Lab 1_merged.pdf

Lab1: Introduction to Microsoft Windows Objective: By the end of this lab, participants will be able to: 1. Navigate the Windows interface. 2. Use basic Windows tools and features. 3. Customize their Windows environment. 4. Manage files and folders effectively. Materials Needed:  Computers with Windows operating system installed.  Projector and screen (for instructor-led demonstrations).  Handouts with step-by-step instructions (optional). Lab Duration: 3 hours Part 1: Getting Started with Windows 1.1. Logging In  Objective: Learn how to log into Windows.  Instructions: 1. Start the computer and wait for the login screen to appear. 2. Enter your username and password. 3. Click the "Sign In" button. 1.2. Exploring the Desktop  Objective: Familiarize yourself with the Windows desktop environment.  Instructions: 1. Identify key desktop components: Start Menu, Taskbar, System Tray, and Desktop Icons. 2. Right-click on the Desktop and select "Personalize." Explore different themes and background options. 1.3. Using the Start Menu  Objective: Learn how to access applications and settings.  Instructions: 1. Click the Start button (Windows icon) on the Taskbar. 2. Explore the pinned apps, and search bar, and access Settings. 3. Open an application from the Start Menu. Part 2: Basic Navigation and Tools 2.1. File Explorer  Objective: Learn how to navigate and manage files and folders.  Instructions: 1. Open File Explorer by clicking its icon on the Taskbar or pressing Windows Key + E. 2. Navigate through the folders: Desktop, Documents, Downloads, and Pictures. 3. Create a new folder, rename it, and delete it. 2.2. Task Manager  Objective: Understand how to manage running applications and processes.  Instructions: 1. Open Task Manager by pressing Ctrl + Shift + Esc or right-clicking the Taskbar and selecting "Task Manager." 2. Explore the "Processes," "Performance," and "Startup" tabs. 3. End a non-responsive application from the "Processes" tab. Part 3: Customizing Your Windows Environment 3.1. Adjusting System Settings  Objective: Learn how to change system settings.  Instructions: 1. Open Settings from the Start Menu or by pressing Windows Key + I. 2. Explore various settings: System, Personalization, and Privacy. 3. Adjust the display resolution or change the theme. 3.2. Managing User Accounts  Objective: Understand how to manage user accounts.  Instructions: 1. Go to Settings > Accounts. 2. Add a new user account and switch between accounts. Part 4: Practical Exercises 4.1. File Management Exercise  Objective: Apply file management skills.  Instructions: 1. Download a file from the internet and save it in the Downloads folder. 2. Move the file to the Documents folder and then delete it. 4.2. Customization Exercise  Objective: Apply customization skills.  Instructions: 1. Change the desktop background to a picture of your choice. 2. Adjust the screen saver settings. Conclusion  Review: Go over the key points learned in the lab.  Q&A: Address any questions or difficulties participants may have encountered.  Feedback: Collect feedback on the lab for improvements. Lab 3: Introduction to Microsoft Word (Part ii) Objective: By the end of this lab, participants will be able to: 1. Convert document into given template. 2. Can write reports. 3. Can convert word document into IEEE template. Materials Needed:  Computers with Windows and Microsoft Word installed.  Projector and screen (for instructor-led demonstrations).  Handouts with step-by-step instructions (optional). Lab Duration: 3 hours Converting Doc A to Doc B Convert Document A in to Document B format. Copy data from Document A into the settings given in document B. For figures use captions mentioned and number the figure according to their order. For table also add captions. Add references too. Conclusion  Review: Go over the key points learned in the lab.  Q&A: Address any questions or difficulties participants may have encountered.  Feedback: Collect feedback on the lab for improvements. Lab no 04 Advanced Topics in Word Lab Objectives  Master advanced formatting and layout techniques.  Utilize styles and templates effectively.  Create and manage complex tables and graphics.  Use advanced features like mail merge, citations, and references.  Automate tasks with macros. Lab Outline Hour 1: Advanced Formatting and Layout (60 minutes) 1. Section Breaks and Page Setup (15 minutes) o Steps:  Open a new document.  Go to the Layout tab, click on Breaks, and select Next Page under Section Breaks.  Change the page orientation for the new section under Layout > Orientation. o Screenshot: Capture the section break and orientation settings. 2. Using Styles and Themes (20 minutes) o Steps:  Highlight a heading, go to the Home tab, and choose a style from the Styles gallery.  Modify a style by right-clicking it and selecting Modify.  Apply a theme under the Design tab. o Screenshot: Show the Styles pane and the Themes dropdown. 3. Advanced Text Formatting (25 minutes) o Steps:  Select text, then go to the Home tab and explore text effects (e.g., Text Outline).  Insert a text box via Insert > Text Box.  Use Columns under the Layout tab to format text. o Screenshot: Display the text effects and columns in action. Hour 2: Working with Tables and Graphics (60 minutes) 1. Creating and Formatting Tables (30 minutes) o Steps:  Insert a table via Insert > Table.  Merge cells by selecting them, right-clicking, and choosing Merge Cells.  Apply a table style from the Table Design tab. o Screenshot: Show the table with merged cells and applied styles. 2. Inserting and Managing Graphics (30 minutes) o Steps:  Insert an image via Insert > Pictures.  Select the image, then click on Wrap Text to change text wrapping options.  Create a SmartArt graphic via Insert > SmartArt. o Screenshot: Display the inserted image with wrapped text and a SmartArt graphic. Hour 3: Advanced Features and Automation (60 minutes) 1. Mail Merge (30 minutes) o Steps:  Open the Mailings tab, select Start Mail Merge, and choose a document type (e.g., Letters).  Click on Select Recipients and choose Use an Existing List to connect to your Excel file.  Insert merge fields and complete the merge via Finish & Merge. o Screenshot: Show the Mail Merge process with selected recipients. 2. Citations and References (15 minutes) o Steps:  Go to the References tab, click on Insert Citation, and add a new source.  Insert a bibliography at the end of your document. o Screenshot: Capture the citations and bibliography inserted. 3. Creating Macros (15 minutes) o Steps:  Go to the View tab, click on Macros, and select Record Macro.  Perform a repetitive task (like formatting text), then stop recording.  Run the macro to see it in action. o Screenshot: Show the macro recording settings and how to run it. Materials Needed  Computers with MS Word installed.  Sample data for mail merge (e.g., an Excel file).  Sample images and graphics for practice. Post-Lab Assignment  Create a comprehensive document incorporating all elements learned: o Use sections, tables, graphics, mail merge, citations, and at least one macro.  Submit the document for review in one week. How to Take Screenshots  On Windows: Use the Snipping Tool or Snip & Sketch (Windows + Shift + S).  On Mac: Use Command + Shift + 4 to capture a selected area.  Save screenshots in an organized folder for easy access. This outline will guide you through the lab session effectively, and you can take screenshots at each step for reference! If you have specific questions about any of the tasks, feel free to ask! Lab 1 – Introduction to Excel LAB 1 QUICK VIEW Each cell of excel has a letter column and a number row. Numbers are entered in cells by typing them and pressing enter. Formulas and equations are entered in cell starting with = Common formulas are: =SUM(X:Y) Add all cells from cell X to cell Y =AVERAGE(X:Y) Calculate the average (mean) of cells X to Y =COUNT(X:Y) Count how many filled cells are between cells X and Y =VAR(X:Y) Calculate the sample variance of cells X to cells Y =STDEV(X:Y) Calculates the sample standard deviation of cells X to Y **Note: the (X:Y) of each formula can be filled out by clicking and dragging to highlight the cells you want to use. Text can be entered by typing and pressing enter. If the text would be considered a number or formula, it can be entered by typing ‘ first. Cells can be copied and moved using the copy command (Control+C), the cut command (Control+X) and the paste command (Control+P). Copied formulas will automatically change their cells unless “$” is used. For example: =$A5 The column A will not change when copied =A$5 The row 5 will not change when copied =$A$5 The column A will not change and the row 5 will not change when copied. Cells can be formatted to change the look of the text, the size of the cell, borders and colour fill. Saving excel files to a USB drive is a good idea. Note: Some versions of Excel do not accept the compatibility functions VAR and STDEV. In these cases, you can use =VAR.S(X.Y) and =STDEV.S(X.Y). 