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Getting to Know Word
Word is a word processing application that allows you to create a variety of documents like letters, flyers, and reports. With the introduction of several enhanced features—including the ability to create and collaborate on documents online—Word gives you the ability to do more with your word processing projects.
Creating and Opening Documents
Word files are called documents. Whenever you start a new project in Word, you’ll need to create a new document, which can either be blank or from a template. You’ll also need to know how to open an existing document.
Saving and Sharing Documents
When you create a new document in Word, you’ll need to know how to save it so you can access and edit it later. As with previous versions of Word, you can save files to your computer. If you prefer, you can also save files to the cloud using OneDrive. You can even export and share documents directly from Word.
If you’re new to Microsoft Word, you’ll need to learn the basics of working with text so you can type, reorganize, and edit text. Basic tasks include the ability to add, delete, and move text, as well as the ability to find and replace specific words or phrases.
Formatted text can draw the reader’s attention to specific parts of a document and emphasize important information. In Word, you have several options for adjusting the font of your text, including size, color, and inserting special symbols. You can also adjust the alignment of the text to change how it is displayed on the page.
Indents and Tabs
Indenting text adds structure to your document by allowing you to separate information. Whether you’d like to move a single line or an entire paragraph, you can use the tab selector and the horizontal ruler to set tabs and indents.
Line and Paragraph Spacing
As you design your document and make formatting decisions, you will need to consider line and paragraph spacing. You can increase spacing to improve readability or reduce it to fit more text on the page.
Once you’ve created your document, you may want to print it to view and share your work offline. It’s easy to preview and print a document in Word using the Print pane.
Bulleted and numbered lists can be used in your documents to outline, arrange, and emphasize text. In this lesson, you will learn how to modify existing bullets, insert new bulleted and numbered lists, select symbols as bullets, and format multilevel lists.
Adding hyperlinks to text can provide access to websites and email addresses directly from your document. There are a few ways to insert a hyperlink into your document. Depending on how you want the link to appear, you can use Word’s automatic link formatting or convert text into a link.
Sometimes the information you include in your document is best displayed in columns. Not only can columns help improve readability, but some types of documents—like newspaper articles, newsletters, and flyers—are often written in column format. Word also allows you to adjust your columns by adding column breaks.
Headers, Footers, and Page Numbers
The header is a section of the document that appears in the top margin, while the footer is a section of the document that appears in the bottom margin. Headers and footers generally contain additional information such as page numbers, dates, an author’s name, and footnotes, which can help keep longer documents organized and make them easier to read. Text entered in the header or footer will appear on each page of the document.
Pictures and Text Wrapping
Adding pictures to your document can be a great way to illustrate important information or add decorative accents to existing text. Used in moderation, pictures can improve the overall appearance of your document.
There are a variety of ways to format pictures in your document. Depending on how the images are used and where they are placed, you can use Word’s picture tools to personalize and modify them in interesting ways.
You can add a variety of shapes to your document, including arrows, callouts, squares, stars, and flowchart shapes. Want to set your name and address apart from the rest of your resume? Use a line. Need to create a diagram showing a timeline or process? Use flowchart shapes. While you may not need shapes in every document you create, they can add visual appeal and clarity.
Text Boxes and WordArt
Text boxes can be useful for drawing attention to specific text. They can also be helpful when you need to move text around in your document. Word allows you to format text boxes and the text within them as WordArt.
In Word, a page may have multiple objects, such as pictures, shapes, and text boxes. You can arrange the objects the way you want by aligning, ordering, rotating, and grouping them in various ways.
A table is a grid of cells arranged in rows and columns. Tables are useful for various tasks such as presenting text information and numerical data. In Word, you can create a blank table, convert text to a table, and apply a variety of styles and formats to existing tables.
A chart is a tool you can use to communicate data graphically. Including a chart in your document can allow your reader to see the meaning behind the numbers, and it can make showing comparisons and trends easier.
Checking Spelling and Grammar
Worried about making mistakes when you type? Don’t be. Word provides you with several proofing features—including the Spelling and Grammar tool—that can help you produce professional, error-free documents.
Track Changes and Comments
Let’s suppose someone asks you to proofread or collaborate on a document. If you had a printed copy, you might use a red pen to cross out sentences, mark misspellings, and add comments in the margins. Word allows you to do all of these things electronically using the Track Changes and Comments features.
Finalizing and Protecting Documents
Before sharing a document, you’ll want to make sure it doesn’t include any information you want to keep private. You may also want to discourage others from editing your file. Fortunately, Word includes several tools to help finalize and protect your document.
SmartArt allows you to communicate information with graphics instead of just using text. There are a variety of styles to choose from, which you can use to illustrate many different types of ideas.
A style is a predefined combination of font style, color, and size that can be applied to any text in your document. Styles can help your documents achieve a more professional appearance.
A theme is a set of colors, fonts, and effects that determines the overall look of your document. Themes are a great way to change the tone of your entire document quickly and easily.
Mail Merge is a useful tool that allows you to produce multiple letters, labels, envelopes, name tags, and more using information stored in a list, database, or spreadsheet. When performing a Mail Merge, you will need a Word document (you can start with an existing one or create a new one) and a recipient list, which is typically an Excel workbook.
Customizing the Ribbon
You can customize the Ribbon by creating your own tabs with the commands you want to use. Commands are always housed within a group, and you can create as many groups as you want in order to keep your tab organized. If you want, you can even add commands to any of the default tabs, as long as you create a custom group in the tab.
