This document provides information on productivity tools and advanced application techniques in Microsoft Office applications like Word, Excel, and PowerPoint. It discusses features like mail merge and label generation in Word, complex calculations and functions in Excel, and animation, hyperlinks, and embedded data in PowerPoint. The document demonstrates how to insert and format illustrations, integrate charts and tables, use advanced formulas and keyboard shortcuts, and apply timing and animation effects in presentations. Overall, the document aims to teach advanced productivity techniques for creating professional documents, spreadsheets, and slideshows using Microsoft Office.

1. PRODUCTIVITY TOOLS
Applying productivity tools with advanced application techniques

2. Learning Competencies
• Uses common productivity tools effectively by
maximizing advanced application techniques.
• Creates an original or derivative ICT content to
effectively communicate or present data or information
related to specific professional tracks.

3. COMLAB THROWBACK
What do we remember with Microsoft Office?

4. Instruction:
1. The teacher will run a PowerPoint presentation
about Microsoft Office (version, layout tools and etc.)
2. Students will be discussing with the instructor of
their experience in using the Microsoft Office flash in their
screen during elementary and junior high school days.

10. Formative Assessment:
What was your earliest memory using
this productivity tools?

12. ADVANCE TECHNIQUE IN WORD
•Integrating Illustrations in Word Processor
•Mail Merge and Label Generation

13. Integrating Illustrations in
Word Processor

14. Inserting Illustrations
•An illustration in Microsoft Office is visualization
or drawing that is in the form of pictures, Clip Art,
shapes, SmartArt, charts or screen clippings. You
can insert illustrations easily using the
Illustrations group of the Insert tab.

15. Inserting Illustrations
• To insert a picture from a file,
do the following:
1. Click where you want to insert
the picture in your document.
2. In the Illustrations group of the
Insert tab, click Picture. Insert
Picture dialog box will appear.
3. Locate the picture that you want
to insert.
4. Double-click the picture that you
want to insert. Format tab of
the Picture Tools will appear
on the ribbon at the same time
the picture is inserted.

16. Inserting Illustrations
To insert a shape, do the following:
1. In the Illustrations group of the
Insert tab, click Shapes.
2. Click the shape that you want.
3. Click anywhere in the document,
and then drag to insert the shape.

17. Inserting Illustrations
To insert a SmartArt, do the
following:
1. In the Illustrations group of
the Insert tab, click SmartArt.
Choose a SmartArt Graphic
dialog box will appear.
2. Select from the list of SmartArt
that you want and then click
OK.
3. Enter your text by clicking
[Text] in the Text pane, and
then type your text. If the Text
pane is not visible, click the
control as shown.

18. Inserting Illustrations
To insert a chart, do the following:
1. Click where you want to insert
the chart in your document.
2. In the Illustrations group of the
Insert tab, click Chart. Insert
Chart dialog box will appear.
3. Select the type of chart that you
want and then click OK. MS
Excel window will appear
together with the chart.
4. Edit the data in the MS Excel
window. You can close Excel
after editing the data.

19. Inserting Illustrations
To insert a screen clipping, do the following:
When you click the Screenshot button, you can insert the
whole program window or use the Screen Clipping tool to select
part of a window. Remember that only windows that have not been
minimized to the taskbar can be captured.
1. Click the window you want to clip from.
2. Click where you want to insert the screen clipping in your document.
3. In the Illustrations group of the Insert tab, click Screenshot.
4. Click Screen Clipping.
When the pointer becomes a cross, select the area of your
screen that you want to capture by clicking and dragging.

20. Formatting Illustrations
To resize illustrations, do the
following:
1. Select the illustration that you
want to resize.
The sizing handles will appear.
2. Click and drag any of the sizing
handles. The sizing handles will
tell you the direction of where you
are going to stretch the object.
The green circle above the
illustration is the rotating handle
which you can use to rotate the
object.

21. Formatting Illustrations
To format pictures and clip art, do the following:
1. Select the picture that you want to format.
Format tab of the Picture Tools will appear.

22. Formatting Illustrations
2. Do any of the following as needed:
• To improve the brightness, contrast and
sharpness of the object, click Corrections
and then select from the available
thumbnails.
• To improve the color quality of the object,
click Color and then select from the
available thumbnails.
• To add artistic effects to the picture, click
Artistic Effects and then select from the
available thumbnails.