1.1 © 2021 University of Alberta Written by Lorne Priemaza A) Opening Microsoft Excel Depending on your computer and operating system, Microsoft Excel can usually be opened through the start button in the lower left. It is sometimes listed under programs, Microsoft Office and/or Office. Alternately, you may be able to open Microsoft excel using a shortcut on your desktop or taskbar. If you are given options, choose “Blank Workbook”. B) Cells An excel spreadsheet is made up of cells. The columns are given letters, and the rows are given numbers. If you click your mouse on the 5th row of column C, for example, you will highlight and be able to type in CELL C5. Note that column C and row 5, and the cell you clicked on are highlighted. “C5” also appears in the top left above the cells. You can move between cells by clicking different cells, or by using the arrow keys. C) Filling in cells Three things can be entered into each cell: numbers, formulas and text. To enter a number, simply type the number (ie: 467.2 or 312) and press enter. To enter an equation, type “=” then the equation and press enter. Each equation will include numbers, cells, and math tools such as + (addition), - (subtraction), / (division), * (multiplication), ^ (exponents/powers) and brackets. (Normal math order of operations applies, so for example 2 + 3 * 4 = 14, since without 1.2 © 2021 University of Alberta Written by Lorne Priemaza brackets, multiplication comes before addition. ) After the “=” you can also type a formula. Excel has hundreds of useful formulas (which can be found using the “help” option). Some formulas that you will use in this course are: =SUM(X:Y) Add all cells from cell X to cell Y =AVERAGE(X:Y) Calculate the average (mean) of cells X to Y =COUNT(X:Y) Count how many filled cells are between cells X and Y =VAR(X:Y) Calculate the sample variance of cells X to cells Y =STDEV(X:Y) Calculates the sample standard deviation of cells X to Y **Note: the (X:Y) of each formula can be filled out by clicking and dragging to highlight the cells you want to use. Note: Some versions of Excel do not accept the compatibility functions VAR and STDEV. In these cases, you can use =VAR.S(X.Y) and =STDEV.S(X.Y). These commands use identical background formulas. The.S indicates that we are using sample data, rather than population data. After you enter the equation and hit enter, the answer appears in the cell. If you click on the cell again, you will notice that the “formula line” above the cells shows the equation you entered. You should enter CELLS instead of NUMBERS in formulas whenever possible. That way, if you change the numbers in the cells, the answers to all the equations will automatically recalculate. To enter text, simply type the text and hit enter. If you want to enter text that would normally be interpreted as a number or formula (if it starts with a number, - or = for example), start the entry with ‘. 1.3 © 2021 University of Alberta Written by Lorne Priemaza D) Selecting, Copying, Cutting, and Pasting To select more than one cell, simply click on the first or last cell to want to select, hold your mouse button down, then drag your mouse to highlight all cells you want to select before releasing the mouse button. To COPY selected cells, press CONTROL+C, or right click a selection and choose “COPY”, or select “COPY” under the “HOME” menu at the top of your screen. Your selected cells will still exist, but can now be pasted somewhere else. To CUT selected cells, press CONTROL+X, or right click a selection and choose “CUT”, or select “CUT” under the “HOME” menu at the top of your screen. Your selected cells will BE ERASED, but can now be pasted somewhere else. To PASTE selected cells, first click on a cell where you want the top left of the copied cells to start, then press CONTROL+V, or right click a cell and choose “PASTE”, or select “PASTE” under the “HOME” menu at the top of your screen. Your copied or cut cells will now appear. E) Pasting Formulas If you copy and paste a formula, the new formula will automatically change which cells it refers to based on its new location. For example, if a formula in cell C2 originally referred to cell A1 (one cell above and two cells to the left), and you copied that formula into cell D4 it would now refer to cell B3 (one cell above and two cells to the left). 1.4 © 2021 University of Alberta Written by Lorne Priemaza Usually this feature is useful. If you want to calculate the average of many columns, you can use the =AVERAGE formula once, then copy that formula along the bottom of each column; the formula will automatically change each time. If you DON’T want the cell letter or cell number to change, simply put a $ BEFORE it. For example: =$A5 The column A will not change when copied =A$5 The row 5 will not change when copied =$A$5 The column A will not change and the row 5 will not change when copied. If you want to copy the ANSWERS to a formula, but not the formula itself, instead of selecting “PASTE”, select “PASTE SPECIAL - VALUES” either by right-clicking or by using the PASTE option under the HOME menu. Advanced Skill – Fill Handle When any cell or cells in excel is selected, there is a square in the bottom right corner of the cell(s) called the “fill handle”. By clicking and dragging this small square, excel will attempt to fill in all the empty cells highlighted. If you start by selecting a pattern of numbers, excel will continue the pattern: If you start by selecting a formula, excel will copy the formula: 1.5 © 2021 University of Alberta Written by Lorne Priemaza F) Inserting or deleting row or columns To insert a row or column, click on the LETTER or NUMBER of the old row or column you want the new row or column to come BEFORE, then right click and choose “INSERT.” To delete a row or column, click on the LETTER or NUMBER of the old row or column you want to delete, then right click and choose “DELETE.” G) Changing Column Width To change column width (for example if you need more room for text), simply move your cursor to the right of the column letter until it changes to a vertical line with and arrow to each side, then click and drag until the column is the width you want. (Changing row height is similar.) H) Formatting cells To change the appearance of cells, select the cells you want to change, then right-click and choose “FORMAT CELLS”. (Most of these options can be also found under the “HOME” menu.) The NUMBER tab is useful to change your data into currency or to select the number of decimal places you want displayed. Under the ALIGNMENT tab, “Wrap Text” can be useful to fit text in one cell The FONT tab can change font. The BORDER tab can put boarders around and between individual cells. You should always pick this option before printing an excel file to make it readable. The FILL tab lets you put a background colour in the cells selected. This is useful if you want to highlight a cell or selection of cells to make it easier to read. 1.6 © 2021 University of Alberta Written by Lorne Priemaza I) Changing fonts By selecting “Format Cells” or through the “Home” menu, you can change how text appears in one or more cells. To format multiple cells, simply click and drag to select the cells you want to format. The most common formats you will do will be to change the font, change the font size, bold your text, or underline your text. J) Saving an excel file To save an excel file, select “FILE” in the top menu, then “SAVE”. Choose the location to save the file, and type in an appropriate name. Make sure you are able to save your file to a USB drive, usually by choosing “browse”. If you want to save an excel file so that it can be opened using much older versions of excel, select “FILE” in the top menu, then “SAVE AS”. Once you’ve chosen your save location, change “Save as type” to “Excel 97-2003 Workbook”. 1.7 © 2021 University of Alberta Written by Lorne Priemaza Econ 299 Practice Lab 1: A) Copy or download the following list of prices and quantities: B) Create a new row at the top and insert the title “Bob Econ’s Farmer’s Market”. C) Create a new column on the far left. In CELL A9 enter the text “AVERAGE” and in cell A10 enter the text “TOTAL”. D) Calculate the average prices and quantities and the total quantities. After entering the formulas for apples, copy and paste those formulas for oranges. E) In G2 insert the text “Laspeyres Price Index. 100=2020.” In G3 to I3 insert the text, Numerator, Denominator, and Price Index. LPI t =  PQ t 100 b  P Q b b F) The LPI formula is listed above. Since the denominator (bottom of the division sign) never changes, we can calculate that first in row 6 by entering =C$6*D$6+E$6*F$6. The $’s make sure that the row number never changes as we copy the denominator formula for all years; we always refer to 2020 (the base year). G) The numerator can be calculated in row 6 by entering =C6*D$6+E6*F$6. The $’s make sure that the row number never changes as we copy the numerator formula for all years; we always refer to the base year (2020) quantity. H) After copying your numerator and denominator formulas to cover all years, calculate the price index in row 6 as simply =G6/H6*100, then copy to fill in the entire price index. I) Next, we can calculate growth in fruit prices, or fruit inflation. In column J, enter the title “Fruit Inflation (%)” in the appropriate cell. Remember that the formula for growth is: ( X t − X t −1 ) growtht ,t −1 = 100% X t −1 1.8 © 2021 University of Alberta Written by Lorne Priemaza J) In column J, row 5 (since row 4 will be blank), input the formula =(I5-I4)/I4*100 and copy and paste it as needed. Note that we use no $’s, as we want the cell references to always change as we paste the formula. K) Below your calculations above, calculate average inflation by copying over the previous formula. Notice that the formula will automatically ignore row 4 since it is blank. L) If you have not yet done so, change the width of the columns so the text fits into each cell. Format all the cells so that they show dollars or simple numbers, as needed. Bold and underline any titles. M) Let’s assume that you wanted to print this spreadsheet, and that inflation was the key item you were calculating. Select all the work you have done, and right click to choose “FORMAT CELLS”. Under “Border”, select Outline and Inside so that the grid is always shown. Next, under “Fill”, choose a colour for the inflation entries only. N) Finally, let’s assume that you find out that your original data set had an error. Change quantity of apples in 2020 to read 854 (instead of 845). Notice how your spreadsheet automatically updates. This is why it is important to always use cell references whenever possible in excel. O) Save your work on your USB drive. 