ESSENTIAL Microsoft Office XP

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ESSENTIAL Microsoft Office XP: Tutorials for Teachers. Copyright © Bernard Poole, Lorrie Jackson, Rebecca Randall, 2002. All rights reserved. Dedicated to  ...
ESSENTIAL MICROSOFT OFFICE XP™ Tutorials for Teachers by

Bernard John Poole University of Pittsburgh at Johnstown Johnstown, PA with

Lorrie Jackson Lausanne School Memphis, TN and

Rebecca Randall Hodge Road Elementary School, Knightdale, NC

Copyright © Bernard Poole, Lorrie Jackson, Rebecca Randall, 2002 All rights reserved

ESSENTIAL Microsoft Office XP: Tutorials for Teachers Copyright © Bernard Poole, Lorrie Jackson, Rebecca Randall, 2002. All rights reserved

Dedicated to our families who have patiently endured our time-consuming commitment to this project

"Life begets life. Energy creates energy. It is by spending oneself that one becomes rich." Sarah Bernhardt (1844-1923)

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ESSENTIAL Microsoft Office XP: Tutorials for Teachers Copyright © Bernard Poole, Lorrie Jackson, Rebecca Randall, 2002. All rights reserved

Brief Table of Contents Table of Contents

i

Introduction

1

Lesson 1

INTRODUCTION TO WORD Writing a Conference Call letter

5

Lesson 2

MORE ON WORD PROCESSING Working with larger documents

35

Lesson 3

THE OFFICE DRAWING TOOLS

75

Lesson 4

INTRODUCTION TO THE EXCEL SPREADSHEET Preparing a gradebook

100

Lesson 5

MORE ON THE USE OF THE SPREADSHEET Making changes to existing spreadsheets

130

Lesson 6

MAIL MERGE AND RELATED OPERATIONS Form letters, data sources, and mailing labels

162

Lesson 7

INTRODUCTION TO THE ACCESS DATABASE Keeping student records

193

Lesson 8

MORE ON DATABASE USE Manipulating the data in the database

222

Lesson 9

POWERPOINT PRESENTATIONS Creating slide shows and related teaching materials

243

Lesson 10

POWERPOINT BEYOND THE BASICS Making interactive, non-linear Slide Shows

276

INDEX

235

Shortcuts: Quick Keyboard Commands (Inside back cover)

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ESSENTIAL Microsoft Office XP: Tutorials for Teachers Copyright © Bernard Poole, Lorrie Jackson, Rebecca Randall, 2002. All rights reserved

CONTENTS INTRODUCTION....................................................................................................................1 I.1

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

I.2

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

I.3

WHY MICROSOFT OFFICE XP? ...............................................................................2

I.4

THE STATUS OF COMPUTING IN SCHOOLS ........................................................3

I.5

TEACHING IS A COOPERATIVE ENDEAVOR .......................................................3

I.6

ACKNOWLEDGEMENTS ...........................................................................................3 REFERENCES ..............................................................................................................4

Lesson 1

INTRODUCTION TO WORD....................................................................................5 Writing a Conference Call letter BEFORE YOU BEGIN .................................................................................................5 A note to the instructor and students .............................................................................5

LEARNING OUTCOMES ........................................................................................................6

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1.1

OPENING AND NAMING A NEW WORD PROCESSOR FILE...............................7 Showing the Full menus and organizing the Toolbars ..................................................8 Saving the new Word document ..................................................................................10 Creating a new folder on a disk ...................................................................................11

1.2

SOME HELPFUL HINTS WHILE USING THE WORD PROCESSOR ..................12 Get to know the tools in the Toolbars..........................................................................12 Word processing is not the same as using a typewriter ...............................................12 There are two cursors you need to know about ...........................................................13 Correcting errors while entering text ...........................................................................14 Removing unwanted Returns (using the Hide/Show ¶ option)....................................15 Undoing unintended actions ........................................................................................16 Scrolling through a document......................................................................................17 Renaming a document..................................................................................................18

