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Tips, tricks, and techniques

Jaime Chanter January 2009. Tips, tricks, and techniques. Here’s what you signed up for -. An everyday class of tips, tricks, and techniques for the everyday teacher!  Learn shortcuts to make the technology work for you and make your life easier. 

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Tips, tricks, and techniques

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  1. Jaime Chanter January 2009

    Tips, tricks, and techniques

  2. Here’s what you signed up for - An everyday class of tips, tricks, and techniques for the everyday teacher!  Learn shortcuts to make the technology work for you and make your life easier.  This class will visit Microsoft Office, the basics of Windows XP and the internet including email and some specific sites.  Don't worry a help guide will be distributed to help you remember and walk through these new tricks step by step.
  3. Content of the class You will learn how to create, modify, and use tables, mail merges, labels, envelopes, margins, page layouts, templates, and borders in Microsoft Word.  You will also learn how to insert and format pictures, set  spell/grammar check preferences, and how to use a variety of printing options.  In Microsoft Excel you will be introduced to spreadsheet basics, formulas, print options, sorting, formatting, and creating graphs for your data.  Microsoft PowerPoint basics will be presented including adding transitions, animations, links, and audio.   Basic troubleshooting for Windows XP will be covered as well as organizing folders , viewing and locating files, taking screenshots, and mouseless functions using shortcut keystrokes.  Email tricks such as distribution lists, organizing folders, and sorting mail will also be discussed. 
  4. Day one – Windows and Microsoft Office Windows XP basic troubleshooting organizing folders viewing and locating files taking screenshots mouseless functions using shortcut keystrokes.  PowerPoint basics create, modify, and use – transitions animations links audio Word insert and format pictures set  spell/grammar check preferences use a variety of printing options create, modify, and use – tables mail merges labels envelopes margins page layouts templates borders 
  5. Day 2 – Excel, email, & internet Email Microsoft Outlook vs. Web based distribution lists organizing folders sorting mail Internet shortcut keys toolbar history Excel spreadsheet basics formulas print options sorting formatting creating graphs for your data Time to work on project!
  6. What do you want to leave here with? What questions do you have?
  7. Display Change the appearance of your desktop, such as the background, screen saver, colors, font sizes, and screen resolution.
  8. My Computer Gives access to, and information about, the disk drives, cameras, scanners, and other hardware connected to your computer.
  9. Check free and total space From My computer, click on Local Disc (C) View Free Space and total size of your hard drive
  10. Search Opens a window where you can pick search options and work with search results
  11. Windows Task Manager Click Ctrl, Alt, Delete You can lock the computer, log off, or shut down from this function You can also view the task manager if you are having trouble with a program It may list the status as Not Responding, you may want to choose end task to fix the problem.
  12. Important keys on your keyboard Ctrl + Alt + Delete = brings up the task manager Print Screen = screen shots ( a copy of whatever screen you have open will be automatically copied to the clipboard ) Insert = changes your typing from insert text to overwriting text Home = brings you to the far left of the line you are currently on End = brings you to the far right of the line you are currently on Number lock
  13. Tips to remember – Windows and D brings you back to your desktop Ctrl and Z is undo X is cut C is copy V is past
  14. Insert will change from insert to overwrite when hit. If you are typing and it is consuming text you have already typed strike the insert key and it should fix that. Home will bring you to the far left of your current line. When struck in combination with Page Up, it will bring to you the very beginning of your document. End will bring you to the far right of your current line. When struck in combination with Page Down, it will bring you to the very end of your document. Number Lock will enable or disable your machine to recognize the numbers on your ten key. Ctrl+Alt+Delete will open up your task manager and allow you to lock your computer, log off, shut down, or view tasks. Print Screen will take a screenshot or a picture of the entire screen you are currently seeing. You only need to hit the print screen key and then paste it (Ctrl V) wherever you would like to see that screenshot.
