Standard Office Software

7/31/2019 Standard Office Software

1/8SPREADSHEET SOFTWARE

ONLINEEU TRAININGTHEEUROP AN UNION ON YOURDESKTOP

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2

Spreadsheet Software

What is a Spreadsheet?

- an electro nic spreadsheet is a large grid o f co lu m ns and ro w s

-a b o x w here a co lu m n and ro w intersect is called a cell

- each cell has a u niq u e address

- m o st spreadsheets lab el co lu m ns u sing letters, and ro w s u sing nu m b ers the cell at the intersectio n o f column C

and row 5 is cell C5

- the m o st co m m o nly u sed spreadsheet so f tw are is Micro so f t E x cel

- m o st spreadsheet so f tw are pro gram m es have so m e ty pe o f control panel

- the control panel

display s inf o rm atio n ab o u t the act ive cell

has a space w here the u ser can ty pe inf o rm atio n into the active cell

it display s m enu s f o r activities su ch as saving, printing and lo ading, as w ell as in so m e cases a list o f

special built-in f unctions

Spreadsheet Data

- any entry into a cell can b e 1 o f 3 po ssib le item s: a label

a number

a formula

- a label: a w o rd u sed to describ e inf o rm atio n in y o u r spreadsheet

e.g.: if y o u w anted to calcu late a b u dget f o r o f f ice ex penses, y o u w o u ld create a list o f tho se

ex penses labels

paper

pens

co m pu ter su pplies

stam ps, etc.

these w o rds describ e the nu m b ers in ano ther co lu m n o r ro w

- numbers: the actu al ex penses f o r the o f f ice su pplies

- in o rder to add u p a to tal o f all the ex penses at the b o tto m o f the list, y o u need to enter a formula: a co m b inatio n

o f cell addresses co nnected b y m athem atical sy m b o ls

e.g.: A1 + A2 + A3

Formulas

- in o rder f o r a spreadsheet to distingu ish lab els, nu m b ers and f o rm u las, m o st spreadsheet so f tw are pro gram s u se

special predef ined characters so that the u ser can specif y the dif f erence

- if y o u ty pe in a special so f tw are- def ined character su ch as = as a f irst character, the spreadsheet assu m es y o u r

entry is a f o rm u la

- the sim plest f o rm u la is o ne that m o ves the data f ro m o ne cell to ano ther

e.g.: let s say y o u entered the f o llo w ing f o rm u la in cell A1 : = S u m ( A2)

w hatever am o u nt appeared in cell A2 w o u ld also au to m atically appear in A1





- the u se o f parentheses is an im po rtant aspect o f f o rm u las

e.g.: a f o rm u la su ch as = S u m ( A1 : A1 0) w o u ld pro vide a to tal o f all the nu m b ers in cells A1 thro u gh A1 0

w hen co m b ined w ith o ther m athem atical sy m b o ls f o r divisio n, m u ltiplicatio n, and su b tractio n, a

f o rm u la co ntaining m u ltiple sets o f nested parentheses co u ld b e created

e.g. = S u m ( ( ( A1 : A1 0) * A20) A3 0)

- in o rder to create a f o rm u la co rrectly , y o u m u st k no w the o rder in w hich the m athem atical o peratio ns w ill b e

perf o rm ed b y the co m pu ter- the natural order is to perf o rm any calcu latio n invo lving

exponents f irst,

f o llo w ed b y mult ipli cation and division,

then addition and subtraction

F o rm u las can get co m plicated. In o rder to learn m o re inf o rm atio n ab o u t spreadsheet f o rm u las, y o u m ay visit either o f the

f o llo w ing w eb sites:

http: / / o f f ice.m icro so f t.co m / en- u s/ ex cel/ H P 05 2001 271 03 3 .aspx

http: / / spreadsheets.ab o u t.co m / o d/ ex celf o rm u las/ ss/ f o rm u la_ b egin.htm

Automatic Recalculations

- o ne o f the nice f eatu res o f a spreadsheet is the ab ility to recalcu late f o rm u las au to m atically if y o u change any o f

the nu m b ers in the cells inclu ded in the f o rm u la

- this recalcu latio n f eatu re is ex trem ely u sef u l f o r perf o rm ing a w hat- if analy sis

