1. Perform Advanced Computer Software Operations
SHOW SLIDE 1: PERFORM ADVANCE COMPUTER SOFTWARE OPERATIONS
Introduction to Advanced Computer Operations: As the Executive Administrative Assistant is expected to be the “go to person” on all officer correspondence, administrative and personnel actions. It is important for the E3 to have an understanding knowledge Microsoft Office and all the tools they offer into making their job easier while assisting the Commander. During this lesson students will work in Microsoft Office, Excel, and PowerPoint. They will learn how to utilize mail merge, which will be a vital tool when making address labels, uniformed memos for Birthdays, Condolences or Congratulatory, and envelopes. In Microsoft Excel Soldiers will learn the basis of Excel, creating graphs, and using pivot tables in Excel. Soldiers will learn the basis of PowerPoint by creating a slide show customizing the Master Slide, and how to change transition speed within the slide show.
Perform Advanced Computer Software Operations

2. Mode of Delivery: Resident Instruction
Terminal Learning Objective
ACTION: Perform Advanced Computer Software Operations
CONDITIONS: In a classroom environment, given access to a computer with internet access, Microsoft Office® software, and a printer.
STANDARDS: With a minimum of 70% accuracy, students will meet the standards after they complete the following computer- based training Microsoft Office lessons and practical exercises:
1. Word
2. Excel
3. PowerPoint
Learning Domain: Cognitive – Apply
The Army Learning Areas (ALA) are the baseline focal points Soldiers and Army Civilians must possess to prevail in the ambiguous environments that challenge the Army today. The four ALAs are: Army Profession and Leadership; Mission Command; Human Dimension; and Professional Competence. The Army Learning Area taxonomy provides a framework to assist in grouping the General Learning Outcomes. The four Army Learning Areas serve as the framework to catalogue the 14 General Learning Outcomes
The General Learning Outcomes (GLOs) are essential outcomes resulting from training, education, and experience along a career continuum of learning. There are three primary purposes for the Army General Learning Outcomes. First, they provide trainers and educators a lens into how effective they are in conveying their support material. Second, it assists in improving instructional design and/or training support packages. Finally it places responsibility on training and education proponents to be nested with ALAs.
ALAs: Human Dimension and Professional Competence
GLO 8. Soldiers and Army Civilians demonstrate proficiency in communications skills.
GLO 13. Soldiers and Army Civilians support Army policies, programs, and processes.
GLO 14. Soldiers and Army Civilians are technically and tactically competent.
SHOW SLIDE 2: TERMINAL LEARNING OBJECTIVE/Army Learning Areas
NOTE: Inform students of the TLO.
ACTION: Perform Advanced Computer Software Operations
CONDITIONS: In a classroom environment, given access to a computer with internet access, Microsoft Office® software, and a printer.
STANDARDS: :With a minimum of 70% accuracy, students will meet the standards after they complete the following computer-based training Microsoft Office lessons and practical exercises:
1. Word
2. Excel
3. PowerPoint
NOTE: Inform students that The Army Learning Areas (ALA) are the baseline focal points Soldiers and Army Civilians must possess to prevail in the ambiguous environments that challenge the Army today. The four ALAs are: Army Profession and Leadership; Mission Command; Human Dimension; and Professional Competence. The Army Learning Area taxonomy provides a framework to assist in grouping the General Learning Outcomes. The four Army Learning Areas serve as the framework to catalogue the 14 General Learning Outcomes
The General Learning Outcomes (GLOs) are essential outcomes resulting from training, education, and experience along a career continuum of learning. There are three primary purposes for the Army General Learning Outcomes. First, they provide trainers and educators a lens into how effective they are in conveying their support material. Second, it assists in improving instructional design and/or training support packages. Finally it places responsibility on training and education proponents to be nested with ALAs.
NOTE: Inform students of the General Learning Outcomes (GLOs) related to this lesson.
GLO 8: Soldiers and Army Civilians demonstrate proficiency in communications skills. This includes Verbal Communication, Written Communication, Active Listening, Facilitation, Negotiations, Social Media, and Digital Communications.
GLO 13: Soldiers and Army Civilians support Army policies, programs, and processes; includes Understanding and contributing to Army Systems that manage, develop, and transform the Army.
GLO 14: Soldiers and Army Civilians are technically and tactically competent; includes Branch and Career Management Field proficiency, Career Programs, Series Technical Certifications, and Warfighting Skills
TLO - LSA 1. Learning Step / Activity TLO - LSA 1. Perform Microsoft Word Mail Merge Functions
Method of Instruction: Interactive Multimedia Instruction
Mode of Delivery: Resident Instruction
Instr Type (I:S Ratio): Military - ICH, PMOS 42A48 or qualified civilian GS-1712 (1:18)*
Time of Instruction: 3 hrs
Media Type: Computer Based Instruction / Practical Exercise / PowerPoint Presentation
Other Media: Unassigned
Security Classification: This course/lesson will present information that has a
Security Classification of: U - Unclassified.
Note: Marked as (*) is derived from the parent learning object 2