23. Formatting Illustrations
2. Do any of the following as needed:
• To add visual style to the whole picture or clip
art, click the More drop-down arrow in the
Picture Styles group;
Click one from the gallery of picture
styles. You can also click Picture
Border to add border or Picture
Effects to add other visual effects to
the object.

24. Formatting Illustrations
To format shapes, do the following:
1. Select the shape that you want to format.
Format tab of the Drawing Tools will appear.

25. Formatting Illustrations
2. Do any of the following as needed:
• To quickly change the appearance of the shape, click the
More drop-down arrow of the Shape Styles and then
click one from the gallery of shape styles.
You may click also any of these
three buttons if you want to fill the
shape with color, change the line
width or style, or add effects to the
shape.

26. Formatting Illustrations
To design the SmartArt graphic, do the
following:
1. Select the SmartArt that you want to add
design to. Design and Format tabs of the
SmartArt Tools will appear.

27. Formatting Illustrations
2. Do any of the following as needed:
• To change the colors of the SmartArt, click
Change Colors in the Design tab and
then select one from the gallery of themes.
• To change the visual style of the SmartArt,
click the More drop-down arrow of the
SmartArt Styles group in the Design tab
and then select one from the gallery.
• To add shape to the SmartArt graphic, click
the Add Shape drop-down arrow in the
Create Graphic group of the Design tab
and then select the appropriate command
on where to insert the shape from the
menu.

28. Formatting Illustrations
To design a chart, do the following:
1. Select the chart that you want to add design to.
Design, Layout and Format tabs of the Chart
Tools will appear.

29. Formatting Illustrations
2. Do any of the following as needed:
• To change the visual style of the chart, click
the More drop-down arrow of the Chart
Styles under the Design tab and then
select one from the gallery.
• To edit the data of the chart, click Edit Data
of the Data group under the Design tab.
MS Excel window will appear. This is where
you can edit the data of your chart. Close
the Excel window as soon as you are
finished editing.
• To add labels to your chart, go to the
Layout tab and click the appropriate button
in the Labels group.

30. Mail Merge and Label
Generation

31. Mail Merge
• A mail merge is a word processing
feature that allows you to easily create
multiple letters, labels, envelopes,
nametags, or catalogue documents to
a group of people as stored in a list in
a database or spreadsheet.
• When making a Mail Merge you will
need a document using Microsoft
Word and a recipient list which is
typically done using Excel workbook.
But you can also use data from
various sources including a Microsoft
Outlook contact list, a Microsoft
Access database, or a Notepad text
document.

32. Mail Merge
Three Components:
1. Main document – the letter which contain the mail information for each
of the merged document that can be letter, stationary or template. It also
contains the field names which contain the instructions for carrying out
the merge.
2. Data source –it is also called data file which comprises the information
to be merged into a document such as the list of names and addresses
to be use in a mail merge. This must be connected to the data source
before it can use the information in it.
3. Merge document – this is also a word processing document that is the
generated output after executing the merge process.

33. Mail Merge
In Mail Merge you need to:
• Create the main document
• Create data source
• Merge data with document

34. Mail Merge
To create a form letter, do the following:
1. Open an existing Word document, or create a new one.
2. Click the Mailings tab.

35. Mail Merge
To create a form letter, do the following:
3. Click the Start Mail Merge command.
4. Select Step by Step Mail Merge Wizard.

36. Mail Merge
To create a form letter, do the following:
Mail Merge task pane appears at the right side of your
screen.
Mail merge task pane

37. Mail Merge
To create a form letter, do the following:
Six Main
Steps
5. Choose the type of
document you want to create.
If you want to create a letter,
select Letters. Six main
steps in guiding you to
complete a merge will be
displayed at the bottom.

38. Mail Merge
To create a form letter, do the following:
6. Click Next: Starting document to
move to Step 2.
7. Select Use the current document.
Click Next: Select recipients to
move to Step 3.
You will need an address list so Word can
automatically place each address into the
document. The list can be in an existing file, such
as an Excel workbook, or you can type a new
address list from within the Mail Merge Wizard.

39. Mail Merge
To create a form letter, do the following:
8. From the Mail Merge task pane,
select Type a new list, then click
Create.
9. The dialog box of New address
list appears, displaying fields that
Word assumes you need. Select
an entry that you don't need and
click the Delete button. Use the
TAB key to move from cell to cell.

