Productivity Tools PDF

LESSON 1: Productivity Tools Productivity Tools also known as productivity software are software that people use to create and produce professional quality documents, presentations, databases, charts, graphs, and more (http://productive.tools/why-should-you-use-pro...

LESSON 1: Productivity Tools Productivity Tools also known as productivity software are software that people use to create and produce professional quality documents, presentations, databases, charts, graphs, and more (http://productive.tools/why-should-you-use-productivity-tools/). The three basic functions of these three productivity tools are: 1. Microsoft Word – writing skills 2. Microsoft Excel – numeracy skills 3. Microsoft PowerPoint – presentation skills Lesson 1.1: Advance Techniques in Word Processor Integrating Illustrations in Word Processor An illustration in MS Word is a visualization or drawing that is in the form of pictures, clip art, shapes, SmartArt, charts, or screen clippings. You can insert illustrations easily by using the illustrations group of the Insert Tab. Steps on Inserting Illustrations in MS Word Inserting Illustrations: Picture from a File 1. Click the area where you want to insert the picture in your document. 2. Click Insert Tab then go to Illustrations group and click Pictures. Insert picture dialog box will appear. 3. Choose the picture you want to insert and click insert. Inserting Illustrations: Shape 1. Click Insert Tab then go to Illustrations group and click Shapes. 2. Click the shape that you want and click the area in your document where the shape will be placed.  Inserting Illustrations: SmartArt 1. Click Insert Tab then go to Illustrations group and click SmartArt. A dialog box will appear. Select from the list of SmartArt that you want and click OK. Inserting Illustrations: Chart 1. Click in the document where you want the Chart to be placed. 2. Click Insert Tab then go to Illustrations group and click Chart. A dialog box will appear. Select the type of chart that you want and click OK. MS Excel window will appear with the chart. 3. Edit the data in MS Excel window. You can close Excel after editing the chart. Steps in Formatting Illustrations in MS Word Resizing Illustrations 1. Click image and sizing handles will appear. Click and drag any of the sizing handles. Format Pictures and Clip art 1. Select the picture that you want to format. A Format tab of the Picture Tools will appear. PICTURE TOOLS PURPOSE Improves brightness, contrast and sharpness Changes color quality Provides various artistic effects ✓ Adds visual style to the whole picture or clip art, click Picture Styles ✓ Click Picture Border to add border. ✓ Click Picture Effects to add visual effects. Format Shapes Click the shape so the Format Tab of the Drawing Tool will appear. PICTURE TOOLS PURPOSE ✓ To quickly change the appearance of the shape, click the drop- down arrow of the Shape Styles then click one of the gallery of shape styles. You may also click any of these buttons if you want to fill the shape with color, change the line width or style, or add effects to the shape. Format Chart 1. Select the chart that you want to format. Design, Layout, and Format tabs of the Chart Tools will appear. 2. To edit the data of the chart, click Edit Data of the Data group under the Design tab. An MS Excel window will appear where you will edit the data. Close this window as soon as you are done. 3. To add labels to your chart, go to the Layout tab and click the appropriate button in the Labels group. Note: The steps may vary in Office 365 version. Mail Merge and Label Generation A Mail Merge is a word processing feature that allows you to easily create multiple letters, labels, envelopes, nametags, or catalogue documents to group of people as stored in a list in a database or spreadsheet. When making Mail Merge, you will need a document using MS Word and a recipient list which is typically done using MS Excel workbook. But you can also use various sources including MS Outlook contact list, MS Access database, or a Notepad text document. Three Components of the Mail Merge: 1. Main document – the letter which contain the email information for each of the merged document that can be letter, stationary or template. It also contains the field names which contains the instructions for carrying out the merge. 2. Data source – it is also called data file which comprises the information to be merged into a document such as the list of names and addresses to be used in a mail merge. This must be connected to the data source before it can use the information in it. 3. Merge document – this is also a word processing document that is the generated output after executing the merge process. In Mail Merge you need to create the main document, create a data source and merge data with the document. STEPS: Creating a form letter: 1. Open MS Word. Click the Mailings tab. 2. Click the Start Mail Merge command. 3. Select Step by Step Mail Merge Wizard and a Mail Merge task pane will appear at the right side of the document. 4. Choose the type of document you want to create. If you want to create a letter, select Letter. Six main steps in guiding you to complete a merge will be displayed at the bottom. 