3. SHOW SLIDE 3: MICROSOFT WORD SLIDE
INTRODUCTION.
Microsoft Word is a word processor developed by Microsoft that was first released in 1983 under the name Multi-Tool Word for Xenix systems. Subsequent versions were later written for several other platforms including IBM PCs running DOS, Apple Macintosh running Mac OS and Microsoft Windows. Commercial versions of Word are licensed as a standalone product or as a component of Microsoft Office. Microsoft Word Viewer and Office Online are Freeware editions of Word with limited features.
Word is a full-featured word processing program for Windows and OS X from Microsoft. Available stand-alone or as part of the Microsoft Office suite, Word contains rudimentary desktop publishing capabilities and is the most widely used word processing program on the market. Word files are commonly used as the format for sending text documents via because almost every user with a computer can read a Word document by using the Word application, a Word viewer or a word processor that imports the Word format. Starting with Word 95, releases of Word were named after the year of its release, instead of its version number.
Word 2013 boasts new and improved features across the board, spanning document creation to reading, editing, and collaboration. What's even better is that Microsoft has made these advanced features easier for everyone to use. The new Design tab includes document formatting options to format the entire document.

4. 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.
 SHOW SLIDE 4: MICROSOFT WORD – MAIL MERGE
NOTE: Explain to the students the importance of Mail Merge on Microsoft Word and how it will be helpful in an Executive Administrative Assistant position.
What is Mail Merge?
Now used generically, the term "mail merge" is a process to create personalized letters and pre-addressed envelopes or mailing labels mass mailings from a form letter – a word processing document which contains fixed text, which will be the same in each output document, and variables, which act as placeholders that are replaced by text from the data source.
The data source is typically a spreadsheet or a database which has a field or column for each variable in the template. When the mail merge is run, the word processing system creates an output document for each row in the database, using the fixed text exactly as it appears in the template, but substituting the data variables in the template with the values from the matching columns.
Mail merging is done in the following simple steps:
1. Creating a Main document.
2. Creating a Data Source.
3. Adding the merge fields into main document.
4. Merging the data with the main document.
NOTE: Allow 15 minutes to turn computers on and familiarize themselves with Microsoft Office computer based training. Inform students they have one hour to complete this lesson. Have students save their work upon completion.
The Mail Merge feature requires a Main Document and a Data Source. Combining these two saves time and effort. When using the mail merge feature you can: Send letters, s having the same information to several people simultaneously. You can Print name addresses on envelopes or print labels using the information stored in the Outlook Address book or information stored in an excel file.
The Mail Merge feature we are going to use is to send an invitation letter to a group of people. The main document will be a letter, the data source is an Excel file which contains information such as NAME, Designation, Department, Residential Address, City and State for each individual in the group.
Step 1:
Launch Word 2013
Step 2:
Open Main Document
Step 3:
Click on Mailings
Step 4:
Click on Start Slide 4
NOTE: In this step, students will be selecting the Main Document Type. They are presented with several options such as letters, envelopes, messages, labels and
many more. Also, note that if the student uses the Step-by-Step Mail Merge Wizard, it will take them by steps on making letters, envelopes, messages, and labels.
This tool is helpful for those that are not familiar with Mail Merge.