40. Mail Merge
To create a form letter, do the following:
When you delete, a confirmation
dialog box will appear.
To customize the address list,
click Customize Columns
button at the bottom of the
window.

41. Mail Merge
To create a form letter, do the following:
The dialog box of Customized
Address List will appear. The
resulting window lists the Field
Names provided. When you are
done, click OK then customized fields
appear as column headings in the
New Address List dialog box.

42. Mail Merge
To create a form letter, do the following:
Fill in the recipient list by typing the
record’s data. Type the information
that’s appropriate to each field, then
press Tab to enter the next field. After
filling in the last field, and add another
record just press the Tab key after
inputting the last field.
When you press the Tab key on the
last field in a record, a new record is
automatically created and added on
the next line.

43. Mail Merge
To create a form letter, do the
following:
10. Click OK after filling the recipient
list. A special Save As dialog box
pops up, allowing you to save the
recipient list. Type a name for the
address list then click the Save
button.
Return to your document. You are now ready to write your letter, each copy of the letter will
mostly be the same, except the recipient data (name and address). You have to add
placeholders for the recipient data so Mail Merge identifies correctly where to add the data. If
you're using Mail Merge with an existing letter, make sure the file is open.

44. Mail Merge
To create a form letter, do the following:
11. Click Next: Write your letter. Click the Address Block
button to insert an address block into your letter.

45. Mail Merge
To create a form letter, do the following:
12. Dialog box of Insert Address Block appears. Choose the
desired format for the address block and click OK. The
placeholder of Address block will appear in the document.

46. Mail Merge
To create a form letter, do the following:
Use the Match Fields button to match your field names with the
required fields to correct problems. This may be essential if you
created the address list in another program, such as Excel.

47. Mail Merge
To create a form letter, do the following:
13. Click Greeting Line from
the Mail Merge task pane to
insert a greeting line into your
document.
Dialog box of Insert Greeting
Line will appear.

48. Mail Merge
To create a form letter, do the following:
14. Choose a format for the
greeting line and click OK.
The placeholder of Greeting lines
will appear in the document.

49. Mail Merge
To create a form letter, do the following:
15. To view your merged data, click the Preview Results button on
the Mail merge task pane or on the ribbon to replace the merge
fields with data from your recipient list.

50. Mail Merge
To create a form letter, do the following:
16. Click the Next : Complete merge on the mail merge task pane or finish &
merge button on the preview results section of the ribbon. It is highly
recommended that choose “Edit Individual Documents” rather than sending
directly to the printer.

51. Mail Merge
To create Envelopes, do the following:
1. Click the Mailings tab.
2. Click Start Mail Merge and choose Envelopes command.

52. Mail Merge
To create Envelopes, do the following:
Options include:
envelope size
delivery address font
return address font.

53. Mail Merge
To create Envelopes, do the following:
3. To Select Recipients, Type a New
List as described above in Creating
a Form Letter or use and existing
list.
4. To Insert an Address Block,
With the Mailings tab
selected, click the Address
Block button on the Write &
Insert Fields section of the
ribbon.
Choose a format for the address block and click OK. Use the Match Fields button to match your field
names with the required fields to correct problems. This may be necessary if you created the address list in
another program, such as Excel.

54. Mail Merge
To create Envelopes, do the following:
5. To update the Label, click the Update
Labels button on the Mailings tab.
This step updates all the labels in the
document with an address block to use the
information from the recipient list.
6. To complete the Mail merge, Click the finish
& merge button on the preview results
section of the ribbon.

55. ADVANCE TECHNIQUE IN EXCEL
•Advance and Complex Calculations in Excel

56. Advance and Complex Calculations in Excel
•Complex formula is the combination of more
than two simple formulas
•One of the key features of excel is the ability to
calculate complex formula.
•Four basic computation use in excel
• Addition (+=)
• Subtraction (-=)
• Multiplication (*=)
• Division (/=)

57. Advance and Complex Calculations in Excel
•Excel follows the PEMDAS:
• Operations enclosed in parentheses
• Exponential calculations (3^2, for example)
• Multiplication and division, whichever comes first
• Addition and subtraction, whichever comes first
• Left to Right precedence

58. Advance and Complex Calculations in Excel

59. Advance and Complex Calculations in Excel
• Relative Reference
• all cell references are relative references.
• When copied across multiple cells, they change based on
the relative position of rows and columns.
• Absolute Reference
• absolute references do not change when copied or filled.
• You can use an absolute reference to keep a row and/or
column constant.

