The purpose of this assignment was to develop an instructional information service with a team. I worked with two others to develop a series of three workshops to refresh basic software skills.

1. Word Refresher

2. Welcome to
our Microsoft
Refresher
Session on
Word
 Welcome to the computer lab! We're
thankful so many university staff and
faculty could join us today for this 30-
minute session.
 We hope this quick course will help you
learn new ways to save time when
doing common tasks in Microsoft Word.

3. Learning objectives
After completing this session, users will be able to:
 Identify and utilize a variety of keyboard shortcuts and tools that appear in
Word, PowerPoint, and Excel.
 Apply a template to a new Word document.
 Adjust the formatting and apply themes within a Word document.
 Insert objects like pictures and tables into Word documents.
 Insert citations and manage a bibliography using Word tools.
 Create a PDF from a Word document.

4. Common Elements in Microsoft Programs
keyboard shortcuts
 These keyboard shortcuts can
help you do common tasks
quickly, without grabbing your
mouse.
 While some commands are
unique to each Microsoft
program, these keyboard
shortcuts can be used in all
three programs featured in our
Refresher sessions: Word, Power
Point, and Excel.
To do this Press
Save Ctrl+S
Cut Ctrl+X
Copy Ctrl+C
Paste Ctrl+V
Bold Ctrl+B
Italic Ctrl+I
Underline Ctrl+U
Undo Ctrl+Z
Re-do Ctrl+Y
Find Ctrl+F
Replace Ctrl+H

5. Common Elements in Microsoft Programs
the ribbon
 What is the ribbon?
 It is the top section in Microsoft Word, Excel, Power Point, and other programs.

6. Common Elements in Microsoft Programs
the ribbon
 What is the ribbon?
 It is the top section in Microsoft Word, Excel, Power Point, and other programs.
 It’s organized by tabs. Each tab displays a different ribbon: File, Home, Insert,
Design, Layout, etc.
 Ribbons are made up of groups, and each group includes one or more commands.
 In the “Home” ribbon, for example, you’ll find groups named “Clipboard,” “Font,” and
“Paragraph.”
 In the “Layout” ribbon, you’ll find “Page setup,” “Arrange,” and more.
 Every command in Word can be accessed by using shortcut.
 Note: Add-ins and other programs may add new tabs to the ribbon and may provide
access keys for those tabs.

7. Common Elements in Microsoft Programs
navigating the ribbon
 There are two ways to access
the ribbon commands without
your mouse:
 Press the “Alt” key and use
your arrow keys to move left
or right.
 Use one of the access key
combinations listed on the
right here.
To do this Press
To use Backstage view, open the File page. Alt+F
To use common formatting commands, paragraph styles,
or to use the Find tool. open Home tab.
Alt+H
To insert tables, pictures and shapes, headers, or text
boxes, open Insert tab.
Alt+N
To type a search term for Help content, open "Tell me"
box on ribbon.
Alt+Q, then enter
the search term
To use Spell Check, set proofing languages, or to track
and review changes to your document, open the Review
tab.
Alt+R
To add a table of contents, footnotes, or a table of
citations, open the References tab.
Alt+S
To choose a document view or mode, such as Read Mode
or Outline view, open the View tab. You can also set
Zoom magnification and manage multiple windows of
documents.
Alt+W

8. One last tip for
all of these
programs
Don’t forget to turn on Auto-Save!

9. Tips and tricks specific
to Microsoft Word

10. Creating a document
from a template
 When you open Word, you’ll have
options to either create a blank
document, or to create one from a
template.
 There are a variety of templates to
pick from, including business
templates for resumes and various
publications, marketing flyers,
personal cards, and more.

11. Creating a document
from a template
 There are even templates for
academic papers, including ones for
both APA style and MLA style reports
and articles.
 You can download the template and
edit its style on your own computer, or
work on your document in your
Internet browser.

12. Adjusting
formatting
within a
document
Once you have created a document,
whether it’s blank or from a template, you
have plenty of ways to control how it
looks.

