LESSON-3-Introduction-to-Office-Suite.pptx

intro to office suite

1. Lesson 3: Introduction to Office Suite Prepared by: Ar-Jay U. Rosete

2. An introduction to office suite: An ‘Office Suite’ – also known as ‘Office Software Suite’ or ‘Productivity Suite’ . is a collection of software created by the same vendor and designed to be used for routine tasks within an organization. Typically an office suite includes applications such as word processing , spreadsheets, presentation , email , note taking, database , collaboration and other related types of software. In most cases, each application in the office suite can be installed separately and all applications within the suite support interoperability between each other.  https://www.techopedia.com/definition/10206/office-suite

3. Basic Applications of Office Suites

4. Word Processing Software Word processing software   is used to manipulate a text document, such as a resume or a report. You typically enter text by typing, and the software provides tools for copying, deleting and various types of formatting. Microsoft Office Word

5. Some of the functions of word processing software include: Creating, editing, saving and printing documents. Copying, pasting, moving and deleting text within a document. Formatting text, such as font type, bolding, underlining or italiczing . Creating and editing tables. Inserting elements from other software, such as illustrations or photographs. Correcting spelling and grammar.

6.   Understanding these areas is the first step to mastering the software. Quick Access Toolbar: At the top-left, this contains shortcuts for common commands like Save and Undo. Title Bar: Displays the name of your document. The Ribbon: The large panel at the top that organizes all features into a series of tabs (e.g., Home , Insert , Review ). Document Area: The large white space where you type and edit your text. Status Bar: At the bottom, this shows information like page number and word count. View Buttons & Zoom Slider: At the bottom-right, these allow you to change the document view and zoom level.

7. The Ribbon is organized into Tabs , and each tab is divided into Groups of related commands.   Analyzing the Ribbon: Your Command Center

8.   Analyzing the Ribbon: Your Command Center

9. File Management and Options

10. Editing a Document Word provides powerful tools to help you edit your text efficiently. The Clipboard (Cut, Copy, Paste): Copy (Ctrl + C): Select text and copy it to the virtual clipboard to duplicate it elsewhere. Cut (Ctrl + X): Select text to remove it from its current location and place it on the clipboard. Paste (Ctrl + V): Place the text from the clipboard into the new location. Find and Replace (Ctrl + H): This is an incredibly useful tool for making bulk changes. Find: Quickly locate a specific word or phrase in your document. Replace: Find a word and automatically replace it with another. This is great for correcting a repeated mistake or changing a name throughout a document. Spell Check & Grammar: Go to the Review tab and click Spelling & Grammar . Word will scan your document and offer suggestions for correcting misspelled words and grammatical errors.

11. Setting the Views of a Document

12. Activity: Create and Edit a Simple Self-Introduction Document in MS Word Step 1: Open and Prepare Go to File > New > Blank document .

13. Activity: Create and Edit a Simple Self-Introduction Document in MS Word

14. Activity: Create and Edit a Simple Self-Introduction Document in MS Word

15. 2) Spreadsheet Software In comparison to word processors, spreadsheet software provides a distinct advantage when working with numbers. Calculation and functionalities are easier to represent in spreadsheets than in word processors, and thus effective data handling is possible. Spreadsheet software also provides flexible presentation of data. This software is capable of interacting with databases, can populate fields and can also help in automation of data creation and modification. Spreadsheet software can be shared both online and offline and allows for easy collaboration. Apache OpenOffice Calc https://www.techopedia.com/definition/9510/spreadsheet-software

16. Microsoft excel

17. The core function toolkit

18. Common Usage Frequency While all are essential, some function are used more frequently day-to-day tasks. ‘SUM’ is often the most common, used for quick totals in almost dataset.

19. The IF function and VLOOKUP function

20. Putting functions into practice Simple Sales activity. By applying our functions, we can instantly transform raw data into clear, actionable insights.

21. 3) Presentation Software Presentation software (sometimes called "presentation graphics") is a category of  application  program used to create sequences of words and pictures that tell a story or help support a speech or public presentation of information. Presentation software can be divided into business presentation software and more general multimedia authoring tools, with some products having characteristics of both. Business presentation software –This software emphasizes ease and quickness of learning and use. Multimedia authoring software –This software enables you to create a more sophisticated presentation that includes audio and video sequences. http://www.digit.in/technology-guides/fasttrack-to-office-suites/an-introduction-to-office-suites.html

22. Microsoft powerpoint

23. Other Applications Include: Database Management Software Database is a powerful and convenient way to organize information it allows you to update records in bulk, cross-reference records in different tables and retrieve all records that match certain criteria – all extremely tough or impossible functions in a spreadsheet. And similar to spreadsheet tables, database tables consist of rows and columns, with each column containing a different attribute and each row corresponding to a single record.

24. Microsoft Office (2007) - Access

25. 2) Project Management Software Project management software is meant for organisations to manage large-scale projects from start to finish, while allowing employees at different levels to contribute their input in the process. All project management software caters to the primary functions of project management – planning, scheduling, resource allocation, communication and documentation . They can help create and assign tasks, track time for all tasks, notify about deadlines and status reports and provide updatable calendars to include scheduled meetings, dates and contacts.