- the f eatu re allo w s y o u to b u ild w hat are so m etim es called spreadsheet templates

e.g.: if y o u create a spreadsheet to k eep track o f petty cash o r a pro j ect b u dget, o nce y o u create the

spreadsheet and the f o rm u las, y o u can go b ack and change the lab els and the nu m b ers and have a w ho le

new spreadsheet w ith a lo t less w o rk

Functions

- spreadsheets have a variety o f b u ilt- in f u nctio ns that can replace co m plicated f o rm u las

- o ne o f the sim plest is the sum function

- f u nctio ns are identif ied b y f irst ty ping either = o r @ depending o n the particu lar so f tw are and then the

f u nctio n nam e this lets the so f tw are k no w that the entry is a f u nctio n and no t a lab el

- f u nctio ns are availab le f o r m any dif f erent m athem atical, and f inancial f o rm u las

Other spreadsheet functions

TEMPLATES

- to help get y o u started , m any spreadsheets have b u ilt- in templates, w hich are pre- b u ilt spreadsheet m o dels f o r

co m m o n applicatio ns in an o f f ice su ch as b u dgets and f inancial analy sis

- b y lo ading a tem plate, y o u can edit the spreadsheet to cu sto m ise it to y o u r particu lar needs

- this can b e a great ti m e saver





SPREADSHEET MACROS

- macros are ano ther great ti m e saver

- a macrois a w ay to m inim ise repetitive k ey stro k es

- y o u can create a macro

selecting Macro f ro m y o u r spreadsheet s co ntro l panel

y o u are then ask ed to ty pe in the k ey stro k es y o u w ant to reco rd

o nce these are reco rded, y o u are ask ed to assign a sim ple k ey b o ard co m m and to trigger the m acro

m any spreadsheets co m e w ith b u ilt- in m acro s that y o u can cu sto m ise and access w ith special k ey b o ardco m m ands

F o r m o re inf o rm atio n o n spreadsheet m acro s, visit http: / / spreadsheets.ab o u t.co m / o d/ m / g/ m acro _ def .htm

WORD PROCESSING

- b asic f eatu res o f a w o rd pro cessing pro gram m e:

create do cu m ents

edit and f o rm at do cu m ents

print do cu m ents

- o ther f eatu res:

spell - check ers

sty le and gram m ar check ers

m ail- m erge f eatu res

the ab ility to sto re do cu m ents electro nically

u se o f m acro s

Mail merging

- o ne o f the m o st u sef u l b u siness- related f eatu res

-mail mergingallo w s y o u to create a single f o rm letter and to m erge it w ith a list o f nam es and inf o rm atio n tocreate individu alised letters

e.g.: y o u m ight w ant to send a perso nal letter to y o u r co lleagu es telling each o ne ab o u t y o u r o f f ice s

new plans and ideas

f irst, y o u create a do cu m ent co ntaining the nam es and addresses o f y o u r co ntacts

then, y o u create a f o rm letter w ith special sy m b o ls inserted w here o r co m m ands inserted w here the

cu sto m er s nam e and address and the greeting w o u ld no rm ally go

these special sy m b o ls o r co m m ands are determ ined b y y o u r particu lar w o rdpro cessing so f tw are

these co m m ands link the f o rm letter w ith y o u r address list so that, w hen y o u print o u t the f o rm letter, it

au to m atically pick s u p elem ents o f the list, su ch as nam e and address, and po sitio ns them in the pro per

place

the result is individualised letters by the dozens or even hundreds, while you t yped only one

- the so f tw are m anu al o u tlines the steps f o r y o u r particu lar pro gram m e

To learn re ab t Micro so t rd s mail merge f eatu re, visit the co m pany s tu to rial w eb page:

http: / / o f f ice.m icro so f t.co m / training/ training.aspx ? AssetID = R C 1 02778 1 21 03 3 & pid= C R 1 006 5 4 5 6 1 03 3

Macros

- m any w o rd pro cesso rs u tilise m acro s to help cu sto m ise and sho rten repetitive pro cesses

- a macrois a way of recording a series of keystrokes or commands and recalling them by using a single

keystroke or key combination





- m acro s can also b e created f o r a series o f co m m and cho ices f ro m a m enu su ch as tho se req u ired to select special

f o rm atting

- w o rd pro cesso rs su ch as Micro so f t W o rd call these special f o rm atting m acro s style sheets