1.9 © 2021 University of Alberta Written by Lorne Priemaza Practice Lab 1 Answers: 1.10 © 2021 University of Alberta Written by Lorne Priemaza Lab no 06: Charts in Excel: Learn How to Create Charts in Excel Pie Charts in Excel Pie Charts in Excel are one of the simplest to create. It is popular for being the most visually appealing charts that represent information during a presentation. You can use the automobile data to find out the market shares of each company using the pie chart in Excel. To create a pie chart, you need to select your entire data. ( Create this data in Excel by yourself) Then, navigate through the toolbar, select the insert option, and select the pie-chart icon/option shown below. In the pie-chart drop-down menu, Microsoft Excel will provide you with a variety of options. For now, select a three-dimensional pie-chart and it looks as follows. Moving ahead, you will learn about column charts in Excel Column Charts in Excel Column Charts in Excel are the quickest to create. To create a column chart, you can use the shortcut key. Now, you will look into the step-by-step method to create a column chart in Excel. Here, you will use the year-on-year profits data and visualize the annual profits using a column chart. Select the obtained data as shown below. Next, press the function key F11. Then, MS Excel will automatically create a column chart as shown below. Bar Charts in Excel Bar Charts in Excel are simply the column charts represented horizontally. You can convert the column chart into a bar chart by following some simple steps as shown below. Here, use the year-on-year profits data and visualize the annual profits using a bar chart. Select the data on your Excel Sheet and use the shortcut method (Press Function key F11) to create the regular column chart. After creating the regular column chart, right-click on the chart area and select the option of change chart type. In the change chart type option, you will find a set of chart options that include a variety of charts, as shown below. In the available chart options, select the bar graph option and the resultant chart will be transformed as follows. Moving ahead, you will go through the difference between Column vs. Line Charts in Excel Column vs. Line Charts in Excel Column vs. Line Charts in Excel is used to analyze the variations of two or more elements simultaneously. To create a column vs. line chart, you need to implement the following steps. You can use the year-on-year profits versus expenses data, and visualize the annual profits versus the expenses using a column vs. line chart, where the columns will show the profits and the line will represent the expenses. Select the entire data and use the shortcut key F1 to create a column chart. The resultant column chart will appear as follows. Now, you need to create the column vs. line chart. So for that, you need to change the chart type. For that, right-click on the chart area and select the chart type option. In the chart type window, select the combo option and select the column and line combo option. And it will transform the chart into a column vs. line chart, as shown below. Next, you will continue with pivot charts in Excel. Pivot Charts in Excel A Pivot Chart is considered as a real-time interactive chart that responds to the variations happenings in the real-time data. To create a pivot chart, you need to follow the steps mentioned below. You must use the automakers and distributors data and visualize the sales happening in different regions using a pivot chart Select the data available on your Excel sheet as shown below. Now, select the insert option from the toolbar and the ribbon, choose the pivot chart option as shown below. After you select the pivot chart option, you will have a new dialogue box where you select the range and the location of the chart. Here, you must choose the complete data for the range and select a location for the chart in the current worksheet. Now, you have a newly created an empty pivot chart on the screen as shown below. Now, select the elements for the chart as shown below, and try to extract the insights from the form of an interactive pivot chart. The resultant pivot chart will look as follows. In the next part, you will learn the sparkline charts in Excel. Sparkline Charts in Excel Sparkline Charts in Excel are tiny cells that represent the insights of the respective columns. To create a sparkline chart in Excel, you need to follow the steps provided below. Use the store data and visualize the monthly sales using a sparkline chart. Select the insert option from the toolbar and select the sparkline option from the ribbon as shown below. Now, select the data from the column as shown below. Now, select the type of sparkline chart you wish to create. For now, you must select the column type of sparkline chart. A new dialogue box will appear that asks you for the location of the column type sparkline chart. Select the location and press ok. It will create the sparkline chart and you can simply drag the cell across all the columns to create a column chart for all the columns in the table as shown below. With that, you have reached the end of this tutorial on Charts in Excel. Chart Customization Charts in Excel can be customized. Customization can be helpful to make the data easier to understand. For example to highlight key points, give additional information and make it look better. Excel has many options for how to customize a chart. You will learn more about the different options in this chapter. This doughnut chart shows the ratio of different Pokemon types in generations 1 and 2. The "Water" type, shown in gray has the most Pokemons in both generations. Then there are types "Bug", shown in yellow, "Grass", shown in blue and "Fire", shown in orange. Note: Different charts can be customized in different ways. Moving Charts Excel charts can be moved around the spreadsheet. How to move a chart, step by step: 1. Select the chart by clicking on it. Note: Selecting a chart highlights its borders. 2. Drag the chart and place it where you want Resizing Charts Excel charts can be resized. Resizing will scale all the elements in the chart except the text. How to resize a chart, step by step: 1. Select the chart by clicking on it. 2. Click and drag one of the 8 points shown on the chart border and drag them Note: The arrows in the image above are pointing to where you can drag to resize the chart. The chart is now resized. This can be done as many times as needed to get the right size. Changing The Chart Title The default chart title in Excel is "Chart Title". This is not informative. The title should describe the chart. Changing the title, step by step: 1. Double click on the chart This opens up a menu on the right side of your screen. 2. Find "Chart Title" text in the newly opened menu and change it Now, the title has changed to "Pokemon Stats". Note: You can remove the chart title by clicking on it and pressing the Deletekey on your keyboard. Customization Options Charts can be customized in different ways, here are some elements you can change:  Legends  Axis  Data labels  Grid lines  Styling and formatting Lab Tasks 1. Open the file in the folder shown above: Select all the data (except the title) and then create a chart from this. Convert this data into a line chart. Make the necessary formatting changes so it resembles the example shown below - add any of your own changes! Remember you can double-click any item to open the Chart Options pane on the right hand side to make formatting changes. Task 2: Provide Electricity graphs record of your Electricity Bill. Enter the data of one year units consumed and bill amount. Make bar graphs, pie chart and line graphs. Lab 07: Practicing VLOOKUP Function in Excel Lab Objective:  To understand how to apply the VLOOKUP function to solve common data retrieval tasks. Dataset: Three different datasets for the activities are. Dataset 1: Employee Lookup Employee ID Name Department Salary 101 John Doe HR 50,000 102 Jane Smith IT 60,000 103 Alan Brown Finance 55,000 104 Emma Wilson Marketing 52,000 105 Chris Johnson IT 62,000 Task 1: Simple VLOOKUP Instructions: 1. Use the VLOOKUP function to find the department of employee with ID 103. 2. Find the salary of employee with ID 105. Expected Answers: 1. Formula: =VLOOKUP(103, A2:D6, 3, FALSE) o Answer: Finance 2. Formula: =VLOOKUP(105, A2:D6, 4, FALSE) o Answer: 62,000 Dataset 2: Product Pricing Product ID Product Name Category Price 1001 Laptop Electronics 800 Product ID Product Name Category Price 1002 Smartphone Electronics 500 1003 Office Chair Furniture 150 1004 Coffee Maker Appliances 80 1005 Desk Lamp Furniture 40 Task 2: VLOOKUP for Product Information Instructions: 1. Find the name and price of the product with ID 1002. 2. What is the category of the product with ID 1004? Expected Answers: Dataset 3: Commission Table (Approximate Match) Sales Amount Commission Rate 0 0% 1000 5% 5000 7% 10000 10% 20000 15% Task 3: VLOOKUP with Approximate Match Instructions: 1. A salesperson has a sales amount of 7,500. Find their commission rate using VLOOKUP. 2. Find the commission rate for a sales amount of 18,000. Expected Answers: Dataset 4: Combining VLOOKUP with IFERROR Student ID Name Math Science English 201 Alex Johnson 78 85 90 Student ID Name Math Science English 202 Brenda Clark 88 92 80 203 Charlie Smith 85 88 75 204 Diana Roberts 95 89 85 205 Eva Peterson 72 75 82 Task 4: VLOOKUP with IFERROR Instructions: 1. Use VLOOKUP to find the Science score of the student with ID 202. 2. Use VLOOKUP to find the English score of a student with ID 206. Ensure the formula doesn't return an error and instead displays "Not Found" if the ID is not present. Expected Answers: Task 5: Real-World Scenario Scenario Description: You have a sales table that includes sales for different regions. Your task is to extract specific sales data using VLOOKUP. Here’s your sales data: Sales ID Region Salesperson Sales S001 East John Doe 1000 S002 West Jane Smith 1200 S003 North Alan Brown 900 S004 South Chris Johnson 1500 S005 East Emma Wilson 1300 Instructions: 1. Find the sales for Sales ID S003. 