26. Microsoft Office (2016) - Project

27. 2) Collaboration Software Collaboration software is an umbrella term for a wide variety of products, as technically any software that helps with communication, conferencing or co-ordination can be termed collaboration software. Collaboration software usually encompasses anything from email to discussion boards to document management, project management, intranet, workflow tools, and even instant messaging. Sharepoint 360

28. WORD PROCCESSOR Software used on a computer to perform word processing; a keyboard-operated terminal usually with a video display and a magnetic storage device for use in word processing;  software (as for a computer system) to perform word processing (e.g. Kingsoft Writer, OpenOffice Writer, WordGraph, AbleWord, AbiWord, Jarte, RoughDraft, WriteMonkey, FocusWriter, Judoom, Aedit)

29. Parts of Word Proccessor (Microsoft Word 2007) TITLE BAR – displays the name of the currently active word document RULER BAR – allows you to format the vertical and horizontal alignment of a text in a document TOOL BARS – word has a number of tool bars that help you perform task faster and with great ease. (e.g. Standard Tool Bar, Formatting Tool Bar) STATUS BAR – displays information about the currently active document SCROLL BAR – allows scrolling the content or body of document WORDSPACE – area in the document window where text can be entered MENU BAR – contains menus doing separate tasks https://www.slideshare.net/RahulAgarwal122/word-processing-45571416

30. https://www.thoughtco.com/what-is-a-mail-merge-3539915

31. HOW TO MAIL MERGE ADDRESS LABELS USING EXCEL AND WORD (OFFICE 2013) STEP 1 Create an address file in Microsoft Excel by inserting names and addresses in the following manner: STEP 2 Row 1 should have the headings before you start to add the addresses from row 2 onwards. Save the file and remember the location and name and close the excel. http://www.wikihow.com/Insert-a-File-Into-a-Word-Document

32. STEP 4 STEP 3 Open Word and go to "Tools/Letters" and "Mailings/Mail Merge". If it doesn’t open go to View/Task Pane and click on it. The Task Panel should appear Fill the Labels radio button In the Task Panel. http://www.wikihow.com/Insert-a-File-Into-a-Word-Document

33. STEP 6 STEP 5 Click on Label Options and choose the label you are using from the list. Click OK once you have chosen. Click on Next: "Select Recipients". http://www.wikihow.com/Insert-a-File-Into-a-Word-Document

34. STEP 8 STEP 7 Click on "Browse" and browse to the file you just saved in Excel and saved in My Documents. Open this file and a dialog box will open. All recipients should be selected by default. If not, do so and click OK. Click on Next: "Arrange your labels". http://www.wikihow.com/Insert-a-File-Into-a-Word-Document

35. STEP 10 STEP 9 Click on "More items..." Leave Database fields (top right) selected and click on the fields you want inserted. Click on them in the order they will appear on the label. This is normally First Name, Last Name, Street Address, City, county, Postal code. Ignore the fact that they all end up on a single line, when you're done selecting you can add spaces and carriage returns where you want them on the label. When you have all fields inserted click OK. If you forget one place the cursor where you want it to go (the field to the right of the cursor will probably turn gray—that's OK), then click on "More items..." again and choose the field you want to add. Click CLOSE on the window once you have finished inserting all the fields you require Add spaces and carriage returns so the label looks correct. Ignore it when the field after the location for either one turns grey the space will be added instead of replacing the field. http://www.wikihow.com/Insert-a-File-Into-a-Word-Document

36. STEP 12 STEP 11 STEP 13 If everything is where you want it click on Update All Labels. You should see the fields copied to all labels. Click on Next: "Preview your labels". If you are satisfied click on Next: "Complete the Merge". http://www.wikihow.com/Insert-a-File-Into-a-Word-Document

37. EMBEDDED FILES AND DATA When designing a Web page, an embedded file refers to any type of multimedia filethat you might insert, or embed into the Web page. This includes files like graphics and sound files. embedded command. embedded object.   www.webopedia.com/TERM/E/embedded_file.html

38. How to Insert or Embed a File Into a Word Document STEP 1 Open the document you want to embed the file into. Double-click on the Word file you want to embed a file into. Once open, click on the area of the document where you want to embed the file. STEP 2 Select “Insert.” Word 2007 introduces ribbons to the user interface, which are icons for different functions you select for each menu bar. In an open document you wish to embed a file into, click on “Insert” in the menu bar at the top. http://www.wikihow.com/Insert-a-File-Into-a-Word-Document

39. STEP 4 STEP 3 Locate the file to embed. A dialog box should open, allowing you to select the Insert File options. Click on the “Create from File” tab, which should let you select a file by clicking “Browse.” Navigate to the file you want to insert, and click “Open.”   http://www.wikihow.com/Insert-a-File-Into-a-Word-Document Select “Object.” The ribbon should change to insert commands, and under the Text category, click “Object.” An expanded menu should come out. Select “Object” again.

40. STEP 5 http://www.wikihow.com/Insert-a-File-Into-a-Word-Document Finalize the embedding. In the Create from File tab, tick the “Display as icon” box. Click “OK” to finalize it, and an icon should appear, showing the file type and the file name of the embedded file. Double-clicking the icon will open the embedded file.

41. INTEGRATING IMAGES AND EXTERNAL MATERIALS IN WORD PROCESSORS Integrating means to put together parts or elements to create something. when integrating external materials here are the allowed kind of materials: Pictures (.JPG, .GIF, .PNG) Clipart (.GIF) Shapes Smart Art Chart Screenshots https://www.thebalance.com/free-word-processors-1356338

42. In Microsoft Word all of these materials can be applied by clicking “Insert” on the upper left of the screen after “Home” and you can easily select and insert whatever materials you’ll need. https://prezi.com/bnyder8ad2do/integrating-images-and-external-materials/