A crash course in the various functions of Word, Publisher, PowerPoint, and Excel.

1. WORD
PUBLISHER
POWERPOINT
& EXCEL
Introduction to
Microsoft Office

2. The Benefits of Learning Microsoft Office
 Universally used in most business settings
 Increases employability and work efficiency
 Remote access via the internet
 Allows for easy information sharing
 Compatible with most computer systems
 User friendly

3. Most Common Microsoft Office Applications
 Word – Word processing and mailings
 Publisher – Brochures, signs, cards, images, etc.
 PowerPoint – Presentations and slideshows
 Excel – Spreadsheets, tables, and mailings
 Access – Database creation and management
 Outlook – Professional email and personal
information manager

4. Microsoft Office Button & Toolbar
 Universal to most
Microsoft Office
Programs
 Open, Close, Create
 Save
 Print
 Access recent
documents
 Create shortcuts
 Customizable

5. Word
 Word processor best used for writing papers, letters,
memos, and the Great American Novel.
 Offers Mailings feature
for labels, envelopes, and
mass mailings
 Provides pre-formatted
and/or customizable
layouts
 Auto-formats
references and other document features

7. Word ~ Home
 Clipboard – copy, cut and paste objects into the
document
 Font – text formatting such as size, color, and effects
 Paragraph – margin, alignment, bullets, themes, etc
 Styles – applies a format set to an entire document or
selected text
 Editing – allows you to find and replace words
throughout an entire document or a selection

8. Word ~ Insert
 Pages – add blank pages and create page breaks
 Tables – add graphs and charts
 Illustrations – insert picture files from Word or
your documents
 Links – create links from your document to files or
the internet, and bookmark or reference other parts
of the document.

9. Word ~ Insert
 Header & Footer – used for documenting sources
and formatting
 Text – Add irregular text or a program format/file
(i.e.. PowerPoint)
 Symbols – Inserts special characters unavailable on
the keyboard.

10. Word ~ Page Layout
 Themes – inserts pre-set formats
 Page Setup – adjusts the margins, size, position, etc.
 Page Background – adjusts background format
 Paragraphs – formats margin and line spaces
 Arrange – positions, layers, and rotates images; aligns
objects based on the page or margin; formats text in
relation to objects.

11. Word ~ References
 Table of Contents – insert a table of contents
automatically or manually
 Footnotes – adds footnotes to the page
 Citations – auto formats citations and bibliography
based on selected format - super handy!
 Captions – inserts captions below objects
 Index – mark pages to insert an automatic index
 Table of Authorities – mark citations for an automatic
table of authorities.

12. Word ~ Mailings
 Create – print individual envelopes and sheets of labels
 Start Mail Merge – select label number and recipient
list (import list from excel)
 Write and Insert Fields – insert info from an excel
file, format, and update labels
 Preview – allows you to look at results before printing
 Finish and Merge – edit individual items, print
 Adobe – save the mailing as a PDF file

13. Word ~ Review
 Proofing – spell check, thesaurus, internet and source
searches, change languages, count words
 Comments – insert comments in the margin
 Tracking – show changes made to the document in a
side panel
 Changes – track and reject or accept document edits
 Compare – view more than one version of the same
document, or combine multiple versions into one file
 Protect – lock the documents from further edits

14. Word ~ View
 Document Views – provides different viewing
options for your page
 Show/Hide – select additional screen features,
such as rulers and gridlines
 Zoom – customize or use preset zoom features
 Window – view separate portions of the document
at one time.
 Macros – speeds up editing by automating tasks

15. Publisher
 Publishing software
 Flyers, brochures,
business cards and
more!
 Layer multiple elements
 Use preformatted
layouts for quick and
easy results

16. Publisher ~ Home
 Clipboard - copy, cut and paste into the publication
 Font – text formatting such as size, color, and effects
 Paragraph – margin, alignment, bullets, themes, etc
 Styles – applies a format set to an entire document or
selected text

17. Publisher ~ Home
 Objects – add text, pictures, tables and shapes
 Arrange – layer, group, and rotate objects, format
text boxes
 Editing – allows you to find and replace items
throughout an entire document or a selection

18. Publisher ~ Insert
 Pages – add blank pages and create catalogs
 Tables – add graphs and charts
 Illustrations – insert picture files, clip art, shapes
 Building Blocks – Ad preformatted elements
 Text – Add boxes of text, symbols, dates, etc.
 Links – create links from your document to files or the
internet, and bookmark or reference other parts of the
document.
 Header & Footer – Insert into all pages of the publication

19. Publisher ~ Page Design
 Template – use preformatted layouts
 Page Setup – alter the page size, orientation & margin
 Layout – set object alignment parameters
 Pages – arrange and name pages of a publication
 Schemes – Insert a set of color schemes (best used in
conjunction with templates)
 Page background – Insert background color and
effects, create a set of elements to repeat in all additional
pages.

