A HOW DO YOU DO THAT GUIDE

FOR THE BASICS OF

COMPUTERS,

WINDOWS,

AND MICROSOFT OFFICE

Prepared by

Timothy J. Lyden

Revised March 2002

Contents

DISCLAIMER: This booklet is intended as a quick reference guide. There are numerous functions that can be performed on a computer that are not addressed here. Your use of computers is only limited to your imagination. All information contained herein is the opinion of the writer and should not be considered to be absolute. But if it works, please use it and share the information.

Basics of Computer 3

Basics of Word 4-8

Using Microsoft Word 9-12

Using Microsoft Excel 15-19

Using Microsoft PowerPoint 20-26

Using Microsoft Access 27-30

Websites of Interest to Educators 31-32

Terms 33-36

A HOW DO YOU DO THAT GUIDE Prepared by:

FOR THE BASICS OF Timothy J. Lyden

IBM COMPUTERS, WINDOWS, AND MICROSOFT OFFICE

BASICS OF AN IBM COMPUTER AND WINDOWS

DIFFERENCES FROM WINDOWS 95 to WINDOWS 98 to WINDOWS 2000

Basically, Windows 95 and Windows 98 are very similar. Windows 98 has some built in shortcuts that make your computer more user friendly. Windows 2000 just adds some additional shortcuts that makes it even MORE user friendly. Everything discussed in this pamphlet will apply to all operating systems.

THE MOUSE

Most times you will use the mouse to move the pointer to the desired ICON to select or highlight a program, text, or option. The RIGHT button will give you help hints, shortcut menus, or other information. The LEFT button is your operations or action button. DOUBLE-CLICKING on the left button after pointing to an icon will open up a window or initiate an action. DO NOT hold the button down after you double-click. DRAG AND DROP is a means of highlighting text to copy, move, or delete or rearranging icons on your screen.

THE DESKTOP

This is what you see on the screen when you start your computer. You can rearrange the icons, change the color of the screen, attach a screen saver. Basically, make your computer desktop like your own desk (within limits, you still want to be able to find the start button)! Click the right button anywhere on the screen away from an icon and click on PROPERTIES. Follow the menus to change your desktop view.

WINDOWS 95 TUTORIAL

To teach yourself and familiarize yourself with the basics of Windows 95, explore the built in Tutorial Program.

1. Click once on the START button on the lower left corner of the screen.

2. Move your pointer to select the HELP topic.

3. Select one of the topics listed that is comparable to your level of expertise.

4. You are ready now to take off on your own and explore. Fly away!!!!!

TASKBAR

The task bar is located at the bottom of the screen (the gray area where the start button is found.) When a window is open, the title of the program, document or window will be highlighted. Any other windows that may be opened will appear in the task bar as well.

PROGRAMS

Your programs help you to create your documents. To get into your programs, click on the start button and then point to Programs, slide your pointer to the right column and select the program you want. Double click to open the window to the program you want. MINIMIZE a program by clicking on the line box in the upper right hand corner of your window. The MAXIMIZE button is the middle box. This will enlarge your window or RESTORE your window to full size. To CLOSE a program, click on the box with the X. This will close your window permanently, not just placing it on the task bar.

SCROLL BARS

Scroll bars are located at the right side and bottom of your screen when a window is open. Clicking on the arrows at either end of the scroll bar will allow you to move up/down or left/right. The box in the middle of the scroll bar will allow you to freely move up/down or left/right as well.

FILES or FOLDERS

Files or folders are places where your documents are stored when you close them. This is just like putting all of your papers in a folder and placing them in a file cabinet until you need them again. Open the window (drawer) and pull them out..

BASICS OF WORD

Start up WORD by clicking on the start button and then point to programs and then point to Microsoft Word. Once you open the Word program, this will automatically open a new document. The OFFICE ASSISTANT is a little dancing paper clip that you will find in the lower right hand corner of your screen. He will answer questions for you or give you hints working within Word. To begin, click on the Start Using Microsoft Word statement by your goofy assistant. Now you are ready to create documents. Just type. If you want to change the type setting or font, simply click on the arrows near those characteristics on your TOOL BAR located along the top of your document. Change them to what characteristics you want, and continue typing.

*** IN WORD 2000, you will not see all of the options available on the pull down menus on the first click. If the option you want is not available, click on the arrows that appear at the bottom of the menu and all options for that heading will appear. Additionally, Word 97 and Word 2000 are compatible with each other.

OPENING A NEW DOCUMENT

As stated, once you start the Word program, a new blank document screen will come up. You can go to the File pull-down menu and select New. A folder with various tabs on it will appear. Select a folder if you want to use a TEMPLATE or a WORD WIZARD. This will create a pre-formed document for you. You simply fill in the information that you want. Word will walk you through the process, and of course your faithful buddy the Office Assistant will be with you every step of the way.