13. Adjusting formatting within a document
from the Home ribbon
 In the Home ribbon, you can adjust
elements relating to font, including size,
color and even spacing, and paragraph, like
indentation and line spacing.
 The Styles group allows you to change these
elements all at once, throughout your entire
document.
 To see more styles, you can expand what
you see by clicking on the down arrow at the
bottom of the Styles box.

14. Adjusting formatting within a document
from the Home ribbon
 The Font and Paragraph groups can be
applied to the entire document or to
sections of a document.
 Simply highlight the areas you’d like to
adapt. If it’s the entire document, hold the
Ctrl key down + A to select all of your
document.

15. Adjusting formatting within a document
from the Design ribbon
 If you are creating a more colorful
document, the Design ribbon allows you to
apply themes that also include color along
with font styles.
 You can preview how a theme will look in
your document by hovering over each
choice.

16. Inserting
objects
Objects like pictures and tables give depth
to any publication, and they can help
readers visualize the topic.

17. Inserting objects
Pictures
 Open the “Insert” ribbon.
 Click on “Pictures” or
“Online Pictures”
depending on what type of
image you would like to
insert.
 Find the image on your hard drive or navigate
to the website that has the image you’d like
to use.
 Then click on “Insert” to add the image to your
Word doc.

18. Inserting objects
Pictures
 Once you’ve inserted your image, you can
use the Picture Format ribbon to adjust
its appearance.
 You can crop it, as shown, using the marks
at the edges of the image to change
the appearance of the image, or add
artistic effects, like different colorations.
 You can also use the features in the
Arrange group to adjust its position or alignment, or to change how text will
react to its placement, with the “Wrap Text” button.

19. Inserting objects
Tables
 To insert a smaller table, highlight the number
of rows and columns in the grid that pops
down when you click on “Table” in the Insert
ribbon.
 As you highlight the squares in the grid, it will
show you how many rows and columns the table
will have, like 3x2 (3 columns, 2 rows) or
4x6 (4 columns, 6 rows).
 When the numbers shown reflect the size of the
table you’d like to insert, click on the lowest highlighted box on the right to insert
the table.
 To insert a larger or custom table, click on “Table,” and then “Insert Table” to
specify the parameters of your table.

20. Inserting objects
Tables
 Once you’ve inserted your table, a “Table
Design” ribbon will appear.
 This will be where you can adjust how your
table is formatted and looks.
 As in the “Themes” group under “Design,”
there is a “Table Styles” group under “Table
Design” where you can click on the arrow on
the bottom of the feature box, and this will
bring up a variety of formatting options, including
colors, bands that highlight the titles of your columns
and rows, different borders, and more.

21. Inserting
citations and
references
Creating academic publications can be a
challenge. Use these tools from Microsoft
Word to make it a little easier.

22. Citations and
references
 The References ribbon, shown here,
has lots of tools to use when creating
academic papers and publications.
 You can even set your editorial style
to make sure that all citations are
written in the correct format — and
which will help you edit them all at
once should that format change, say,
from APA to MLA for a different editor.

23. Inserting citations
 When building your paper or publication, place
your cursor where you would like to cite a
source, click on “Insert Citation” and “Add New
Source.”
 The feature box at the below right will appear,
allowing you to select the type of resource you
are quoting, and to enter the appropriate
information for that type of resource. Click
“OK” when finished to insert the citation.
 If you don’t have the full publication entry at
hand, choose “Add New Placeholder” to add a
tag with the author’s name or a word that will
help you remember to add the full information
later.

24. Managing references
 You can also add sources through the
“Manage Sources” button.
 The Source Manager box will have your full
list of references. You can edit resources in
this box, or click on “Add New” to enter
more resources rather than while you are
writing/ editing.
 Tips:
 When entering publications, tick the box for
“Show All Bibliography Fields” to make sure
you see options for URL and DOI entries.
 Use the “Edit” box for Author to make sure
first, middle, and last names are entered
correctly.

25. Creating a bibliography
 If you have used the Source Manager to build
your reference list within Word, creating your
bibliography (or, in APA style, your list of
References), will be easy.
 Clicking on “Bibliography” will show you a list of
options (that do not reflect your entered
resources).
 You can either click on the option you will be
using, like “Bibliography” or “References,” or
click on “Insert Bibliography” at the bottom of
the pop-up menu. Either way, Word will insert
your full bibliography from the sources you have
entered.

26. Creating a PDF
from a Word doc
 Your publication is complete.
Congratulations!
 To create a PDF to share with others,
click on the “File” ribbon and select
“Export.”
 “Create PDF/XPS Document will
already be highlighted; click on the
“Create PDF/XPS” box to export your
Word doc and save it as a PDF on your
hard drive.

27. Questions?

28. Thank you for
attending our
session today!
 Please let us know if you have any
other questions that we didn’t have
time to answer.
 You’ll receive a survey about the
workshop via email in the next few
days. We look forward to your
feedback.
 A special thanks to Microsoft for their
tutorials as we built this presentation.
Be sure to visit their website,
www.microsoft.com, for more tips,
tricks and tutorials.

29. Don’t forget:
We have two
more sessions
this month
 Session 2: Power Point
December 10, 11:00 a.m.
 Session 3: Excel
December 17, 11:00 a.m.
We hope to see you there!

30. References
 Microsoft. (2019). Apply themes. Retrieved from https://support.office.com/en-
us/article/apply-themes-55922445-1629-4a9f-ae63-1e2c1f295fdf
 Microsoft. (2019). Create a bibliography, citations, and references. Retrieved from
https://support.office.com/en-us/article/create-a-bibliography-citations-and-references-
17686589-4824-4940-9c69-342c289fa2a5
 Microsoft. (2019). Create a document. Retrieved from https://support.office.com/en-
us/article/create-a-document-28508ada-9a3c-4333-a17b-cb29723eb64c
 Microsoft. (2019). Insert a table. Retrieved from https://support.office.com/en-
us/article/insert-a-table-a138f745-73ef-4879-b99a-2f3d38be612a
 Microsoft. (2019). Insert pictures. Retrieved from https://support.office.com/en-
us/article/insert-pictures-3c51edf4-22e1-460a-b372-9329a8724344
 Microsoft. (2019). Keyboard shortcuts in word. Retrieved from
https://support.office.com/en-us/article/keyboard-shortcuts-in-word-95ef89dd-7142-4b50-
afb2-f762f663ceb2
 Microsoft. (2019). Save or convert to PDF or XPS. Retrieved from
https://support.office.com/en-us/article/save-or-convert-to-pdf-or-xps-d85416c5-7d77-4fd6-
a216-6f4bf7c7c110

31. PowerPoint Refresher
Microsoft Refresher: Session 2
Infinite Jesters: Nanya Jackson

32. Welcome to our
PowerPoint
refresher course
 Welcome to the computer lab! We're
thankful so many university staff and
faculty could join us today for this 30-
minute session.
 Today we will learn keyboard
shortcuts that will help you save
valuable time.
 We will also review functions of
PowerPoint.
 Enjoy the class!

33. Learning objectives
After completing this session, users will be able to:
 Use keyboard shortcuts to navigate through PowerPoint.
 Utilize design and editing functions on your slideshows.
 Present a professional, attractive slideshow, using all of the extra features
in the PowerPoint software.

34. Microsoft Keyboard Shortcuts
These commands will
help you to edit in
any Microsoft
program without
using your mouse.
To Do This Press
Save Ctrl+S
Cut Ctrl+X
Copy Ctrl+C
Paste Ctrl+V
Bold Ctrl+B
Italicize Ctrl+I
Underline Ctrl+U
Undo Ctrl+Z
Redo Ctrl+Y
Find Ctrl+F
Replace Ctrl+H

35. Frequently Used Shortcuts
 To insert a new slide- with the focus in the thumbnail
pane, press Ctrl+M
 Delete selected text, object, or slide- Press the delete
key
 Move a shape- Use the arrows
 Go to the next slide- Press the page down key
 Go to the previous slide- Press the page up key

36. What is the Ribbon?
 The ribbon is the tool bar at the top in any Microsoft program.

37. Elements of the Ribbon
 The ribbon is organized by tabs: File, Home, Insert,
Design, Transitions, Animations, Slide Show, Review, View,
and Format.
 Each tab contains commands pertinent to that heading.
 Each of these commands can be accessed using keyboard
shortcuts.

