1 Skills Lab # 4 Microsoft Word Microsoft Excel Microsoft Power Point Tips Shortcuts Help

2 Menus and Toolbars The drop down menus in MS Office display only the commands you have recently used. To view all options in each menu, you must click the double arrows at the bottom of the menu. The images to the right show the Format menu collapsed (left) and expanded (right) after the double arrows at the bottom of the menu were clicked. Each menu item will display a drop down menu when clicked on.

3 Menus and Toolbars Shortcut Menus These features allow you to access various MS Office commands faster than using the options on the menu bar. View shortcut menus by right- clicking with the mouse. The options on this menu will vary depending on the element that was right- clicked.

4 Menus and Toolbars Toolbars Many toolbars displaying shortcut buttons are also available to make editing and formatting quicker and easier. Select View|Toolbars from the menu bar to select the toolbars. Standard, Formatting and Drawing are commonly used toolbars. Customize allows you to add / subtract icons to any toolbar.

5 Help Choose Help from the Menu Bar Help works the same in all three office applications.

6 Help Contents Click the Contents tab Drill to topic

7 Help Answer Wizard Click the Answer Wizard tab. Enter question Click search and select topic

8 Help Index Click the Index tab, enter keyword and select topic

9 Microsoft Word Screen Layout

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11 Microsoft Word Possible Uses Customer letters, use template for letter head Objectives or goal setting Mid year and year end reviews Completing PS 991, KSAs, Training Forms Create templates for local forms, union forms etc. Create FAX cover sheets from templates Mailing labels, envelope addressing

12 Steps: 1 File – New 2 General Templates 3 USPS Tab USPSFX6F.DOT USPSLTRF.DOT Tips on Templates USPS letter head, FAX cover sheet

13 Tips on Working with Text Typing and Inserting Text Desired Action: I want to move to?Keystroke / Short Cut Beginning of the lineHOME End of the lineEND Top of the documentCTRL+HOME End of the documentCTRL+END Selecting Text SelectionTechnique Whole worddouble-click within the word Whole paragraphtriple-click within the paragraph Several words or linesdrag the mouse over the words, or hold down SHIFT while using the arrow keys Entire documentchoose Edit|Select All from the menu bar, or press CTRL+A Use the BACKSPACE and DELETE keys on the keyboard to delete text. Backspace will delete text to the left of the cursor and Delete will erase text to the right. To delete a large selection of text, highlight it using any of the methods outlined above and press the DELETE key. Deleting Text

14 Tips on Working with Text Formatting Text The formatting toolbar is the easiest way to change many attributes of text. If the toolbar as shown below isn't displayed on the screen, select View|Toolbars and choose Formatting. Font Size - Click on the white part of the font size box to enter a value for the font size or click the arrowhead to the right of the box to view a list of font sizes available. Select a size by clicking on it once. A font size of 10 or 12 is best for paragraphs of text. Font Style - Use these buttons to bold, italicize, and underline text.

15 Formatting Text Continued Alignment - Text can be aligned to the left, center, or right side of the page or it can be justified across the page. Numbered and Bulleted Lists – Options used to create Lists. Increase/Decrease Indent - Change the indentation of a paragraph in relation to the side of the page. Outside Border - Add a border around a text selection. Highlight Color - Use this option to change the color behind a text selection. The color shown on the button is the last color used. To select a different color, click the arrowhead next to the image on the button. Text Color - This option changes the color of the text. The color shown on the button is the last color chosen. Click the arrowhead next to the button image to select another color.

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17 Microsoft Excel Possible Uses Track overtime, sick leave, training, workload Create schedules Create conversion program. Feet to pieces. Calculate estimated office time. Create local forms. Chart performance or other tracking indicators.

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19 Microsoft Excel Adding Worksheets, Rows, and Columns  Worksheets - Add a worksheet to a workbook by selecting Insert|Worksheet from the menu bar.  Row - To add a row to a worksheet, select Insert|Rows from the menu bar, or highlight the row by clicking on the row label, right-click with the mouse, and choose Insert.  Column - Add a column by selecting Insert|Columns from the menu bar, or highlight the column by click on the column label, right- click with the mouse, and choose Insert.

20 Microsoft Excel Resizing Rows and Columns Drag the line below the label of the row you would like to resize. Resize a column in a similar manner by dragging the line to the right of the label. Click the row or column label and select Format|Row|Height or Format|Column|Width.

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31 Microsoft Excel Printing tips

32 Microsoft Excel Printing tips Or go to File- Print and use the print options

33 Microsoft Power Point

34 Microsoft Power Point Possible Uses Preparing and presenting presentations Create signs

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37 Microsoft Power Point The formatting features are very similar to MS Word. Power Point allows you to insert charts, pictures and clip art similar to MS Word and Excel.

38 Microsoft Power Point Design Tips Use contrasting colors for the text and the background. Use font size large enough to be seen from the back of the room where the presentation will be held. A font size of 24-point or larger is recommended. Use short phrases and sentences to convey your message. Avoid cluttering the slides with too much text or graphics. Keep text simple and easy to read by not using many different text effects such as bold, italics, underlining, larger font size for emphasis within a sentence, or a different font all on the same slide.

39 Key Board Short Cuts Keyboard shortcuts can save time and the effort of switching from the keyboard to the mouse to execute simple commands. A more complete list of MS Office shortcuts are included in your handouts. Many key board short cuts are same across all MS Office products.

40 Other Resources Gov Online Learning Center Many free tutorials for MS Office and other applications for government employees Other free tutorials on the Web PEDC