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

2. 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

3. 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

4. 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

5. 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

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

7. 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

8. 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

9. 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)
Joe Perret - Pierce College
Oct 2014

10. 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

11. 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

12. 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

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

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

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

16. 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

17. 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

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

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

20. Let’s open a data file Joe Perret - Pierce College Oct 20143 1 2
In a browser, go to :
Joe Perret - Pierce College
Oct 2014

21. 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

22. 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

23. 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,
Edit the record for Coffee on 2/27/2016 by changing the Amount from to
Delete any duplicate records.
Joe Perret - Pierce College
Oct 2014

24. 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

25. 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

26. 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

27. 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

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

29. 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

30. Google Drive Video
Joe Perret - Pierce College
Oct 2014

31. Word – Excel- PowerPoint type files
Google Docs -
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 -
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 -
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

32. Getting Started Joe Perret - Pierce College Oct 2014
Create a Google (Gmail) account –
To create Google Account, go to the 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
Click on the + in the upper right
Drag and Drop a document here
Joe Perret - Pierce College
Oct 2014

33. Uploading and Syncing Files
Joe Perret - Pierce College
Oct 2014

34. Sharing Files Joe Perret - Pierce College Oct 2014 How to Share
What they can do
Add their to share
Click Share
Add address
Send them a link
Send file as 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

35.
Contact Me
Oct 2014
Joe Perret