38. Navigating the Ribbon
To Do This Press
Move through command areas Ctrl+ F6
Move through command areas in reverse
order
Shift+Ctrl+F6
Go to a different ribbon tab Tab Key + Enter
Carry out the selected command Enter
Move between ribbon commands Tab Key

39. Opening a PowerPoint Presentation
 When you open PowerPoint, you
will have the option to choose a
blank presentation, or choose from
many templates available in
different designs.
 If you choose a template, that
design will automatically be
applied to each slide. This includes
font and color scheme.

40. Making Changes to the Design
 Once you have created a
presentation, you can use the
ribbon to edit and format your
design and content.
 Use the Home tab to make changes
to font, font size, etc.

41. Adding Text
 To add text, first choose a layout that includes a text box.
 Click inside the text box and type.
 The font, size, color, and style can be changed from the
Home tab.
 Text can be aligned from the Home tab as well.

42. Editing Text
 Here are some keyboard
shortcuts for editing text
in a slide.
To Do This Press
Cut selected text Ctrl+X
Copy text Ctrl+C
Paste text Ctrl+V
Insert a hyperlink Ctrl+K
Left-align
paragraph
Ctrl+J

43. Changing the Slide Design
 The slide design can be changed at
any time using the Design tab.
 Simply choose any design
template, and all of the slides in
your presentation will be updated.

44. Adding Slides
 Select the slide you want your new slide to
follow.
 Select Home > New Slide.
 Select a layout.
 Select the text box and type.

45. Inserting Objects
 Use the Insert tab to add objects
that will create depth and interest
in your slides.
 These objects could include
pictures, videos, smart art, audio
files, etc.

46. Adding Images
 To add an image, click on the Insert tab.
 Make sure to move the cursor to the correct content box
in the slide where the image should go.
 You can choose to insert an picture that is saved to your
computer, an online picture, a screenshot, or a photo.
 Select an image and double click to add it.

47. Editing Images
 Images can be cropped,
formatted, and stylized if
you right-click on the
image.

48. Inserting Objects Cont.
 Choose which kind of object you would like to
insert.
 Pictures, videos, and audio files can be chosen
from online or from files saved to your
computer.
 Smart Art, charts, and shapes can be chosen
from available templates.
 Tables can be added and customized to have the
correct number of rows and columns.

49. Adding a Table
 Click on the Table button and select the
size of the table that you would like to
insert. Highlight the number of rows and
columns that you want in your table.
 Once you have the right number of
squares highlighted, click in the square
that is in the lower right hand corner of
your table to create the table.

50. Editing a Table
 The size of the table can be
changed at any time by right-
clicking on the table and
selected insert or delete
rows/columns.

51. Editing Slides
 Here are some keyboard
shortcuts for editing your
slides.
To Do This Press
Create a new
slide
Ctrl+M
Move left to right
through objects
on a slide
Tab Key
Select the current
placeholder
Enter or F2
Select multiple
single objects
Shift+click
Select multiple
objects
Click+drag
Select all objects
in the slide
Ctrl+A

52. Editing Slides (cont.)
To Do This Press
Copy a slide Ctrl+C
Paste a slide Ctrl+V
Move slides Ctrl+arrow
Shrink font size Ctrl+[
Increase font size Ctrl+]

53. Deleting Slides
 For a single slide: Right-click the slide in the thumbnail pane on
the left, and select Delete Slide.
 For multiple slides: Press and hold Ctrl, and in the thumbnail
pane on the left, select the slides. Release the Ctrl key. Then
right-click the selection and choose Delete Slide.
 For a sequence of slides: Press and hold Shift, and in the
thumbnail pane on the left, select the first and last slides in
the sequence. Release the Shift key. Then right-click the
selection and choose Delete Slide.