  15. Shortcuts Windows system key combinations
  16. Microsoft Natural Keyboard keys
  17. Getting the Most out of your Windows Keyboard
  18. Create shortcuts Right click on any program, webpage, or file that you would like to make a shortcut with. Typically shortcuts are placed on the desktop and they are for frequently used items. Choose create shortcut or send to the desktop
  19. Create shortcuts – right click
  20. Control Panel
  21. Control Panel
  22. Customize your desktop Delete unwanted desktop items Right click on them and choose delete shortcut The program will still be available from your start menu Right click on any unused space on your desktop to arrange your icons
  23. Add or Remove Programs Go to Control Panel, Add or Remove Programs To free up space on your computer or to get rid of unused items
  24. Homepage Set your homepage to your most frequented website Where you check your email, banking, etc…
  25. System Restore Restores system to an earlier date Helpful if your machine is running sluggishly and you suspect a virus Does not delete files, but it’s always a good idea to back up
  26. Disc Defragmenter Defragments your volumes so that your computer runs faster and more efficiently.
  27. Disc Defragmenter Analyze first Then defrag Do this at night or at a time when you do not plan on needing your computer for some time.
  28. Views The Thumbnail option is best for photos Using the Details option, gives you more sorting options, such as date modified, file type Try organizing your files by file type, file name, date modified
  29. Save options Save to the desktop, server space, a flash drive, or a specific folder You can also change the file type here
  30. Hyperlink Right click and choose hyperlink Options include linking to a place in the document, a website, or another file
  31. File management website Click on the above hyperlink and take ajourney through file management To create new folders, simply right click on unused desktop space or within a popup window and choose New, Folder.
  32. On a popup window, you can right click on white space and choose new, folder or click on the new folder icon.
  33. Ppt - PowerPoint basics will be presented including adding transitions, animations, links, and audio.   http://www.oreilly.com/examples/promos/pt/power_point_quickref.pdf
  34. PPt Views
  35. Transitions Click on Slide Show< Slide Transition Use the side menu to choose your options
  36. Animations Click on Siide Show<Animations Schemes The following window pops up Choose the type of animation you would like AutoPreview will give you the chance to see it
  37. Slide Design audio
  38. Slide Design
  39. Movies Click Insert <Movies and Sounds <Movie from File You can choose when the movie begins playing
  40. Sounds Click Insert < Movies and Sounds < Sound from Clip Organizer
  41. Links Create a link to a web page, a picture, an email address, or a program Click on Insert < Hyperlink You could also right click on the object you want to be linked and choose Hyperlink from the drop down menu Tips, tricks, and techniques
  42. PPt Project Requirements 5 slides Transitions Animations Link to page in presentation Sounds Movies Pictures Slide design Autoshapes
  43. Microsoft Word You will learn how to – create, modify, and use tables, mail merges, labels, envelopes, margins, page layouts,  templates, and borders .  insert and format pictures, set spell/grammar check preferences, and use a variety of printing options.  Microsoft Word Ribbons and 2007 layout
  44. Inserting pictures Open up a new Microsoft Word document Click insert, picture Next you need to choose from where you are going to get that picture Either double-click on the picture you want or click on the picture and then click insert
  45. Now double click on your picture to activate the pick up boxes as well as the Format Picture Tools Ribbon.
  46. Changing the layoutChange the layout to “in front of text.” This makes the object easier to move about your document.You can do this through the picture edit toolbar which should appear when you double click your image - click on the little portrait of the dog and choose “in front of text.”
  47. Changing the layoutYou can also right click on the image and go to Text Wrapping, In Front of Text.
  48. Cropping pictures Microsoft Word and PowerPoint offer a unique picture editing tool that I use often. Cropping pictures enables you to leave only the desired area of your picture in view. This tool will come in handy later for screenshots.