5. Mail Merge – Select Document Type
SHOW SLIDE 5: MAIL MERGE - SELECT DOCUMENT TYPE
Step 5: Select Desired Document Type from the list (for demonstration purposes, select Letters from list)

6. Mail Merge – Select Recipients
SHOW SLIDE 6: MAIL MERGE - SELECT RECIPIENTS
Step 6: Select Recipients (Note in this step, you will be selecting Data Source. You are presented with 3 options which includes: Type a new listing(select this option of you don’t have any data source), Use existing list, and choose from outlook contacts. (Note: for this training purpose, we will be selecting USE an existing list. The data source we have used is in the form of an excel file (Named E3 Address)

7. Mail Merge – Match Fields (1/2)
SHOW SLIDE 7: MAIL MERGE – MATCH FIELDS (1/2)
Step 7: Select Use and Existing file (a dialog box opens, browse and open the target excel file (Data Source) which has the information that needs to be merged.
Step 8: Click on Match Fields (This is an important step. You need to select the right recipient field list for the corresponding address field component)

8. Mail Merge – Merge Fields (2/2)
SHOW SLIDE 8: MAIL MERGE – MERGE FIELDS (2/2)
Step 9: Position the cursor in the Main Document where you want to insert Merge Field
Step 10: Click on Insert Merge Fields and select the Merge Field you want to insert in the document (repeat the 9-10 steps to add more merge fields in the main document
NOTE: Preview Results are not shown; however, inform student that information they have chosen will replace each entry, i.e Mrs. Deborah Jones, 3333 Mockingbird Lane, Columbia, SC 29111
Step 11: Preview Results (Not shown)

9. Microsoft Word SHOW SLIDE 9: MICROSOFT WORD
Step 12: Select any option from the list that corresponds to your desired output. Since, we want to print invitation Letters, we will select print Documents. Print all is the default options selected in the pop-up dialog box. Specify the range of records if you want to print invitation letters for selected records. (Note: in this step, the records refers to each individual record in the Data Source.
Step 13: Print Dialog box opens, Click on OK to print the invitation letters.
NOTE: In this step, the records refers to each individual record in the Data Source.
Inform the students that if they need the extra help in Mail Merge that they can always use Mail Merge Wizard which is a 6 step process that guides the user along the way. Mail Merge wizard can be located under Start Mail Merge and will be the last option Step-by-Step Mail Merge Wizard. Once a step has been completed the user will be prompted to click Next step at the bottom of the wizard. This gives the user the option to go to previous or next step. The Microsoft wizard gives the user the options on what document to select such as: Letters, Messages, Envelopes, Labels and Directory. Once the user chooses the type of document it would like to use then proceed onto the next step. Have the Soldiers familiarize themselves with the Mail Merge Wizard.

10. Check on Learning Q: What is Mail Merge?
Q: How can you use Mail Merge as an Executive Admin Assistant?
Q: What are the typical data sources used for Mail Merge?
Q: How can take Microsoft Word and incorporate it into your normal business practices?
Q. What are some “best practices” for using Word??
SHOW SLIDE 10: CHECK ON LEARNING
NOTE: Ask the following questions:
Q: What is mail merge?
A: Mail merge is a process to create personalized letters, pre-addressed envelopes or mailing labels. Mail Merge can create mass mailings from a form letter-a word processing document which contains fixed text and variables.
Q: How can you use Mail Merge as an Executive Admin Assistant?
A:Create personalized letters and pre-addressed envelopes or mailing labels mass mailings from a form letter.
Q: What are the typical data sources used for Mail Merge?
A: A spreadsheet or database which has a field or column for each variable in the template.
Q: How can you take Microsoft Word and incorporate it into your normal business practices?
A. Answers based upon OE.
Q: What are some "best practices" for using Word?
A. Answer based upon OE.
TLO - LSA 2. Learning Step / Activity TLO - LSA 2. Practical Exercise #1 - Perform Microsoft Word Mail Merge Functions
Method of Instruction: Practical Exercise (Hands-On/Written)
Mode of Delivery: Resident Instruction
Instr Type (I:S Ratio): Military - ICH, PMOS 42A48 or qualified civilian GS-1712 (1:18)*
Time of Instruction: 2 hrs
Media Type: Computer Based Instruction / Practical Exercise
Other Media: Unassigned
Security Classification: This course/lesson will present information that has a
Security Classification of: U - Unclassified.
Note: Marked as (*) is derived from the parent learning object

11. 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
SHOW SLIDE 11: PRACTICAL EXERCISE #1
NOTE: Administer Practical Exercise #1 - Perform Microsoft Word Mail Merge Functions. There is 1 hour allotted for the practical exercise and 1 hour for a comprehensive practical exercise review.
Check on Learning: Q. How do you access Microsoft Word Mail Merge?
A: Step 1: Launch Word 2013
Step 2: Open Main Document
Step 3: Click on Mailings
Step 4: Click on Start Mail Merge
Review Summary: We completed our Practical Exercise on Mail Merge and learned what a powerful tool it can be. Does anyone have any questions before we move on to Excel spreadsheets?
TLO - LSA 3. Learning Step / Activity TLO - LSA 3. Create Microsoft Excel Spreadsheets
Method of Instruction: Interactive Multimedia Instruction
Mode of Delivery: Resident Instruction
Instr Type (I:S Ratio): Military - ICH, PMOS 42A48 or qualified civilian GS-1712 (1:18)*
Time of Instruction: 3 hrs
Media Type: Computer Based Instruction / PowerPoint Presentation
Other Media: Unassigned
Security Classification: This course/lesson will present information that has a Security Classification of: U - Unclassified.
Note: Marked as (*) is derived from the parent learning object

