Executive Admin Assistant Perform Advanced Computer Software Operations A D J U T A N T G E N E R A L S C H O O L May 2019 Executive Admin Assistant

Terminal Learning Objective A C T I O N Perform Advanced Computer Software Operations C O N D I T I O N S T A N D A R D

Terminal Learning Objective A C T I O N C O N D I T I O N Classroom environment with access to a computer with internet access, Microsoft Office software, and a printer. S T A N D A R D

Terminal Learning Objective A C T I O N C O N D I T I O N Complete all of the following computer-based training Microsoft Office® lessons without error: 1. Word 2. Excel 3. PowerPoint Learning Domain: Cognitive - Apply S T A N D A R D

Microsoft Word – Mail Merge Mail merge is a process to create personalized letters, pre-addressed envelopes or mailing labels. Mail merge allows you to perform mass mailings from a form letter (Word document) which contains fixed text and variables.

Microsoft Word – Select Document Type

Microsoft Word – Select Recipients Select Data Source from list

Microsoft Word – Match Fields (1/2) Data Source for Mail Merge Match Fields dialogue box The Data Source is opened besides the Match Fields dialogue box for explanation purposes only

Microsoft Word – Match Fields (2/2) Inserted Merge Fields within the Main Document To, «Suffix»«First Name»«Last Name» «Residential_Address» «City_»«State»«Postal Code»

Microsoft Word – Mail Merge Print

1. What is Mail Merge

1. What is Mail Merge A process to create personalized letters, pre-addresses envelopes or mailing labels. It can create mass mailings from a form letter, - a word document processing document which contains fixed text and variables.

Question A Answer B Answer C Answer D Answer 2. How can you use Mail Merge as an Executive Admin Assistant?

2. How can you use Mail Merge as an Executive Admin Assistant? Question A Answer B Answer C Answer D Answer Create personalized letters and pre-addressed envelopes or mailing labels mass mailings from a form letter. 2. How can you use Mail Merge as an Executive Admin Assistant? Create personalized letters and pre-addressed envelopes or mailing labels mass mailings from a form letter.

3. What are the typical data sources used for Mail Merge?

3. What are the typical data sources used for Mail Merge? A spreadsheet or database which has a field or column for each variable in the template.

Question A Answer B Answer C Answer D Answer 4. How can you take Microsoft Word and incorporate it into your normal business practices?

Question A Answer B Answer C Answer D Answer Create personalized letters and pre-addressed envelopes or mailing labels mass mailings from a form letter. 4. How can you take Microsoft Word and incorporate it into your normal business practices? Answers based upon OE.

PRACTICAL EXERCISE 1 You may use all notes and handouts You have 60 minutes to complete the PE. Turn in PE and take a break.

Microsoft Excel – Why a Spreadsheet? A spreadsheet is the computer equivalent of a paper ledger sheet. It consists of a grid made from columns and rows. It is an environment that can make number manipulation easy.

Excel Spreadsheets Letters denote a column’s location. ex: column c

Excel Spreadsheets Numbers denote a row’s location. ex: row 1

Excel Spreadsheets Cells are denoted by the column and the row. ex: cell A1

Excel Spreadsheets – Basic Match A1 (column A, row 1) = 5 A2 (column A, row 2) = 7 A3 (column A, row 3) = 8 B1 (column B, row 1) = 3 B2 (column B, row 2) = 4 B3 (column B, row 3) = 6 OPERATION SYMBOL CONSTANTS REFERENCE RESULT Multiplication * = 5 * 6 = A1 * B3 30 Division / = 8 / 4 = A3 / B 22 Addition + = 4+ 7 = B2 + A2 11 Subtraction -

Excel Spreadsheets – Basic Rules All Excel formulas start with an equal (=) sign. This tells Excel that it is a formula. The answer to the formula displays in the cell into which the formula is entered. 02 01

Excel Spreadsheets – Basic Rules All Excel formulas start with an equal (=) sign. This tells Excel that it is a formula. The answer to the formula displays in the cell into which the formula is entered. 02 01 Cells are referenced in a formula by their column-row identifier, ie. A1, B2. 04 The symbols for addition, subtraction, multiplication, and division are: + - * / 03 You do not have to enter capital letters in the formula; Excel will automatically capitalize them. 05