  49. Cropping You can find the cropping tool button on the picture format ribbon. Click on your picture to make sure the tool is available. You may also need to click on the Format tab under Picture Tools to see the Crop tool. Click on the Crop tool to activate it. You will see crop buttons appear on the border of your picture when you have activated the tool. Next pull your pick up boxes to the area of the picture you want left. Note – you can pull back on your pick up boxes if you went too far on accident. Sometimes I copy and paste the picture and select different parts of that picture that I want and get rid of the parts I didn’t want.
  50. Resizing pictures You can resize your photo using the format ribbon. Choose the height or width and adjust as needed. Your aspect ratio will be locked. To unlock it or make further changes, click on the small arrow at the bottom of the tab.
  51. Formatting pictures You can also pull on the pick up boxes to resize your photo manually.
  52. Compressing pictures To save room on your hard disk or to reduce download time, you can use the Compress Pictures command on the Pictureformat ribbon to do the following: Reduce resolution (to 96 dots per inch (dpi) for Web and 200 dpi for print), and unnecessary information is discarded. Discard extra information. For example, when a picture has been cropped or resized, the "hidden" parts of the picture are stored in the file. You can decide to keep or trash the cropped areas.
  53. Picture Recolor
  54. Grouping items To group items (pictures, shapes, objects, etc…) together into one item you need to select your items. Click on the first one and to add additional items hold down the Ctrl key and click on the rest of the items. Then right click and choose Grouping >Group You can also Ungroup if you need to.
  55. Practice Go to your opened Word document. Insert a picture Change the layout to in front of text Copy and paste the picture so there are two side by side or one on top of the other. You may have to resize to make them fit. Crop out different portions of the pictures to form two different pictures. Make one of them Washed Out. Group them together and turn them upside down. Ungroup them and only turn one of them right side up.
  56. How can I use this in my teaching? Insert pictures into students’ work Insert pictures into teacher made materials Print only desired area of pictures
  57. Set general preferences for how Word checks spelling and grammar Click on the Microsoft Office Button. Click on Word Options
  58. Click on Proofing
  59. Specify an alternate spelling for a word You can also use the AutoCorrect feature to specify an alternate spelling for a word. For example, if you usually type in U.S. English but you don't want "theatre" to be considered a misspelled word, you can prevent Word from marking "theatre" as misspelled. In Word Options, Proofing, click AutoCorrect Options.
  60. Click Exceptions, and then click the Other Corrections tab. In the Don't correct box, type the alternate spelling that you want to use, and then click Add. Click OK
  61. How can I use these in my teaching? Teach the kids how to use it Correct my own work Speed
  62. USE PRINT PREVIEW Click on the View Ribbon and then click on Print Layout. Now you can make changes as needed. I use this so frequently that I add it to my Quick Access Toolbar.
  63. Where to find Print -
  64. Print options – print menu
  65. Print double-sided
  66. How can I use this in my teaching? Less paper waste Less frustration
  67. Tables Tables are a nice way to organize small amounts of data within a document. For larger amounts of data that you would like to manage, Excel is a better choice. Word tables are very user friendly and simple.
  68. Under the Insert tab, click Table, then highlight the number of rows and columns you want. As you hover over the desired number of cells, the table will appear on the page as a preview. *Don’t worry, you can add/delete more later.*You can also click on Insert Table and do this the old way with a pop up window.
  69. Tables To modify your table, you need to either select it or click somewhere within it to activate the Table Tools. There are two tabs under Table Tools –
  70. Tables Enter your table data. The table will automatically adjust to your data. You can also manually pull the table to your size. Now let’s format, right click on the table to pull down this menu. Change the line style and weight.
  71. Tables Bold the column and row headings. Check out cell alignment. Right click on selected text, then choose cell alignment
  72. Tables- Merge cells Highlight selected cells to merge. Right click and choose Merge Cells
  73. Merged cells
  74. *You can also merge cells through the Table tools Ribbon on the Layout Tab.