54. Duplicating or Rearranging Slides
 In the thumbnail pane on the
left, right-click the slide
thumbnail that you want to
duplicate, and then
click Duplicate Slide. The
duplicate is inserted
immediately after the original.
 In the pane on the left, click
the thumbnail of the slide that
you want to move, and then
drag it to the new location.
 To select multiple slides: Press
and hold Ctrl, and in the pane
on the left, click each slide
that you want to move. Release
the Ctrl key, and then drag the
selected slides as a group to
the new location.

55. Slide Transitions
 You can add transitions between your slides that will determine how your slide will
appear as you switch slides during your presentation.
 Use the Transitions tab on the ribbon to select and preview slide transitions.
 You can choose a different transition for each slide, or select “Apply to All” to apply the
transition to all slides.
 You can also choose whether the slides advance automatically after a chosen time
increment, or only when you click your mouse (or press enter).

56. Animations
 You can choose how you wish content on your slides to appear using the
Animation tab on the ribbon.
 You can time the appearance of content, and apply animations to individual
content on a slide, or have all of the content on the slide respond at once.

57. Animation Example
 Your text can come on the screen like this.
 Or like this.
 Or in larger chunks
 Like this.
 Simply highlight the text that you would like to animate, and choose an
animation.

58. Presenting Your Slideshow
 To present, there are several ways:
 Click on the Slide Show tab in the ribbon and select “From Beginning”.
 Click on the icon at the top of the page.
 Press F5

59. Thank you for
coming today!
 Please let us know if you have any
additional questions.
 You’ll receive a survey about the
workshop via email in the next few
days. We look forward to your
feedback.
 A special thanks to Microsoft for their
tutorials as we built this presentation.
Be sure to visit their website,
www.microsoft.com for more tips,
tricks, and tutorials.

60. Don’t Forget!
 Session 3 Excel:
December 17, 11:00 am.
 We hope to see you there!
We have one more session
this month!

61. References
 Microsoft. (2019). Use keyboard shortcuts to create PowerPoint presentations.
Retrieved from https://support.office.com/en-us/article/Use-keyboard-
shortcuts-to-create-PowerPoint-presentations-ebb3d20e-dcd4-444f-a38e-
bb5c5ed180f4
 Microsoft. (2019). PowerPoint for Windows training. Retrieved from
https://support.office.com/en-us/article/powerpoint-for-windows-training-
40e8c930-cb0b-40d8-82c4-bd53d3398787

62. Excel Refresher

63. Welcome to
our Microsoft
Refresher
Session on
Excel
 Welcome to the computer lab! We're
thankful so many university staff and
faculty could join us today for this 30-
minute session.
 We hope this quick course will help you
learn new ways to save time when
doing common tasks in Microsoft Excel.

64. Learning objectives
After completing this session, users will be able to:
 Quickly and efficiently navigate Excel files using keyboard shortcuts.
 Perform simple functions using formulas.
 Use formatting to make data aesthetically pleasing and easy to
understand.
 Summarize and manipulate data using pivot tables.

65. Tips and tricks
specific to
Microsoft Excel

66. Keyboard
Shortcuts to
Make Your Life
Easier
From performing simple tasks to quickly
moving around the spreadsheet, there’s a
shortcut for anything you want to do.

67. Keyboard Shortcuts
 Scrolling through and selecting
large amounts of data manually
is inefficient, frustrating and
time-consuming.
 These shortcuts allow you to
navigate and highlight objects in
a spreadsheet quickly, without
touching your mouse.
To move here Press
One cell in any direction
Arrow key for the corresponding
direction
The farthest cell containing data
in any direction
Ctrl+Arrow key for the
corresponding direction
The next cell to the right Tab
The next cell to the left Shift+Tab
A specific cell
F5, then enter desired cell
coordinates
The next sheet in the document Ctrl+Page Down
The previous sheet in the
document
Ctrl+Page Up
Expand cell selection to the left
or right
Shift+Arrow key for
corresponding direction
Select the entire row Shift+Space
Select the entire column Ctrl+F

68. There’s a
Formula for
That
One of the greatest features of Excel is
the array of formulas available. We’ve
included five commonly used ones, but
there are many more.
Be sure to check out the link to Microsoft’s
overview of Excel formulas at the end of
this presentation for additional formulas.