60. Advance and Complex Calculations in Excel

61. Advance and Complex Calculations in Excel
• Using cell references with multiple worksheets.

62. Advance and Complex Calculations in Excel
• Functions
• is a predefined formula that performs calculations using specific
values in a particular order.
• The parts of a function:

63. Advance and Complex Calculations in Excel
• Function Library:

64. Excel Formulas, Keyboard
Shortcut and Tricks

65. IF formula in Excel
=IF(logical_test, value_if_true, value_if_false)

66. =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
VLOOKUP with Dropdown List

67. = CONCATENATE(text1, [text2], …)
= text1&“ ”&text2
Excel Concatenate Function

68. = COUNTIFS(range, criteria)
Excel Count and CountIfs

69. Excel Transpose Function

70. Keyboard Shortcuts for Excel
EXCEL NUMBER FORMATTING
Ctrl+Shift+~ General format Format, Cells, Number, Category, General
Ctrl+Shift+! Comma format Format, Cells, Number, Category, Number
Ctrl+Shift+@ Time format Format, Cells, Number, Category, Time
Ctrl+Shift+# Date format Format, Cells, Number, Category, Date
Ctrl+Shift+$ Currency format Format, Cells, Number, Category, Currency
Ctrl+Shift+% Percent format Format, Cells, Number, Category, Percentage
Ctrl+Shift+^ Exponential format Format, Cells, Number, Category,

71. Advance and Complex Calculations in Excel
TOTAL SUM+
+ + CURRENT TIME
+ CURRENT DATE
+ SELECT ENTIRE
COLUMN

72. Advance and Complex Calculations in Excel
+ SELECT ENTIRE ROW
+ HIDE COLUMN
+ HIDE ROW
+ NEW LINE
+ SHOW/HIDE
FORMULA

73. ADVANCE TECHNIQUE IN POWERPOINT
•Animation and Timing in Powerpoint
•Inserting Hyperlink in Powerpoint
•Embedded Data

74. Animation
•Animation is the process of making the illusion of
motion and the illusion of change by means of the
rapid succession of sequential images that minimally
differ from each other.
•The illusion is thought to rely on the phi phenomenon
and beta movement, but the exact causes are still
unclear.

75. PHI PHOENOMENON & BETA
MOVEMENT

76. PHI PHOENOMENON & BETA
MOVEMENT

77. Animation and Timing
• Microsoft PowerPoint provides several
animation styles in different categories,
namely Entrance, Emphasis, Exit and
Motion Paths. Animations make your
presentation more dynamic.

78. Animation and Timing

79. YOU CAN DOMATHEMATICS
SCIENCE
ART STUFF
SING
DANCE

81. WELCOME

82. Inserting Hyperlink
• A Hyperlink which is frequently stated to as "links" is a
text or image on the screen that you can click-on to jump
to another file or within the existing file.
• When you hover your pointer over a hyperlink, either it is
text or an image, the arrow changes to a small pointing
hand, called hyperlink cursor.
• It is usually activated by clicking on the text or image. Text
hyperlinks are usually in color blue and underlined.

83. • Hyperlinks in PowerPoint allow you to link to another slide in the
current presentation, another slide in a different presentation,
another file or webpage, or email address.
Inserting Hyperlink

84. • A multimedia file inserted into the web pages.
• Embedded files can be videos, music or tables and data.
Inserting Hyperlink
Linked Object Embedded Object
where the
data is stored
 Linked data is stored in the
source file.
 Destination file stores only
the location of the source
file.
 Embedded objects become
part of the destination file.
 After they are inserted, they
are no longer part of the
source file.
how the data
is updated
after it is
placed in the
destination
file
 The data can be updated
whenever the source file is
updated.
 Information can be updated
if the source file is modified.
 The destination file where you
put the object contains a static
copy of the object’s data.
 Information in the destination
file doesn't change if you
modify the source file.

85. PowerPoint hyperlink
Object Embedding
PowerPoint drop-down menu
Photography Menu Item 2 Menu Item 3 Menu Item 4 Menu Item 5

86. THANK YOU FOR LISTENING

87. Advance and Complex Calculations in Excel
• Function Library:

88. Advance and Complex Calculations in Excel
• Function Library: