DESKTOP PRODUCTIVITY
SECOND EDITION
Gabriela Lee, M.A.
Alexander C. Maximo, M.A.
Stevenson Lee
Ralsley Christopher C. Ramos
Joy T. de Jesus, Jr.
Kin L. Enriquez, M.S.
Lesley Abe, M.S.
Jaime D.L. Caro, Ph.D.
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Trademark of TechFactors Inc.
Philippine Copyright 2013 by TechFactors Inc.
All rights reserved. No part of this courseware may be reproduced or copied in any form,
in whole or in part, without written consent of the copyright owner.
Third printing of the second edition, 2015
ISBN 978-971-0550-61-6
Published by TechFactors Inc.
Printed in the Philippines
Authors Gabriela Lee, M.A., Alexander C. Maximo, M.A., Stevenson Lee, Ralsley Christopher C. Ramos, Joy T. de Jesus, Jr., Kin L. Enriquez, M.S., Lesley Abe, M.S.
Series Editor Jaime D.L. Caro, Ph.D.
Cover Design Gilbert Lavides
Content and Editorial Alvin Ramirez, Frances Ibañez, and Rondi Reyes
Creatives Jiyas Suministrado, Gilbert Lavides, Regina Zapata, Sam dela Torre, Daryl Malabayabas, and Darylle Cajucom
Systems Kim Benebese, Mark Abliter, Allan Celestino, Kenneth Salazar, and Raymond Baguio
Exclusively distributed by TechFactors Inc.
101 V. Luna Road Ext., Sikatuna Village
Diliman, Quezon City
1101 Philippines
Telephone number: (632) 929 6924
E-mail address: [email protected]
Website: www.techfactorsinc.com
I.C.Topia is an independent publication and has not been authorized, sponsored, or otherwise approved by
Microsoft Corporation or any company stated herein. All other trademarks are registered trademarks of their
respective companies.
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FOREWORD
The difference between high school students who are introduced to practical
computing proficiencies and those who are not is their capacity to carry-over what
they’ve learned about information technology into college and consequently apply
them, resulting in more productivity inside and outside of the school environment.
The TechFactors I.C.Topia courseware series gives high school students the means
to make this happen with the use of the Department of Education (DepEd)
curriculum.
The I.C.Topia courseware is a complete system for learning specific skill sets in
relation to popular productivity applications used at home, the office, and in
school. Such programs—both proprietary and open source—have been selected
and highlighted in the series of books as integrated subjects in the lessons.
Each I.C.Topia book title is carefully chosen for its relevance to current trends
of use. They combine applications and defined output processes specifically for
their related aspects of use. Word processing, desktop publishing, and office
applications are the basis for the office productivity courseware; Web development
and javascripting are used for the Internet learning set; programming and database
are taken up in the software development kit; and lastly, digital photography,
videography, and project management comprise the multimedia production book.
As a server- and Internet-based courseware series, I.C.Topia gives the benefit of onthe-go-learning that’s relevant in today’s interconnected world. It serves to develop
practical know-how and adeptness in using networks during the skills-mastery
process. I.C.Topia serves to produce productive graduates in a country that grows
to be more technologically-dependent, connected, and conscious of projecting it’s
presence to the rest of the world.
Jaime D.L. Caro, Ph.D.
Series Editor
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ABOUT THE AUTHORS
Alexander C. Maximo, M.A. is a graduate of UP Diliman with a degree in Bachelor of
Arts in English Studies: Language, magna cum laude, and a Masters degree also in English
Studies, in the same institution. He has worked as a Web development consultant for several
companies and is now Project Manager of TechFactors Inc. He also teaches English for the
Professions and College English at UP Diliman. His current research interests involve new
media, blogging and the language of information technology.
Joy T. de Jesus, Jr. is currently working as a full-time anlayst/programmer at Rizal Commercial
Banking Corporation. He specializes in ATM-based and ATM-related systems. He has served
as trainor and content developer of Techfactors Inc., co-authoring the following books: Office
Productivity, IT Project Management, Java Programming By Example, Animation in a Flash,
and C++ Programming Fundamentals. He studied Computer Science major in Software
Technology at De La Salle University and pursued further studies at Mapua Information
Technology Center.
Kin L. Enriquez, M.S. studied History at the University of the Philippines and Interdisciplinary
Studies in Ateneo de Zamboanga University. He served for two terms as the editor-in-chief of
The Beacon, the student publication of Ateneo de Zamboanga. He also worked as a news writer
for Radio Veritas 846. His interests range from astronomy to computers. Kin completed his
MS in Information Management at the Ateneo de Manila University. He is also working as a
technical writer for a Fortune 500 firm.
Lesley Abe, M.S. holds the degree of Master of Science in Computer Science from the De La
Salle University. She graduated cum laude with a bachelor’s degree in Information Technology
from the Polytechnic University of the Philippines. She is an experienced educator in Computer
Science and Information Technology. She is lecturer in the University of the Philippines
Information Technology Training Center.
Gabriela Lee, M.A. graduated cum laude with a BA in English Studies: Creative Writing from
the University of the Philippines Diliman in 2005. She has been a fellow for Poetry in English
at the UP, Iligan, and Dumaguete National Writing Workshops, and received the Amelia
Lapeña Bonifacio Literary Award for her poetry and fiction. Her works have appeared in
local publications and anthologies, including The Philippines Free Press, The Sunday Inquirer
Magazine, and Philippine Speculative Fiction (Volume 1), and the anthologies A Time for
Dragons and New Philippine Poetry. She finished her MA in Literary Studies at the National
University of Singapore (NUS), under the ASEAN scholarship. She is currently residing in
Singapore.
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Stevenson Lee is a graduate of Computer Science at the University of the Philippines Diliman.
Over the past years, he has been coauthoring and editing books for high school and grade
school use while pursuing his career as a programmer and IT consultant. Fluent in English,
Filipino, Mandarin, Fookien, and conversant in Japanese and Korean, he is able to understand
the technical language of a big part of Asia. He is proficient in PC software troubleshooting and
debugging, software engineering, database management, networking, mobile programming,
affective computing, and 3D rendering and animation.
Ralsley Christopher C. Ramos has written curriculum supplements for students and magazine
articles for children, and edited dictionaries and high school textbooks. He has also worked as
a television scriptwriter and a speechwriter. In recent years he has delved into technical writing,
with companies involved in software development, wireless communications, and Web content
delivery. He majored in Political Science in UP Diliman.
Florida Valencia Ortiz graduated cum laude from the University of the Philippines Diliman
with a Bachelor of Arts degree in Philosophy. She graduated valedictorian from the Holy Rosary
Parochial Institute, Orani, Bataan in 2000. In UP, she was the organization head of the UP
Kabataang Pilosopo Tasyo (UP KAPITAS) and a member of the UP Taekwondo Club. Her
hobbies include martial arts, dancing, digital photography, and video editing. She currently
works at the UP Information Technology Training Center (UP ITTC).
ABOUT THE SERIES EDITOR
Jaime D.L. Caro, Ph.D. has more than 20 years of experience in education and research in
the areas of Computer Science, Information Technology, and Mathematics. He received the
degrees of Bachelor of Science major in Mathematics (cum laude) in 1986, Master of Science
in Mathematics in 1994, and Doctor of Philosophy in Mathematics in 1996, all from the
University of the Philippines Diliman. He spent a year as a post doctorate research fellow
at the University of Oxford from 1997 to 1998. He is presently Assistant Vice President for
Development of the University of the Philippines, Program Director of the UP Information
Technology Training Center (UP ITTC), and a professor of Computer Science in UP Diliman.
He is an honorary member of the Philippine Society of Information Technology Educators
(PSITE), President of the Computing Society of the Philippines (CSP), and a member of the
Technical Panel on Information Technology Education of the Commission on Higher Education
(CHED). Dr. Caro is a recognized expert on Complexity Theory, Combinatorial Network
Theory, Online Communities, and e-Learning.
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TABLE OF CONTENTS
Lesson 01: Productivity Tools
3
Using the Keyboard
Office Productivity Tools
The Microsoft Office GUI
Lesson 02: Processes in Word Processing
18
Starting a Word Processing Program
Typing, Erasing, and Editing Text
Find and Replace
Spelling, Grammar, and Thesaurus
Saving, Retrieving, and Printing Documents
Page Layout
Formatting Texts and Paragraphs
Previewing a Document and View Options
Lesson 03: Working with Images
25
Different Image File Formats
Resolution
Scanning Images
Image Manipulation Using Microsoft® Paint
Image Manipulation Using Microsoft® Word
Lesson 04: Design Elements in Word Processing
AutoShapes
Text Box
WordArt
Inserting Pictures
Arranging Design Elements
Formatting Elements
Lesson 05: Designing a Report
33
45
Guides to Effective Visual Communication
Creating a Report
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Lesson 06: Designing a Greeting Card
53
The Elements of Graphic Design
Guidelines in Using the Elements of Design
Making a Greeting Card
Other Graphic Design Projects
Lesson 07: Designing a Newsletter
64
The Newsletter
Publishing a Newsletter
Lesson 08: Designing an Advertisement
74
The Art of Advertising Design
Tips and Tricks in Designing Advertisements
What to Avoid
Making an Advertisement
Lesson 09: Ethics in Desktop Publishing
84
Intellectual Property Rights
Types of Intellectual Property
Publishing Ethics
Plagiarism, Piracy, and Cybercrime
Lesson 10: Data and Numbers on Spreadsheets
94
Introduction to Microsoft Excel
Working with a Worksheet
Formatting Cells
Lesson 11: Computing with Spreadsheets 104
Inserting and Deleting Columns and Rows
Mathematical Computations Using Microsoft Excel
Sorting and Autofiltering Data
Charts in Microsoft Excel
Previewing and Printing Worksheets
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Lesson 12: A Dynamic Presentation Tool
116
Basic Features of Microsoft PowerPoint
Creating a Presentation
Lesson 13: Producing an Effective Presentation
127
Creating Master Slides
Making a Dynamic Presentation
Adding Hyperlinks
Changing the Order of the Slides
Previewing and Showing the Presentation
Printing the Presentation
Lesson 14: Internet Basics 139
Introduction to the Internet
Connecting to the Internet
Services and Applications on the Internet
Lesson 15: Communicating Via E-mail
Introduction to Electronic Mail
Using Yahoo!® Mail
How E-mail Works
Lesson 16: Social Issues in Computing
150
159
Malware
Online Fraud
Internet Etiquette
Expand
167
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INTRODUCTION
This courseware introduces the students to the basics of desktop
publishing, such as designing, developing, producing, and presenting
documents. It also strives to make them proficient in using the various tools
that will increase their efficiency in doing school work – word processors to
help them prepare papers and reports, spreadsheets for problem solving and
data visualization, software for their presentation needs, electronic mail for
communication, and the Internet for research and data gathering. The general
approach is to emphasize the interoperability of the software being taught. It
also deals with social issues in computing and some of the ethical aspects of
the Internet.
LEARNING GOALS
At the end of the course, the student will be able to:
1. Learn the fundamentals of layout and graphic design.
2. Understand and practice the basics of desktop publishing.
3. Create simple publications using different desktop publishing
software.
4. Be aware of publishing ethics and guidelines.
5. Apply the integrated functions and capabilities of the Microsoft®
Office suite for presenting documents effectively.
6. Use the advanced features of office productivity software for
data processing, data visualization, presentation, electronic
communication, and research.
7. Utilize computer resources and tools in a responsible and productive
manner.
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LESSON
01
Productivity Tools
Using the Keyboard
Using the computer keyboard is different from
using a typewriter, though they look similar. For one, it
is less tiresome to use the computer keyboard compared
to a typewriter since you do not have to punch its keys as
hard as you do with typewriter keys. The keyboard also has
more keys compared to typewriters, and they can do more
than just produce letters and numbers on paper.
Parts of the Keyboard
Take a look at your keyboard. What are the things
that you notice at first glance? See how the keys are laid out?
Why do you think the keys are grouped in such manner?
At the end of this lesson, the student
will be able to:
1. Use the productivity tools
discussed.
2. Select the appropriate
productivity tool for a given task.