5. Click Next: Starting document to move to Step 2. Six main steps 6. Select Use the current document. Click Next: Select recipients to move to Step 3. Note: You will need an address list so Word can automatically place each address into the document. The list can be in an existing file, such as an Excel workbook, or you can type a new address list from within the Mail Merge Wizard.  7. From the Mail Merge task pane, select Type a new list, then click Create. 8. The dialog box of New address list appears, diplaying fields that Word assumes you need. Select an entry that you don’t need and click the Delete button. Use the TAB key to move from cell to cell. Note: ✓ When you delete, a confimation dialog box will appear. ✓ To customize the address list, click Customize Columns button at the bottom of the window. ✓ The dialog box of Customized Address List will appear. The resulting window lists the Field Names provided. When you are done, click OK then customized fields appear as column headings in the New Address List dialog box. ✓ Fill in the recipient list by typing the record’s data. Type the information that’s appropriate to each field, then press TAB of the keyboard to enter the next field. After filling in the last field, add another record just press the TAB key after inputting the last field. When you press the TAB key on the last field in a record, a new record is automatically created and added on the next line. 9. Click OK after filling the recipient list. A special Save As dialog box pops up, allowing you to save the recipient list. Type a name for the address list then click the Save button. Creating the form letter 1. Click Next: Write your letter. Click the Address Block button to insert an address block into your letter. 2. Dialog box of Insert Address Block appears. Choose the desired format for the address block and click OK. The placeholder of Address Block will appear in the document. Note: Use Match Fields button to match your field names with the required fields to correct problems. This may be essential if you created the address list in another program such as Excel if not, just click OK directly without clicking match fields. If you click OK, this will appear in your document. 3. Click Greeting Line from the Mail Merge task pane to insert a greeting line into your document. A dialog box of Insert Greeting Line will appear. In the dialog box, choose a format for the greeting line and click OK  The placeholder of Greeting lines will appear in the document. After placing these, you may then start writing the content of the letter. 4. To view your merged data, click the Preview Results button on the Mail Merge task pane or on the ribbon to replace the merge fields with data from your recipient list. 5. Click the Next: Complete merge on the mail merge task pane and choose Edit Individual Documents. You may also click finish & merge button on the preview results section of the ribbon. Option A Option B Note: When you click the Edit Individual Documents, a Merge to New Document dialog box will appear and choose All if you have more than 1 recipient and click OK. After that, you will  then see the full merged letter without writing to them one by one. When this is done, you can now print your work. Lesson 1.2 Advance Techniques in PowerPoint Animation and Timing in PowerPoint Animation is the process of making the illusion of motion and the illusion of change by means of the rapid succession of sequential images that minimally differ from each other. Microsoft PowerPoint provides several animation styles in different categories, namely, Entrance, Emphasis, Exit and Motion Paths. Animations make your presentation more dynamic. If you want to put animations in your presentation, all you have to do is go to the Animations Tab and click Add Animations. From there, you can find various animations types for entrance, emphasis, exit and motion paths. Inserting Hyperlink  A hyperlink which is frequently stated as “links” is a text or image on the screen that you can click on to jump to another file or within the existing file. When you hover your pointer over a hyperlink, either it is text or an image, the arrow changes into a small pointing hand, called hyperlink cursor. It is usually activated by clicking on the text or image. Text hyperlinks are usually in color blue and underlined. Hyperlinks in PowerPoint allow you to another slide in the current presentation, another slide in a different presentation, another file or webpage, or email address. Steps: 1. To insert a Hyperlink, click the word or the image then click the Insert tab and look for Hyperlink or Link in other versions of MS PowerPoint. Click on the choices on where you will link the image or the word. After that, click OK. Lesson 1.3 Advance Techniques in Excel Advance and Complex Calculations in Excel Complex formula is the combination of more than two simple formulas. One of the key features of excel is the ability to calculate complex formulas. There are four basic computation uses in excel. Namely addition, subtraction, multiplication, and division. When solving complex problems, Excel follows the PEMDAS. PEMDAS is an acronym for the words: parenthesis, exponents, multiplication, division, addition, and subtraction. Relative Reference All cell references are called relative references. When copied across multiple cells, they change based on the relative position of rows and columns. Absolute Reference These are cell references