Microsoft Office® Tools—Level Two

1. Microsoft Office® Tools—Level Two Session One Word® and PowerPoint® Yucaipa-Calimesa Joint Unified School District Assessment & Technology Department

2. Microsoft Word® • Download letter template • www.yucaipaschools.com, then go to BUSINESS SERVICES, ASSESSMENT & TECHOLOGY, then PROFESSIONAL DEVELOPMENT RESOURCES (near bottom) • Insert Graphic (Picture: .jpg, .gif, .tif) • INSERT---PICTURE---FROM FILE • Insert Date • INSERT DATE AND TIME---Select date format you want • Formatting • To Center Vertically: FILE—PAGE SET UP—LAYOUT—VERTICAL ALIGNMENT—CENTER • Margins • FILE—PAGE SET UP—MARGINS or Drag ruler settings • Tabs • FORMAT—TABS or Click on ruler to place; drag off to remove • Centering • Click on desired horizontal alignment button on Toolbar or FORMAT—INDENTS AND SPACING—GENERAL ALIGNMENT—Change LEFT to CENTER • Bullets • Click desired option on Toolbar or FORMAT—BULLETS AND NUMBERING • Envelopes • TOOLS—LETTERS AND MAILINGS—ENVELOPES AND LABELS • Default Envelope No. 10; Labels follow Avery numbering system (big number on package) • Mail Merge • TOOLS—LETTERS AND MAILINGS—MAIL MERGE • Create List for Source Data or use existing database • Can create personalized letters, certificates, envelopes/labels for lots of people at once

3. Microsoft Word • Make a table: • TABLE—INSERT TABLE and then specify number of columns and rows • Make a calendar in Word XP: • FILE—NEW—TEMPLATES--ON MY COMPUTER (on right side of screen)—OTHER DOCUMENTS—CALENDAR WIZARD • In Word 2000: FILE—NEW—OTHER DOCUMENTS—CALENDAR WIZARD • To get the gridlines to print: • Click somewhere within the table, and TABLE—PROPERTIES—BORDERS AND SHADING—Click on the choice on the left that shows panes on every cell.

4. Microsoft Word • Everything you need to know to produce an MLA style two-page (Don’t worry—you won’t have to key much—an unformatted report is provided!) The exercises found below are used with permission from Dr. Nancy Messmer and the Bellingham (WA) School District. • PROCEDURES I. Format a Report according to Modern Language Association style guidelines • You will receive a print copy of the MLA Report Formatting handout (in PDF format). • Open the unformatted K 9 Report on your computer and save a copy to your Desktop. • Picture of Beamer is located at: http://www.ci.walla-walla.wa.us/index.asp?Type=B_BASIC&SEC={E663E35A-D48A-47BB-9CCA-0499928F9C58}&DE={E0E6FE0C-6C86-4C88-B8F8-6967163A2910} • Fill in the blanks in the handout while you follow the directions to reformat the K 9 report in MLA style. Also, you will be verbally guided through this process. • Use VIEW—PRINT PREVIEW to display the formatted report

5. PowerPoint®

6. Creating a PowerPoint® Presentation • As you start PowerPoint®, a dialog box is displayed and asks, among other questions, if you want to start the AutoContent Wizard.  Click Cancel. • On the left side of the toolbar you see a piece of paper with a folded corner, click it (NEW). (Or select FILE and then NEW) • Choose an slide layout.  Do not select a layout that includes an image. This will become the first slide in your presentation.

7. Quick “Buttons” • At the bottom left corner of the screen are quick buttons.  By holding the mouse over each button, you will see a small text box which tells its function. • Slide or Normal View shows the actual way a slide looks while you’re editing it. • Outline View gives you an outline notes form of your presentation. • Slide Sorter View, which has a series of 4 boxes representing its “button”, gives you an overall slide sorter view of your presentation. • The last key is the Slide Show key which gives you a preview of your presentation as a click-through slide show. • To exit the slide show preview press the escape key on the keyboard.

