Word and Excel Skills and an intro to Google Docs Joe Perret October 2014

Goals Joe Perret - Pierce College Oct 2014 Assume you know Word and Excel basics I hope to teach you some time saving tools and extend your knowledge If you have things you want to know how to do, please tell me. Joe Perret - Pierce College Oct 2014

Keyboard Shortcuts CTRL + C = Copy CTRL + V = Paste CTRL + X = Cut CTRL + Z = Undo CTRL + B = Bold CRTL + A = Select All SHIFT + Delete =   Deletes a file (forever) Joe Perret - Pierce College Oct 2014

Word Skills Joe Perret - Pierce College Oct 2014 Header – Footer Save as old Word file Show/Hide and Paragraph Line Breaks, Page Breaks, Section Breaks Page Setup Footnotes Bibliography PDF Comment Joe Perret - Pierce College Oct 2014

Header and Footer Use them to create your own letterhead Header/Footers appears on all pages of your document You can set a different header/footer for first page or Odd and even pages Use them to create your own letterhead Joe Perret - Pierce College Oct 2014

Use the Header to create a letterhead First Page Header Second Page Header Add Page Number Joe Perret - Pierce College Oct 2014

Use the Header to create a letterhead After all that work… Save it as a template, so you can use it over and over again Joe Perret - Pierce College Oct 2014

Save Word File in old format Problem - If you send a Word 2007 or newer file to someone with the older version of Word (2003 or 97) they will not be able to open it without an add-on converter. Solution – Use Save as to save your file in the older format Solution – Send them the link to the converter Joe Perret - Pierce College Oct 2014

Save Word File in old format Solution – Use Save as to save your file in the older format (*.doc) Trick is to click on Save As Type Solution – Send them the converter link (free) http://www.microsoft.com/en-us/download/details.aspx?id=3 Joe Perret - Pierce College Oct 2014

Show/Hide Joe Perret - Pierce College Oct 2014 Show/Hide Tells you a lot about your document that can save you time. Look on the Home Ribbon for this icon Characters that appear – do NOT print Easy to find extra spaces and extra paragraphs. Joe Perret - Pierce College Oct 2014

Paragraph Dialog Box Joe Perret - Pierce College Oct 2014 A very useful dialog box is the Paragraph Look in the Home ribbon, in the Paragraph group for the small arrow in the corner Click on it to open the dialog box Joe Perret - Pierce College Oct 2014

Line Breaks, Page Breaks, Section Breaks Line breaks – use this to create a new line inside of a paragraph Page break – use this to force the text to a new page Section break – use this to change the orientation of a page from portrait to landscape within a document. Line break = Shift + enter Page break = Ctrl + enter Joe Perret - Pierce College Oct 2014

Page Set Up Joe Perret - Pierce College Oct 2014 Another very useful dialog box Joe Perret - Pierce College Oct 2014

Footnotes and Endnotes Adding footnotes and endnotes Joe Perret - Pierce College Oct 2014

Citations and Bibliography Oh no not a term paper! Cites are now easy So is the bibliography Joe Perret - Pierce College Oct 2014

Convert Word to PDF (and back) PDF’s have the advantage that any browser can open them They are harder to tamper with Use the Save As  Save as Type to convert your files to PDF Joe Perret - Pierce College Oct 2014

Use Comments when Collaborating You can use the comment feature of word when you are collaborating on a document. Joe Perret - Pierce College Oct 2014

Track Changes when you are Collaborating Joe Perret - Pierce College Oct 2014

Excel Joe Perret - Pierce College Oct 2014 Database Tools Format Sort Filter Format Conditional Format Charts Header – Footer Joe Perret - Pierce College Oct 2014

Let’s open a data file Joe Perret - Pierce College Oct 2014 3 1 2 In a browser, go to : http://faculty.PierceCollege.edu/PerretJD Joe Perret - Pierce College Oct 2014

Problem Joe Perret - Pierce College Oct 2014 Freeze Row Copy Work Sheet Rename Sheet In the Cash Receipts worksheet, freeze the top row so the headers remain on the screen as you scroll. Make a copy of the Cash Receipts worksheet, and then rename the copied worksheet as Feb Data. (Hint: To make a copy of the worksheet, press and hold the Ctrl key as you drag the sheet tab to the right of the Cash Receipts sheet tab.) In the Feb Data worksheet, unfreeze the top row. Joe Perret - Pierce College Oct 2014