69. Overview
Formulas
 A formula is an expression that tells Excel how to
calculate a value within a cell.
 To create a formula, begin by typing “=” in a cell
or in the formula bar at the top of the screen,
underneath the ribbon. Then, enter commands to
determine how Excel should calculate the value of the
cell.
 Example: find the sum of the values in cells A1, A2, and A3.
 Formulas often require a reference to other cells in the
sheet. In this case, we are referencing cells A1:A3.
 Highlighting a cell will cause any formulas in the cell to
appear in the formula bar at the top of the screen.

70. Add Numbers Together
=SUM([value 1],[value 2],…)
 The SUM formula combines values from different
cells together.
 In an empty cell, begin by typing “=SUM(”
 Next, select the cells you’d like to reference. You can
do this by clicking on the cells (make sure to hold down
Shift or Ctrl if you’d like to select multiple cells!) or
by typing the cell name (the column followed by
row number).
 You can include numbers instead of or in addition to
cell ranges.
 Press Enter to submit the formula.
 You can see in the formula bar that in cell A4
we are combining cells A1-A3, then adding 4
for a total of 10.

71. Combine Phrases
=CONCATENATE([value]…)
 The Concatenate formula combines
multiple strings of text together.
 In an empty cell, begin by typing
“=Concatenate(”
 Next, select the cell you’d like to
reference.
 Then, input the text string you’d
like to add. You can append the
text from another cell by selecting
that cell, or enter your own text in
quotation marks like in the
example.
 Press Enter to submit the formula.
 You can copy/paste the formula to
easily append text to multiple cells.

72. Count A Specific Value
=COUNTIF([where to look],[what to find])
 Use this formula when you need to find how
many times a specific value appears in a set of
data.
 In an empty cell, begin by typing “=COUNTIF(”
 Select the range of cells that you’d like to
search for a specific value, add a comma, and
then enter the value that you’d like to find.
 Ex: How many times did we have a sale of
exactly $30?
 Press Enter to submit the formula and display
how many times the value exists in the
selected range.

73. Respond Based On Value
=IFS([condition],[response if met],…)
 This formula allows us to return different values based on the conditions of the cell we’re
referencing. In this example, we’re using the formula to translate number grades to letter
grades.
 We’re telling Excel that if cell A2 has a value greater than or equal to 90, to return a value of
A. If that condition is not met, Excel will move to the next set of conditions in our formula. In
this case, it will check to see if cell A2 is greater than or equal to 80, and if so, it will return a
value of B. If those conditions aren’t met, we’ll go to the third set, and so on.

74. Respond Based On Value
=IFS([condition],[response if met],…)
 By copying that same formula into cells B2, B3, B4, and B5, we’ve quickly and easily
translated number grades to letter grades.

75. Formatting Create clean, easy-to-read spreadsheets
with formatting tools.

76. Conditional
Formatting and
Color Scales
 So you’ve got a lot of data, and it’s
difficult to see what’s important.
 Conditional formatting lets Excel
automatically change the format of a
cell if its content meets certain
conditions.
 Color scales create a gradient where
the color changes based on the value
in the cell.
 See next slides for examples!

77. Conditional Formatting
Formatting
 Let’s say you have a list of daily sales
numbers and you want to isolate all days
where sales were over $70.
 First, highlight the cells you’d like to change.
 Then, click “Conditional Formatting” on the
ribbon.
 From the dropdown, select “Highlight Cells
Rules” and choose the rule that meets your
needs.

78. Conditional Formatting
Formatting Before After

79. Color Scales
Formatting
 Let’s say you have a list of daily sales
numbers and you want to easily identify
which sales days are high and which are low.
 First, highlight the cells you’d like to change.
 Then, click “Conditional Formatting” on the
ribbon.
 From the dropdown menu, select “Color
Scales” and choose the scale that meets your
needs.

