, credit card
details, and personal identification numbers through
deception
 accomplished electronically by the use of e-mails or
instant messages, or the complete copying of a legitimate
institution’s website to fool users to unwittingly submit
sensitive information

Spam
 the general term for unsolicited messages that you
receive electronically, usually in your e-mail inbox
 may also include messages being used for phishing

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Example of Spam

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How to protect yourself from malicious attacks

When using e-mail, avoid clicking on

attachments, especially those from unknown
senders.

Always use an anti-virus program and

update the virus definition files periodically.

Steer away from peer-to-peer file-sharing

services.

Avoid installing obscure or unknown

programs, especially those from
questionable sources, like pirated discs.
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How to protect yourself from malicious attacks

If your PC is connected to the Internet,

install a firewall.

Do not give personal information (birth

dates, credit card information, passwords)
on the Web unless absolutely necessary.

Use encryption to protect sensitive files.

Passwords should be of sufficient length and

made with a mixture of alphanumeric
characters.
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Internet Etiquette
Thou shalt not use a computer to harm other
people.

Thou shalt not interfere with other people's

computer work.

Thou shalt not snoop around in other

people's computer files.

Thou shalt not use a computer to steal.

Thou shalt not use a computer to bear false

witness.
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Internet Etiquette
Thou shalt not copy or use proprietary software for
which you have not paid.

Thou shalt not use other people's computer resources

without authorization or proper compensation.

Thou shalt not appropriate other people's intellectual

output.

Thou shalt think about the social consequences of the

program you are writing or the system you are
designing.

Thou shalt always use a computer in ways that

ensure consideration and respect for your fellow
humans.

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Word Bank
Hacker
Encryption
Spam
Computer virus
Trojan horse
Phishing
Worms
Malware

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Self-Check
Describe the computer virus, Trojan
horse, and worm.
What is phishing?
How can encryption help in
maintaining privacy?
What is used by hackers to gain a
backdoor to a particular computer
system?
How can we avoid malware?

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