that do not change when copied or filled. You can use an absolute reference to keep a row and/or column constant. These reference cells can be made constant by inserting $ sign in between or before the row and column. Example: $A$2 The column and the row do not change when copied. A$2 The row does not change when copied. Functions These are predefined formula that performs calculations using specific values in a particular order. The parts of a function are: =SUM(A1:A20) Equal sign Function Name Argument Function Library  IF formula in Excel The IF function can perform a logical test and return one value for a TRUE result, and another for FALSE result. More than one condition can be tested by nesting IF functions. The IF function can be combined with logical functions like AND and OR. Syntax: =IF(logical_test,[value_if_true],[value_if_false]) logical_test is a value or logical expression that can be evaluated as TRUE or FALSE. value_if_true (optional) is the value to return when logical_test evaluates to TRUE. value_if_false (optional) is the value to return when logical_test evaluates to FALSE.  VLOOKUP The VLOOKUP function performs a vertical lookup by searching for a value in the first column of a table and returning the value in the same row in the index_number position. The VLOOKUP function is a built-in function in Excel that is categorized as a Lookup/Reference Function. It can be used as a worksheet function in Excel. As  a worksheet function, the VLOOKUP function can be entered as part of a formula in a cell of a worksheet. Syntax: =VLOOKUP(lookup_value,table_array,col_index_num,[range_lookup]) To translate this to simple English, the formula is saying, “Look for this piece of information, in the following area, and give me some corresponding data from another column”. The VLOOKUP function uses the following arguments: 1. Lookup_value (required argument) – Lookup_value specifies the value that we want to look up in the first column of a table. 2. Table_array (required argument) – The table array is the data array that is to be searched. The VLOOKUP function searches in the left-most column of this array. 3. Col_index_num (required argument) – This is an integer, specifying the column number of the supplied table_array, that you want to return a value from. 4. Range_lookup (optional argument) – This defines what this function should return in the event that it does not find an exact match to the lookup_value. The argument can be set to TRUE or FALSE, which means: o TRUE – Approximate match, that is, if an exact match is not found, use the closest match below the lookup_value. o FALSE – Exact match, that is, if an exact match not found, then it will return an error. How to use VLOOKUP in Excel Step 1: Organize the data The first step to effectively using the VLOOKUP function is to make sure your data is well organized and suitable for using the function. VLOOKUP works in a left to right order, so you need to ensure that the information you want to look up is to the left of the corresponding data you want to extract. For example: In the above VLOOKUP example, you will see that the “good table” can easily run the function to look up “Bananas” and return their price since Bananas are located in the leftmost column. In the “bad table” example you’ll see there is an error message, as the columns are not in the right order. This is one of the major drawbacks of VLOOKUP, and for this reason, it’s highly recommended to use INDEX MATCH instead of VLOOKUP. Step 2: Tell the function what to lookup In this step, we tell Excel what to look for. We start by typing the formula “=VLOOKUP(“ and then select the cell that contains the information we want to lookup. In this case, it’s the cell that contains “Bananas”. Step 3: Tell the function where to look In this step, we select the table where the data is located, and tell Excel to search in the leftmost column for the information we selected in the previous step. For example, in this case, we highlight the whole table from column A to column C. Excel will look for the information we told it to look up in column A. Step 4: Tell Excel what column to output the data from In this step, we need to tell Excel which column contains the data that we want to have as an output from the VLOOKUP. To do this, Excel needs a number that corresponds to the column number in the table. In our example, the output data is located in the 3 rd column of the table, so we enter the number “3” in the formula. Step 5: Exact or approximate match This final step is to tell Excel if you’re looking for an exact or approximate match by entering “True” or “False” in the formula. In our VLOOKUP example, we want an exact match (“Bananas”), so we type “FALSE” in the formula. If we instead used “TRUE” as a parameter, we would get an approximate match. An approximate match would be useful when looking up an exact figure that might not be contained in the table, for example, if the number 2.9585. In this case, Excel will look for the number closest to 2.9585, even if that specific number is not contained in the dataset. This will help prevent errors in the VLOOKUP formula.  