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BRANCH: Centre for e-Innovation

icttraining@westerncape.gov.za

Tel: +27 21 900 7111/7003

1st Floor, Media Building, CTLI premises

New Nooiensfontein Road, Kuils River, 7580

www.capegateway.gov.za

INTERMEDIATE AND ADVANCED

(FACE-TO-FACE TRAINING)

MS WORD

Word 1 - Creating professional documents in MS Word

Customise your document structure according to your preferred settings:

a. Grammar and Spelling b. Auto Correcting c. Auto Format d. Document Properties e. Creating Templates

Enhance a document:

a. Page and section breaks b. Columns and column breaks c. Hyperlinks d. Paste Link (e.g. dynamic spreadsheet inserted into word processor) e. Page numbering f. Multi-level list numbering g. Headers and footers

COURSE OUTLINES

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Insert and format graphics:

a. Photographs b. Clipart c. Text Boxes and captions d. AutoShapes e. 3D-Features

Prepare a document for distribution:

a. E-mail or save as .pdf b. Protecting a document (Restrict editing) c. Mark as final (read only)

Word 2 - Enhancing documents in MS Word

Working with tables:

a. Format tables b. Use formulas in tables c. Convert text to tables and tables to text

Inserting and formatting SmartArt:

a. SmartArt (visually communicate information, e.g. organisational charts, process diagrams, etc.)

Collaborative editing (Not sharing on SharePoint):

a. Reviewing a document b. Tracking c. Comments d. Compare and combine multiple documents

Insert, re-use or refer to pre-formatted text in a document:

a. Quickparts b. Bookmarks and cross reference c. Captions

Enhancement Extras:

a. Work with style sheets b. Insert a Table of contents

Word 3 - Using stylesheets and table of content in MS Word a. Defining a style b. Formatting pane (only show how to switch it on to view) c. Style pane & Style pane options

• New Styles

• Style Inspector

• Style Manager d. Style types

• Paragraph

• Character

• Linked (Paragraph and character)

• Table

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• List e. Changing/modifying styles

▪ The Modify Style dialog box

• Add to Quick Style List

• Automatically update

• Only for this document/New documents based on this template f. Creating a new style for a template g. Deleting styles h. Normal styles (template) i. Copying a style from one template to another (open Manage styles dialog box .. click on

Import/Export) j. Working with outlines

• Formatting text with an outline k. The navigation pane

• Thumbnails l. Tables of contents and figures

• Table of contents

• Insert Captions

• Table of Figures

• Updating Table of Contents and Figures m. Indexes n. Footnotes and endnotes o. Bookmarks and cross-references

Word 4 - Automated forms and mail merge in MS Word

Mail Merge in MS Word

a. Understanding Mail Merge

b. Creating the Main Document

c. Creating Labels

d. Printing:

• Printing Labels

• Printing Multiple Labels for a Single Address

• Printing Single Envelopes

e. Creating a Data Source/ Specifying a Recipient List

f. Inserting Merge Fields

g. Merging the Data Source (Recipient Lists and Form Letters)

h. Sorting and Filtering Records

i. Generating Mailing Labels

j. Creating Envelope Documents from a Recipient List

k. Merging Outlook Contacts

Forms in MS Word

An Introduction to Forms

a. What is a Form?

b. Planning and Creating a Form

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c. Inserting Informational Fields

d. Locking/Unlocking Field Codes

e. Laying out a Simple Form

Creating Forms

a. Understanding Content Controls

b. Inserting Text Controls

c. Inserting a Picture Control

d. Inserting List Controls

e. Inserting a Date Picker Control

f. Inserting a Building Block

g. Gallery Control

h. Inserting Legacy Form Fields

i. Adding Help Text to Legacy Form Fields

j. Protecting Forms

k. Creating a Fill-In Field

Advanced Table Techniques for Forms

a. Modifying the Table Layout

b. Positioning Tables

c. Applying a Table Style – Review Creating

d. Bookmark

e. Using Formulas

f. Creating Decimal Tabs in Table Cells

g. Creating an Ask Field

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MS EXCEL

Excel 1 - Getting started with MS Excel

Getting Started with Excel

a. An overview of the screen, navigation and basic spreadsheet concepts b. Understanding workbooks, worksheets, rows, columns, cells c. Various selection techniques d. Explore the User interface and the Ribbon e. Navigate and Select in Excel f. Obtain Help

Entering and editing data

a. Entering, Editing and Deleting Text b. Data Types (Numbers, dates, etc.) c. Moving and Copying Data d. Hiding and Un-hiding Rows & Columns e. Saving and updating workbooks

Modifying a Worksheet

a. Move & Copy data between cells b. Fill cells with series of data c. Edit cell data d. Insert and Delete cells, Columns and Rows e. Go to cell data f. Inserting, Deleting, Moving, and Copying sheets g. Spell check a Worksheet h. Using navigation techniques

Creating and Editing Formula

a. Concept of Formula b. Creating Formula, Editing Formula c. Mathematical Order d. AutoSum e. Copying Formulas f. Using Functions (Sum, Average, Max, Min, Count, CountIf)