2. Find the name of the salesperson for Sales ID S005. 3. Use IFERROR to find sales for a Sales ID S006, which doesn’t exist, and display "Not Found" if the Sales ID isn't present. Expected Answers: LAB # 07 Introduction to Power Point I OBJECTIVE: In this lab, you will learn 1. How to create power point presentation. 2. Add animations to power point presentation. 3. Add transitions to power point presentation. DESCRIPTION: The PowerPoint Window PowerPoint is a presentation software package. With PowerPoint, you can easily create slide shows. Trainers and other presenters use slide shows to illustrate their presentations. This lesson introduces you to the PowerPoint window. You use the window to interact with the software. To begin, open PowerPoint 2016. The window appears and your screen looks similar to the one shown here. The Microsoft Office Button In the upper-left corner is the Microsoft Office button. When you click the button, a menu appears. You can use the menu to create a new file, open an existing file, save a file, and perform many other tasks. The Quick Access Toolbar Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar provides you with access to commands you frequently use. By default, Save, Undo, and Redo appear on the Quick Access toolbar. You use Save to save your file, Undo to rollback an action you have taken, and Redo to reapply an action you have rolled back. The Title Bar The Title bar is located at the top in the center of the PowerPoint window. The Title bar displays the name of the presentation on which you are currently working. By default, PowerPoint names presentations sequentially, starting with Presentation1. When you save your file, you can change the name of your presentation. 1 Tabs 2 Command Group 3 Command Buttons 4 Launcher You use commands to tell PowerPoint what to do. In PowerPoint 2007, you use the Ribbon to issue commands. The Ribbon is located near the top of the PowerPoint window, below the Quick Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several related command groups. Within each group are related command buttons. You click buttons to issue commands or to access menus and dialog boxes. You may also find a dialog box launcher in the bottom-right corner of a group. When you click the dialog box launcher, a dialog box makes additional commands available. Rulers Rulers are vertical and horizontal guides. You use them to determine where you want to place an object. If the rulers do not display in your PowerPoint window: Click the View tab. Click Ruler in the Show/Hide group. The rulers appear. Slides, Placeholders, and Notes 1 Slide 2 Placeholders 3 Notes Slides appear in the center of the window. You create your presentation on slides. Placeholders hold the objects in your slide. You can use placeholders to hold text, clip art, charts, and more. You can use the notes area to create notes to yourself. You can refer to these notes as you give your presentation. Status Bar, Tabs, View Buttons, and More Status Bar 6 Vertical & Horizontal Splitter 1 Bars 2 Outline Tab 7 Minimize Button 3 Slides Tab 8 Maximize/Restore Button 4 View Buttons 9 Close Button 5 Zoom The Status bar generally appears at the bottom of the window. The Status bar displays the number of the slide that is currently displayed, the total number of slides, and the name of the design template in use or the name of the background. The Outline tab displays the text contained in your presentation. The Slides tab displays a thumbnail of all your slides. You click the thumbnail to view the slide in the Slide pane. The View buttons appear near the bottom of the screen. You use the View buttons to change between Normal view, Slider Sorter view, and the Slide Show view. Normal View Normal view splits your screen into three major sections: the Outline and Slides tabs, the Slide pane, and the Notes area. The Outline and Slides tabs are on the left side of your window. They enable you to shift between two different ways of viewing your slides. The Slides tab shows thumbnails of your slides. The Outline tab shows the text on your slides. The Slide pane is located in the center of your window. The Slide pane shows a large view of the slide on which you are currently working. The Notes area appears below the Slide pane. You can type notes to yourself on the Notes area. Slide Sorter View Slide Sorter view shows thumbnails of all your slides. In Slide Sorter view, you can easily add, delete, or change their order of your slides. Slide Show Use the Slide Show view when you want to view your slides, as they will look in your final presentation. When in Slide Show view: Esc Returns you to the view you were using previously. Left- Moves you to the next slide or animation effect. When you clicking reach the last slide, you automatically return to your previous view. Right- Opens a pop-up menu. You can use this menu to navigate clicking the slides, add speaker notes, select a pointer, and mark your presentation. Zoom allows you to zoom in and zoom out on the window. Zooming in makes the window larger so you focus in on an object. Zooming out makes the window smaller so you can see the entire window. You can click and drag the vertical and horizontal splitter bars to change the size of your panes. You use the Minimize button to remove a window from view. While a window is minimized, its title appears on the taskbar. You click the Maximize button to cause a window to fill the screen. After you maximize a window, clicking the Restore button returns the window to its former smaller size. You click the Close button to exit the window and close the program. Creating Your First PowerPoint Presentation You create your PowerPoint presentation on slides. You use layouts to organize the content on each slide. PowerPoint has several slide layouts from which to choose. Themes are sets of colors, fonts, and special effects. Backgrounds add a colored background to your slides. You can add themes and backgrounds to your slides. After you complete your slides, you can run your presentation. Create a Title Slide When you start PowerPoint, PowerPoint displays the title slide in the Slide pane. You can type the title of your presentation and a subtitle on this slide. To enter text:  Click and type the title of your presentation in the "Click to add title" area.  Click and type a subtitle in the "Click to add subtitle" area. If you do not wish to use the title slide, click the Delete Slide button in the Slides group on the Home tab. Creating New Slides After completing your title slide, you can create additional slides. To create a new slide: 1. Choose the Home tab. 2. Click the New Slide button in the Slides group. The Office Theme dialog box appears and displays several layout templates. 3. Click the layout you want. The layout appears in the Slide pane of the PowerPoint window. 3. To add text, click inside the placeholder and type. 4. To add an additional slide to your presentation, do one of the following:  Right-click the slide layout. A menu appears. Click Layout and then click the layout you want.  Choose the Home tab, click the New Slide button , and then choose the slide layout you want. Creating an Outline If you need to present the information in your slide in outline form, you can easily create an outline by using the Increase List Level button to create a hierarchy. 1. Choose the Home tab. 2. Click the New Slide button in the Slides group. The Office Theme dialog box appears. 3. Click the Title and Content layout. 4. Enter the information shown here. Click the Increase List Level button in the Paragraph group to indent the bullets for Stafford Loans and PLUS Loans. If you ever need to decrease an indent, use the Decrease List Level button in the Paragraph group. Using Two-Column Text You can also place text in two separate columns. 1. Choose the Home tab. 2. Click the New Slide button in the Slides group. The Office Theme dialog box appears. 3. Click the Two Content layout. 4. Enter the information. For e.g. Making Changes to Your Slides After creating a slide, if you want to add text: 1. Place the mouse pointer at the point at which you would like to add text. 2. Type the information you want to add. If you would like to change text: 1. Select the text you want to change. 2. Type the new text. You can use the Backspace key to delete text. You can also delete text by highlighting the text and pressing the Delete key. Applying a Theme A theme is a set of colors, fonts, and special effects. Themes provide attractive backgrounds for your PowerPoint slides. To apply a theme to all of the slides in your presentation: 1. Choose the Design tab. 2. Click the More button in the Themes group. 3. Click the design you want. To apply a theme to selected slides: 1. Click the Slides tab, located on the left side of the window. 2. Hold down the Ctrl key and then click to select the slides to which you want to apply a theme. 3. Choose the Design tab. 4. Click the More button in the Themes group. 5. Right-click the theme you want to apply. A menu appears. 6. Click Apply to Selected Slides. Excel applies the theme to the slides you selected. You can add a dramatic effect to your theme by applying a background. 1. Choose the Design tab. 2. Click the Background Styles button. 3. Click the background you want. Applying a Theme Choose the Design tab. 1. Click the More button in the Themes group. 2. Click the theme you want. PowerPoint applies the theme to all of the slides in your presentation. Adding a Background 1. Choose the Design tab. 2. Click the Background Styles button. 3. Click the background you want. PowerPoint applies the background to your slides. Running Your PowerPoint Slide Show After you create your slides, you can run your slide show: 1. Do any one of the following: o Press F5. o Choose the Slide Show tab. Click the From Beginning button in the Start Slide Show group. o Click the Slide Show icon in the bottom-right corner of your screen. Your slide show appears on your screen. Navigating the Slide Show Task Procedure Go to the next slide. Do one of the following:  Press the Right Arrow key.  