1.3

ENTERING AND SAVING A DOCUMENT ............................................................18 Entering the Conference Call letter .............................................................................19

ESSENTIAL Microsoft Office XP: Tutorials for Teachers Copyright © Bernard Poole, Lorrie Jackson, Rebecca Randall, 2002. All rights reserved

Shortcuts or quick keyboard commands ......................................................................20 1.4

UPDATING AND SIMPLE FORMATTING OF A DOCUMENT ...........................20 Inserting the date..........................................................................................................20 Adding text ..................................................................................................................21 Removing text..............................................................................................................22 Changing text ...............................................................................................................22 Selecting (highlighting) a block of text .......................................................................23 Changing margins and using the Word Indent Markers .............................................25

1.5

CHECKING THE DOCUMENT FOR SPELLING ERRORS ...................................28 Accessing the spelling checker ....................................................................................28

1.6

PRINTING A FIRST DRAFT OF THE DOCUMENT...............................................30 Print Preview-ing your work........................................................................................30 Running off a draft copy ..............................................................................................30 Removing your document from the printer .................................................................31

1.7

RUNNING OFF A FINAL COPY...............................................................................32

1.8

MAKING A BACKUP COPY OF THE DOCUMENT..............................................32 LOOKING BACK .......................................................................................................33 LOOKING FORWARD ..............................................................................................33 SKILL CONSOLIDATION.........................................................................................33

Lesson 2

MORE ON WORD PROCESSING .........................................................................35 Working with larger documents LEARNING OUTCOMES ..........................................................................................35

2.1

GETTING STARTED .................................................................................................36 Showing the Full Menus and organizing the toolbars .................................................36 Setting up for the tutorial .............................................................................................36 Inserting page numbers ................................................................................................37

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 fonts .............................................................................................................40 Changing the point size of text ....................................................................................41 Inserting page breaks ...................................................................................................41 Spacing before and after paragraphs............................................................................42 Using tabs ....................................................................................................................44 Selecting the style of text.............................................................................................45 v

ESSENTIAL Microsoft Office XP: Tutorials for Teachers Copyright © Bernard Poole, Lorrie Jackson, Rebecca Randall, 2002. All rights reserved

Setting the spacing between lines ................................................................................47 2.3

CUSTOMIZING BULLETS AND NUMBERED LISTS...........................................47 Numbered lists .............................................................................................................47 Bulleted lists ................................................................................................................49

2.4

INDENTING TEXT ....................................................................................................51 Adjusting (moving) the indent markers .......................................................................51 Hanging indents ...........................................................................................................52 Indenting the first line of paragraphs...........................................................................53 Using hanging indents to set off text ...........................................................................54

2.5

CREATING SECTIONS AND COLUMNS OF TEXT..............................................54

2.6

FINDING AND REPLACING TEXT.........................................................................56 Finding a text string .....................................................................................................56 Replacing a single occurrence of a text string .............................................................58

2.7

MOVING AND COPYING TEXT WITHIN A DOCUMENT ..................................60 Moving text within a document ...................................................................................60 Copying text within a document ..................................................................................61

2.8

SETTING OFF A BLOCK OF TEXT WITH A BORDER ........................................62

2.9

USING THE SPELLING CHECKER .........................................................................63

2.10

WRAPPING TEXT AROUND A PICTURE OR IMAGE .........................................64

2.11

MAKING A BACKUP COPY ....................................................................................66 LOOKING BACK .......................................................................................................66 LOOKING FORWARD ..............................................................................................67 SKILL CONSOLIDATION.........................................................................................67

Lesson 3

THE OFFICE DRAWING TOOLS .........................................................................75 LEARNING OUTCOMES ..........................................................................................75

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3.1

GETTING STARTED .................................................................................................76 Showing the Full menus and organizing the Toolbars ................................................76 Displaying the Drawing toolbar...................................................................................77 Changing the Page Orientation ....................................................................................78

3.2

DRAWING, MOVING, ROTATING, RESIZING, AND OTHERWISE EDITING SIMPLE SHAPES AND LINES ..........................................................79 Working with a drawing canvas ..................................................................................79 Drawing lines ...............................................................................................................80