Problem Continued… Joe Perret - Pierce College Oct 2014 Create Table Format Table Accounting number style Problem Continued… Create an Excel table for the cash receipts data. Format the Excel table with Table Style Medium 25, and then change the Amount field to the Accounting format with two decimal places. Rename the Excel table as February Data. Joe Perret - Pierce College Oct 2014

Problem continued…. Add records Edit records Delete duplicates Make the following changes to the February Data table: Add a record for 2/29/2016, Monday, 10, Spec Drink, 353.11. Edit the record for Coffee on 2/27/2016 by changing the Amount from 219.71 to 269.71. Delete any duplicate records. Joe Perret - Pierce College Oct 2014

Problem Continued Joe Perret - Pierce College Oct 2014 Multiple Level Sort Problem Continued Make a copy of the Feb Data worksheet, Rename the copied worksheet as Sort Term Data Sort the cash receipts by Trn Date, displaying the newest receipts first, and then by Amount displaying the largest amounts first.. Joe Perret - Pierce College Oct 2014

Problem continued…. Custom Sort Joe Perret - Pierce College Oct 2014 Make a copy of the Feb Data worksheet, Rename the copied worksheet as Sort by Day. In the worksheet, sort the cash receipts by Day (use the custom list order of Sunday, Monday, …), then by Segment (A to Z), and then by Amount (smallest to largest). Joe Perret - Pierce College Oct 2014

Problem Continued…. Filter Data Joe Perret - Pierce College Oct 2014 Make a copy of the Feb Data worksheet, Rename the copied worksheet as Filter Omit Gifts. Filter the FebruaryData table to display the cash receipts for all items except Gifts Joe Perret - Pierce College Oct 2014

Problem cont…… Subtotals Joe Perret - Pierce College Oct 2014 In the Filter Omit Gifts worksheet, insert the Total row to calculate the average amount of the cash receipts for the Filtered data. Change the label in the Total row to Average. Sort the filtered data by descending order by Amount. Make a copy of the Feb Data worksheet, and then rename the copied worksheet as Subtotals. In the Subtotals worksheet, convert the FebruaryData table to a range, and then sort the range by the Segment column. In the Subtotals. worksheet, use the Subtotal command to calculate the total cash receipts for each segment in the Amount column. Display only the subtotal results. Joe Perret - Pierce College Oct 2014

Cloud Storage Joe Perret - Pierce College Oct 2014 Save your files on the cloud Share files Joe Perret - Pierce College Oct 2014

What is Google Docs Import Create Edit Update Google Docs is a free Web-based application Documents (Word) and spreadsheets (Excel) Files can be accessed from any computer with browser You can . Google Docs lends itself to collaborative projects All participants can see who made specific document changes Documents are stored -no risk of total data loss Some concern that work may not be private or secure. Import Create Edit Update Joe Perret - Pierce College Oct 2014

Google Drive Video Joe Perret - Pierce College Oct 2014

Word – Excel- PowerPoint type files Google Docs - https://docs.google.com/document/ Google Docs is an online word processor that lets you create and format text documents and collaborate with other people in real time. Here's what you can do with Google Docs: Google Sheets - https://docs.google.com/spreadsheets Google Sheets is an online spreadsheet app that lets you create and format spreadsheets and simultaneously work with other people. Here's what you can do with Google Sheet Google Slides - https://docs.google.com/presentation Google Slides is an online presentations app that allows you to show off your work in a visual way. Joe Perret - Pierce College Oct 2014

Getting Started Joe Perret - Pierce College Oct 2014 Create a Google (Gmail) account – To create Google Account, go to the https://accounts.google.com/signup page. You can also simply click the Create an account link beneath the sign in box in the middle of any Google sign-in page. Login to http://Docs.Google.com Click on the + in the upper right Drag and Drop a document here Joe Perret - Pierce College Oct 2014

Uploading and Syncing Files Joe Perret - Pierce College Oct 2014

Sharing Files Joe Perret - Pierce College Oct 2014 How to Share What they can do Add their email to share Click Share Add email address Send them a link Send file as email attachment Can edit: Users can edit the file or folder and share it with others Can comment:  Users can view and add comments to the file or folder, but can’t edit it Can view:  Users can see the file or folder but can’t edit or comment on it Joe Perret - Pierce College Oct 2014

JoePerret@msn.com 818.425.5452 Contact Me Oct 2014 Joe Perret