ESSENTIAL MICROSOFT OFFICE 2010™ Tutorials for Teachers

Bernard John Poole Associate Professor Emeritus University of Pittsburgh at Johnstown Johnstown, PA, USA

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)

Brief 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

CONTENTS

INTRODUCTION ...... 1

I.1 THE OBJECTIVES OF THIS TEXT ...... 1

I.2 WHAT IS SPECIAL ABOUT THIS TEXT? ...... 1

I.3 WHY MICROSOFT OFFICE 2010? ...... 2

I.4 THE STATUS OF COMPUTING IN SCHOOLS ...... 2

I.5 TEACHING IS A COOPERATIVE ENDEAVOR ...... 3

I.6 ACKNOWLEDGMENTS ...... 3

REFERENCES ...... 3

Lesson 1 INTRODUCTION TO WORD ...... 4 Writing a Conference Call letter

BEFORE YOU BEGIN ...... 4

LEARNING OUTCOMES ...... 5

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

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

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

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

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

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

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

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

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

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

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

Lesson 2 MORE ON WORD PROCESSING ...... 34 Working with larger documents

LEARNING OUTCOMES ...... 34

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

2.2 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

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

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

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

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

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

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

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

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

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

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

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

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

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

LEARNING OUTCOMES ...... 83

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

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

3.3 OTHER DRAWING SHAPES ...... 93

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

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

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

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

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

Lesson 4 INTRODUCTION TO THE SPREADSHEET ...... 122 Preparing a gradebook

LEARNING OUTCOMES ...... 122

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

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

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

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

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

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

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

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

4.9 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

5.1 GETTING STARTED ...... 158

5.2 RECAPITULATION AND REINFORCEMENT ...... 158 Moving from cell to cell in the spreadsheet...... 158 More cell selection commands...... 159

5.3 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 calculation...... 164 Displaying the highest and lowest scores for each column of scores ...... 169 Locking (protecting) important cells ...... 170 Dividing the spreadsheet into panes ...... 171

5.4 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

5.5 USING THE LOOKUP FUNCTION ...... 176 The concept of the LOOKUP function...... 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

5.6 CREATING CHARTS BASED ON THE SPREADSHEET DATA ...... 185 Why charts? ...... 185 The Excel charting capability ...... 186 Creating a column chart...... 186 Creating a pie chart ...... 188

5.7 PRINTING THE UPDATED SPREADSHEET ...... 189 Selecting a section of the spreadsheet for printing ...... 189

5.8 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

6.1 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

6.2 LET’S GET PRACTICAL ...... 196

6.3 PLANNING A NEW DATABASE ...... 200 Points to ponder when planning a database ...... 200 Design guidelines for a Student Roster database ...... 201

6.4 SOME HINTS BEFORE CREATING THE DATABASE TEMPLATE ...... 202

6.5 CREATING THE DATABASE TEMPLATE ...... 205 Entering field names for the database ...... 205 Using the Lookup Wizard to specify selected values for a field ...... 207 Using an input mask to control the format for a field ...... 209

6.6 COMPLETING PREPARATION OF THE DATABASE TEMPLATE...... 212 Creating a Form for the new database ...... 212

6.7 ADDING RECORDS TO A NEW OR EXISTING DATABASE ...... 216 Creating a new database based on the Template database ...... 216 Importing a Table ...... 217 Importing a Form ...... 218 Entering the data for the records in the database document ...... 219 Adding a New Record to the database ...... 219

6.8 VIEWING THE DATA IN THE DATABASE ...... 220

6.9 UPDATING ENTRIES AND RECORDS IN THE DATABASE ...... 220 Updating the contents of a field (one item of data in a student record) ...... 220 Deleting (clearing) a record ...... 221 Deleting several records at once ...... 221

6.10 SAVING A BACKUP COPY OF YOUR WORK ...... 221

LOOKING BACK ...... 222 LOOKING FORWARD ...... 222 SKILL CONSOLIDATION ...... 222

Lesson 7 MAIL MERGE AND RELATED OPERATIONS ...... 224 Form letters and mailing labels

LEARNING OUTCOMES ...... 224

7.1 GETTING STARTED ...... 225

7.2 PREPARING THE ADDRESS LIST DATABASE ...... 226 Step 1: Select the document type ...... 227 Step 2: Select the starting document ...... 227 Step 3: Select the recipients of the form letter ...... 227 Editing the Mail Merge Recipients list...... 230 Entering the data for the remaining records in the Address List database ...... 231

7.3 CREATING THE FORM LETTER (THE FIELD TRIP NOTICE) ...... 233 Step 4: Write your form letter ...... 233 Inserting the date ...... 234 Inserting fields (placeholders) into your form letter ...... 235 Step 5: Previewing your letters ...... 237

7.4 PRINTING THE FIELD TRIP NOTICE ...... 238 Step 6: Complete the Merge ...... 238 A summary of the Microsoft Word 2010 Mail Merge features ...... 239