Press the Enter key.  Press the Page Down key.  Left-click the slide. Go to the previous slide. Do one of the following:  Press the Left Arrow key.  Press the Backspace key.  Press the Page Up key. End the slide show and return to Press the Esc key. PowerPoint. Formatting Tables in PowerPoint Presentation These including changing the columns width, row height, set the cell internal margins, change the table border, fill color to the cells, add a picture or shadow to a table. To change columns width and row height  Position the mouse pointer on the border below the row or to the right of the column that you want to resize. The mouse pointer turns into a line with arrows on each side of it.  Hold down the mouse button as you drag the row or column to a new height or width. A dotted line appears showing where it will go.  Release the mouse button.  You can have a column automatically resize to fit the contents of column by double-clicking on the column edge. To specify the internal margins for cells  Select the cells to which the setting should apply. You can select the entire table if you wish.  From the Table Tools Layout tab, in the Alignment group, click on Cell Marginsicon. A menu of margin presets opens.  Click one of the presets or click the Custom Margins button to display the Cell Text Layout dialog box.  From the dialog box, under the Internal margin section, set the Left, Right, Top, and Bottom margin settings.  Click OK when finish. To apply or change the table border  Select the cell(s) that you want to apply/change.  From the Table Tools Design tab, in the Draw Borders group, select a line style, width, and color from the Pen Style, Pen Weight, and Pen Color drop-down lists.  From the Table Tools Design tab again, in the Table Styles group, open the Borders button's menu and choose the sides of the selected area to which the new settings should apply. Note: Alternatively, you can right-click any existing row or column, point to Insert, and choose one of the commands on the submenu. To merge the table cells Use one of the ways below to merge cells:  Select (highlight) the cells to merge, right-click them, and choose Merge Cells.  Select the cells that you want to merge and click Merge Cells icon on the Table Tools Layout tab, Merge group.  From the Table Tools Design tab, in the Draw Borders group, click the Erasericon and then click the table line you want to erase.  If necessary, repeat the above step to apply the border to other sides of the selection.  If you want to remove all borders from all sides, choose No Border from the menu. To apply the fill color to cell(s)  Select the cell(s) to affect.  From the Table Tools Design tab, in the Table Styles group, click the down arrow next to the Shading button to open its palette.  Select the desired color or fill effect. To fill a picture to a table  Select the cells in the table to be fill by the picture.  Right-click and from the menu pop-up choose Format Shape.  From the Format Shape dialog box displayed, click Fill, and then click Picture or texture fill.  Click the File button, select a picture file to be insert, and click Insert button.  Mark the Tile picture as texture check box. Click Close. To apply a shadow to a table  Select the table's outer frame, and then right-click the frame and choose Format Shape.  From the Format Shape dialog box displayed, click Shadow, and then choose a Presets and a Color.  If needed, drag any of the sliders to fine-tune the shadow.  Click Close to close the Format Shape dialog box. LAB TASKS Perform all steps as mentioned above in MS PowerPoint and show the results to the instructor. TASK 1 Create a presentation of 10 to 12 slides on any topic of your choice that should utilize the functions of adding different themes to the slides, using different layouts, applying different transitions to the slide, usage of the master view, usage of different background styles. The presentation should also utilize adding of clipart, shapes, slide number, date and time, header and footer, tables etc (Get familiarized with View Gridlines and Properties (from the Table Group), Insert Rows and Columns (from the Rows & Columns Group), Delete the Table, Rows and/or Columns (from the Rows & Columns Group), Merge or Split Cells (from the Merge Group), Increase and decrease cell size (Cell Size Group), Align text within the cells and change text directions (Alignment Group). DELIVERABLES: 2. Task1.ppt 3. Screenshots of results and observations. Introduction to PowerPoint II OBJECTIVE: In this part of the lab, you will learn how to 1. Add animations to power point presentation. 2. Add transitions to power point presentation. DESCRIPTION: Adding Animations You can animate the objects on your PowerPoint slides. PowerPoint provides four types of animations: Entrance, Emphasis, Exit, and Motion Paths. An Entrance animation determines the manner in which an object appears on a slide; for example, an object can move onto a slide. An Emphasis animation does something to draw attention to an object; for example, the object can become larger. An Exit animation determines the manner in which an object leaves a slide; for example, an object can move off a slide. A Motion Paths animation determines how an object moves around a slide; for example, an object can move from left to right. After you add an animation, you can use the Custom Animation pane to modify it by choosing an effect. Choosing an effect enables you to define what starts the animation, its properties (such the direction from which an object moves onto the slide), and control the speed of the animation. In addition, you can have an animation start when you click the mouse, start along with the previous animation, or start at a specified time after the previous animation. If the Auto Preview box is checked on the Custom Animation pane, PowerPoint provides you with preview of your animation after you create it and each time you modify it. You can also use the Play button on the Custom Animation pane to preview an animation. To choose an effect: ▪ Select the object you want to animate. ▪ Choose the Animations tab. ▪ Click the Custom Animation button. The Custom Animation pane appears. ▪ Click the Add Effect button. A menu appears. ▪ Choose the type of effect you want. A submenu appears. ▪ Click the effect you want. PowerPoint applies the effect. To modify an effect: ▪ Click the down arrow next to the Start field on the Custom Animations pane and then select the start method you want. ▪ Click the down arrow next to the Property field on the Custom Animations pane and the select the property you want. The Property field might be labelled Direction, Size, or some other property. ▪ Click the down arrow next to the Speed field on the Custom Animations pane and then select the speed you want to apply to your animation. To preview the animation, click the Play button on the Custom Animations pane. Adding an Animation to a Slide 1. Click on a Slide on the Slides tab. 2. Select any object on the slide. 3. Choose the Animations tab. 4. Click the Custom Animation button. The Custom Animation pane appears. 5. Click the Add Effect button. A menu appears. 6. Choose Entrance. A submenu appears. 7. Click Fly In. PowerPoint applies the effect. If the Auto preview box is checked, PowerPoint automatically provides you with a preview of the animation. Modify the Effect 1. Click the down arrow next to the Start field and then select After Previous. 2. Click the down arrow next to the Direction field and then select From Bottom. 3. Click the down arrow next to the Speed field and then select Medium. Adding another Animation Select another object on the slide. 1. Click the Add Effect button. A menu appears. 2. Choose Entrance. A submenu appears. 3. Click Fly In. PowerPoint applies the effect. If the Auto preview box is checked, PowerPoint automatically provides you with a preview of the animation. Modifying the Animation 1. Click the down arrow next to the Start field then select After Previous. 2. Click the down arrow next to the object field and then click Timing. The Fly In dialog box appears. 3. Type 0.05 in the Delay text box. 4. Click OK. 5. Click the down arrow next to the Direction field and then select From Bottom. 6. Click the down arrow next to the Speed field and then select Medium. If the Auto preview box is checked, PowerPoint automatically provides you with a preview of the animation. You can click the Play button on the Custom Animation pane at any time to preview an animation. Adding Transitions Transitions determine how your presentations move from one slide to the next. For example, a slide can move up onto the screen and replace the previous slide. PowerPoint provides several transition methods. You can add sound to a transition and you can control its speed. You can apply a transition to selected slides or to all of the slides in your presentation. A transition can occur when the presenter clicks the mouse or after the amount of time you specify. To apply a transition to selected slides: 1. On the Slides tab, hold down the Ctrl key and then click the slides to which you want to apply the transition. 2. Choose the Animations tab. 3. Click the More button in the Transition to this Slide group. A menu of transitions appears. 4. Click the transition you want to apply. PowerPoint applies the transition. As you roll your pointer over each transition, PowerPoint provides you with a live preview of the transition. To apply a transition to all slides: 1. Choose the Animations tab. 2. Click the More button in the Transition to this Slide group. A menu of transitions appears. 