MOVE, DELETE, OR CUT AND PASTE

To move, delete, cut and paste, or change certain words or sections, go to the first word in the section you want to change and click the left mouse button one time continuing to hold the button down, drag the cursor until all of the text that you want is highlighted. Go to the labels along the very top left of your window. These are the PULL DOWN MENUS. Click on EDIT menu. Look for the operation that you want to perform, such as CUT, COPY or DELETE. Copy will keep the text where it is but copy what you have highlighted. Cut will separate the text from the location that you have it now and you can move it to a new location by clicking on edit and then click on PASTE. Delete will completely remove what you have highlighted, never to be read again (well almost.) If you want to move a portion of text to another area, use the cut and paste method. If you want to cut a portion of text out completely not to be used again, use the delete method.

SAVING A DOCUMENT

Always save your document before exiting from a window. The first time that you save a document, or if you have saved a document on your hard drive and want to save to a disk, or vice versa, go to the File pull down menu. Click once on file, and click on SAVE AS. When the Save As box appears, type the name that you want your file to have in the File Name box. Click on Save and you have now saved your document. On subsequent times that you save your document, simply click on the File menu, then click the SAVE option and your document is saved. If you want to exit without saving, your Office Assistant will direct you with words of advice.

HINTS ABOUT SAVING A DOCUMENT

***HINT*** Get in the habit of saving your work often because you never know when you might hit the wrong key or a student or someone else trips accidentally on your wires and shuts your computer down.

***HINT*** If you want to save a document at school on a diskette and then open it on your computer at home with an earlier version of Word, you MUST save your document in that version type. When you click on Save as from the File pull-down menu, click on the “Save as type” box and change the type to the program that you have on your computer at home. It will not matter what word processing version you have at home, Word will convert it for you.

***HINT*** Save your document often. This way you won’t risk loosing all of what you type.

THE BOTTOM LINE IN SAVING A DOCUMENT IS SAVE IT AND SAVE OFTEN!!!!!!!!!!!!

OPENING AN EXISTING DOCUMENT

To open a document that you worked on previously, open the Word program, then click on the File pull down menu, and then click on OPEN. You will then see a list of all of the documents that have been saved. You can move the cursor to the title of your document until it is highlighted and double-click on the title or move the cursor until your title is highlighted, then click on save. There are other ways to open a saved document. You will learn the easiest way for you once you have become familiar with Word.

INSERTING WITHIN TEXT

The CURSOR is the flashing line that appears on your screen as you type. This is the insertion point at which you will be typing. To go back and insert words within text that is already typed, simply move the mouse to the point at which you want to insert. You will see an “I” beam. Click one time, and the cursor will now move to the point that you designated. Anytime you use the mouse on the tool or status bars, it will appear as an arrow. Within text, it will appear as an I-beam.

UNDO

What if you perform a keystroke that you really didn’t want to do. If it is the wrong letter, you could backspace and retype, then hit the DELETE button located on the right side of the keyboard before the number keypad. What if you accidentally cut or deleted a section of text. BEFORE you type anything else, go to the Edit pull-down menu and click on the first item on the menu which will say undo typing or undo cut or undo paste. This is for immediate fixes only, not after a long period of time. If you are saving every so often as you go along, most of your work will not be lost by performing an “OOPS I slipped” keystroke.

MOVING AROUND WITHIN A DOCUMENT

To move within a document, you can use the mouse by relocating the cursor with the I-beam. You can use the arrow keys on the right side of the keyboard. These will move the cursor up, down, left or right. To move the cursor in larger jumps, use the Page Up and Page Down buttons located just above the cursor arrows. You can use the scroll bars to read up/down and left/right. (The scroll bars will not move the cursor, but will allow you to look around in your document.) The space bar will move your cursor forward, but will also add spaces. The backspace button will delete characters as you backspace. So be careful what you are doing.

PULL DOWN MENUS

The pull down menus are the easiest means of adjusting anything within your text and moving from window to window.

Use FILE to open new or existing documents, save, print, close a document and exit Word

Use EDIT to cut and paste, copy, undo typing

Use VIEW to add headers and footer (such as titles and page numbers), see the document as it will appear

in print and to change toolbars such as measuring

Use INSERT to add a page break or add graphics, objects and pictures

Use FORMAT to change the font, character style, spacing etc.

Use TOOLS to utilize spell and grammar check, thesaurus, and word count

TABLE, WINDOW, and HELP won’t be used much so you will learn about them later

TO PRINT A DOCUMENT

1. Select the File pull -down menu.

2. Click on Print (about half-way down the menu.) If you would like to see what it will look like when you print, click on Print Preview.