12. SHOW SLIDE 12: EXCEL SLIDE
Microsoft Excel is a spreadsheet developed by Microsoft for Windows, Mac OS X, and iOS. It features calculation, graphing tools, pivot tables, and a macro programming language called Visual Basic for Applications. It has been a very widely applied spreadsheet for these platforms, especially since version 5 in 1993, and it has replaced Lotus as the industry standard for spreadsheets. Excel forms part of Microsoft Office.

13. 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.
SHOW SLIDE 13: MICROSOFT EXCEL – WHY A SPREADSHEET’
Microsoft Excel has the basic features of all spreadsheets, using a grid of cells arranged in numbered rows and letter-named columns to organize data manipulations like arithmetic operations. It has a battery of supplied functions to answer statistical, engineering and financial needs. In addition, it can display data as line graphs, histograms and charts, and with a very limited three-dimensional graphical display. It allows sectioning of data to view its dependencies on various factors for different perspectives (using pivot tables and the scenario manager).
 It has a programming aspect, Visual Basic for Applications, allowing the user to employ a wide variety of numerical methods, for example, for solving differential equations of mathematical physics, and then reporting the results back to the spreadsheet. It also has a variety of interactive features allowing user interfaces that can completely hide the spreadsheet from the user, so the spreadsheet presents itself as a so-called application, or decision support system, via a custom-designed user interface, for example, a stock analyzer, or in general, as a design tool that asks the user questions and provides answers and reports.
 In a more elaborate realization, an Excel application can automatically poll external databases and measuring instruments using an update schedule, analyze the results, make a Word report or PowerPoint slide show, and these presentations on a regular basis to a list of participants.

14. SHOW SLIDE 14: EXCEL SPREADSHEETS
Letters denote a columns location.
e.g., column C
Numbers denote rows location.
e.g., row 4
Cells are denoted by the
Column and the row.
e.g., cell B6
SHOW SLIDE 14: EXCEL SPREADSHEETS
Explain the Basics of a Spreadsheet:
Spreadsheets are made up of:
Columns
Rows
Cells- which are their intersections
Note: In each cell there may be the following types of Data: Texts(Labels), number Data (Constants), and formulas (mathematical equations that do all the work)
Types of Data you will type
•three basic types of data that can be entered.
–labels -(text with no numerical value)
e.g., “Life Stage Group”, or “0-6 months”
–constants -(just a number --constant value)
e.g., “210”, or “270”
–formulas* -(a mathematical equation used to calculate)
e.g., “=10+100”, or “=123*

15. Excel Spreadsheets – Basic Match
Spreadsheets have many Math functions built into them. Of the most basic operations are the standard multiply, divide, add and subtract. These operations follow the order of operations (just like algebra).
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 = = B2 + A2 11
Subtraction = 8 –3 = A3 –B 15
SHOW SLIDE 15: EXCEL SPREADDSHEETS – BASIC MATCH
Spreadsheets have many Math functions built into them. Of the most basic operations are the standard multiply, divide, add and subtract. These operations follow the order of operations (just like algebra). Once you understand how to create basic math formulas, you'll want to use some of Excel's powerful functions that provide the ability to count, round numbers, find averages, calculate square roots, and so on.
Whenever the contents of the cells referenced in a math formula change, Excel will automatically recalculate the answer for you. That is what makes this software program so powerful.

16. Excel Spreadsheets – Basic Rules
The 5 basic rules to remember as we discuss Excel formulas are:
1. All Excel formulas start with an equal (=) sign. This tells Excel that it is a formula.
2. The answer to the formula displays in the cell into which the formula is entered.
3. Cells are referenced in a formula by their column-row identifier, ie. A1, B2.
4. The symbols for addition, subtraction, multiplication, and division are: + - * /
5. You do not have to enter capital letters in your formula; Excel will automatically capitalize them.
SHOW SLIDE 16: EXCELL SPREADSHEETS – BASIC RULES
The 5 basic rules to remember as we discuss Excel formulas are:
1. All Excel formulas start with an equal (=) sign. This tells Excel that it is a formula.
2. The answer to the formula displays in the cell into which the formula is entered.
3. Cells are referenced in a formula by their column-row identifier, ie. A1, B2.
4. The symbols for addition, subtraction, multiplication, and division are: + - * /
5. You do not have to enter capital letters in your formula; Excel will automatically capitalize them.