- style sheetscan b e very helpf u l w hen the f o rm at changes o f ten w ithin a do cu m ent

- b y highlighting a particu lar b lo ck o f tex t, y o u can assign a nam e to this sty le, and it w ill b e assigned a place o n the

ru ler o r pu ll- do w n m enu , w here it can b e easily selected in the f u tu re

Mo re o n W o rd s m acro s at: http: / / w o rdpro cessing.ab o u t.co m / o d/ w o rk ingw ithm acro 1 / l/ b lm acro intro .htm

DESKTOP PUBLISHING

What is desktop publ ishing?

- desk to p pu b lishing allo w s y o u to create

b ro chu res

f l iers

new sletters

advertisem ents

and m anu als

w itho u t having to visit a print sho p.

- m any adm inistrative assistants u se desk to p pu b lishing so f tw are to create high- q u ality pu b licatio ns that can b e

printed o ne at a tim e in the o f f ice o r tak en to a lo cal print sho p f o r m ass du plicatio n

- m any desk to p pu b lishing pro gram m es have predef ined tem plates that allo w y o u to add y o u r o w n tex t and

graphics to q u ick ly cu sto m ise a pu b licatio n

- y o u can create y o u r o w n

letterhead

b u siness cards and b u siness f o rm s

- w hile it is sim ilar to w o rd pro cessing in theo ry , desk to p pu b lishing f o cu ses o n the layout of text and graphics n

a page

- so m e so phisticated w o rdpro cessing pro gram m es su ch as Micro so f t W o rd can b e u sed f o r desk to p pu b lishing

Desktop Publishing Software

- there are f ive general ty pes o f so f tw are u sed f o r desk to p pu b lishing:

w o rd pro cessing ( Micro so f t W o rd, C o rel W o rdP erf ect, etc.)

page lay o u t ( Ado b e InD esign, Q u ark X P ress, Micro so f t P u b lisher, etc.)

illu stratio n ( Ado b e Illu strato r, C o relD R AW )

pho to and im age editing ( Ado b e P ho to sho p, C o rel P ho to paint)

f o nt and im age m anagem ent u tilities ( Ado b e Ty pe Manager, B itstream F o nt N avigato r,

Thu sP lu s, iJ aak

- these pro gram m es m ak e u p y o u r desk to p pu b lishing to o lb o x

Types of Desktop Publ ishing Documents

advertising inf o rm atio n

direct m ail

ho liday m essages





identity pack ages ( b u siness cards, letterhead, envelo pes, no te cards, no tepads, R o lo dex , cards, f ax f o rm s,

cu sto m invo ices, etc.)

The Desktop Document

- w hile there are a variety o f pro cesses and pro cedu res invo lved in desk to p pu b lishing, the b asic techniq u es invo lve

six dif f erent areas:

design

-determ ine do cu m ent f o rm at and ty pe

- create ro u gh dra f ts

- select f o nts

- co nceptu alise and b rainsto rm

- select co lo u rs

- select i m ages

setup

- select a tem plate

- set u p co lu m ns and grids

- set page siz e and m argins

- set u p m aster pages

-create paragraph sty les

text

images

file preparation

printing

Graphic Formats and Their Applications

B MP S creen display in W indo w s

E P S P rinting to P o stS cript printers and im age setters. B est cho ice f o r reso lu tio n printing

o f illu stratio ns.

G IF S creen display , especially f o r the W eb . B est cho ice f o r pu b lishing illu stratio ns and screen sho ts o nline.

J P E G S creen display o n the W eb . G o o d cho ice f o r o nline pu b lishing.

P IC T S creen display o n the Macinto sh and f o r printing to no n- P o stS cript printers.

TIF rinting to stS cript printers. G d cho ice f r high- reso lu tio n printing o f im ages.

P D F ( P o rtab le D o cu m ent F o rm at) P D F f iles inclu de all the P o stS cript inf o rm atio n necessary to m ak e su re

y o u r desk to p pu b lishing do cu m ents are tru ly po rtab le.

USING POWERPOINT

What i s multimedia?