3. Change any configurations on the next menu such as the number of copies or specify page to print.

4. Click on OKAY and your document will be printing soon.

HOW TO COPY A DOCUMENT FROM THE HARD DRIVE TO A DISK

Right click on the Start button

Select Explore

Scroll up to the My Documents folder

Click on the document you want one time until it is highlighted

Go to the File menu and select Send To and Select 3 ½ Floppy “A”

Select the My Documents folder from the Desktop (available in Windows 98 versions)

Click once on the document you wish to save to a disk (The document must be closed on the hard drive. If it is open an in use, save it and close it until you have copied it.)

From the file menu, select Send To and click on 3 ½ Floppy “A”

HOW TO COPY FROM ONE DISK TO ANOTHER

Insert your disk and Select My Computer on the Desktop

If none of the desktop is visible, minimize the screen by clicking on the middle box in the upper right corner of the screen

Select the “A” drive and double click

Find the document you want to copy

Drag the document to the deskop (hold the left mouse button down and drop the document on the desktop)

Insert the new floppy disk and drag the document from the desktop to the new disk on the desktop

Select the document on the “A” drive

Go to Edit and select Copy

Insert the new disk and go to Edit and select Paste

To copy more than one document from one disk to another, from the Edit menu go to Select All, then follow the copy and paste directions

HOW TO CREATE A FOLDER

To create a new folder on your desktop, move your mouse to a blank space (away from other icons) on the desktop, and right click. Click on New and then select Folder. This will create a new folder on your desktop. Type in a name for your new folder and hit enter.

To create a new folder in My Documents or on a disk, select file, then new, then folder. Type the name for your new folder and hit enter.

EXTRA INFO

If you move the arrow with the mouse to an icon, it will light up to tell you what that button does before you click on it.

The best way to learn about Word is to make up a document and try different things with it. Cut and paste and insert and change and do what you want. Just remember what works and what doesn’t.

Windows and Word are very user friendly. It takes a lot to really mess up. And once you try something and are successful, you will never want to go back to any other way again. Trust me. We have only touched the tip of where you can go from here.

Word documents created in Word 97 or Word 2000 are compatible with each other. This also applies to Excel and PowerPoint. Access 97 and Access 2000 are NOT compatible. Documents CANNOT be shared with different year versions of Publisher 97, Publisher 98 and Publisher 2000.

There are at least three ways to perform just about any function on the computer. You must discover what is comfortable for you and utilize whatever means with which you are familiar. You are only limited by your computer habits but are never limited by your imagination. Allow yourself the option to explore various means.

CONGRATULATIONS, YOU ARE NOW COMPUTER LITERATE!!!

(or at least dangerous enough to use your computer a lot)

USING MICROSOFT WORD

(Word Processing)

Alignment

· To align text, click on the appropriate Icon on the Standard Toolbar

· You can center or justify paragraphs (like a newspaper format) with these Icons

Alphabetizing

· Select the text to be alphabetized

· Click on Table

· Select Sort

· Click OK

· To alphabetize other than lists,

· Click view

· Select outline view

· Click on table

· Select sort

· Select options and choose case sensitive

· Click OK

· For a series with headings, select options and case sensitive

Animating Text

To animate text, select Format
Select Font
Select Text Effects

Auto Summary (Highlight topics in an article or document)

· Click on Tools

· Select Auto Summarize

· Choose type of summary and click on OK

Bullets and numbering

· Click format

· Select bullets and numbering, or

· Clip on the bullets or numbering Icon

· To remove an unwanted bullet, backspace over the unwanted bullet, or click on the Icon

Business Cards

· Click on tools

· Select Envelopes and Labels

· Select Labels and Options

· Select type in products box and click OK

· Click on New Document

Change a Word/Name/Address etc.

· Click on Edit

· Select Replace

· Type in Old word or name

· Type in New information

Clip Art, Pictures, or Objects

· Click insert

· Select picture

· Select Clip Art to choose a picture in the program, or

· Select From File to import a picture or clip art from an outside source

Columns

· Click format

· Select columns

· Use preset selections or devise your own spacing

· Selection application to whole document or section

· Click OK

Comments

· To add comments to text, click on the beginning of the paragraph

· Click on insert

· Select Comment

· Type your comment and click close

· The comment will not appear on the text, only a yellow highlight

· Place the cursor on the highlight to read the comment

· To change the name of the reviewer

· Click tools

· Select options

· Select user information and type appropriate information

· Click OK

Document Map (Split Screen Viewing)

· To use a slip screen viewing of a document and short cut headings

· Select the View menu

· Click on Document Map

· Topics will appear in the left hand screen and the full text in the right

· To add headings to the short cut menu, go to the main text

· Place the cursor just before the word or words to be highlighted and go to the Format toolbar