17. 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)
=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
=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.)
=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.
SHOW SLIDE 17: EXCELL SPREADSHEETS – SIMPLE FORMULAS
Examples of simple math 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)
=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
=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.)
=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.

18. Excel Spreadsheets – Selecting Cells
Learn to REFERENCE your data from other parts of the spreadsheet.
When entering your selection you may use the keyboard or the mouse.
Select cells together by specifying a starting-cell and a stopping-cell.
This will select ALL the cells within this specified BLOCK of cells.
When cells are not together use the comma to separate the cells or by holding down the control-key and selecting cells or blocks of cells (the comma will be inserted automatically to separate these chunks of data.)
The ‘SUM‘ function
The Sum function takes all of the values in each of the specified cells and totals their values. The syntax is: =SUM(first value, second value, etc.)
In the first and second spots you can enter constants, cells, range of cells.
Blank cells will return a value of zero to be added to the total.
Text cells can not be added to a number and will produce an error.
SHOW SLIDE 18: EXCELL SPREADSHEETS – SELECTING CELLS
Learn to REFERENCE your data from other parts of the spreadsheet. When entering your selection you may use the keyboard or the mouse. Select cells together by specifying a starting-cell and a stopping-cell. This will select ALL the cells within this specified BLOCK of cells. When cells are not together use the comma to separate the cells or by holding down the control-key and selecting cells or blocks of cells (the comma will be inserted automatically to separate these chunks of data.)
The ‘SUM‘ Function. The SUM function takes all of the values in each of the specified cells and totals their values. The syntax is: =SUM(first value, second value, etc.)
In the first and second spots you can enter constants, cells, range of cells. Blank cells will return a value of zero to be added to the total. Text cells can not be added to a number and will produce an error.

19. How to Create a Chart (1/4)
SHOW SLIDE 19: HOW TO CREATE A CHART (1/4)
How to create a chart in Excel Charts are a great way to sort out data that you have stored in an Excel 2013 workbook. They help you visualize your data and make it easier for you to analyze any trends that may exist. Excel 2013 allows you to modify and format your chart based on your needs.
Step 1: Enter the data you want to make a chart. Have the Soldiers create a chart.
Step 2: Highlight all the data that you want to include in your chart. Make sure you do not highlight the column or row headings

20. How to Create a Chart (2/4)
SHOW SLIDE 20: HOW TO CREATE A CHART (2/4)
Step 3: Click on the Insert tab and look at the Charts section
NOTE: For step 4, have students type along without getting ahead of instructions.
Step 4: Choose what type of chart you want.
Excel 2013 lets you choose from a number of different charts including Column Chart, Pie Chart, Bar Chart, Area Chart, Scatter Chart, Bubble Chart, Stock Chart, Surface Chart, Radar Chart, Combo Chart and Pivot Chart. You can move your mouse over each type of chart to find out when they are best used in order to help you determine which chart you should use. If you still can’t choose your charge, you can click on Recommended Charts and Excel 2013 will choose for you.
Step 5: If you decide to create a Column Chart, click on the column chart in the charts section of the Insert tab. Click on the type of chart you want.

21. How to Create a Chart (3/4)
SHOW SLIDE 21: HOW TO CREATE A CHART (3/4)
Step 6: You can add more elements to your chart by clicking on Chart Elements next to your chart

22. How to Create a Chart (4/4)
SHOW SLIDE 22: HOW TO CREATE A CHART (4/4)
Step 7: You can change the color and style of your chart by clicking on Chart Styles next to your chart.

23. Pivot Tables (1/5) What is a PIVOT TABLE?
SHOW SLIDE 23: PIVOT TABLES (1/5)
Explain to the Students what a Pivot Table is. Pivot Tables are 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. Excel allows you to easily create pivot tables by dragging and dropping your relevant information into the appropriate boxes. You can then filter and sort your data to find patterns and trends.
A Pivot Table allows you to create visual reports of the data from a spreadsheet. You can perform calculations without having to input any formulas or copy any cells. You will need a spreadsheet with several entries in order to create a Pivot Table. You can also create a Pivot Table in Excel using an outside data source, such as Access. You can insert the Pivot Table in a new Excel spreadsheet.