Lesson 2.1: Graphics and Layout Images An Image is a representation of the external form of a person or thing in art. Images may be 2-dimensional, such as a photograph or screen display, or 3-dimensional, such as a statue or hologram. They may be captured by optical devices such as cameras, mirrors, lenses, telescopes, microscopes, and natural objects and phenomena, such as the human eye or water. Graphics Graphics are visual images or designs on some surface, such as a wall, canvas, screen, paper, or stone to inform, illustrate, or entertain. It can be a photograph, a drawing, a line art, graphical representations, and typography. Basic Principles of Graphic Design Principles of graphic design are set of guidelines that help a design achieve effective composition. These basic principles aid in creating balance and stability for the piece of work. COLOR is used for emphasis or may elicit emotions from viewers. Determined by its hue (name of color), intensity (purity of the hue), and value (lightness or darkness of hue). HUE TINT TONE SHADE Image source: https://graphicdesign.stackexchange.com/questions/20044/is-there-a-worldwide-applicable-color-emotion-chart BALANCE means the equal distribution of weight. In layout, visual weight is determined by the darkness or lightness, thickness of lines, and size. Balance is crucial to the success of design. There are two kinds of balance: Symmetrical Balance. The visual weight is distributed evenly, either vertically or horizontally. You can draw a line straight through the middle of the design, and the visual balance would be evenly distributed.  Asymmetrical Balance. There is an artistic and different intensity on one side of the page. PROXIMITY is simply the process of ensuring related design elements are placed together. Any unrelated items should be spaced apart. Close proximity indicates that items are connected or have a relationship to each other and become one visual unit which helps to organize or give structure to a layout (Smith, 2017). White Space is the art of nothing. It is also known as the negative space. It is the portion of a page left unmarked: margins, gutters, and space between columns, lines of type, graphics, figures, or objects drawn or depicted. Image source: http://m.blog.hu/b1/b1foto/image/petadoption_feat.jpg ALIGNMENT is simply the way visual elements are arranged so that they line up in some way. There are two basic kinds of alignment; edge and center.  Edge alignment determines the placement of elements in relation to the edge of the page or canvas. This can mean the elements are aligned to the left side or right side, but it can also mean they are aligned to the top or bottom of the page, so long as it uses an edge to organize everything. Center alignment aligns all the elements so that an invisible, central line on the page will always be in the center of the elements. Image source: https://blog.thepapermillstore.com/design-principles- alignment/edge-alignment/ Image source: https://blog.thepapermillstore.com/design-principles- alignment/center-alignment/ REPETITION. The process of repeating elements throughout a design to give a unified look. Repetition goes with consistency of your design on font, font size, patterns, and colors. Image source: https://www.pinterest.ph/pin/500532946059674099/  CONTRAST is the divergence of opposing elements (opposite colors on the color wheel, or value light / dark, or direction – horizontal / vertical). Contrast allows us to emphasize or highlight key elements in your design. Image source: https://learn.g2.com/color-contrast Lesson 2.2: Image Manipulation Image Manipulation refers to a process of bringing changes to a digitized image for transforming it to a desired image. The changes are made possible by resorting to image processing. Image manipulation is utilized to create magazine covers and albums from photographs. A single photograph may be modified to suit the requirement, or several photographs can be combined to form a collage. Currently, there are numerous software applications ranging from professional applications to basic imaging software (https://www.yundle.com/terms-definitions/i/image-manipulation). Principles and Basic Techniques of Image Manipulation CROPPING. Cutting parts away to remove distracting or irrelevant elements.  Image source: https://photo-works.net/photo-cropping-techniques.php COLOR BALANCE. The ambience and the tone of light of the picture (ex. Warm or cool light) Image source: https://dragon-roost-island.weebly.com/photo-vocabulary.html  BRIGHTNESS AND CONTRAST. One of the most basic techniques in image editing, making the image darker or lighter. Image source: https://pippin.gimp.org/image-processing/chap_point.html FILTERS. Making the image look sketched, grainy, classic black and white or even let it have neon colors. This gives your image a twist from its original look. Image source: https://www.cosmo.ph/entertainment/how-to-choose-the-best-instagram-filter  CHANGING THE BACKGROUND. Adding background to make your image stand out. Image source: http://photoshopcctutorial.com/adobe-photoshop-7-0-tutorial-how-to-change-or-remove-background/ REMOVING THE COLOR. Removing certain colors in your image or desaturating the color of the image. Image source: http://www.digitalcamerareview.com/review/photoshop-elements-11-premiere-elements-11-review/ COMBINING TEXT, GRAPHICS AND IMAGE. Adding multiple elements in your layout.  Image source: https://apkhubs.com/en/phonto-text-on-photos-apk SAMPLE OF IMAGE MANIPULATION Original Image Manipulated Image