8. Slides • These are the building blocks of your presentation. A slide can include text, graphs, clipart, graphics, sound, and Internet hyperlinks. • Click the slide sorter quick key in the bottom left corner of the screen. • Selecting a background • To change the background of your presentation: • Click Format...Background and select the desired background.  Once a background has been selected it can be altered by changing the color:  (Format...Slide Color Scheme) You will be asked if this change will affect only  this slide (Apply) or the entire presentation (Apply to All). • To select a more sophisticated background design click Format...Apply Design and  choose your design background. • To view a single slide while in the Slide Sorter View environment, double click it with  the mouse. • To add text to the slide while in this view, click the text button at the bottom of the screen.  (The text button looks like a sheet of paper with a capital A on it)  You mouse will become a text frame.  Click the mouse on the slide where you wish to place text.  The text frame will resize automatically as you type. • By using the button on the right scroll bar you can move from one slide to the other quickly.

9. Editing Text • Text can be edited in the Slide View Sorter environment. • Text is edited much the same as any word processor program. • Delete text by highlighting (click and drag the mouse) the passage you wish to delete and press the delete key.  Text can also be deleted by clicking the mouse behind it and pressing the backspace key. • Change Font style, size, and color by highlighting it and clicking Format, Font

10. Inserting Graphics • Click on INSERT and then PICTURE and then select from: • CLIPART or • FILE or • WORDART or • From Scanner or Camera or • Organizational Chart • Hint: To get pictures while surfing the Internet, right-click on the pictures, select “Save Picture As”---just remember where on your computer you have saved the picture’s file! • Also, be sure not to copy and use copyrighted material!!

11. Moving Pictures and Graphics • To move text or graphics: • Click on it (highlight text by clicking and dragging the mouse) • Move the mouse over the text or graphic you wish to move until it becomes two crossed arrows. • When this symbol appears text can be moved around on the slide. • When the text frame is surrounded by a diagonal lined frame it can be resized. • When the diagonal lined frame is clicked on and becomes a dotted lined frame and can be deleted.

12. Animating Transitions and Parts of the Slide • To add animation to text or graphics: • Highlight the image or text you wish to animate. • Select the animation type using the buttons at the top of the screen.  If no buttons are onscreen, click the yellow star.  The animation effects are drive-in, flying, camera, flash once, laser, typewriter, and drop in.  • If these buttons are all not visible, select “Slide Show” on the menu bar, and then “Custom Animation”. • If you hold the mouse over the button you will see text which indicates the animation effect.  • Once a button is clicked, an animation order number appears.  You can change animation order if you wish by clicking on the number in the animation order box.  Beside the animation order number, click the custom animation button to choose your animation effect.

13. Animation, cont. • At this point sound can be added with the animation to the slide. • Select the Entry animation and sound. • The first selection lets you choose how your text is animated. • The second selection allows you to add sound with the animation to the slide. You can also choose no sound. • You can choose from one of the sound effects that come with the PowerPoint or you can download a sound file from the Internet. Be sure the sound file isn't too large (under 100k) or you won't be able to save it on a diskette. • If you do not wish to use the PowerPoint sound files you can select your own by choosing Other Sound. • Click OK or none of your custom animation choices will take effect.

14. Animation Continued • Transitions • Select Slide Show and then Slide Transition • Select the transition you like • Select whether you want to Apply to this Slide or Apply to All Slides

15. Tips and Tricks • PowerPoint Templates for Teachers • http://www.techteachers.com/templates.htm • PowerPoint Tips • http://www.vickiblackwell.com/ppt/index.html • Sound File Library(to Insert into PowerPoint, for educational use only) • http://www.webplaces.com/html/sounds.htm • Subject Area PowerPoint Presentations K-12 This is a comprehensive compendium of links to hundreds of great PowerPoints in the public domain, compiled by the Jefferson County Office of Education, Jefferson County, Tennessee. • http://jc-schools.net/ppt.html • Internet for Classrooms—Teaching Teachers to Use PowerPoint Effectively • http://www.internet4classrooms.com/on-line_powerpoint.htm