Formatting and Proofing

a. Formatting cells with Number formats, Font b. Formats, Alignment, Borders and Patterns c. Formatting Rows and Columns d. Basic Conditional formatting e. Copying and Clearing formats f. Working with Styles g. Spell Check, Find, Replace and AutoCorrect

Printing Workbook Contents

a. Print Workbook Contents Using Default b. Print Options

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c. Create a Header and a Footer d. Set Page Margins e. Change Page Orientation f. Printing a Selection

Excel 2 - Formulae and functions in MS Excel

Basic Statistical, Logical and Mathematical Formulae

a. Totals & Sub Totals b. Substitute c. IF-functions d. 3-D sum e. Count Functions f. Name Ranges g. Absolute & Relative values h. Error checking

Basic Data functions

a. Goal Seek b. What-If Analysis c. Scenario Management

Excel 3 - Manipulating data with MS Excel Sanitising Data:

a. Making Data Consistent b. Using Correct Data Types c. Find and Replace d. AutoFill e. Sort and Filter f. Text-to-Column g. Concatenate (to join information from separate fields into one cell)

Ways to manipulate data: a. Data Validation b. Conditional Formatting c. Paste Special – Link, Formulas, Values, etc. d. Transpose (used to transfer data located in a row into a column or vice versa) e. VLOOKUP and HLOOKUP (to quickly retrieve individual records from large lists)

Excel 4 - View and review data in MS Excel

Pivot tables and charts:

a. PivotTable wizard and layout b. PivotTable options and functions c. Special features in Pivot Charts

Reviewing a document:

a. Sharing (not SharePoint) b. Tracking

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c. Compare and combine multiple documents d. Protection and locking cells e. Comments

Prepare for distribution:

a. E-mail or save as .PDF b. Mark as final (read only) c. Encryption

Excel 5 - Using PowerView, PivotPivot and PowerQuery in Excel a. Inserting Pivot Tables b. Inserting Pivot Charts c. Inserting Slicers d. Using Spark lines e. Generating Summary Reports f. Inserting Calculated Fields g. Using the GetPivotData formula h. Using Power Pivot i. Using Power Query j. Using Inquire k. Inserting Measures l. Inserting KPI’s (Key Performance Indicator)

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MS OUTLOOK

Outlook 1 - Getting started with MS Outlook

a. Outlook window

b. Send, receive, reply and forward messages

c. Attachments – sending, forwarding, inserting, compressing, saving and previewing

d. Message options: Delivery, delayed e-mail, specify reply address, delivery and

read receipts

e. Junk e-mail management

f. Search folders

g. Printing messages

h. Working with contacts (management of contacts, contact groups)

i. People pane

Outlook 2 - Organising with MS Outlook

Tasks

a. · creating and deleting

b. · editing and adding a recurring task

c. · view and marking as completed

d. · management of tasks – assigning, accepting and declining

e. · task status reports

f. · tracking a task

Appointments and events -

a. · Creating and sending

b. · Modifying appointments

c. · Adding an event

Calendar -

a. · Different views

b. · Shortcuts

c. · Customising

Meeting requests -

a. · Sending, reading and accepting

b. · Scheduling, declining and adding recurring meetings

c. · Propose a new time

d. · Managing meetings – add or contacting attendees, cancelling a meeting

Customising messages –

a. · Themes

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b. · Message stationery

c. · Modify e-mail options

d. · Signatures

e. · Using an electronic business card

f. · Voting buttons

g. · Out-of-office messages

Outlook 3 - Optimising MS Outlook

Quick steps

a. Using quick steps

b. Configuring quick steps

c. Creating a quick step

Address books

a. Viewing address books

b. Creating a contact folder and storing a contact in it

c. Importing contact data from MS Excel

Working with folders (public folders)

a. Creating a public folder

b. Managing folder permissions

c. Posting an item to a public folder

d. Editing an item to a public folder

e. Deleting an item in a public folder

f. Deleting a public folder

Managing rules and alerts

a. Creating a rule

b. Observing a rule in action

c. Turning off and deleting a rule

d. Creating a custom rule

e. Testing a custom rule

f. Manage alerts

Archiving mail

a. Archiving mail messages to a local file

b. Opening an archive file

c. Archiving mail messages to a file automatically

d. Archiving to the archive mailbox

The Notes and Journal folders

a. Recording information with notes

b. Creating and modifying notes

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c. Forwarding notes

d. Customising notes

e. Assigning a contact to a note

Tracking activities with a journal

a. Configuring the journal to record entries automatically

b. Creating activities that will be recorded in the journal

c. Viewing journal entries

d. Creating a journal entry manually

e. Opening a journal entry and the item it refers to

f. Noting work performed with a journal entry

Mail merges and templates

a. Importing contacts to use in a mail merge

b. Creating a mail merge

c. Inserting a merge field

d. Sending a merged message

e. Creating an email template

f. Showing the developer tab

g. Sending a message based on a template

h. Adding a field code to your template

Account settings

a. Delegate access (sending email on someone’s behalf)

b. Manage mobile notifications

Synchronise MS Outlook contacts and calendar with mobile phone

(bluetooth)

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MS POWERPOINT (PRESENTATION SKILLS)