24. Pivot Tables (2/5) https://youtu.be/Tkn6-UnSCvI
SHOW SLIDE 24: PIVOT TABLES (2/5)
NOTE: Copy the link into your web browser and show them the AG Tube Demonstration

25. Pivot Tables (3/5) SHOW SLIDE 25: PIVOT TABLES (3/5)
Step 1: Launch Excel 2013
Step 2: Open a document in which you wish to create a pivot Table (for this case Have the Soldiers create a Pivot Table which will include Name, Gender, Age, Title, Position, have them create 4 to five different names.)
Step 3: Select a Cell anywhere in the list of data which you wish to analyze.

26. Pivot Tables (4/5) SHOW SLIDE 26: PIVOT TABLES (4/5)
Step 4: Click on the Insert Tab
Step 5: Click on Pivot Table in the Table section
Step 6: In the Pivot table dialogue box that appears, adjust whatever cells you wish to include in your data. You can also choose whether you wish to add the Pivot Table in the existing workbook or in a new workbook in the same document. When you have finalized your option, click OK and Excel will create your Pivot Table.

27. Pivot Tables (5/5) SHOW SLIDE 27: PIVOT TABLES (5/5)
Step 7: Once the Pivot Table is created, you can use the Pivot Table Fields section that appears on the right of your page to decide which fields to add to your report.
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.
Ensure that your data meets the needs of a pivot table. A pivot table is not always the answer you are looking for. In order to take advantage of the pivot table features, your spreadsheet should meet some basic criteria.
Your spreadsheet should include at least one column with duplicate values. This basically just means that at least one column should have repeating data. In the example discussed in the next section, the "Product Type" column has two entries: "Table" or "Chair".
It should include numerical information. This is what will be compared and totaled in the table. In the example in the next section, the "Sales" column has numerical data.

28. Pivot Tables Wizard SHOW SLIDE 28: PIVOT TABLES WIZARD
Start the Pivot Table wizard
Click the "Insert" tab at the top of the Excel window.
Click the "PivotTable" button on the left side of the Insert ribbon.

29. Check on Learning
Q: What Microsoft program can you always paste from MS Word or PowerPoint files?
Q: How can you use spreadsheet as an Executive Admin Assistant?
Q: What are pivot tables?
Q: How do you change the order of your pivot table fields? ?
SHOW SLIDE 29: CHECK ON LEARNING
Q. What Microsoft program can you always paste from MS Word or PowerPoint files?
A. Excel
Q. How can you use spreadsheets as an Executive Admin Assistant?
A. Answers varies.
Q. What are pivot tables?
A. Pivot Tables are 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.
Q. How do you change the order of your pivot table fields?
A. 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.
Review Summary:
Microsoft Excel has the basic features of all spreadsheets, using a grid of cells arranged in numbered rows and letter- named columns to organize data manipulations like arithmetic operations. It has a battery of supplied functions to answer statistical, engineering and financial needs. In addition, it can display data as line graphs, histograms and charts, and with a very limited three-dimensional graphical display. Are there any questions?
TLO - LSA 4. Learning Step / Activity TLO - LSA 4. Practical Exercise #2 - Create Microsoft Excel Pivot Tables
Method of Instruction: Practical Exercise (Hands-On/Written) Mode of Delivery: Resident Instruction
Instr Type (I:S Ratio): Military - ICH, PMOS 42A48 or qualified civilian GS-1712 (1:18)*
Time of Instruction: 2 hrs
Media Type: Computer Based Instruction / Practical Exercise
Other Media: Unassigned
Security Classification: This course/lesson will present information that has a
Security Classification of: U - Unclassified.
Note: Marked as (*) is derived from the parent learning object

30. 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
SHOW SLIDE 30: PRACTICAL EXERCISE #2
NOTE: Administer PE and set a time for all to be finished (1 hour) and for students to go on break (10 mins) when finished.
State time students should all be back in the classroom.
NOTE: Upon return, have students switch papers with their neighbor for grading.
TLO - LSA 5. Learning Step / Activity TLO - LSA 5. Prepare Microsoft PowerPoint
Presentations
Method of Instruction: Interactive Multimedia Instruction
Mode of Delivery: Resident Instruction
Instr Type (I:S Ratio): Military - ICH, PMOS 42A48 or qualified civilian GS-1712 (1:18)*
Time of Instruction: 2 hrs
Media Type: Computer Based Instruction / PowerPoint Presentation
Other Media: Unassigned
Security Classification: This course/lesson will present information that has a Security Classification of: U - Unclassified.
Note: Marked as (*) is derived from the parent learning object

