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Advanced features of ms office packages 2


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Advanced features of ms office packages 2

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Advanced features of ms office packages 2

  1. 1. Prepared By: Er. Nawaraj Bhandari Office Solution And Development Chapter:4
  2. 2. Word Advanced Features and Functions Templates Mail merge Automating with macros User-level Security
  3. 3. Word Templates A template is a document in which some parts are already created such as the layout, fonts, margins, and other features. They include word processed letters and invoices, spreadsheet worksheets, database reports.
  4. 4. Word Templates This helps save time and effort and improve productivity. Templates can also apply to reports, memos, brochures, etc. They are also used in Excel (invoices, order forms, etc.) and Access (reports, order forms, etc.).
  5. 5. Word Templates
  6. 6. Word: Mail Merge Enables a user to produce duplicate copies of a document with each copy being customised in a certain way, e.g. the recipient name and address will be different on each one. This saves considerable time and effort in producing business documents, such as letters, labels and envelopes.
  7. 7. Mail Merge Sample Documents
  8. 8. Mail Merge Stages of Development - 1 There are a number of stages involved in a mail merge: 1. Decide what type of merge is required (letter, labels, etc.) 2. Produce the document that will be used for the merge. 3. Create/open the data source that will be used to provide the personal details for each copy, e.g. names and addresses.
  9. 9. Mail Merge Stages of Development - 2 4. Insert data fields into the document where the personal details and other details (such as the current date) can be added. 5. Perform the merge to create the copies of the document.
  10. 10. Excel Advanced Features and Functions Templates Conditional formatting Lookup functions Validation Functions Pivot tables and charts Automating with macros User-level security
  11. 11. Excel: Conditional Formatting Conditional formatting is used in Excel to enable the user to create rules that change the formatting in a cell based on the values in the cell. It is useful for highlighting parts of the spreadsheet when certain conditions are met, e.g. exam grade recording, sales figures records.
  12. 12. Example of Conditional Formatting Conditional formatting has been applied to highlight grades less than 50.
  13. 13. Excel: LOOKUP Function  You may need to find a product or product part by its product code or extract data from a large list for a mail merge or to complete an invoice.  This can take time unless you use the LOOKUP function. It can help you find specific information in large lists of data quickly and efficiently.  There are two types of LOOKUP function:  VLOOK-UP and HLOOK-UP
  14. 14. VLOOKUP
  15. 15. VLOOKUP
  16. 16. VLOOKUP  A VLOOKUP is so-called because it looks up (searches for) the data based on a cell reference in a Vertical list:
  17. 17. HLOOKUP An HLOOKUP is so-called because it looks up (searches for) the data based on a cell reference in a Horizontal list. It can be used if data is set out horizontally in rows, rather than in columns.
  18. 18. Excel: Pivot Tables  These enable users to analyse large amounts of data, which can be sorted, counted and totalled.  Reports can be produced from the table that summarise the data.  Data can be imported or linked to other sheets and workbooks.  Graphs can also be generated from the data found.
  19. 19. Pivot Table Example Sum of sales to date in each region
  20. 20. Access: Advanced Features and Functions In order to store, retrieve, manage and analyze data quickly and effectively, the following can be used: Advanced queries Forms Templates(Reports) Automating with macros User-level security
  21. 21. Access: Data Entry A user can develop forms that can be used for data input. These forms can contain control properties to ensure that the data that is being input accurately, such as having to select from a set number of options, e.g. a list box.
  22. 22. Access: Reports A user can customise a report and include features such as conditional formatting, e.g. to highlight the names of customers who still owe payment or products that are no longer for sale.
  23. 23. Access: Queries Include:  parameter queries (prompts a user for criteria when the query is run, so specific data can be extracted)  parameter queries with multiple criteria (prompts a user for each criteria)  summary queries (do not show individual records only summaries of averages, totals and any other calculations)  using functions in queries (where calculations are applied, e.g. displaying pass or fail grades according to if a mark is < or > 50)
  24. 24. Business Processes that are Improved by Advanced Features and Functions Office Automation Decision Support Information Management and Retrieval
  25. 25. Advanced Features and Functions - 1 Office Automation Forms Templates Mail Merge Validation Security Macros
  26. 26. Advanced Features and Functions - 3 Decision Support Pivot Tables and Charts Queries Reports Macros
  27. 27. Advanced Features and Functions -2 Information Management and Retrieval Queries Pivot Tables and Pivot Charts Reports Security Macros Conditional Formatting
  28. 28. How Advanced Features and Functions Improve Business Performance Make tasks easier to perform, e.g. automation, validation Improve the overall performance of the application, e.g. automation Improve the accuracy of data management, e.g. validation Increase productivity, e.g. data entry, functions Increase security, e.g. access controls
  29. 29. User-Level Security Users can administer access rights to other users, deciding on how much access to give them, e.g. allowing them to only view data This includes setting password controls. Concerned about the malicious macros.
  30. 30. Past Questions Explain, with reference to FOUR (4) advanced features and functions, how data retrieval can be made more efficient for users. Describe TWO (2) business tasks that can be undertaken more efficiently by using LOOKUP tables. Identify FOUR (4) word processing features or functions that it would be advantageous to automate
  31. 31. Past Questions  Identify THREE (3) advanced functions in spreadsheet software.  Identify TWO (2) advanced features of database software.  Identify THREE (3) advanced features and functions that can be used to improve information management and retrieval.  Explain how a Pivot Table can aid a business task.
  32. 32. Past Questions  Describe FOUR (4) word processing tasks that benefit from the use of advanced features of word processing software.  Identify THREE (3) tasks that a macro can be applied to in a word processed document.  Explain how a word processed document can be secured against malicious macros.