  75. Split cells Click on the cell you want to split. Right click and choose split cells or use the ribbon (table, split cells) Adjust as necessary Or use the split cells button in the ribbon.
  76. Copy your entire tableSelect it by clicking on the symbol.Then click copy and you can then paste it just like a photo.
  77. Delete cells using right click or the table tab.Delete entire rows and columns.
  78. Practice Manipulate the table found in the document Project on my website Use your new knowledge to change fonts, styles, backgrounds, borders, merge and split cells. Delete and add rows, columns, and cells Format different cells in different ways Don’t worry you can download it again, so if you delete info. you can always get it back.
  79. How can I use these in my teaching? Quick assessments Checklists Simple data organization
  80. Mail merge Click on the Mailings Ribbon and Start Mail Merge
  81. Click on Step by Step Mail Merge Wizard.
  82. Mail Merge The following window will appear on the far right. Choose your document type Click next at the bottom
  83. Mail merge Step 2 Choose which document you would like to use. Click next
  84. Mail Merge Step 3 The existing list feature is very nice for parent letters, Christmas card, invitations, etc… Click Type a new list Click Create
  85. Mail merge The New Address List box will appear. Fill in only the information you will be using. When you are finished with that entry, click on New Entry. It will automatically save your first entry and put you at the next blank one ready to fill in. When you are done entering all entries, click Close.
  86. Mail merge The Save Address List box will appear so that you can use this list in the future. Give it a name. Click Save.
  87. Mail merge You have the opportunity to select members you want to include. You can also sort your members here. The default is that all are selected. Click OK.
  88. Mail merge The wizard verifies the address list you created. Click on Next: Write your letter.
  89. Mail merge Compose your letter. When you come to a place where you could insert a field from the address list, click on More items…
  90. Mail merge The Insert Merge Field box will pop up. Choose your data and click Insert.
  91. Mail merge Click here – merge to document This box will pop up Then choose OK
  92. Mail merge Then it’s complete! Scroll through and see all of your letters. I usually format them all by using the select all function under Edit.
  93. How can I use this in my teaching? Personalize letters home Invites for clubs with select members
  94. Labels Open up a new document Go to the Mailings Ribbon and click on Labels.
  95. Labels Choose the Labels tab Then choose Options
  96. Here you can choose the correct size of your labels.
  97. This will bring you back to this screen. If you want a full page of the same label enter your information in the box click and click New Document If you want something different in the cells click New Document
  98. Labels – format them just like a table!
  99. How can I use these in my teaching? Multiple choice answers ESL labeling File folder organization Stickers
  100. Envelopes Almost the same as Labels. Click on Envelopes under the Mailings Ribbon
  101. Envelopes This is very similar to creating labels. Type your address and return address information in.
  102. Envelopes Through options you choose the correct size envelope. You can also choose your Fonts and their position The Preview menu adjusts as you input information.
  103. Envelopes Add to document will pop it right in the beginning of your current work Or you could print right from the envelope screen
  104. How can I use this in my teaching? Speed things up Class mailings in the summer Thank you cards
  105. Margins – Under the Page Layout Ribbon Click on Custom Margins to set it up exactly as you want it.
  106. Custom Margins Adjust as necessary! You can also change the orientation here from Portrait (the default) to Landscape.
  107. Page setup By clicking the Paper tab, you can change your paper size. I use this often to print out on index cards for flashcards.
  108. Borders and Shading Under the Page Layout Ribbon, Choose Page Borders
  109. Shading Choose the Shading Tab for some fun options.
  110. Check out the Page Borders Tab
  111. Columns To work in columns, go under the Page Layout Ribbon and click Columns Choose More Columns on the bottom to set up things as you like with this pop up window.