31. SHOW SLIDE 321 POWERPOINT SLIDE
Microsoft PowerPoint is a slide show presentation program developed by Microsoft. PowerPoint initially named "Presenter", was created by Forethought Inc. Microsoft's version of PowerPoint was officially launched on May 22, 1990, as a part of the Microsoft Office suite. PowerPoint is useful for helping develop the slide-based presentation format, and is currently one of the most commonly-used presentation programs available.
As of 2012, various versions of PowerPoint claim ~95% of the presentation software market share, with installations on at least 1 billion computers. Among presenters world-wide, this program is used at an estimated frequency of 350 times per second.

32. Microsoft PowerPoint
PowerPoint is a complete presentation graphics package. It gives you everything you need to produce a professional-looking presentation.
PowerPoint offers word processing, outlining, drawing, graphing, and presentation management tools - all designed to be easy to use and learn.
SHOW SLIDE 32: MICCRSOFT POWERPOINT
As we all know, PowerPoint presentations consist of a number of individual pages or "slides". The "slide" analogy is a reference to the slide projector. Slides may contain text, graphics, sound, movies, and other objects, which may be arranged freely. The presentation can be printed, displayed live on a computer, or navigated through at the command of the presenter. For larger audiences the computer display is often a video projector. Slides can also form the basis of webcasts.
PowerPoint provides three types of movements:
1. Entrance, emphasis, and exit of elements on a slide itself are controlled by what
PowerPoint calls Custom Animations.
2. Transitions, on the other hand, are movements between slides. These can be animated in a variety of ways.
3. Custom animation can be used to create small story boards by animating pictures to enter, exit or move.
PowerPoint provides numerous features that offer flexibility and the ability to create a professional presentation. One of the features provides the ability to create a presentation that includes music which plays throughout the entire presentation or sound effects for particular slides. In addition to the ability to add sound files, the presentation can be designed to run, like a movie, on its own. PowerPoint allows the user to record the slide show with narration and a pointer. The user may customize slide shows to show the slides in a different order than originally designed and to have slides appear multiple times. Microsoft also offers the ability to broadcast the presentation to specific users via a link and Windows Live.

33. 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.
SHOW SLIDE 33: CUSTOMIZE A SLIDE SHOW USING SLIDE MASTER (1/3)
Slide Masters are designed to help you create great looking presentations in less time, without a lot of effort. When you want all your slides to contain the same fonts and images (such as logos), you can make those changes to the Slide Master, and they'll be applied to all your slides.
Learn how to customize a slideshow using Slide Master in PowerPoint It will save time and, instead of having to make changes to all of the slides individually, it becomes a powerful tool.

34. Customize a Slide Show using Slide Master (2/3)
SHOW SLIDE 34: CUSTOMIZE A SLIDE SHOW USING SLIDE MASTER (2/3)
Step 1: Launch Power point 2013
Step 2: Open a Presentation in which you wish to customize Slide Master ( or in this case have the students create a new slide show)
Step 3: Click on the View tab
Step 4: In the presentation View groups, Click Slide Master
Step 5: A blank slide with default layout will open. The slide that is left aligned (the one which is not indented) is the slide master.

35. Customize a Slide Show using Slide Master (3/3)
SHOW SLIDE 35: CUSTOMIZE A SLIDE SHOW USING SLIDE MASTER (3/3)
Step 6: Any formatting changes you make will be applied to all slides in the presentation. For instance, if you insert a shape on to the Slide Master, it will appear on all slides in the presentation.
Step 7: You can add additional slide master slides by clicking on the slide master tab and then clicking Insert Slide Master in the Edit Master Section.
Step 8: At any time, you can click on the Close Master View in the Close section of the slide master tab to go back to normal view without Slide Master