Excel Spreadsheets – Simple Formulas =A1+A6 This Excel formula adds the contents of cell A1 and A6 =A1+A2+A3 This Excel formula adds the contents of the three cells specified. (See the SUM function for adding multiple numbers) 02 03 01 =A3-A1 This Excel formula subtracts the contents of cell A1 from the contents of cell A3

Excel Spreadsheets – Basic Rules =A1+A6 This Excel formula adds the contents of cell A1 and A6 =A1+A2+A3 This Excel formula adds the contents of the three cells specified. (See the SUM function for adding multiple numbers) 02 03 01 =A3-A1 This Excel formula subtracts the contents of cell A1 from the contents of cell A3 =B2*B3 This Excel formula multiples the numbers in cells B2 and B3 05 =G5/A5 This Excel formula divides G5 by A5. (NOTE: If you see the error message #DIV/O! in a cell, you are trying to divide by zero or a null value - which is not allowed.) 04 06 =G5^2 This formula tells Excel to square the value in cell G5. The number after the caret is the exponent. Likewise, the formula H2^3 would cube the value in cell H2.

Excel Spreadsheets – Selecting Cells REFERENCE your data from other parts of the spreadsheet. Use keyboard or the mouse Select cells together (starting-cell and a stopping-cell) Select ALL cells within specified BLOCK The ‘SUM‘ function The syntax is: =SUM(first value, second value, etc.) Enter constants, cells, range of cells. Blank cells Text cells

How to Create a Chart (1/4)

How to Create a Chart (2/4)

How to Create a Chart (3/4)

How to Create a Chart (4/4)

What is a Pivot Table (1/5)

https://youtu.be/Tkn6-UnSCvI Pivot Tables (2/5) https://youtu.be/Tkn6-UnSCvI

Pivot Tables (3/5)

Pivot Tables (4/5)

Pivot Tables (5/5)

Pivot Tables Wizard

1. What Microsoft program can you always paste from MS Word or PowerPoint files?

1. What Microsoft program can you always paste from MS Word or PowerPoint files? Excel.

Question A Answer B Answer C Answer D Answer 2. How can you use Mail Merge as an Executive Admin Assistant?

2. How can you use Mail Merge as an Executive Admin Assistant? Question A Answer B Answer C Answer D Answer Create personalized letters and pre-addressed envelopes or mailing labels mass mailings from a form letter. 2. How can you use Mail Merge as an Executive Admin Assistant? Answers varies…

3. What are pivot tables?

3. What are pivot tables? Interactive tables that allow the user to group and summarize large amounts of data in a concise, tabular format for easier reporting and analysis. They can sort, count, and total the data, and are available in a variety of spreadsheet programs.

Question A Answer B Answer C Answer D Answer 4. How do you change the order of your pivot table fields?

4. How do you change the order of your pivot table fields? Question A Answer B Answer C Answer D Answer Create personalized letters and pre-addressed envelopes or mailing labels mass mailings from a form letter. 4. How do you change the order of your pivot table fields? See Step 8: As soon as you have added a particular field to your report, you have to assign a field list to that field. You can do this by dragging the field name into one of the four field list options on the Pivot table Field menu towards the right. You can choose between FILTERS, COLUMNS, ROWS and VALUES

PRACTICAL EXERCISE 2 You may use all notes and handouts You have 60 minutes to complete the PE. Turn in PE and take a break.

Microsoft PowerPoint PowerPoint is a complete presentation graphics package. Produce a professional-looking presentation Offers word processing, outlining, drawing, graphing, and presentation management tools Easy to use and learn

Customize a Slide Show using Slide Master (1/3) A Slide Master is a slide that contains formatting and theme related information about all the slides in your slideshow. All presentations contain at least one slide master.

Customize a Slide Show using Slide Master (2/3) Slide Master View Controls look of entire presentation (colors, fonts, backgrounds, effects, etc.) Insert shape or logo that will automatically show up on all slides.

Customize a Slide Show using Slide Master (3/3)

How to change Transition Speed in PowerPoint Click Transitions Choose a Transition Effect

PRACTICAL EXERCISE 3 You may use all notes and handouts You have 60 minutes to complete the PE. Turn in PE and take a break.

Terminal Learning Objective A C T I O N Perform Advanced Computer Software Operations In a classroom environment, given access to a computer with internet access, Microsoft Office® software, and a printer. C O N D I T I O N S T A N D A R D Complete all of the following computer-based training Microsoft Office lessons without error: Word Excel Power Point