  112. Autoshapes These are very similar to pictures. Under the Insert Ribbon, Click Shapes Choose your shape by clicking
  113. Autoshapes Once you have clicked on your chosen shape, the window will disappear and your cursor will change into a plus sign Click and pull your mouse to your desired size
  114. Shapes Once you let go, the Drawing Tools Format Ribbon will appear – change fill color, fill pattern, outline color, outline weight Resize and rotate if needed
  115. WordArt – under the Insert Ribbon, click on WordArt and choose a style.
  116. WordArt This popup window will appear and you enter your desired test. Make Font Changes if you would like. Click OK
  117. WordArt Double click on it to activate formatting ribbon and make changes if needed. Your Text Here
  118. Shortcuts in word To do this –Press this – Get Help or visit Microsoft Office Online. F1 Move text or graphics. F2 Insert an AutoText  entry F3 Repeat the last action. F4 Choose the Go To command (Edit menu). F5 Go to the next pane or frame. F6 Choose the Spelling command (Tools menu). F7 Extend a selection. F8 Update selected fields. F9 Activate the menu bar. F10 Go to the next field. F11 Choose the Save As command (File menu). F12 Get to the very beginning of your documents Home + Page Up Get to the very ending of your documents End + Page Down (AutoText: A storage location for text or graphics you want to use again, such as a standard contract clause or a long distribution list. Each selection of text or graphics is recorded as an AutoText entry and is assigned a unique name.)
  119. Word Project Requirements one page document narrow margins (0.5) columns inserted and edited photo layout in landscape wordart formatted table borders formatted autoshape
  120. Day 2 – Excel, email, & internet Email Microsoft Outlook vs. Web based distribution lists organizing folders sorting mail Internet shortcut keys toolbar history Excel spreadsheet basics formulas print options sorting formatting creating graphs for your data Time to work on project!
  121. Excel spreadsheet basics formulas print options sorting formatting creating graphs for your data show gridlines
  122. Excel 2003 Screen
  123. spreadsheet basics
  124. formulas
  125. print options
  126. sorting
  127. formatting
  128. creating graphs for your data
  129. show gridlines
  130. Tasks – Open up Microsoft Excel Go to Start, All programs, Microsoft Office, Excel Select cell B5 Highlight the row D Highlight the column 2 Highlight the entire spreadsheet Now, open up the Promethall server (start, my computer, promethall) Find the tips, tricks, and techniques folder Open up the practice excel sheet Right away we want to do a save as Please File, Save As, Excel practice in your h drive
  131. Excel Practice Adjust the widths of the columns to fit the text in them Enter in parents’ names Enter in phone numbers Bold the column headings Increase the font size of the column headings Change the font and color of the font Shade in the birthdates column yellow Sort the data by student last names
  132. Excel Practice Now copy and paste special (transpose) the students first and last names into sheet 2 Now create a new row heading in cell A3 called sp test 9-7-02 Next give the students made up points You may want to put in a points possible column Create three more weeks of spelling test grades Now insert a column chart as an object on the sheet of their grades Select all of the info, go to insert, chart, column
  133. Email Microsoft Outlook vs. Web based distribution lists organizing folders sorting mail Set up a style all your own Send attachments Delete junk Create rules
  134. Microsoft Outlook vs. Web based
  135. distribution lists
  136. organizing folders
  137. sorting mail
  138. Set up a style all your own
  139. Send attachments
  140. Delete junk
  141. Create rules
  142. WELCOME TO THE WEB Click on the above link to go on a webquest to explore the internet
  143. Internet – brain pop, carl’s corner, tumblebooks Watch the internet brainpop movie Internet shortcut keys toolbar create bookmarks history Ctrl H Mozilla vs. ie More secure, less popups, discuss freeware/opensource Plug ins java flash active x
  144. Open up Mozilla Visit three of your favorite sites Add them to your favorites Take a screen shot of your favorites menu open Paste it into a word document Create a shortcut on your desktop of your favorite favorite Change your internet preferences so that your homepage is The New York Times website Check the history of your internet Take a screen shot and paste it into the same word document Create a distribution list which includes myself and at least two other members of our class Email me through the distribution list Attach the word document to this email
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