Ppoint 1 - Presentation Skills: Fundamentals of MS PowerPoint

The PowerPoint Window:

a. Opening and Running a Presentation b. Examining the Environment c. Observing Views d. Zoom in/out on a slide e. Closing a presentation

Getting Help in PowerPoint

a. Using Help

New Presentation

a. Creating a New Presentation b. Entering Text on a Slide c. Adding / Editing Slides

Rearranging and Deleting Slides

a. Rearrange Slides in Normal / Slide Sorter View b. Deleting slides in Slide Sorter View

Using Slides from other Presentations

a. Insert Slides from another Presentation

Formatting Text

a. Formatting Text – Bold, Italic, Font Type, Font Size, Font Colour, etc.. b. Using the Format Painter c. Changing Bullet Styles d. Create a Numbered List

Modifying Text

Find and Replace Text

a. Cut & Paste / Drag Text b. Copy Text to another Slide c. Using the Clipboard Pane

Formatting Paragraphs

a. Apply Paragraph Formatting

Adding Shapes

a. Adding a Shape b. Using Drawing Tools c. Changing an Object’s Shape

Using Text in Objects

a. Adding Text to an Object b. Formatting Text on an Object

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c. Create a Textbox d. Formatting a Textbox

Working with graphics

a. Formatting Text b. Formatting Text – Bold, Italic, Font Type, Font Size, Font Colour, etc.. c. Using the Format Painter d. Changing Bullet Styles e. Create a Numbered List f. Modifying Text g. Find and Replace Text h. Cut & Paste / Drag Text i. Copy Text to another Slide j. Using the Clipboard Pane k. Formatting Paragraphs l. Apply Paragraph Formatting

Using Tables

a. Adding a Table b. Modifying a Table c. Formatting a Table d. Adding Images to a Table

Modifying Presentations

Templates and Themes

• Creating a Presentation from a Template

• Changing the Design Themes

Transition and Timings

• Setting Transition for individual Slides

• Setting Transition for Presentation

• Add Timings to a Slide Show

• Rehearse Slide Show Timings

Speaker Notes

• Add Speaker Notes

• Add Header / Footer to Notes

• Slide Show

• Set Up Slide Show for Speaker

• Set Up Slide for Kiosk Mode

Ppoint 2 - Presentation Skills: Enhanced Slideshow Techniques a. Master Slides – setting Background with Corporate colours

b. Action Buttons – creation of links to slides

c. Graphs: Linking graphs in MS Excel to MS PowerPoint

d. Custom Animations – setting custom paths

e. Video editing – setting loops and timing

f. Importing: MS Word to MS PowerPoint

g. Hyperlinks and Embedding of objects

h. Mail merge - via MS Word and MS Excel to MS PowerPoint

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MS PUBLISHER

Publ 1 - Desktop publishing fundamentals in MS Publisher a. Overview

b. Customise existing templates

c. View Options

d. Formatting text

e. Start own publication

f. Frames

g. Text and Graphics

h. Working with pages

i. Preparing for printing

j. The interface

k. The File Tab (backstage)

l. The Ribbon

m. Navigation Pane

n. Using help

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ONENOTE

OneNote 1 – Getting started with OneNote

Open and Close OneNote, Understand the Interface

a. Opening OneNote

b. Understanding the Interface

c. Using the Backstage View

d. About the OneNote Icon

e. Docking OneNote

f. Closing OneNote

Working with Notebooks

a. Understanding Your Notebook

b. Creating a New Notebook

c. Saving Notebooks

d. Searching Content in the Notebooks

e. Closing Notebooks

f. Opening Notebooks

Working with Pages and Sections

a. Adding Pages

b. Adding Sub-Pages

c. Moving, Renaming, and Deleting Pages

d. Using the Templates Pane

e. Adding Sections

f. Adding Section Groups

g. Working with Sections and Section Groups

Your First Notebook

a. Typing Text

b. Handwriting Text

c. Using Copy and Paste

d. Adding Extra Writing Space

e. Using the Formatting Toolbar

f. Applying Styles

g. Using the Font Task Pane

h. Aligning Text

Adding Objects to Your Notebook

a. Creating Lists

b. Creating Tables

c. Inserting Pictures

d. Inserting Screen Clippings

e. Researching in OneNote

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Basic Editing Tasks

a. Using the Page Setup Group

b. Resizing Objects

c. Moving Objects

d. Using Undo and Redo

e. Checking Your Spelling

Advanced OneNote Objects a. Using the Calculator

b. Using OneNote with Outlook Tasks and Meetings

c. Inserting Audio

d. Inserting Video

e. Attaching Files

Drawing in OneNote

a. Drawing Shapes

b. Selecting Shapes

c. Formatting Shapes

a. Rotating Shapes

b. Using the Eraser

Managing Notes

a. Tagging Notes

b. Using the Unfiled Section

c. Using History

d. Linking Like a Wiki

Adding the Finishing Touches

a. Time Stamping Items

b. Using OneNote Views

c. Password Protecting Your Notebook

d. Using OneNote Backups

e. E-Mailing Your Notes

f. Printing Your Notes