36. How to Change Transition Speed in PowerPoint
Click Transitions
Choose a Transition Effect
SHOW SLIDE 36: HOW TO CHANGE TRANSITON SPEED IN POWERPOINT
Creating an excellent slideshow is important, but ultimately, if you do not know how to change transition speed in Power Point, you might struggle to pull off an incredible presentation. Once you learn how to create a more smooth-flowing presentation where you won’t have to worry about changing your pace through out the presentation. Instead, with a perfectly times slideshow, you can just worry about the presentation and not what is happening on the screen behind you. This guide will walk you though how to control the amount of time between presentations.
Step 1: Launch into PowerPoint 2013
Step 2: Open a presentation in which you wish to change the transition speed
Step 3: Click on the Transition Tab
Step 4: Choose a transition effect from the list that appears in the Transitions Tab
Step 5: In the timings section, enter in the duration in the space provided. The Duration controls the length of time for which the transition appears
Step 6: Alternatively, you can also set a time after which the selected side is advanced. Check the After option and enter in a duration for each slide show. If you wish to retain the option of moving onto the next slide by mouse click, leave the ON MOUSE CLICK Option.
In the Timing Section, enter the duration in the space provided. Duration controls the length of time for which the transition appears.

37. Check on Learning
Q: How will you use PowerPoint as an Executive Admin Assistant?
Q: What are some different ways you add graphics to PowerPoint slides?
Q: What is the purpose of the Slide Master?
SHOW SLIDE 37: CHECK ON LEARNING
NOTE: Ask the following questions:
Q. How can you use PowerPoint as an Executive Admin Assistant?
Q. What are some different ways you add graphics to PowerPoint slides?
Q. What is the purpose of the Slide Master?
TLO - LSA 6. Learning Step / Activity TLO - LSA 6. Practical Exercise #3 - Prepare a Microsoft PowerPoint Presentation
Method of Instruction: Practical Exercise (Hands-On/Written) Mode of Delivery: Resident Instruction
Instr Type (I:S Ratio): Military - ICH, PMOS 42A48 or qualified civilian GS-1712 (1:18)*
Time of Instruction: 2 hrs
Media Type: Computer Based Instruction / Practical Exercise
Other Media: Unassigned
Security Classification: This course/lesson will present information that has a Security Classification of: U - Unclassified.
Note: Marked as (*) is derived from the parent learning object

38. Practical Exercise 3
Construct Mailing Labels
Build a PivotTable
Prepare a 5 minute presentation
You may use all notes and handouts that apply all three lessons. You have 60 minutes to complete the PE. Save completed work for the PE and take a break.
SHOW SLIDE 38: PRACTICAL EXERCISE #3
NOTE: Administer PE and set a time for all to be finished and for students to go on break when finished. (Total time should not exceed 60 mins)
State time students should all be back in the classroom.
NOTE: Upon return, have students brief slide presentations by scale for grading.
NOTE: CONDUCT CHECK ONLEARNING
Check on Learning:
Q. What is the best way to ensure your slides are
consistent in format and style?
Prepare and customize the Slide Master before you begin building your presentation.
Review Summary: It is no secret that the Army uses PowerPoint extensively for
information and decision briefings. Soldiers with exceptional PowerPoint skills will always be in demand. Ensure you take the time to train your subordinates on advanced PowerPoint features. Are there any questions?

39. Terminal Learning Objective
ACTION: Perform Advanced Computer Software Operations
CONDITIONS: In a classroom environment, given access to a computer with internet access, Microsoft Office® software, and a printer.
STANDARDS: With a minimum of 70% accuracy, students must successfully complete the following computer-based training Microsoft Office lessons and practical exercises:
1. Word
2. Excel
3. Power Point
SHOW SLIDE 39: TERMINAL LEARNING OBJECTIVE
ACTION: Perform Advanced Computer Software Operations
CONDITIONS: In a classroom environment, given access to a computer with internet access, Microsoft Office® software, and a printer.
STANDARDS: With a minimum of 70% accuracy, students must successfully complete the following computer-based training Microsoft Office lessons and practical exercises:
1. Word
2. Excel
3. Power Point
SECTION IV. SUMMARY
Method of Instruction: Reflective Discussion
Mode of Delivery: Resident Instruction
Instr Type(I:S Ratio): Military - ICH, PMOS 42A48 or qualified civilian GS-1712 (1:18)
Time of Instruction: 1 hr
Review/ Summary
During this lesson we worked with Microsoft Office, Excel, and PowerPoint. You learned how to utilize mail merge, develop Pivot Tables and prepare slide presentations. Remember, as the Executive Administrative Assistant you are expected to be the “go to person” on all officer correspondence, administrative and personnel actions. The quality and professionalism of the correspondence, slide presentations, and other products you produce as an executive administrative assistant is a direct reflection on your command. 39