ESSENTIAL Microsoft Office XP: Tutorials for Teachers Copyright © Bernard Poole, Lorrie Jackson, Rebecca Randall, 2002. All rights reserved

Working with lines and arrows ....................................................................................80 Working with rectangles and ovals..............................................................................81 Rotating objects ...........................................................................................................82 Drawing a perfect square, circle, or other geometric object........................................82 Moving drawing objects ..............................................................................................82 Resizing drawing objects .............................................................................................83 Editing (changing the shape or orientation of) straight lines or arrows ......................83 3.3

AUTOSHAPES............................................................................................................84

3.4

USING COLORS, PATTERNS, AND OTHER VISUAL EFFECTS ........................84 Colors and transparencies ............................................................................................84 Fill Effects....................................................................................................................87 Gradients ......................................................................................................................87 Textures .......................................................................................................................88 Patterns.........................................................................................................................88 Filling shapes with pictures .........................................................................................88

3.5

GROUPING, ORDERING, AND ALIGNING OBJECTS .........................................89 Grouping the drawing objects......................................................................................90 Ordering the drawing objects.......................................................................................91 Aligning the drawing objects.......................................................................................92

3.6

WORKING WITH TEXT AND WORDART.............................................................94 Using the textbox tool..................................................................................................94 Using the WordArt tool ...............................................................................................95 LOOKING BACK .......................................................................................................96 LOOKING FORWARD ..............................................................................................97 SKILL CONSOLIDATION.........................................................................................97

Lesson 4

INTRODUCTION TO THE EXCEL SPREADSHEET .......................................100 Preparing a Gradebook LEARNING OUTCOMES ........................................................................................100

4.1

GETTING STARTED ...............................................................................................101 Showing the Full menus and organizing the Toolbars ..............................................101 Some background.......................................................................................................102

4.2

HELPFUL HINTS WHILE USING THE SPREADSHEET.....................................104 A spreadsheet is a grid divided into columns and rows.............................................104 Moving around in the spreadsheet .............................................................................104 Identifying the active cell's coordinates.....................................................................105 Selecting a range (group) of cells ..............................................................................105 Location of the active (selected) cell after entering data into a cell ..........................106 vii

ESSENTIAL Microsoft Office XP: Tutorials for Teachers Copyright © Bernard Poole, Lorrie Jackson, Rebecca Randall, 2002. All rights reserved

Blanking out a cell or cells in the spreadsheet...........................................................107 Editing the data in the Entry bar ................................................................................107 Editing data after it has been entered into a cell ........................................................107 4.3

SETTING UP LABELS FOR YOUR GRADEBOOK TEMPLATE........................108 Aligning data in spreadsheet cells .............................................................................109 Entering the column and row labels ..........................................................................110 Entering "dummy" scores ..........................................................................................110 Adjusting the width of columns.................................................................................111 Changing the alignment of the column labels ...........................................................112

4.4

CREATING AND COPYING FORMULAS ............................................................113 Creating the formula ..................................................................................................113 Copying and pasting formulas ...................................................................................113 Relative references.....................................................................................................115 Filling down (copying the formula into the rest of the TOTAL column)..................115 Setting up the Percentage formula .............................................................................116 Using logical functions ..............................................................................................116 Absolute references....................................................................................................118 Setting the Cell Attribute for the PCNT column .......................................................120 Checking out the formulas .........................................................................................120

4.5

ENTERING NAMES AND SCORES FOR EACH STUDENT ...............................121 Changing the name of the template document...........................................................121 Entering the student names ........................................................................................122 Entering the scores for each student ..........................................................................122

4.6

MAKING CHANGES TO YOUR GRADEBOOK...................................................123 Adding a student to the roster (Inserting rows) .........................................................123 Inserting columns.......................................................................................................124 Deleting (cutting) rows and columns.........................................................................124