· Select Heading 1 for main topic, Heading 2 or 3 for subtopics

Envelopes

· Click tools

· Select Envelopes and labels

· Select envelopes and type the address

· Select options for various envelope sizes

Find a Word

To find a specific word in a document, Select the Edit menu
Select Find
Type the word or words you wish to locate and press enter

Fonts

· To change font, font style, size or color, select the appropriate Icon, or

· To see a preview of your change, Select Format

· Make appropriate selection

· Click OK

· Highlight sections or words to be changed, or Select All from the Edit menu to change the entire document

Header and Footer

· Click on View

· Select Header and Footer

· Insert appropriate text (You may have to change the font size)

· Select Icon to switch between Header and Footer

· Header and Footer will appear as a watermark unless you highlight and bold your text

Headings and Key Points

· Click view

· Select document map

· To remove document map, select document map and click

Help/Office Assistant

Click help, or
Click on the “?” Icon and type in your question
The Office Assistant will help you and guide you with your question

Labels

· Click tools

· Select Envelopes and labels

· Select labels

· Select options for various labels

Mail Merge for a Letter

· Open a blank page and select Mail Merge from the Tools pull down menu

· Step Number One

· Click on Create

· Click on Form Letter

· Click on Active Window

· Step Number Two/Three

· Get data

· Click open data source (this source is a database from Access or a spreadsheet from Excel) (NOTE: The database or spreadsheet must contain column headings and that must be the first row on the spreadsheet.)

· Choose Edit Main Document

· Follow directions on the screen to return to your main document which is the active window from Word

· Type your letter

· When you want to merge a field click on Insert Merge Field from the toolbar

· The field will appear with << >> around the field name

· Such as Dear <<First Name>> <<Last Name>>,

· When you are ready to merge your data, click on the Merge Data button (which is the 5^th icon from the right on the Merge toolbar)

Mail Merge for a Label

· Open a blank page and select Mail Merge from the Tools pull down menu

· Step Number One

· Click on Create

· Click on Mailing Labels

· Click on Active Window

· Step Number Two/Three

· Get data

· Click create data source (if you do not already have a Database created. Follow the instructions for adding/deleting entries and then input your information. You will also have to save your data in a separate file.) OR

· Click open data source (this information will be retried from a previously created database or spreadsheet)

· Choose Set up Main Document and select the type of labels you want and select OK

· Follow directions on the screen to return to your main document which is the active window from Word

· Select the information that you want on your label

· When you want to merge a field click on Insert Merge Field from the toolbar

· The field will appear with << >> around the field name

· Such as <<First Name>> <<Last Name>>, (*You will need to leave spaces and returns as desired)

· When you are ready to merge your data, click on the Merge Data button (which is the 5^th icon from the right on the Merge toolbar)

Page Numbering

· Click on Insert

· Select page numbers

· Select appropriate directions and select OK

Page Set up

· Click on File

· Select page set-up

· Change margins or layout

Replace a Word

To replace a word or words, Select Edit
Click on Replace
Type the word or words you wish to replace
You can replace one use of the word or select Replace All

Sorting

· Click view

· Select Outline

· To change paragraphs, items or lines of text in a document

· In the outline view, place the cursor on the line that you want to move and use the arrows found on the outline toolbar

Spacing

· Click Format

· Select Paragraph

· Select spacing

· Select appropriate line spacing

Spell Check and Thesaurus

· Click on Tools

· Select Spelling and Grammar

· For an individual word, highlight the word and follow above steps

Tabs

· Click format

· Select tabs

· Select appropriate changes

Thesaurus

· Highlight the word that you would like to check on

· Click on Tools

· Select Language

· Select Thesaurus

Toolbars

· To add, delete or change a toolbar, click view

· Select Toolbars

· Standard and Formatting are the most common

· Drawing and Picture will work with clip art

Watermark

· Insert clipart

· Right click on mouse

· Select format picture

· Select picture

· Select color and watermark

· Click OK

Word Count

· Click on Tools

· Select Word Count

USING MICROSOFT EXCEL

(Spreadsheets, Charts and Graphs)

Alphabetize

· to put items in alphabetical order, highlight the cells to be sorted

· select Data

· select Sort

· identify which column you want to sort by as the first set of criteria

· SPECIAL NOTE if you more than one column of information and only select one column to sort, you must expand the selection in order to keep you rows of data intact

· If you only want to sort a selected column of data and disregard any associated data in the row, select Data and Sort, and indicate “Continue with the current selection”

Borders

· In order to create borders around a cell or group of cells,

· first highlight the cell or cells to be affected

· select Format

· select Cells

· select Borders

· click on the borders as an outline (this will put a border around the highlighted area) and if you want borders on the internal cells, click on inside

Calculations

· To ADD a column of numbers

· Click on the cell in which you want your total to be found

· Click on the equal sign in the text box

· Type sum and a left parenthesis

· Click on the icon to close the wizard box

· Click and highlight the cells to be added and hit enter, then click Okay on the wizard

· To SUBTRACT a column of numbers

· Click on the cell in which you want your total to be found

· Click on the equal sign in the text box

· Click on the icon to close the wizard box cell

· Type a left parenthesis

· Type the indicator for the first cell (such as C3) and a minus sign

· Type the indicator for the cell to be subtracted (such as C4)

· Type a right parenthesis and hit enter

· To AVERAGE a column of numbers

· Click on the cell in which you want your average to be found

· Click on the equal sign in the text box

· Type average and a left parenthesis

· Click and highlight the cells to be averaged and click enter

· Select the cell where the total will be

· Select Insert

· Select Function

· Follow directions according to the Wizard, inserting all information

Charts and Graphs

· To add a chart or a graph, highlight the information to be graphed

· Select Insert

· Select Chart

· Follow the chart wizard steps

· To change the names in the legend, select Series

· To change the name of the chart and/or axis, select Titles (step 3)

· To change the chart title or name of the legend or axis after the wizard is used

· Click on the mouse with the RIGHT button

· Select Chart Options

· To change the type of chart

· Click on the mouse with the RIGHT button

· Select chart type

Column width, row height

· To change the column width, click in the letters on the top of the column

· Move the cursor until you see a "crosshair"

· Drag the crosshair to the desired width

· To change the row height, click in the numbers on the left of the columns

· Move the cursor until you see a "crosshair"

· Drag the crosshair to the desired height

· Highlight the rows or columns to be affected

· Select Format

· Select Column or Row

· Indicate the appropriate size of the cell (you may have to experiment to get the desired size)

Copy or move a sheet

· Select Edit

· Select Move or Copy Sheet

· To move, indicate the desired location of your new sheet

· To copy, click in the box indicated create a copy

· Select okay and rename you sheet

Currency

When using currency figures in a cell, select Format
Select Cells
Select Currency and follow the options given

Decimal points, place values

· Select the column, row, or cells to add or delete decimal points

· On the format toolbar, find the icon that indicates decimal points

· Click on the appropriate icon to add or delete decimal points

Delete a column or row

· To delete a column, click on the letter on the top where of the column you want to delete

· Select Edit

· Select delete

· To delete a row, click on the number in the left column of the row you want to delete

· Select Edit

· Select delete

· To delete a selected series of cells

· Highlight the cells to be deleted

· Select Edit

· Select delete

· Indicate if you want all cells or rows to shift up and/or left (this will eliminate blank spaces in you cells)

· If you want to leave those cells blank, select Clear instead of Delete

Font

· any changes with fonts are done by selecting Format cells

· select Fonts and proceed as you would with a Word document

Header/Footer

· To add a header or footer

· Select View

· Select Header and Footer

· Select custom header (or footer)

· Type in your desired text

· To change the font, size or type, click on the “A” icon

· Select the Print Preview on the File menu in order to view your header (or footer)

Insert a column or row

· To insert a column, click on the letter on the top where you want to insert a column

· Select Insert

· Select column

· To insert a row, click on the number on the left column where you want to insert a row

· Select Insert and Select row

Name or Re-name a sheet

· Locate the sheet 1/sheet2/sheet 3/ on the lower left page

· Use the RIGHT click button on the mouse

· Select rename

· Click on the LEFT click button on the mouse

· Type the name for your sheet

· Click enter

· Select format

· Select sheet

· Select rename

Numbers, Dates, Currency

· Select the cell or cells to be affected

· Select Format

· Select Cells

· Select Number and highlight the appropriate changes to be made

Printing

· To print a worksheet, follow normal print operations

· If you want to print ALL worksheets in a document, select Print Entire Workbook

Protection/Password

· To protect calculations and information in your cells, you can add a password

· Select Tools

· Select protection, then select protect sheet and add a password

Shading

· Highlight the cell or cells to be affected

· Select format

· Select cells

· Select patterns

Text

· to “float” text in a cell or place at the bottom or top of the cell, highlight the cell or cells

· select Format

· select Alignment

· choose horizontal and/or vertical alignment

· to change the direction of text to portrait, highlight the cell or cells

· select Format

· select Alignment

· select Orientation and move the “clock” shaped graph to the direction you want your text to lay

Word Search

· To create a word search, highlight how big you want you word search to be

· An example is maybe 20 rows across and 30 rows down

· Go to Format and select borders

· Place a border in all blocks (this will look like graph paper)

· Print out your blocks and fill in the words with one letter per block

· You will want to write down the words as you go so you don’t forget them

· After all of your words are placed on the graph, fill in the empty squares with random letters

· Return to your worksheet and type in the appropriate letters in each block

· List your words on the page (you can use the Sort feature to alphabetize)

· Select the entire worksheet, go to Format and Borders, and remove all of the borders

· You will now have a word search and the words you need to find on the page

USING MICROSOFT PowerPoint

(Slide Presentations and Flyers)

HOW TO USE POWERPOINT

1. To get into the program:

Go to the Start Menu.

Click on Programs.

Click on Microsoft PowerPoint.

For a blank document, click on Open a New Document.

For a document you have been working on, click on Open an Existing Document.

2. To begin a document/slide.

Click on Blank Slide (lower right hand corner)

3. You are now ready to begin adding text (words) or pictures.

4. To add text.

Click on the Text Box icon (the letter “A” on a sheet of paper)

Click on your document where you want to place the text and begin typing.

You can change the font size or type by highlighting what you have typed.

OR, you can click on the size, type and format before you begin typing.

5. To add a picture.

Click on Insert on the pull down menu.

Click on Picture.

Click on Clip Art. Scroll through the clip art selections and double click on your choice.

*If you have clip art from another source, click on From File after you click on Picture.

6. Moving, changing size or manipulating pictures.

Click on the picture until you see small boxes around the picture. To move the picture, move the mouse until you see a “+” . This will allow you to relocate the picture to another location.

To change the size of the picture, move the mouse to the corner of the boxes around the

picture until you see an arrow. Drag the corner to the middle or to the outside to change the

size of the picture. You can also make a picture taller or wider by moving the mouse to a box on the top or sides of the picture and dragging the arrow to change the size.

7. Once you have finished the slide you are working on, click on Insert and insert a new slide following the same process as before.

Frequently Asked Questions about PowerPoint

How do I add sound effects to my pictures?

After inserting the clip art that you want, click on that picture so that there are boxes

showing around the picture. Go to Slide Show on the pull down menu and click on Custom Animation. Choose how you want the picture to appear on the screen by clicking Entry Animation and Sound. Here you can pick the effect that you want and then click on sound to add a sound effect. If you have more that one object on a slide and want to add animation to each one, click on each picture at a time and follow the same process. You can do this with text by following the same process.

How do I change where I want one of my slides to be placed?

Go to View on the pull down menu and click on Slide Sorter. You can click and drag a

slide to a new position. You can also add effects for your presentation in the Slide Sorter

view.

How do I add effects to my slide show?

Go the View on the pull down menu and click on Slide Sorter. You can add effects by

clicking on a slide transition box ( the bottom toolbar on the top of the screen.)

How do I know what my slides will look like in a presentation?

Go to View on the pull down menu and click on Slide Show. This will bring up a blank

screen. Click on the left mouse button to begin your show. Every time that you click the

mouse, it will bring up a new slide, or transitions and effects that way that you designed.

How do I put a picture/clip art in the background.

After your text and picture are set up, click on the clip art to get your boxes around the picture, click on Draw and then click on order. You can now put the picture in the background.

Action buttons

· See hyperlink

Animation

· Click on the object you want to animate

· Right Click on the object

· Select "Custom Animation"

· Select an effect and a sound

· If you are animating text,

· Select the option for text

· Click on the timing tab

· Set automatic timing if desired

· Click Preview

· Click OK

Continuous loop show

· Select slide show

· Click on set up show

· Click on loop continuously until “esc”

· Click on OK

· Select slide show

· Click on slide transition

· Click on “automatically after” and type in number of seconds

· Select apply to all to make each slide the same or repeat previous steps per slide

Comments

· To add comments to a slide select view.

· Select normal

· Select comments.

· To hide comments select view.

· Select normal

· Select comments. (Click on/Click off)

Copy, Cut and Paste

· Same operations as with Word

Delete slide

· Select edit.

· Select delete slide

Digital image

· To insert a digital image select insert

· Select picture

· Select from file and go to the source of your picture (Such as the “A” drive for a disk)

· If you have a slide that says double click for clip art you may double click.

· Then choose import clipart.

Font

· To change font size, color, type, etc.

· Select format

· Select font

· Select preferences and hit enter.

Format Text

· Highlight text to be formatted

· Select format and change as desired

Guides

· To view guides, select edit.

· Select guides.

· To remove, repeat above steps (Click-on/click-off)

Header and Footer

· The header and footer will allow you to label your slide with name, date, time, etc.

· Select view

· Select header and footer

· Choose your preferences and hit enter.

Hide slide

· Select slide show

· Click on hide slide

· To un-hide, click on hide slide (Click-on/click-off)

Hyperlink

· Select insert.

· Select hyperlink.

· Follow the instructions.

· OR

· Select slideshow

· Select action button

· Click on the slide where you want the action button/hyperlink to appear.

Insert slides from another file

· Select insert

· Click on slides from file

· Click browse to search for files

· Select file and click on open

· Click one time on the actual slides that you want to insert and then click on insert

· If you want to insert all of the slides, click on insert all

Insert clip art from a clip art website

· Go to the website

· Select your image or images to download

· Click on download

· When it asks to save to a disk or open it, choose open it

· The image will be saved in your download clipart and in the appropriate category

Insert a clip art from the Internet

· Right click on your selection

· Select Copy

· Return to your target slide or document

· Select Paste

· Right click on your selection

· Select save image as

· Choose where you want the image to save (such as My Documents or “a” drive)

· Click on save

· You can now retrieve this by going to picture, from file

Insert a sound from the Internet

· Select the sound and right click with the mouse

· Select Save Target As

· Save to target location

· From your slide, select Insert

· Select Movies and Sound

· Select sounds for file and select your sound from the saved location

Insert sound from an outside source

· Adding a CD track to you presentation

· Select the slide that you want to insert music

· Place the CD in the CD Drive

· Select Insert

· Select Movies and Sounds

· Select Play CD Audio Track

· Select the track you want played

· Select Loop for continuous play

· To play the selection during the presentation, run the slide show and click on the CD image

Manipulating clip art

*Note Not all pictures/clip art/graphics can be ungrouped, manipulated or changed

· Click on the graphic/clip art that you want to turn or manipulate

· Click on draw

· Click on ungroup

· If it asks to convert an imported group say yes

· Click on group

· Click away from the clipart

· It is now ready to be manipulated but must be clicked on again

· Follow instructions

Moving a text box or object

· Click on the text box or object until there are boxes around it

· Locate the cross-hairs and drag as desired

Page set up

· Select file

· Select orientation for slides or handouts

· The slides will default to landscape.

· The handouts will default to portrait.

Print options

· To print slides

· Select file

· Click on print and hit enter

· To print handouts

· Select file

· Click on print

· Click on ‘print what” at the bottom and select handouts

· You can specify the number of slides on a page from1-9 and hit enter

· To print slides with notes

· Select file

· Click on print

· Click on ‘print what” at the bottom and select note pages and hit enter

Record a sound

· Select insert

· Select Movies and Sounds

· Select Record Sound

· Type a name for your sound

· Click on the record button and record your sound

· Click the Stop button when completed

· Play the sound to verify

· Select OK

Replace text

· Select edit

· Select replace

· Type in the word you want to replace and hit enter.

Ruler

· To view ruler, select edit.

· Select ruler.

· To remove, repeat above steps (Click-on/click-off)

Slide background

· Select format

· Select background or slide color scheme

· Select your preferences

· To apply to ONLY ONE slide select apply

· To apply to ALL slides select apply to all

Slide scheme

· Select format

· Select apply design template

· Select your preference and click on enter. THIS WILL CHANGE ALL SLIDES.

Slide transitions

· Select view

· Click on slide sorter

· Select slide to have a transition

· Select your preference in the boxes that appear below the toolbars.

· OR

· Select slide show

· Click on transition

· Select your preference and click on apply or apply to all

Sort slides

· Select view

· Click on slide sorter

· Drag a slide to the new position that you desire

Spell check

· Select tools

· Select spell check

· Follow instructions

· TO SPELL CHECK ALL WORDS IN CAPS

· Select tools

· Select options

· Select spelling

· Make sure that the ignore all words in capitals is NOT checked

Toolbars

· To add or delete a toolbar select edit.

· Select toolbars and the toolbar that is checked will appear.

Views

· Slide view shows you the actual slide you are working on.

· Slide outline allows you to change the order of slides and look at them all at one time.

· Notes page allows you to type in your presentation notes.

· Slide show allows you to view the slide show. Also, this is the actual view of the slide.

· To remove guides, select edit then select guides. (Click on/Click off)

Word chart

· Select insert

· Click on table

· Specify the number of rows and columns you desire and hit enter

USING MICROSOFT ACCESS

(Database)

**POINTS TO REMEMBER**

A TABLE is the first thing in a database that needs to be established. This is a collection of all of your data. The TABLE stores all of the data to include any changes made in other area.

A QUERY is a means of filtering or sifting out the exact data that you want to see. Changes made in a query will be reflected in you table.

A FORM uses information from the table or the query to display the information that you desire.

A REPORT generates information from the table or the query in a printed document.