20. Publisher ~ Mailings
 Start Mail Merge – select label number and
recipient list (import list from excel)
 Write and Insert Fields – insert info from an
excel file, format, and update labels
 Preview Results– allows you to look at results
before printing
 Finish and Merge – edit individual items, print

21. Publisher ~ Review
 Proofing – spell check, thesaurus, internet and
source searches
 Language – translate the text into another
language

22. Publisher ~ View
 Views – provides different viewing options for your
page
 Layout – View your pages either single page or two
page spread, depending on the type of publication
 Show – select additional screen features, such as
rulers and gridlines
 Zoom – customize or use preset zoom features
 Window – arrange multiple document windows

23. Publisher ~ Formatting Tabs
 Available for Drawing, Text, Pictures and Tables
 Provides additional formatting options for objects inserted
into the document
 Appears along the ribbon as a colored tab
 Only available when the object to be formatted is selected

24. Power Point
 Presentation software
 Create slide shows
 Time slides or manually
advance
 Add music, pictures and
more
 Link to websites to share
resources

26. Power Point ~ Home
 Clipboard - copy, cut and paste objects into the
document
 Slides – add and format new slides, delete slides
 Font – text formatting such as size, color, and effects
 Paragraph – margin, alignment, bullets, etc.
 Drawing – create and format shapes
 Editing – allows you to find and replace words
throughout an entire document or a selection

27. Power Point ~ Insert
 Tables – add graphs and charts
 Illustrations – insert picture files, clip art, shapes
 Links – create links from your document to files or
the internet.
 Text – Add boxes of text, symbols, dates, etc.
 Media– Insert video or audio into a presentation

28. Power Point ~ Design
 Page Setup – change the page and the slide
orientation
 Themes – insert preformatted themes for a
professional look
 Background – change the background of themes -
options change according to the theme.

29.  Preview – shows animations added to
presentations
 Animations – add animation, movement and
sound to selected portions of the presentation
 Transition to This Slide – apply special effects
that occur when slides are changed & set slides to
automatically advance.
Power Point ~ Animations

30.  Start Slide Show – play slides in order created or
create custom show using part or all of slides
 Set Up – create timed, automated slide shows with
or without narration
 Monitors – change the monitor resolution or set up
outside monitors
Power Point ~ Slide Show

31.  Proofing – spell check, resource lookup, thesaurus,
translate to different language
 Comments – insert comments into the
presentation
Power Point ~ Review

32.  Presentation Views – Change the way the
presentation looks on the monitor
 Show/Hide – manage ruler, gridlines and message bar
 Zoom – Fit to window or custom zoom in/out
 Color/Grayscale – change the way the presentation
appears on the monitor and in printing
 Window – Arrange multiple windows or split the screen
 Macros – Create and implement Macros
Power Point ~ View

33. Excel
 Create spreadsheets to
analyze and present data
 Column and row format
 Insert formulas
 Create tables and charts
 Create lists for Mail Merge
 Create multiple sheets per file

35. Excel ~ Home
 Clipboard - copy, cut and paste into the document
 Font – text formatting such as type, size and color,
border formatting for cells
 Alignment – Format margin, alignment and text
wrapping and borders for individual or selected cells
 Numbers – Formats the number value and decimals

36. Excel ~ Home
 Styles – applies several formats in one step to the
documents cells (relates directly to document theme)
 Cells – insert, delete and format cells
 Editing – Total selected cells, clear cell formatting
etc., find data and objects, sort data.

37. Excel ~ Insert
 Tables – inserts a table for a selected group of cells
 Illustrations – adds pictures to the spreadsheet
 Charts – creates charts for a selection of cells
 Hyperlinks – links selected cells to a document or
webpage
 Text – adds text related features to the spreadsheet

38. Excel ~ Page Layout
 Themes – inserts preformatted spreadsheet setting
 Page Setup – customizes page format such as
margin, orientation, page breaks, background, etc.
 Scale to Fit – shrinks/enlarges printouts
 Sheet Options – customize spreadsheet printouts
 Arrange – positions, layers, and rotates objects;
aligns objects based on the page or margin

39. Excel ~ Formulas
 Function Library – inserts functions: mathematical
and financial equations, numerical conversions, text
changes and more
 Defined Names – organize by giving names to
functions, tables, etc.
 Formula Auditing – used to identify relationships of
contributing cells in a formula, check for accuracy
 Calculation – manage when the formulas are calculated

40. Excel ~ Data
 Get External Data – imports data into excel from
outside sources
 Connections – changes properties of data imported
through an external source
 Sort & Filter – controls how data is displayed
 Data Tools – helps manage and edit data
 Outline – organization tool used to summarize data
groups

41. Excel ~ Review
 Proofing – spell check, thesaurus, internet and
source searches, translation
 Comments – insert comments in the selected cells
 Changes – track and reject or accept document
edits

42. Excel ~ View
 Document Views – provides different viewing
options for your workbooks
 Show/Hide – select additional screen features,
such as rulers and gridlines
 Zoom – customize or use preset zoom features
 Window – view separate portions of the document
at one time.
 Macros – increases efficiency by automating tasks

43. TIFFANY HICKOX
TECHNICAL SERVICES
LIBRARIAN
THICKOX@CITYOFALLIANCE.NET
Thank you for
attending!