4.7

PRINTING YOUR GRADEBOOK...........................................................................125

4.8

SAVING A BACKUP COPY OF YOUR WORK ....................................................127

4.9

A WORD ABOUT TEMPLATES AND STATIONERY DOCUMENTS ...............127 LOOKING BACK .....................................................................................................128 LOOKING FORWARD ............................................................................................128 SKILL CONSOLIDATION.......................................................................................128

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ESSENTIAL Microsoft Office XP: Tutorials for Teachers Copyright © Bernard Poole, Lorrie Jackson, Rebecca Randall, 2002. All rights reserved

Lesson 5

MORE ON THE USE OF THE SPREADSHEET................................................130 Making changes to existing spreadsheets LEARNING OUTCOMES ........................................................................................130

5.1

GETTING STARTED ...............................................................................................131 Showing the Full menus and organizing the Toolbars ..............................................131

5.2

RECAPITULATION AND REINFORCEMENT .....................................................132 Moving from cell to cell in the spreadsheet...............................................................132 More cell selection commands ..................................................................................133

5.3

UPDATING AN EXISTING SPREADSHEET ........................................................134 Dividing up the spreadsheet to make it easier to read ...............................................134 Adding formulas to the spreadsheet...........................................................................135 Locking (protecting) important cells .........................................................................140 Dividing the spreadsheet into panes ..........................................................................141

5.4

MORE CHANGES TO THE APPEARANCE OF THE GRADEBOOK SPREADSHEET..................................................................................................142 Putting a border around a cell or set of cells..............................................................142 Removing Gridlines and Column and Row Headers.................................................144

5.5

USING THE LOOKUP FUNCTION ........................................................................147 The concept of the LOOKUP function ......................................................................147 Building the LOOKUP Table ....................................................................................148 Using the clipboard to copy cells from one document to another .............................149 Entering the LOOKUP function into the spreadsheet ...............................................150 Copying the LOOKUP function into the rest of the GRADE column ......................152

5.6

CREATING CHARTS BASED ON THE SPREADSHEET DATA ........................154 The concept of using charts .......................................................................................154 The Excel charting capability ...................................................................................154 Creating a bar chart....................................................................................................154 Creating a pie chart ....................................................................................................157

5.7

PRINTING THE UPDATED SPREADSHEET........................................................158 Selecting a section (block) of the spreadsheet for printing........................................158

5.8

MAKING A BACKUP COPY OF YOUR FILES ....................................................159 LOOKING BACK .....................................................................................................160 LOOKING FORWARD ............................................................................................160 SKILL CONSOLIDATION.......................................................................................160

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ESSENTIAL Microsoft Office XP: Tutorials for Teachers Copyright © Bernard Poole, Lorrie Jackson, Rebecca Randall, 2002. All rights reserved

Lesson 6

MAIL MERGE AND RELATED OPERATIONS ...............................................162 Form letters, data sources, and mailing labels LEARNING OUTCOMES ........................................................................................162 A word to the wise .....................................................................................................163

6.1

GETTING STARTED ...............................................................................................163 Showing the Full menus and organizing the Toolbars ..............................................163

6.2

PREPARING THE ADDRESS BOOK DATA SOURCE DOCUMENT.................165 Step 1: Select the document type ...............................................................................165 Step 2: Select the starting document..........................................................................166 Step 3: Select the recipients of the form letter...........................................................166 Editing the Mail Merge Recipients list ......................................................................170 Entering the data for the remaining records in the Address Book document ............170

6.3

CREATING THE FORM LETTER (THE FIELD TRIP REPORT).........................171 Step 4: Write your form letter....................................................................................171 Inserting the datw.......................................................................................................172 Inserting fields (placeholders) into your form letter..................................................173 Step 5: Previewing your letters..................................................................................175

6.4

PRINTING THE FIELD TRIP NOTICE ..................................................................176 Step 6: Complete the merge.......................................................................................176 A summary of the Microsoft Word mail merge features ...........................................177

6.5

PREPARING MAILING LABELS ...........................................................................177 Deciding on the data for the mailing label.................................................................177 Setting up the mailing labels......................................................................................177

6.6

PREPARING A NEW FORM LETTER USING AN EXISTING DATA SOURCE DOCUMENT ..........................................................................182 Macros .......................................................................................................................183 Renaming the Letter template and creating the Mid Term Report form letter 187 Using the mail merge toolbar.....................................................................................188 Pasting a chart into the letter......................................................................................189 6.7

BACKING UP YOUR DATA...................................................................................191 LOOKING BACK .....................................................................................................191 LOOKING FORWARD ............................................................................................191 SKILL CONSOLIDATION.......................................................................................192

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ESSENTIAL Microsoft Office XP: Tutorials for Teachers Copyright © Bernard Poole, Lorrie Jackson, Rebecca Randall, 2002. All rights reserved

Lesson 7

INTRODUCTION TO THE ACCESS DATABASE.............................................193 Keeping student records LEARNING OUTCOMES ........................................................................................193

7.1

AN OVERVIEW OF THE DATABASE CONCEPT ...............................................194 How is a database organized? ....................................................................................194 A reminder of the general terminology for secondary storage of data ......................195 The Access database terminology in particular.........................................................195 Showing the Full menus and organizing the Toolbars ..............................................196

7.2

PLANNING A NEW DATABASE...........................................................................199 Points to ponder when planning a database ...............................................................200 Design guidelines for a Student Roster database.......................................................200

7.3

SOME HINTS BEFORE YOU CREATE THE DATABASE TEMPLATE ............201

7.4

CREATING THE DATABASE TEMPLATE ..........................................................204 Entering field names for the database........................................................................204 Checking or entering data automatically ...................................................................206 Using an input mask to control the format for a field................................................207 Primary key or no primary key? That is the question................................................208 Completing definition of the database fields .............................................................209

7.5

COMPLETING PREPARATION OF THE DATABASE TEMPLATE ..................210 Creating a Form for the new database .......................................................................210 Rearranging the layout of a record in the Form window...........................................213

7.6

ADDING RECORDS TO A NEW OR EXISTING DATABASE............................215 Creating a new database based on the Template (Importing Objects) ......................215 Importing a Table.......................................................................................................215 Importing a Form .......................................................................................................216 Entering the data for the records in the database document ......................................216 Adding a new record to the database .........................................................................217

7.7

VIEWING THE DATA IN THE DATABASE.........................................................217

7.8

UPDATING ENTRIES AND RECORDS IN THE DATABASE ............................219 Updating the contents of a field (one item of data in a record) .................................219 Deleting (clearing) a record .......................................................................................219 Deleting several records at once ................................................................................219

7.9

SAVING A BACKUP COPY OF YOUR WORK ....................................................220 LOOKING BACK .....................................................................................................220 LOOKING FORWARD ............................................................................................220 xi

ESSENTIAL Microsoft Office XP: Tutorials for Teachers Copyright © Bernard Poole, Lorrie Jackson, Rebecca Randall, 2002. All rights reserved

SKILL CONSOLIDATION.......................................................................................220 Lesson 8

MORE ON DATABASE USE.................................................................................222 Manipulating the data in the database LEARNING OUTCOMES ........................................................................................222

8.1

GETTING STARTED ...............................................................................................223 Showing the Full menus and organizing the Toolbars ..............................................223

8.2

REVIEWING THE BASICS .....................................................................................225 Viewing the data in the database ...............................................................................225 Adding a record to the database.................................................................................226 Clearing a field in a record ........................................................................................226 Deleting (clearing) a record, or a set of records ........................................................227 Changing the data in a field .......................................................................................227

8.3

SEARCHING AND QUERYING A DATABASE ...................................................228 Finding a single record using data from a specific field............................................228 Finding two or more records based on data from a single field ................................229 Filter by Selection......................................................................................................229 Filter by Form ............................................................................................................231 Searching based on criteria from more than one field ...............................................232

8.4

SORTING RECORDS...............................................................................................233 Sorting on a single field .............................................................................................234

8.5

CREATING REPORTS.............................................................................................235 A word about the Access database reporting facility................................................235 Initial definition of the layout or report .....................................................................235

8.6

IMPROVING THE REPORT (MAKING CHANGES)............................................239 A word about where Access saves your Tables, Forms, and Reports.......................241

8.7

PRINTING REPORTS ..............................................................................................241 LOOKING BACK .....................................................................................................241 LOOKING FORWARD ............................................................................................242 SKILL CONSOLIDATION.......................................................................................242

Lesson 9

POWERPOINT PRESENTATIONS ......................................................................243 Creating Slide Shows and related teaching materials LEARNING OUTCOMES ........................................................................................243

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ESSENTIAL Microsoft Office XP: Tutorials for Teachers Copyright © Bernard Poole, Lorrie Jackson, Rebecca Randall, 2002. All rights reserved

9.1

SOME INTRODUCTORY THOUGHTS ABOUT PRESENTATIONS..................244

9.2

POWERPOINT AT WORK ........................................................................................245 Showing the Full menus and organizing the Toolbars ..............................................245 Features to look out for in the demonstration presentation .......................................249

9.3

BUILDING THE PRESENTATION.........................................................................252 Preparation of the outline...........................................................................................252 Typing the outline entries ..........................................................................................253 Switching levels in an outline....................................................................................255 Adding the pictures to the slides................................................................................257

9.4

ADDING BELLS AND WHISTLES TO THE PRESENTATION ..........................260 Setting timings for the slides and adding transitions .................................................260 Choosing slide designs...............................................................................................261 Making the images transparent ..................................................................................265 Checking out the presentation....................................................................................265

9.5

ACTION BUTTONS AND HIDDEN SLIDES.........................................................265 Action Buttons ...........................................................................................................265 The Acknowledgments slide......................................................................................269 Hidden slides..............................................................................................................269 Changing an Action Buttons colors and effects.........................................................272

9.6

PRINTING PRESENTATION HANDOUTS ...........................................................273 LOOKING BACK .....................................................................................................274 LOOKING FORWARD ............................................................................................274 SKILL CONSOLIDATION.......................................................................................274

Lesson 10

POWERPOINT BEYOND THE BASICS ..............................................................276 Making interactive, non-linear Slide Shows LEARNING OUTCOMES ........................................................................................276

10.1

INTERACTIVE POWERPOINT AT WORK............................................................277 Showing the Full menus and organizing the Toolbars ..............................................278 Features to look out for in the demonstration presentation .......................................279

10.2

BUILDING THE PRESENTATION.........................................................................282 Preparation of the Outline..........................................................................................282 Question and feedback slides.....................................................................................284

10.3

MAKING THE PRESENTATION INTERACTIVE ................................................286 Duplicating and sorting the feedback slides ..............................................................286 Hyperlinking the answers to the appropriate slides ...................................................287 Creating Action Buttons ............................................................................................289 xiii

ESSENTIAL Microsoft Office XP: Tutorials for Teachers Copyright © Bernard Poole, Lorrie Jackson, Rebecca Randall, 2002. All rights reserved

10.4

FORMATTING YOUR PRESENTATION ..............................................................292 Selecting a Design Template .....................................................................................292 Replacing fonts ..........................................................................................................293 Changing the color scheme........................................................................................293 Tips on color choices for printing..............................................................................297 Applying different Design Templates to just certain slides in a show ......................297 Applying customized backgrounds to the slides........................................................298

10.5

INSERTING CONTENT...........................................................................................298 Inserting Clip Art .......................................................................................................300 Inserting (Importing) other pictures or pictures of your own ....................................301 Inserting sound...........................................................................................................302 Inserting video ...........................................................................................................303 Inserting Email...........................................................................................................304

10.6

SOME FINAL THOUGHTS ABOUT PRESENTATIONS .....................................304 LOOKING BACK .....................................................................................................305 SKILL CONSOLIDATION.......................................................................................306

INDEX...................................................................................................................................307 Microsoft Office Shortcuts: Quick keyboard commands (inside back cover)

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