3. Identify and utilize the different
elements of the graphical user
interface of Microsoft Office.
4. Use proper keyboarding
techniques when using the
computer.
Function keys
Numeric keypad
Main keypad
Modifier keys
Cursor keys
First, we are going to learn about the parts of the keyboard and its layout. The keyboard
keys, as you can see in the illustration, are grouped into several sections: the main keypad, the
numeric keypad, the cursor keys, the modifier keys, and the function keys.
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Productivity Tools
First, we are going to learn about the parts of the keyboard and its layout. The keyboard
keys, as you can see in the illustration, are grouped into several sections: the main keypad, the
numeric keypad, the cursor keys, the modifier keys, and the function keys.
The main keys are placed in the main keypad. It has the most keys which are arranged
like most typewriter keys using the QWERTY pattern. QWERTY pertains to the first six letters
in the row just below the numbers. Some countries in Europe use the AZERTY or QWERTZ
pattern. Aside from letters and numbers, this set of keys also includes punctuation marks and
special keys like the Enter or carriage return key, Caps Lock key, and Spacebar key.
The numeric keypad is typically located at the rightmost side of the keyboard. It includes
the digits 0 to 9, a period or decimal point, arithmetic operation keys, and the Enter key that
also serves as the equal sign in computations.
On the top row are the function keys, labeled F1 through F12 . The functions of these
keys depend on the software currently in use. Along the same row are some keys with special
functions like the Print Screen , Scroll Lock , and Pause/Break keys. At the left of the
function keys is the Esc (escape key), normally used to interrupt or cancel an activity.
Between the main keypad and numeric keypad are the cursor keys. These keys have
small arrows on them that point towards the direction that the cursor will move to when pressed.
Located above the arrow keys are the six shortcut keys Insert , Home , Page Up ,
Page Down , Delete or Del , and End . All of them tell the cursor where to go in a
document. On some older machines, all these keys alternate in function with the number keys of
the numeric keypad.
The keyboard may also have three indicator lights usually located at the upper rightmost
corner. They light up if any of the Num Lock , Scroll Lock , or Caps Lock keys is
toggled. To “toggle” means to go back and forth, much like pressing an On/Off switch.
Modifier keys include Ctrl (control), Alt (alternate), and Shift keys. These keys
change the original output of a specific key.
In a 104-key keyboard, there are three extra keys located on the row where the spacebar
is. The first two are the
(start) keys between the Ctrl and Alt keys on either side.
The
key opens the Start menu of the Windows operating system. The other key, the
(menu) key, located to the right of the second
key, opens a pop-up menu that offers the
user additional commands.
Functions of Keys
The keys on the keyboard, when pressed, will either produce a character that corresponds
to the one printed on it, or send a command for the computer to follow. The first group, the ones
that produce characters when pressed, contain the printable characters, and the second group
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includes the modifier keys and the character control keys. Character control keys are the first 32
characters in the ASCII set. They do not represent printing characters but are used for printing
and display control, data structuring, and transmission control. Character control keys include
Backspace , Tab , Enter , and Esc .
Notice that there are two Shift keys on the keyboard. The Shift key is used to
change the capitalization of a main key. The two are positioned on opposite sides of the main
keyboard so that when you type a capital letter, you will not just use the fingers of one hand.
The same goes for the Alt and Ctrl keys. If you want to type several uppercase letters in
succession, you can turn on Caps Lock . You can toggle it to go back to typing lowercase
letters.
Some keys can be combined to give a special instruction to the computer. Examples of
these sequences are the Ctrl + Alt + Delete combination, which will restart the system (or
bring up the Windows Task Manager in Windows XP) and the Alt + F4 combination, which
forces the program you are using at the moment to end.
Certain combinations can make symbols appear. Holding down the Alt key while
pressing digits to form a number from 0 to 255 can produce characters not found on the
keyboard, such as the letter ñ or the trademark symbol (™). For example, to type the letter ñ, you
need to press and hold down the Alt while pressing the numbers 1 , 6 , and 4 in sequence
on the numeric keypad.
Proper Hand and Finger Positioning on the Keyboard
NOTE
To avoid injuries, keep your wrists up instead of resting them on the desk or the
keyboard. Place your feet flat on the floor in front of you. Sit with your back straight
supported by the back of your chair. Keep your elbows close to your sides with forearms
slanted slightly upward to the keyboard.
The key labels, size, shape, and color may be different depending on the
manufacturer and model of your keyboard.
Productivity Tools
The hands should rest lightly on the keyboard,
as shown in the picture. The left hand’s pinkie should be
positioned on the letter A , the ring finger on S , the
middle finger on D , and the forefinger on F . The right
hand’s fingers should be positioned in the same manner,
beginning with the forefinger on J , middle finger on K ,
ring finger on L , and the pinkie on semicolon ; . Both
the thumbs should be positioned on the Spacebar . No finger should be on the letters G
and H . This position is called the default or rest position. Most keyboards have recesses or raised
dots placed on the F and J keys to guide the user where to position their fingers. This is also
called the Home Row Technique.
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Productivity Tools
Your fingers should move back to the default position after striking a key. This method
is called touch typing because you train yourself to memorize the keyboard using your fingers
so that you can type without looking at the keys. All keys on the main keyboard are assigned to
the finger nearest to it on the rest position. Train yourself to strike only the keys with the correct
finger and resist going back to the “hunt-and-peck” method of typing, in which you only use two
fingers to type and you look at the keyboard to locate the keys.
Office Productivity Tools
Many computer programs related to each other are packed together. Such a collection is
called a program suite and the programs that comprise it are interrelated and complementary to
one another. Program suites were developed so that users can do away with analogous programs
used for office work. There are many program suites available to computer users. For graphics
artists and publishers, there is the Adobe Creative Suite (and, also, the CorelDraw Graphics
Suite) that includes programs for imaging, illustration, and drawing.
In addition, there is the office productivity suite. The most widely used ones are
OpenOffice.org, Corel WordPerfect Office, Sun Microsystems StarOffice, and Microsoft Office.
For this book, we will focus on Microsoft Office. This suite includes software used for word
processing, spreadsheets, presentations, database management, and electronic mail management.
The Microsoft Office Suite
The office productivity suite that we are going to study is the Microsoft
Office suite. It is composed of many application programs, including Word,
Excel, PowerPoint, Access, and Outlook. Other editions and/or versions of
Microsoft Office include other applications such as Publisher, OneNote, Groove
and Communicator. This book will only cover Word, Excel, and PowerPoint.
•• Microsoft Word is a word processing program. It is used to compose,
edit, save and print documents such as letters, brochures, and reports.
•• Microsoft Excel is a spreadsheet program. It is used to tabulate, calculate and process
data, usually numbers.
•• Microsoft PowerPoint is a presentation program used to create slides that can be
presented on the computer screen as a slideshow.
•• Microsoft Access is a relational database management program used to manage
structured data.
•• Microsoft Outlook is primarily an e-mail program. It also provides personal information
management.
•• Microsoft Publisher is a desktop publishing software that is full of templates for users to
easily create publications such as calling cards, greeting cards, etc.
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•• Microsoft OneNote is an organizing program that allows users to gather, organize, and
share data among co-workers.
•• Microsoft SharePoint Workspace is an online collaboration program. Its users can work
together even if they are from different locations and time zones.
•• Microsoft Lync is an instant messaging program. It lets users
communicate with one another on a real-time basis.
Starting a Microsoft Office Application
There are many ways to open a Microsoft Office application.
The most common way is presented here.
1. Click
.
2. Select All Programs.
3. Select the Office program you wish to open.
NOTE
There are times when the program may be located in a different location on the
Start menu. This is because the programs’ arrangement depends on your installation
settings.
The Microsoft Office GUI
Microsoft Office features a graphical user interface or GUI (pronounced as gooey). A
GUI provides a way for the user to interact with and give commands to the computer by clicking
displayed elements on the screen, like menus and icons. Each of the elements represents a task or a
group of tasks. The computer will respond to and perform a particular task based on which element
of the GUI was clicked by the user.
Screen Layout
Quick Access toolbar
Title bar
Minimize button Maximize/Restore button
Close button
Gallery
Split box
Scroll bars
Status bar
Productivity Tools
Ribbon
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Productivity Tools
COMPONENT
DESCRIPTION
Quick Access toolbar
It consists of the most frequently used commands. Any command in
the application can be added to this toolbar.
Title bar
It lists the application name and workbook/document/presentation
name. Click and drag the title bar to move the window.
Ribbon
It is the panel of tabs below the title bar. Each tab reveals groupings of
commands that are related to each other.
Gallery
It consists of groupings of related commands. Every tab in the ribbon
has a corresponding gallery.
Minimize button
It is represented by an icon with an underscore. When clicked, it
reduces the window to a button on the taskbar.
Maximize/Restore
button
The maximize button is represented by a box while the restore button
is represented by two overlapping boxes. The button changes depending
on whether the window is maximized or not. You may shift window sizes
by clicking it.
Close button
Split box (horizontal
& vertical)
It closes the window when clicked.
It is used for viewing two parts of a document simultaneously.
Scroll bars
These are used to move the screen display horizontally and vertically.
Each scroll bar comes with scroll arrows and a scroll box.
Status bar
It is the bar at the bottom of the application. It can be customized to
display or hide various status indicators.
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Fluent User Interface
Microsoft Office 2010 features
an overhauled GUI, officially known
as Fluent User Interface. The menu bar
and toolbars in older versions have been
replaced by task-specific tabs. These
tabs allow users to find the commands
that they need more easily and with
fewer mouse clicks. The Fluent User
Interface is shared by the core Office
applications—Word, Excel, and
PowerPoint. These programs also use
similar icons and keyboard shortcuts
(such as F1 for the Help window).
Pressing Alt + F pulls down
the menu. It visibly displays
the shortcut key of each item.
File Tab
The File tab has commands that let us create a new file, open a file, save a file, or print
a file. You can close the application by toggling the File tab or clicking Close in the drop-down
menu. Word, Excel, and PowerPoint have the following File tab options in common: Save, Save
As, Open, Close, Info, Recent, New, Print, Save & Send, Help, Add-Ins, Options, and Exit. Some
of these commands have sub-options.
A dialog box is a rectangular box that appears
temporarily on the screen to request information
from you by giving you options or providing you
with information you can agree to by clicking OK (or
CANCEL if you disagree). For keyboard users, you
can press Tab to select an item from the dialog box.
You will encounter a lot of dialog boxes when you use
Microsoft Office.
The Ribbon organizes all the command buttons and icons under a set of tabs. When
clicked, each tab displays a Gallery, which contains groupings of related tasks. To quickly navigate
the Ribbon, bring the mouse pointer over any tab and scroll with your mouse wheel. Double-click
the active tab to minimize the Ribbon.
Productivity Tools
Ribbon
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Productivity Tools
Word, Excel, and PowerPoint share the following tabs: Home, Insert, Review, View, and
Acrobat. But some elements are unique to each application. For example, Word has a References
tab; Excel has a Formulas tab; and PowerPoint has an Animations tab.
It all depends on what the application is meant to do. So even if Word, Excel, and
PowerPoint have common tabs, these tabs do not have identical galleries. They only share
common clusters of commands.
The Home tab contains the Clipboard, Font, and Editing groups. It has commands that
the user can apply to change the appearance of text on the screen.
NOTE
You can move and copy any object across Microsoft Office applications. This is made
possible by a system and protocol developed by Microsoft called OLE (Object Linking and
Embedding).
The Insert tab features the Tables, Illustrations, Links, and Text groups. It offers a wide
selection of elements that can be included in the file.
The Review tab includes the Proofing, Comments, and Protect groups. It presents
options for checking and marking the content.
The View tab displays the Document/Workbook/Presentation Views, Show/Hide, Zoom,
Window, and Macros groups. It has commands that control how elements are shown on the
screen.
The Acrobat tab displays the groups Create Adobe PDF, Create and Email, Create and
Send for Review, and Start Meeting.
Some commands under the tabs have drop-down arrows beside them. This means they
can be expanded to show more options.
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Quick Access Toolbar
The graphical element beside the Office button,
resting on the title bar, is called Quick Access toolbar.
It contains icons for commands that are used most
frequently.
The toolbar can be customized. Click the drop-down arrow
and select the command you want to add to the toolbar. Clicking a
checked command will remove it from the toolbar.
To add commands not displayed in the drop-down menu,
select More Commands. A dialog box listing all available commands
will appear. Select a command, then click the Add button. Click OK
when you are done.
Status Bar
The status bar displays indicators like Page Number and
Word Count, and controls such as View Shortcuts and Zoom Slider.
Right-click a blank space in the bar area to see the list of all available
options. Checked items are active and shown in the status bar—
click any of them to deactivate that option. To activate an option,
just click the item.
Common Skills
Microsoft Office 2010 has new features which make its applications easier to use. They can all be
found in Word, Excel, and PowerPoint. Developing the common skills needed to use or apply them,
therefore, will greatly enhance your office productivity.
Contextual Tabs
Productivity Tools
A contextual tab is a hidden tab that appears only when an object is selected. Like a standard
Ribbon tab, it has a gallery which houses groupings of command icons and buttons.
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Productivity Tools
There is a specific contextual tab with applicable commands for every type of object.
So, if you select a picture, the Picture Tools tab appears in the Ribbon. If you select a chart,
the Chart Tools tabs are displayed. It is possible to see more than one contextual tab at a time,
depending on the object you are working on.
Mini Toolbar
A translucent menu is automatically shown whenever text is selected. This is the Mini
toolbar. It provides quick access to the most commonly used commands for formatting text.
The Mini toolbar comes into clear view when you bring your mouse pointer over it. It
disappears when you click somewhere else.
Live Preview
Live Preview is a feature that allows you to see how formatting options change a selected
text or object, without actually applying them. Simply move the mouse pointer over an icon or
button in the gallery and the selected text or object will be temporarily formatted.
Hover from one option to another to compare different formatting attributes. Live
Preview works only when it is practicable, and does not apply to all commands in the galleries.
SmartArt
With SmartArt, you can insert preset diagrams in your document, workbook, or
presentation. There are 115 SmartArt templates to choose from. They are used to create lists,
show procedures, and explain relationships, all in a visual manner.
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The SmartArt icon can be found
under the Insert tab, in the Illustrations
group. When you click it, a dialog box
appears. It displays the name, illustration,
and description of each available diagram.
Select one and click OK to insert that
diagram. You can input text to an inserted
diagram, resize it, and format its shapes,
color, fonts, and effects.
Screen Tips
If you move your mouse pointer over any of the command icons and
buttons, a hover box will appear. This is called a screen tip. It tells you the
name of the command and what it does. The shortcut key is also given, if
there is one. Some screen tips contain an image to illustrate the command.
A screen tip also appears when you point to the small icon at the bottom right corner of
a command cluster in the gallery. This icon is called Dialogue Box Launcher—because it opens a
dialog box when you click it.
Key Tips
Key Tips are keys that are used to quickly access the command icons and buttons. They
are revealed when you toggle Alt .
Some Key Tips in the gallery are made up of two letters. In such cases, simply press the
keys in succession. Note that some Key Tips are not letters, but numbers.
Key Tips spare users from having to memorize all the traditional shortcut keys. Some
of the icons found in Word, Excel, and PowerPoint and the commands they represent follow,
together with the shortcut keys.
Productivity Tools
Key Tips are like big labels. At first, only the Key Tips for the commands in the Quick Access
toolbar, and the Ribbon tabs are displayed. To see the labels of the commands in the gallery, just
press the appropriate tab Key Tip. Then, press the correct key to execute the command.
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Productivity Tools
The following are some of the icons found in Microsoft Office and the commands they
represent, together with the shortcut keys.
File Tab Icons
(
Open
+ O )
Opens a file
(
Close
+ w )
Close a file
(
Save
+ S )
Saves the current file
F12
Saves a new file
Find
+ F )
Searches for text
Ribbon Icons
(
Spelling and Grammar
( F7 )
(
Checks for grammar and spelling
errors
(
Cut
+ X )
Cuts selected text or object
(
Copy
+ C )
Copies selected text or object
(
Paste
+ V )
Pastes contents of the clipboard on
the cursor position
Format Painter
+ Shift + C )
Formats text according to
specification by highlighting
(
Undo
+ Z )
Will undo previous actions
(
Redo
+ Y )
Repeats previous actions
Hyperlink
(
+ K )
Inserts a hyperlink in current
file
Zoom
Zooms in or out
Help
( F1 )
Opens Microsoft Office help
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DESKTOP PRODUCTIVITY
L1
SCORE
NAME:
SECTION:
DATE:
A. Match the corresponding icon to its function. Write the letter of your choice on the
blank before each number.
1. A. Searches for text
2. B. Repeats the last undone command
3. C. Creates a new file
4. D. Cuts the selected text/object(s)
5. E. Copies the selected text/object(s)
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
J. Pastes the text/object(s) last copied or cut on the clipboard
Productivity Tools
CUT THIS PAGE
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Productivity Tools
B. The keys on a computer keyboard are laid out in groups. Can you tell in which group the following keys belong?
Cursor Keys
Function Keys
Main Keypad
Modifier Keys
Numeric Keypad
_________________ 1. Equals key
_________________ 6. Caps Lock key
_________________ 2. Esc key
_________________ 7. Left Arrow key
_________________ 3. Ctrl key
_________________ 8. 9 key
_________________ 4. F8 key
_________________ 9. Spacebar key
_________________ 5. Shift key
_________________ 10. Del key
C. The Microsoft Office suite is composed of many application programs. Do you know
what each program does? Match the application on the left column with the correct description on the right. Write the letter of your answer on the blank space provided.
_______ 1. Word
a. used to create slideshows
_______ 2. Excel
b. used to exchange instant messages
_______ 3. PowerPoint
c. used to manage structured data
_______ 4. Access
_______ 5. Outlook
d. used to compose, edit, save and print letters and
reports
e. used to create publications like greeting cards
_______ 6. SharePoint Workspace
f. used to organize and share data among co-workers
_______ 7. Publisher
g. used to tabulate data
_______ 8. OneNote
h. used to send and receive e-mails
_______ 9. Lync
i. used to collaborate online
D. All programs in the Microsoft Office suite have similar interfaces. In which component of the Graphical User Interface must you go to accomplish the following tasks? Write your answer on the blank.
_______________ 1. You want to know the word count of your text
_______________ 2. You want to see the command icons and buttons of an application
_______________ 3. You want to quickly exit the application
_______________ 4. You want to know the name of a document
_______________ 5. You want to print a file
_______________ 6. You want to arrange the open windows and split the current window
into two
_______________ 7. You want to move the screen display down and to the right
_______________ 8. You want to easily access some frequently used commands
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(
Font
+ Shift + F )
Changes the font being used in the document;
changes the font of selected text
(
Font Size
+ Shift + P )
Changes the font size being used in the
document; changes the font size of selected text
Converts text to bold when activated
Converts text to italicized when activated
Converts text to underlined when activated
Aligns text/objects to the left margin
Aligns text/objects to the center
Aligns text/objects to the right margin
Justify
(
+ J )
Justifies alignment of text (aligns to both the left
and right margins)
Font Color
Changes color of text
Bullets
Inserts a bulleted list in the document
Decrease Indent
Decreases indent of objects or bulleted lists
Increase Indent
Increases indent of objects or bulleted lists
The Microsoft Office suite is composed of several programs, including
Word, Excel, PowerPoint, Access, and Outlook. It also features a graphical user
interface that makes it easier for users to interact with the program. The GUI
includes toolbars, menus, and icons.
Mastery in using the keyboard is essential for efficient word processing
tasks. The standard 104-key keyboard used by English-speaking countries has
a QWERTY keys layout. The keys are arranged in groups, which are the main
keypad, numeric keypad, function keys, and cursor keys. The keyboard also
contains indicator lights, modifier keys, and character control keys.
Productivity Tools
Bold
+ B )
Italic
+ I )
(
Underline
+ U )
(
Align Left
+ L )
(
Center
+ E )
(
Align Right
(
+ R )
(
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THIS IS A SAMPLE COPY
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