This document provides an agenda and instructions for a training on maximizing Microsoft Office. The training covers Excel basics like common formulas, Countif, conditional formatting, and cell formatting. It also covers Excel charts and graphs like choosing proper charts, changing data order, and formatting. Finally, it addresses PowerPoint topics like consistency, layout, integrating Excel visuals, and formatting within PowerPoint. The goal is to improve efficiency and professionalism when using Microsoft Office applications.

1. Maximizing Microsoft Office
TECHNIQUES TO IMPROVE EFFICIENCY AND
PROFESSIONALISM
© 2012 Toni Sexton

2. Agenda
Professional Development | Microsoft Office Series
 Session One: Excel Basics
 Common formulas
 Countif
 Conditional formatting
 Cell formatting
 Session Two: Excel Charts & Graphs
 Choosing the proper chart/graph
 Changing the order of the data
 Formatting
 Session Three: PowerPoint
 Consistency
 Layout
 Integrating visuals from Excel data
 Formatting within PowerPoint
© 2012 Toni Sexton

3. Excel Basics
COMMON FORMULAS
COUNTIF
C O N D I T I O N A L F O R M AT T I N G
C E L L F O R M AT T I N G
© 2012 Toni Sexton

4. Common Formulas | Summation
 Totals all content in range of cells that you select
In an empty cell, type the equal
sign (=), the word sum, and an
open parenthesis.
Every formula must begin with an
= to tell Excel that it needs to
perform an action, in this case a
summation calculation.
Notice that as you type into the
cell, it also appears in the formula
bar above the worksheet.
These two locations are
interchangeable.
© 2012 Toni Sexton

5. Common Formulas | Summation
 Choose the Range
 Click on the first cell,
hold, and drag to the last
cell you want selected
 Enter the close
parenthesis
 Highlighted & Boxed
 Range is listed like a
ratio (first cell : last cell)
© 2012 Toni Sexton

6. Common Formulas | Summation
 Hit Enter
 The total, or sum, appears
in place of the formula
 To make edits, additions,
alterations, corrections…
 Click back onto the cell
 The cell displays the
calculation
 The formula bar displays your
original formula
 Type changes into the
formula bar and hit Enter to
display the new calculation
© 2012 Toni Sexton

7. Common Formulas | Average
 To find the mean value of a range of cells
Click on the cell below the
summation cell, follow the same
steps as the previous calculation.
Type the equal sign (=), average
(instead of sum), and the open
parenthesis.
Remember that the equal sign (=)
is required to tell Excel that it
needs to do something for you.
© 2012 Toni Sexton

8. Common Formulas | Average
 Choose the Range
 Click on the first cell,
hold, and drag to the last
cell you want selected
 This time we don’t want to
include the Total from our
sum calculation
 Enter the close
parenthesis
 Highlighted & Boxed
 Range is listed like a
ratio (first cell : last cell)
© 2012 Toni Sexton

9. Common Formulas | Average
 Click Enter to display the
calculated average
 Labels were added to
avoid confusion
© 2012 Toni Sexton

10. Common Formulas | Explore
 Excel offers an abundance
of formulas
 Enter the equal sign (=)
 Click the dropdown box in
the upper left corner
 This lists several commonly
used functions
 Choose More Functions to
see a more extensive list of
options
 Remember the open and
close parenthesis!
 Suggested: Max, Min, and
Count
© 2012 Toni Sexton