** Changes made in a report will not be reflected in you table or query.

OPENING A DATABASE FOR THE FIRST TIME

· Open Access

· Select Blank Database

· Select OKAY

· Name your database (such as My Address Book or Class Roster)

· Select Create

· Select the tab marked Table

· Select New

· Select Design View and click on OK

· Now begin to name your fields

· You can select the name of your fields such as Last Name, First Name, Middle Initial, Address, City, State, Zip, Phone, etc.

· The Data Type will allow you to choose text or number or date or whatever fits your field

· The Description is just a reminder to you about the information in your field.

· If you would like to specify the number of characters or numbers in a field, go to the General tab near the bottom of the screen. For example, if you only want to show the first 8 characters in the Last Name field instead of displaying the whole name.

· If you want to combine numbers and letters in a field, choose text.

· After you have created your table, select the “X” to close the table.

· It will ask if you would like to save changes. Select YES.

· Now name you table and select OK.

· It will ask you if you want to Assign a Primary Key. Select YES. (This will not have an effect on your database. It is setting up your database for Advanced applications.)

· You have now created a Table in your database.

TO CREATE A NEW TABLE, FOLLOW THE DIRECTIONS AS LISTED ABOVE, GIVE YOUR TABLE A DIFFERENT NAME AND YOU WILL HAVE CREATED AN ADDITIONAL TABLE IN YOUR DATABASE

TO CHANGE INFORMATION IN YOUR DATABASE

· Select the Table that you want to change and select DESIGN

· At this point you may add fields, delete fields, or change information in a field

TO ADD THE DATA TO YOUR TABLE

· Select the table that you want to add data to

· Select NEW

· Now enter your data in the appropriate fields

· If information does not fit in your field, make the cell bigger just as you would in Excel by moving your cursor until you find an “I” beam bar. Drag the cell to make it bigger (or smaller)

· If you wish to add a field, go to the Design view

· To save your data

· Click on the “X” to close the Table

· Select YES to save your data

· The Table now contains your new or added data

TO QUERY YOUR DATA TO SELECT OR FILTER INFORMATION

NOTE: Remember that the data must be created before you can filter it. You can query from one or more tables at a time, the tables must have already been created.

· Select the Query tab

· Click on NEW

· Choose Design View

· Select the table (or tables) that you will query information from and select ADD.

· Select CLOSE when you have added the table or tables you wish to query.

· You now may select from what fields you want information by

· Double clicking on the field you want to use, OR

· Select the field and drag it to the grid, OR

· Retype the name of the field in the grid

· The field grid tells you the name of the field, the table grid tells you what table you pulled the information from.

· The Sort tells you how to sort such as Ascending or Descending Alphabetically

· Click in the box to reveal choices

· If you click on the box in the “show” grid, this information will show in your query.

· The Criteria section will allow you to specify ranges

· Such as greater than or less than (using > and <) or specifying names or numbers.

· When you have completed, click on the "X" to close the query. It will ask if you want to save changes. Say yes and then name you query.

CREATING FORMS

· To create a form, go to the Forms tab and click on New

· Use the Form Wizard to create your form and add the fields that you want on your form

· Go to the Design View to move your fields and place them on the form where you desire

· To add information you can open the form

· To change the layout of the form you must go to design view

TO MAIL MERGE YOUR INFORMATION FROM A DATABASE TO A FORM LETTER

In Word, open a blank page and select Mail Merge from the Tools pull down menu

· Step Number One

· Click on Create

Click on Form Letter

· Click on Active Window

· Step Number Two/Three

· Get data

· Click open data source (this is the database that you have created)

· Choose Edit Main Document

· Follow directions on the screen to return to your main document which is the active window from Word

· Type your letter

· When you want to merge a field click on Insert Merge Field from the toolbar

· The field will appear with << >> around the field name

· Such as Dear <<First Name>> <<Last Name>>,

When you are ready to merge your data, click on the Merge Data button (which is the 5^th icon from the right on the Merge toolbar)

TO MAIL MERGE YOUR INFORMATION FROM A DATABASE TO A LABEL

In Word, open a blank page and select Mail Merge from the Tools pull down menu

· Step Number One

· Click on Create

Click on Mailing Labels

· Click on Active Window

· Step Number Two/Three

· Get data

· Click open data source (this is the database that you have created)

· Choose Set Up Main Document

· Select the type of labels that you will be using and follow directions on the screen to return to your main document which is the active window from Word

· Set up your labels using appropriate spaces and returns

· When you want to merge a field click on Insert Merge Field from the toolbar

· The field will appear with << >> around the field name

· Such as <<First Name>> <<Last Name>>,

When you are ready to merge your data, click on the Merge Data button (which is the 5^th icon from the right on the Merge toolbar)

WEBSITES OF INTEREST TO EDUCATORS

Local School Districts