Mu ltim edia in a co m pu ter co ntex t is def ined as the integratio n o f m o re than o ne m ediu m , s u ch as

anim atio n

au dio

graphics

tex t

and video .





7

Presentat ion and Authoring Programmes

- m u ltim edia presentatio n and au tho ring so f tw are are to o ls that allo w the u ser to b ring all the m u ltim edia

co m po nents into a co herent presentatio n o r pro du ct

- w hile there is so m e o verlap b etw een presentatio n and au tho ring to o ls, a co m pariso n o f the tw o is valu ab le

Presentat ion programmes lik e Micro so f t P o w erP o int are ty pically called slide show programmes.They

are sim ple to u se and b asicall y present inf o rm atio n in a linear f ashio n, o ne slide af ter an o ther.

Authoring programmes have the distinct advantage o f allo w ing more sophisticated branching. They

also allo w nu m ero u s m edia elem ents w ith o verlay s and lo gic attached.

Using Microsoft PowerPoint

S L ID E S H O W K E Y B O AR D C O MMAN D S

< N u m b er> + E N TE R G o t o slide < n u m b er>

B , . ( perio d) B lack / u nb lack screen

W , , ( co m m a) W hite/ u nw hite screenA, = S ho w / hide po inter

S , + S to p/ restart au to m atic sho w

E S C , C TR L + B R E AK , - ( m inu s) E nd sho w

E E rase screen anno tatio ns

T se new tim e

O U se o riginal tim e

M Advance o n m o u se click

H Advance o n hidden slide

H o ld b o th m o u se b u tto ns G o to S lide

f o r tw o seco nds

Mo u se click o n space b ar Advance to nex t slide

P ress B AC K S P AC E R etu rn to previo u s slide

Planning a presentat ion

- co nsider the f o llo w ing gu idelines as y o u plan y o u r presentatio n:

Determine your goal and objectives- W hat do y o u ho pe to acco m plish? Is y o u r go al to persu ade o r m erely to inf o rm ?

- P ersu asio n m ay req u ire getting y o u r au dience em o tio nally invo lved in y o u r argu m ent, getting them to care.

- If y o u are sim ply m ak ing a repo rt, y o u m ay w ant y o u r au dience to rem ain o b j ective, clear- headed, and so m ew hat

em o tio nally detached.

- D ef ine y o u r o b j ectives. W hat to pics w ill su ppo rt y o u r thesis.

Keep it simple

- R egardless o f the pu rpo se o f y o u r presentatio n, alw ay s try to k eep it sim ple and f o cu sed.

- A sim ple, clear m essage can b e delivered w ith a greater im pact to y o u r au dience and is m o re lik ely to achieve

resu lts.





Design for f low

- O u tline y o u r co ntent in a to pical f o rm at w ith a b eginning, m iddle, and end. Try to k eep y o u r ideas f o cu sed and

o rganised to w ard a lo gical co nclu sio n.

Design for drama

- Tim ing is every thing. esign r presentatio n ith a dram atic cu rve in ind. eak r au dience s interest

to w ard the end and deliver the central co nclu sio n o f y o u r m essage w hen y o u have every o ne s f u ll attentio n.

Plan your media selection

Think and plan ahead

- If y o u plan to u se hando u ts alo ng w ith a screen o r slide sho w , co nsider w hether y o u w ant to give them o u t b ef o re

o r af ter the presentatio n. If y o u give the au dience hando u ts b ef o re the sho w , they can f o llo w alo ng, w rite no tes

directly o n the hando u ts, and have an im m ediate ref erence sho u ld they have tro u b le seeing the screen. In so m e

cases, ho w ever, saving the hando u ts till the end m ay help avo iding giving aw ay any su rprises y o u m ay have

planned.

Consider the subject matter

Consider your audience

- b o th su b j ect m atter and au dience sho u ld help y o u determ ine the to ne o f y o u r presentatio n

Consider the size of your audience

Consider the environment

Practice

Y o u can f ind a go o d nu m b er o f f u rther u sef u l tips o n the Internet f o r u sing P o w erP o int.

R ead a list o f 1 0 do s and do n ts at:

http://www.microsoft.com/smallbusiness/resources/technology/business-software/presenting-with-powerpoint-

10-dos-and-donts.aspx#Powerpointtips