3. Click the transition you want to apply. As you roll your pointer over each transition, PowerPoint provides you with a live preview of the transition. 4. Click the Apply to All button in the Transition to This Slide group. To add a sound to a transition: 1. Choose the Animations tab. 2. Click the down arrow next to the Transition Sound field and then click the sound you want. As you roll your pointer over each sound, PowerPoint plays the sound. To set the speed of a transition 1. Choose the Animations tab. 2. Click the down arrow next to the Transition Speed field and then click the speed you want. Computing Fundamentals BSE-1 If you want the transition to occur after the presenter clicks the mouse, check the On Mouse Click check box. If you want a transition to occur after a specified period of time, check the Automatically After check box and then specify the amount of time you want to elapse before the transition occurs. The On Mouse Click check box and the Automatically After check box are both located on the Animations tab in the Transition to This Slide group. TASK 2 1. Perform all steps as mentioned above in MS PowerPoint and show the results to the instructor. 2. Edit the presentation prepared in the previous task to apply all the concepts listed above. DELIVERABLES: 1. Task 2.ppt 2. Screenshots of results and observations. Lab on MS Visio 2016 for Windows Introduction to Visio UET Table of Contents Introduction................................................................................................................................. 5 Learning Objectives.................................................................................................................... 5 The Visio 2016 Interface............................................................................................................. 6 The Ribbon.............................................................................................................................. 6 The File tab (Backstage View)................................................................................................ 6 The Home Tab........................................................................................................................ 7 The Insert Tab......................................................................................................................... 8 The Design Tab....................................................................................................................... 8 The Review Tab...................................................................................................................... 8 The View Tab.......................................................................................................................... 9 The Tell Me Tool..................................................................................................................... 9 Using Starter Diagrams............................................................................................................. 12 Modifying the Layout............................................................................................................. 14 Stencils & Shapes..................................................................................................................... 15 Creating Flowcharts.................................................................................................................. 16 Building the Flowchart........................................................................................................... 18 Modifying the Flowchart......................................................................................................... 20 Altering a Connecting Line................................................................................................. 20 Removing a Connection..................................................................................................... 21 Redirecting a Connecting Line........................................................................................... 22 Connecting to a Different Shape........................................................................................ 23 Adding Connecting Points..................................................................................................... 23 Drawing Shapes....................................................................................................................... 25 Manipulating Shapes................................................................................................................ 27 Moving a Shape.................................................................................................................... 27 Deleting a Shape................................................................................................................... 28 Formatting a Shape............................................................................................................... 28 Adding Text........................................................................................................................... 29 Resizing a Shape.................................................................................................................. 29 Rotating a Shape................................................................................................................... 30 Changing the Shape.............................................................................................................. 30 Page Setup............................................................................................................................... 32 Inserting Charts, Pictures, and other Objects............................................................................ 32 Saving a Diagram..................................................................................................................... 34 Printing a Diagram.................................................................................................................... 34 Organizational Charts............................................................................................................... 35 Creating the Chart................................................................................................................. 35 Building the Chart.................................................................................................................. 36 Creating a Timeline................................................................................................................... 39 Building the Timeline............................................................................................................. 40 Modifying the Interval Shape................................................................................................. 43 Moving the Interval............................................................................................................ 43 Moving the Interval Text..................................................................................................... 44 Modifying the Timeline.......................................................................................................... 45 Modifying the Layout................................................................................................................. 45 Additional Help.......................................................................................................................... 52 Introduction This booklet is the companion document to the Microsoft Office: Visio 2016 for Windows: Introduction to Visio workshop. Microsoft Visio is flowcharting software that can be used to represent processes, workflows, networks, office organizations, data flows, cause and effect diagrams, timelines, floor plans, electrical circuits, charts, and more. This booklet covers the creation of a flowchart, an organizational chart, and a timeline. Learning Objectives After completing the instructions in this booklet, you will be able to:  Use the Visio 2016 Interface and Ribbon to create and enhance your drawings  Create drawings from templates and starter diagrams  Drag and drop shapes from stencils onto your drawing window and connect the shapes in your drawing  Modify the theme and style of your drawings, diagrams and charts  Save and print all of your drawings Revised: Page 5 of 6/28/2016 52 The Visio 2016 Interface The Ribbon The ribbon is a panel that contains functional groupings of buttons and drop-down lists organized by tabs. The ribbon is designed to help you quickly find the commands that you need to complete a task. Figure 1 - The Ribbon The ribbon is made up of a set of tabs that pertain to the different functionalities of Visio, such as designing pages, inserting objects onto pages, or linking data to shapes. Each tab is further divided into logical groups (of buttons), such as the Font group. There are also “contextual tabs” that appear, depending on what you are working on at that time. For example, if you insert pictures, the Picture Tools tab appears whenever a picture is selected. Figure 2 - Contextual Tab The File tab (Backstage View) The File tab provides a centralized location called the Microsoft Office Backstage View, for all tasks related to Visio file management, which includes opening, creating, closing, sharing, saving, printing, converting to PDF, and emailing. Figure 3 - The File Tab Page 6 of 50 The Backstage View also allows for viewing document properties, removing personal information, and reducing the file size by removing unused items. 1. Back - Takes you back to edit your drawing (see Figure 4). 2. Info - Allows you to restrict permissions, remove personal information, reduce file size, and check compatibility with earlier versions of Visio (See Figure 4). 3. New - Create a new drawing from a blank or pre-formatted template (see Figure 4). 4. Open - Open a drawing (see Figure 4). 