7.5 PREPARING MAILING LABELS ...... 239 Deciding on the data for the mailing label ...... 240 Step 1: Select the document type ...... 240 Step 2: Select the starting document ...... 240 Step 3: Select recipients...... 241 Step 4: Arrange your labels ...... 242 Step 5: Preview your labels ...... 243 Step 6: Complete the merge ...... 244

7.6 PREPARING A NEW FORM LETTER USING AN EXISTING DATABASE ...... 244 Macros ...... 245 Creating the macro ...... 246 Using the macro ...... 249 Renaming the Letter template and creating the form letter ...... 249 Pasting a chart into the letter...... 251

LOOKING BACK ...... 252 LOOKING FORWARD ...... 252 SKILL CONSOLIDATION ...... 253

Lesson 8 MORE ON DATABASE USE ...... 254 Manipulating the Data in the Database

LEARNING OUTCOMES ...... 254

8.1 GETTING STARTED ...... 254

8.2 REVIEWING THE BASICS ...... 256 Viewing the data in the database...... 256 Adding a record to the database ...... 257 Clearing a field in a record ...... 258 Deleting (clearing) a record, or a set of records...... 259 Changing the data in a field ...... 259

8.3 SEARCHING AND QUERYING A DATABASE ...... 260 Finding a single record using data from a specific field ...... 260 Finding two or more records based on data from a single field ...... 261 Filter by Selection ...... 262 Filter by Form ...... 264 Searching based on criteria from more than one field ...... 267

8.4 SORTING RECORDS ...... 268 Sorting on a single field ...... 269

8.5 CREATING REPORTS ...... 270 A word about the Access database reporting facility ...... 270 Initial definition of the layout or report ...... 270

8.6 IMPROVING THE REPORT (MAKING CHANGES) ...... 273

8.7 PRINTING REPORTS ...... 275

LOOKING BACK ...... 276 LOOKING FORWARD ...... 276 SKILL CONSOLIDATION ...... 277

Lesson 9 POWERPOINT PRESENTATIONS ...... 278 Creating Slide Shows and related teaching materials

LEARNING OUTCOMES ...... 279

9.1 SOME INTRODUCTORY THOUGHTS ABOUT PRESENTATIONS ...... 280

9.2 POWERPOINT AT WORK ...... 270 Normal View ...... 282 Slide Sorter view ...... 282 Reading View...... 282 Slide Show view...... 283 Features to look out for in the demonstration presentation ...... 283 Transition effects and text preset animations ...... 283 Inserting clip art, pictures and other media ...... 283 Buttons and hidden slides ...... 284 Timing considerations ...... 286 Acknowledgements: Always give credit where credit is due ...... 287

9.3 BUILDING THE PRESENTATION ...... 288 Preparation of the outline ...... 288 Typing the outline entries ...... 290 Switching levels ...... 293 Decreasing the level ...... 294 Adding the pictures to the slides ...... 295

9.4 ADDING BELLS AND WHISTLES TO THE PRESENTATION ...... 298 Setting timings for the slides and adding transitions...... 298 Choosing slide designs ...... 301 Design Themes ...... 301 Color Schemes ...... 302 Making the Screenbean images transparent ...... 304 Checking out the presentation ...... 306

9.6 PRINTING PRESENTATION HANDOUTS ...... 306

LOOKING BACK ...... 307 LOOKING FORWARD ...... 308 SKILL CONSOLIDATION ...... 308

Lesson 10 POWERPOINT BEYOND THE BASICS ...... 309 Making interactive, non-linear slide shows and enhancing formatting

LEARNING OUTCOMES ...... 309

10.1 ADDING ACTION BUTTONS AND HIDDEN SLIDES TO AN EXISTING PRESENTATION ...... 310 Action buttons ...... 310 Copying the Action Buttons to the other slides ...... 315 Hidden slides...... 317 Animation Schemes...... 320

10.2 INTERACTIVE POWERPOINT AT WORK ...... 322 Features to look out for in the demonstration presentation ...... 323

Action buttons and hyperlinks ...... 324

10.3 BUILDING THE PRESENTATION ...... 325 Get to know the Quick Keyboard Shortcuts ...... 327 Question and feedback slides ...... 327

10.4 MAKING THE PRESENTATION INTERACTIVE ...... 329 Duplicating and positioning the feedback slides ...... 330 Hyperlinking the answers to the appropriate slides ...... 331 Creating Action Buttons ...... 334 Forcing the user to click on an Action button ...... 336

10.5 FORMATTING YOUR PRESENTATION ...... 337 Selecting a Design Template ...... 337 Replacing fonts ...... 339 Changing the color scheme ...... 340 Tips on color choices for printing ...... 342 Applying different Design Themes to certain slides in a show ...... 343 Applying customized backgrounds to the slides ...... 343

10.6 INSERTING CONTENT ...... 344 Inserting clip art ...... 344 Inserting (importing) other pictures or pictures of your own ...... 346 Inserting sound ...... 347 Inserting video ...... 351 Inserting an E-mail hyperlink ...... 352

10.7 SOME FINAL THOUGHTS ABOUT PRESENTATIONS ...... 353

LOOKING BACK ...... 354 LOOKING FORWARD ...... 355 SKILL CONSOLIDATION ...... 355

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