80. Color Scales
Formatting
 In our example, high
numbers are good and low
numbers are bad.
Therefore, we’ve
selected a scale with
green for high numbers
and red for low ones.
However, there are other
scales with different
schemes.
 This is a great way to
easily identify patterns in
your data!
 Before  After

81. Pivot Tables
Pivot tables can summarize, organize, and
group large amounts of data so that you
can view your numbers in a more
meaningful way.

82. What is a Pivot
Table?
 So you’ve got a lot of data, and it’s
difficult to see what’s important.
 What if you want to see average
grades by class, or the total number of
people who made A’s?
 A pivot table allows you to sort,
combine, and summarize that data in
a more meaningful way.
 See next slides for examples!

83. Pivot Tables
 First, select the data you’d like
to include in your pivot table.
We’ve highlighted our table of
classes, number grades and
letter grades.
 Navigate to the Insert tab at the
top of the ribbon.
 Click the Pivot Table button on
the far right.

84. Pivot Tables
 A menu will appear!
 The Table/Range will match the
data that we’ve highlighted.
 You can choose to have the pivot
table appear in a new worksheet
within the same file, or choose a
cell in an existing worksheet. In
this example, we’ll choose a
new worksheet.
 Click OK.

85. Pivot Tables
 A new worksheet has been created!
 We now have a menu with our column headers on the right, which we can use
to build our pivot table.

86. Pivot Tables
 Selecting different fields will cause their associated data to appear in the table.
 They also appear in the menu on the lower right, where they can be rearranged
in order to reorganize the table.

87. Pivot Tables
 Rearranging the fields allows you to look at the data in different ways. Here are some
examples:
 Here we can easily see the number of A’s, B’s, C’s, and D’s in each class.
 And here we can see the average score for each letter grade.

88. Pivot Tables
 Let’s find the average number grade for each class.
 To do this, we’ve selected the Class and Number Grade fields. Notice anything
strange?

89. Pivot Tables
 The pivot table will default to
finding the sum or the count
(the number of instances
something appears) of the data.
 However, there are many other
ways to combine these values.
We want to see the average of
the grades, not the sum of the
grades.
 To fix this, we need to adjust
the settings.

90. Pivot Tables
 Click on the field that you’d like
to adjust, which will open a
menu.
 Select Value Field Settings.
 This will open a second menu,
with a list of ways to summarize
the value field.
 For our purposes, we want
Average. However, there are
many options you can choose
from when analyzing data.

91. Pivot Tables
 Now we can clearly see the
average grade for each class.
 The pivot table will also provide
an overall average in the Grand
Total row at the bottom.

92. Pivot Tables
 In conclusion, pivot tables can help you take large amounts of data and summarize
it in a way that’s meaningful and easy to understand.

93. Helpful Links
for Continued
Learning
 Microsoft’s Overview of Excel Formulas
 https://support.office.com/en-
us/article/overview-of-formulas-in-
excel-ecfdc708-9162-49e8-b993-
c311f47ca173
 Microsoft’s YouTube Channel
 https://www.youtube.com/playlist?list=
PLKurDp05sqD2zSUYjoQVV9QHGkvDRJ5V
L&disable_polymer=true
 Technology for Students and Teachers
YouTube Channel
 https://www.youtube.com/watch?v=rw
bho0CgEAE&list=PL_iwD7O7FG7jzLQIYm
6-9Gx3hvXVUG7C5

94. Questions?

95. Thank you for
attending our
session today!
 Please let us know if you have any
other questions that we didn’t have
time to answer.
 You’ll receive a survey about the
workshop via email in the next few
days. We look forward to your
feedback.
 A special thanks to Microsoft for their
tutorials as we built this presentation.
Be sure to visit their website,
www.microsoft.com, for more tips,
tricks and tutorials.

96. References
 Excel Easy. (n.d.). Pivot tables. Retrieved from https://www.excel-
easy.com/data-analysis/pivot-tables.html
 How to Geek. (2018). All the best Microsoft Excel keyboard shortcuts.
Retrieved from https://www.howtogeek.com/361582/all-the-best-microsoft-
excel-keyboard-shortcuts/
 Microsoft. (2019). Excel help center. Retrieved from
https://support.office.com/en-us/excel