5. Save - Save the drawing (see Figure 4). 6. Save As - Re-save a saved drawing as a different filename or file type (see Figure 4). 7. Print - Configure how you want to print (see Figure 4). 8. Close - Close the drawing (see Figure 4). Figure 4 - The Backstage View (File tab) The Home Tab The Home tab is where you will spend the majority of the time in Visio along with the drawing Stencil populated by your choice of template drawing. Along with your Stencil, it contains the main tools that will help you create and customize your drawing. It contains buttons and drop- down menus that allow you to use copy and paste features, modify fonts, format text, insert shapes, make connections, and arrange the elements of your drawing. Figure 5 - The Home Tab Page 7 of 50 The Insert Tab The Insert tab contains groups of buttons and drop-down menus to allow you to insert illustrations, diagram parts, links, and text in addition to shapes that are part of the template you select to build your drawing. Figure 6 - The Insert Tab The Design Tab The Design Tab contains groups of buttons and drop-down menus to modify the page setup, color schemes (or themes), backgrounds, borders, titles, and basic layout of your drawings. Figure 7 - The Design Tab The Review Tab The Review tab contains groups of buttons and drop-down menus to help with proofing and language use as well as enable reviewers to provide comments and notes for revision. Figure 8 - The Review Tab Page 8 of 50 The View Tab The View tab contains groups of buttons and drop-down menus to enable you to personalize your view of the drawing screen. You can show various tools to make it easier to create and view: such as rulers, gridlines, guides, and page breaks. You can also Zoom your view to better view certain parts of your drawing or Fit to Window to view the entire drawing in a single window. There are also checkboxes to enable visual aids for your drawing. If you have multiple drawings in one file, you can also use the Window group to alter the arrangement of widows to suit your needs and switch back and forth between them. Figure 9 - The View Tab The Tell Me Tool The Tell Me dialog box lets you enter keywords and phrases related to what you want to do next to quickly access features or actions. It can also be used to look up helpful information related to the topic. It is located on the Menu bar, above the ribbon. The following explains how to use the Tell Me functionality. Figure 10 - Tell Me Dialog Box 1. Click in the Tell Me dialog box, then enter what you are looking for. 2. A drop-down list of commands and features appears based on the topic entered. Figure 11 - Tell Me Drop-Down Menu Page 9 of 50 3. Click on the command or function you want to use. For this example, click Themes. Figure 12 - Select Themes 4. A drop-down menu appears to display the current theme and additional themes available for selection. Figure 13 - Theme Selection Window Page 10 of 50 5. Hover over the theme to preview your chart with the alternate theme. Then, click the theme you want to apply to your diagram. Figure 14 - Apply New Theme 6. Your diagram is updated to display the background and color scheme for the new theme selected. Figure 15 - New Theme Applied Page 11 of 50 Using Starter Diagrams Visio 2016 contains starter diagrams for 15 diagrams and flowcharts to help create diagrams quickly and easily. To access the starter diagrams, simply select the template category and select the starter diagram you want to use. Then, follow the prompts supplied by the starter diagram to perform various tasks such as changing the theme, adding a background, and modifying the starter diagram as needed for your drawing. For this example, we will use a Basic Flowchart starter diagram. 1. Click the File tab. 2. Choose New. 3. Select the Flowchart template category. Figure 16 - Select Flowchart Category 4. Click Basic Flowchart. Figure 17 - Select Basic Flowchart Page 12 of 50 5. If the diagram contains a starter diagram, you will see options for your starter diagram in addition to the blank drawing canvas. Click the Starter Diagram format you want to use (see Figure 18). 6. Select US Units (see Figure 18). 7. Click the Create button (see Figure 18). Figure 18 - Create Chart 8. A new diagram has been created with shapes, connectors, and suggestions in the Tips window to help you modify the starter diagram. You may close the Tips window at any time to remove the suggestions. a. Theme - Using the Themes group on the Design tab, change the color scheme of your diagram (see Figure 19). b. Background - Using the Backgrounds button, change the background and/or background color of your diagram (see Figure 19). c. Hover - Hover over a shape to use the AutoConnect arrows to connect to new shapes (see Figure 19). Figure 19 - Starter Diagram Page 13 of 50 Modifying the Layout The Layout group on the Design tab contains tools to help you quickly modify the layout of your drawing using style, direction, and appearance settings. You may use the pre-defined layouts or apply your own custom style. The following explains how to use the Re-Layout Page and Connectors buttons. 1. Click the Re-Layout Page button. Figure 20 - Re-Layout Page Button 2. A drop-down menu displays the options available to reorganize and layout your drawing. Hover over each layout to preview your drawing. Then, select a new layout. Figure 21 - Layout Options Page 14 of 50 3. If you do not see what you want, click the More Layout Options… button at the bottom of the list to manually configure the layout of placement using drop-down boxes for Style, Direction, Alignment, Spacing and connectors using Style and Appearance. Figure 22 - Configure Layout 4. Click the Connectors button to view options to change the style of the connectors. Figure 23 - Change Connectors Stencils & Shapes After selecting a template drawing, on the left side of the Drawing Pane is a panel containing shapes. The Shapes window contains one or more stencils, or sets of shapes, commonly used for the type of drawing selected. You can add as many stencils from any drawing template in Visio 2016 as needed to create your drawing. As you add stencils, they will appear in the list of stencils. Page 15 of 50 1. Click the stencil to view the shapes associated with the stencil selected. Figure 24 - The Shapes Window 2. To add a shape to your diagram, click and hold the shape and drag it into your diagram. Then, you can use various tabs and tools to create and customize your drawing. Creating Flowcharts The following explains how to create a flowchart from a blank template page. 1. Click the File tab. 2. Choose New. 3. Click the Flowchart template category. Figure 25 - Flowchart Template Category Page 16 of 50 4. Click Basic Flowchart. Figure 26 - Basic Flowchart 5. Select the flowchart of your choice. In this example, a blank flowchart is selected (see Figure 27). 6. Select Metric or US Units (see Figure 27). 7. Click the Create button (see Figure 27). Figure 27 - Blank Basic Flowchart Page 17 of 50 Building the Flowchart 1. Click and drag a shape from the Shapes window onto the drawing page. Figure 28 - Inserting Shapes 2. Repeat the process until all the shapes for the flowchart have been placed on the page. 3. In the Tools group on the ribbon, click the Connector Tool. Figure 29 - The Connector Tool 4. Click to select a shape on the drawing page. Connecting arrows appear around the shape. Figure 30 - Connecting Arrows 5. Place the mouse cursor over an arrow. Page 18 of 50 6. You have the following three options to connect the shape to other shapes: automatically connect to a nearby shape, create and connect to a new shape, or manually connect to any shape on the drawing page. a. To automatically connect to a nearby shape, click the blue arrow to confirm the connection. Figure 31 - Connecting to Nearby Shape b. To create and connect to a new shape, Click a shape from the pop-up. Figure 32 - Connecting to a New Shape Page 19 of 50 c. To manually connect to any shape on the drawing page, drag the blue arrow to connect to a Glue Connection Point on the other shape, and then release. Figure 33 - Glue Connection Points Figure 34 - Connecting Manually to Another Shape Modifying the Flowchart Altering a Connecting Line 1. Click the connecting line to select. 2. Move the Midpoint by dragging it on the screen. Figure 35 - Selecting the Connecting Line Page 20 of 50 7. Release the Midpoint. Figure 36 - Modified Connecting Line Removing a Connection 1. Click the connecting line to select. Figure 37 - Click Connecting Line 2. Press the Delete key. Figure 38 - Removed Connection Page 21 of 50 Redirecting a Connecting Line 1. Click the connecting line to select. Figure 39 - Selected Connection Line 2. Drag the Endpoint and align it with another connecting point of the shape. Figure 40 - Aligned Endpoint 3. Release at the new connection point. Figure 41 - Redirected Connection Page 22 of 50 Connecting to a Different Shape 1. Click the connecting line to select. 2. Drag the Endpoint and align it with a connecting point of a different shape. Figure 42 - Aligning Endpoint with Another Shape 3. Release at the connecting point. Figure 43 - New Connection Adding Connecting Points 1. Click the shape you for which want to add connecting points. Figure 44 - Click the Shape Page 23 of 50 2. On the Home tab, click the Connecting Point (X) tool. Figure 45 - Connecting Point (X) Tool 3. Press Ctrl; then click where you want the new connector point added on your shape. Figure 46 - Ctrl + Click to Add Connecting Point 4. A new connecting point has been added and a new connection created by connecting the new point to the shape. Figure 47 - New Connection Page 24 of 50 Drawing Shapes 1. Shapes can also be added manually by using the Drawing tool. Click the drop- down box to select a shape. Figure 48 - Drawing Tool 2. A drop-down menu appears to allow you to select they type of object you want to draw. Figure 49 - Drawing Tools 3. After drawing the shape, use the Shape Styles group to select a style and the Fill, Line, and Effects drop-down menus to further define the look of your object. Figure 50 - Shape Styles Page 25 of 50 4. Use the Arrange group to better align your objects. Figure 51 - Align Objects 5. The Position drop-down box provides options for spacing of your objects. Figure 52 - Object Position Options 6. You may also manually adjust the height, width, and rotation of your drawn objects. Page 26 of 50 Manipulating Shapes Moving a Shape 1. Click the Pointer Tool. Figure 53 - The Pointer Tool 2. Click the shape to select. Figure 54 - Selected Shape 4. Drag the shape to a new location. The connector remains attached. Figure 55 - Move the Shape Page 27 of 50 5. Release the shape at the desired location. Figure 56 - Moved Shape & Connector Deleting a Shape 1. Click the shape to select. 2. Press the Delete key. Formatting a Shape 1. Click the shape to select. 2. Use the ribbon tools in the Shape Styles group, under the Home tab to apply line and fill color or special effects to the shape. Figure 57 - Shape Formatting Tools 3. Use the More Shape Styles button to view more theme shape styles. Figure 58 - More Shape Styles Button Page 28 of 50 4. Click button to apply a new theme to the shape. Figure 59 - Theme Styles Adding Text 1. Double-click the shape. 2. Enter the text. Figure 60 - Adding Text 3. Click outside the shape to confirm text entry. Resizing a Shape 1. Click the shape to select. 2. Drag one of the sizing handles, and then release at the desired size. Figure 61 - Resizing the Shape Page 29 of 50 Rotating a Shape 1. Click the shape to select. 2. Click and hold the Rotation icon above the shape. Figure 62 - Rotation Icon 3. Rotate the shape, and then release at the desired angle. Figure 63 - Rotated Shape Changing the Shape 1. Click the shape you want to change. Figure 64 - Select the Shape to Change 2. On the Home tab, click the Change Shape button in the Editing group. Figure 65 - Change Shape Page 30 of 50 3. A drop-down box allows you select a new shape from the stencil you are currently using or click on the arrow to switch to another stencil that is part of your drawing. Figure 66 - Select a Shape 4. If you want to use shapes using a different stencil, click the arrow and select a stencil. Figure 67 - Select a Different Stencil 5. A new set of shapes appear corresponding to the stencil selected. Click on the new shape you want to use. Figure 68 - Select a New Shape 6. The shape in your drawing has been changed to the shape you selected. Figure 69 - New Shape Page 31 of 50 Page Setup The Page Setup dialog box contains five tabs to help you set up your page orientation and zoom, page size, drawing scale, page properties, and layout and routing. To access Page Setup, click the drop-down arrow in the Layout group. Figure 70 - Page Setup Inserting Charts, Pictures, and other Objects Not only can you insert stencil shapes, but you can insert text, pictures, drawings, charts and other objects into your drawings using the tools on the Insert tab. The following explains how to insert a picture into your drawing. 1. On the Insert tab, click Pictures. Figure 71 - Insert Picture Page 32 of 50 2. This opens a window to search for your file. 3. Select your file and click Open. Figure 72 - Select File 4. The picture is inserted into your drawing. Figure 73 - Inserted Picture Note: You can also use the data tab to import excel data to create a chart. Page 33 of 50 Saving a Diagram You can save your diagram as a standard Visio file (drawing) that you can share with other people who using Visio. In addition, there are many different formats that you can save your diagram in directly from the Save As dialog box. 1. Click the File tab. 2. Click Save As, and then select a format in the Save as type list. The different formats are useful for different ways of using or sharing your diagram.  Standard image file (including JPG, PNG, TIF, and BMP formats).  Web page (htm format) Note: Image files and other resource files are saved in a subfolder of the location where you save the HTM file.  PDF  AutoCAD drawing Printing a Diagram 1. Click the File tab. 2. Click Print. 3. To print the diagram, click Print. 4. In the Print dialog box, do the following: a. In the Name box, select the printer that you want (if it is not already selected). b. Under Page range, specify the pages in the drawing that you want to print. c. Under Copies, specify the number of copies that you want to print. 5. Click OK when you are ready to print. Page 34 of 50 Organizational Charts Creating the Chart 1. Click the File tab. 2. Choose New. 3. Click the Business template category. Figure 74 - Business Template Category 4. Click Organization Chart. Figure 75 - Organization Chart Template 5. Select Metric or US units (see Figure 76). 6. Click the Create button (See Figure 76). Figure 76 - Click Create Page 35 of 50 Building the Chart 1. Click and drag an Executive or Manager shape from the Shapes window and drop it onto the drawing page. Figure 77 - Organization Chart Shapes 2. While the shape is still selected, type the name and the title of the person. The page will zoom to 100%. When done, click outside the shape to confirm the text entry. Figure 78 - Enter Title & Name Page 36 of 50 3. Drag and drop a Position shape on top of the Executive or Manager shape. The Position shape will be placed below the Manager shape, with a connector between the two. Figure 79 - Auto Positioning 4. Drag and drop another Position shape onto the Manager shape. Any shape dropped onto another shape becomes subordinate of that shape. Figure 80 - Add Position 5. Continue the process until you have added all the necessary positions. Page 37 of 50 There may be times when you need to manually connect two shapes. The following explains how to manually connect shapes: 1. On the Home tab, click the Connector tool on the ribbon. Figure 81 - The Connector Tool 2. Position the Connector tool over one of the connecting points of a shape. Figure 82 - Connecting Point 3. Drag to a connecting point of another shape. Figure 83 - New Connecting Point Page 38 of 50 Creating a Timeline 1. Click the File tab. 2. Choose New. 3. Click the Schedule template category. Figure 84 - Schedule Template Category 4. Select Timeline. Figure 85 - Timeline 5. Select a blank drawing canvas or create from one of the new Starter Templates. Figure 86 - Select Drawing Page 39 of 50 6. In this example, we have selected the blank drawing canvas. 7. Select Metric or US units. 8. Click the Create button. Figure 87 - Select Drawing & Create Building the Timeline 1. Click and drag a timeline style shape (Block, Line, etc.) from the Shapes window onto the drawing page. Figure 88 - Inserting a Timeline Style Shape Page 40 of 50 2. The Configure Timeline dialog box opens. Figure 89 - Configure Timeline 3. In the Time Period section, set the start and finish dates of the timeline. 4. In the Scale section, select the unit of measure for the timeline. 5. Click the Time Format tab and make any necessary changes. 6. Click OK. Note: To change any of these settings later, open the Configure Timeline dialog box again by right- clicking the timeline, and then clicking Configure Timeline. Figure 90 – Block Timeline 7. Drag and drop a Milestone shape onto the timeline. Figure 91 - Insert Milestone Page 41 of 50 8. The Configure Milestone dialog box appears. Set a date, time, description and date format for the milestone. Figure 92 - Configure Milestone 9. Click OK. Figure 93 - Block Timeline with Line Milestone Note: You can quickly change the date or time of the milestone by clicking and dragging the milestone marker to a new spot on the timeline. 10. Click and drag a Block interval shape onto the timeline. Figure 94 - Intervals & Other Shapes Page 42 of 50 11. The Configure Interval dialog box appears. Enter the interval information in the Configure Interval dialog box. Then, click OK. Figure 95 - Configure Interval 11. The Interval has been placed in the timeline. Figure 96 - Block Interval on Timeline Modifying the Interval Shape Moving the Interval You can quickly change the interval by clicking and dragging the interval shape to a new spot on the timeline. Page 43 of 50 Moving the Interval Text The following explains how to move the interval text off the timeline. 1. Click the yellow control handle in the center of the interval shape. Figure 97 - Yellow Control Handle 2. Drag the text to the desired location. Figure 98 - Drag to Location 3. The text is now in the selected location. Figure 99 - Timeline with Text Above Page 44 of 50 Modifying the Timeline You can edit any of the elements of the timeline by hovering the mouse pointer over that element, right-clicking, and selecting the appropriate item on the shortcut menu. Figure 100 - Edit Element Modifying the Layout The Design Tab allows you to change the page setup, themes, background, and layout of your diagrams and charts. In the Page Setup group, you can change the page orientation and size or select the Auto Size button to select a page size based on the size of your drawing. In the Themes group, select a color scheme and variations available within that theme. Using the Backgrounds group, you can change the background or add borders and titles to your drawing. Using the Layout group, you can select pre- defined layout options to reorient your drawing quickly and easily as well as modify the look of the connectors with a few clicks. Figure 101 - Design Tab Page 45 of 50 The following explains how to change the theme of your drawing: 1. Click the Design tab. 2. In the Themes grouping, the current theme will be selected by default. Select a new color scheme that appeals to you. Figure 102 - Themes 3. Click the More Themes button to view and select from more options. Figure 103 - More Theme Options Button 4. A drop

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