Enabling Touch Mode
If you’re working on a touch-screen device, you can enable Touch Mode to create more open space on the Ribbon, making commands easier to tap with your fingers.
Embedding an Excel Chart
If you have already created a chart in Excel, you can embed and link it to your Word document. When you embed an Excel chart in Word, any updates you make to the original Excel chart will automatically update in your Word document, as long as the files remain in the same location. This helps the data stay in sync, so you won’t have incorrect or out-of-date information in your chart.
Editing PDF Files
A PDF file is a type of file that is designed to be viewable on any computer. It is useful when you want to send a document to someone and you’re not sure whether that person has Microsoft Word. PDF files are designed for viewing rather than editing, so they are ideal for situations where you have a final version that does not need any changes. However, if you need to edit a PDF file for any reason, Word allows you to edit it by converting it into a Word document.
Getting to Know PowerPoint
PowerPoint is a presentation software that allows you to create dynamic slide presentations. Slideshows can include animation, narration, images, videos, and much more.
Creating and Opening Presentations
PowerPoint files are called presentations. Whenever you start a new project in PowerPoint, you’ll need to create a new presentation, which can either be blank or from a template. You’ll also need to know how to open an existing presentation.
Saving and Sharing
Whenever you create a new presentation in PowerPoint, you’ll need to know how to save in order to access and edit it later. As with previous versions of PowerPoint, you can save files to your computer. If you prefer, you can also save files to the cloud using OneDrive. You can even export and share presentations directly from PowerPoint.
PowerPoint presentations are made up of a series of slides. Slides contain the information you will present to your audience. This might include text, pictures, and charts. Before you start creating presentations, you’ll need to know the basics of working with slides and slide layouts.
If you’re new to PowerPoint, you’ll need to learn the basics of working with text. In this lesson, you’ll learn how to cut, copy, paste, format, and find and replace text.
A theme is a predefined combination of colors, fonts, and effects. Different themes also use different slide layouts. You’ve already been using a theme, even if you didn’t know it: the default Office theme. You can choose from a variety of new themes at any time, giving your entire presentation a consistent, professional look.
If you’ve ever seen a PowerPoint presentation that had special effects between each slide, you’ve seen slide transitions. A transition can be as simple as fading to the next slide or as flashy as an eye-catching effect. PowerPoint makes it easy to apply transitions to some or all of your slides, giving your presentation a polished, professional look.
As you add more slides to a presentation, it can be difficult to keep everything organized. Fortunately, PowerPoint offers tools to help you organize and prepare your slide show.
Even though PowerPoint presentations are designed to be viewed on a computer, there may be times when you want to print them. You can even print custom versions of a presentation, which can be especially helpful when presenting your slide show. The Print pane makes it easy to preview and print your presentation. Optional: Download our practice presentation.
To create effective PowerPoint presentations, it’s important to make your slides easy for the audience to read. One of the most common ways of doing this is to format the text as a bulleted or numbered list. By default, when you type text into a placeholder, a bullet is placed at the beginning of each paragraph—automatically creating a bulleted list. If you want, you can modify a list by choosing a different bullet style or by switching to a numbered list.
Indents and Line Spacing
Indentation and line spacing are two important features you can use to change the way text appears on a slide. Indentation can be used to create multilevel lists or to visually set paragraphs apart from one another. Line spacing can be adjusted to improve readability or to fit more lines on the slide.
Adding pictures can make your presentations more interesting and engaging. You can insert a picture from a file on your computer onto any slide. PowerPoint even includes tools for finding online pictures and adding screenshots to your presentation.
There are a variety of ways to format the pictures in your slide show. The picture tools in PowerPoint make it easy to personalize and modify the images in interesting ways. PowerPoint allows you to change the picture style and shape, add a border, crop and compress pictures, add artistic effects, and more. Optional: Download our practice presentation.
Shapes and WordArt
There are many features and commands you can use in PowerPoint to create visually appealing slides. Two of these features are WordArt and shapes. WordArt allows you to create stylized text with effects such as textures, shadows, and outlines. You can also insert and modify a variety of shapes like rectangles, circles, lines, arrows, callouts, and stars.
In PowerPoint, each slide may have multiple items, such as pictures, shapes, and text boxes. You can arrange the objects the way you want by aligning, ordering, grouping, and rotating them in various ways.
PowerPoint allows you to insert a video onto a slide and play it during your presentation. This is a great way to make your presentation more engaging for your audience. You can even edit the video within PowerPoint and customize its appearance. For example, you can trim the video’s length, add a fade in, and much more.
PowerPoint allows you to add audio to your presentation. For example, you could add background music to one slide, a sound effect to another, and even record your own narration or commentary. You can then edit the audio to customize it for your presentation.
Tables are another tool you can use to display information in PowerPoint. A table is a grid of cells arranged in rows and columns. Tables are useful for various tasks, such as presenting text information and numerical data. You can even customize tables to fit your presentation.
A chart is a tool you can use to communicate data graphically. Including a chart in a presentation allows your audience to see the meaning behind the numbers, which makes it easy to visualize comparisons and trends.
Checking Spelling and Grammar
Worried about making mistakes when you type? Don’t be. PowerPoint provides you with several proofing features—including the Spelling and Grammar tool—that can help you produce professional, error-free documents.
Before presenting your PowerPoint, you might decide to ask someone else to look over it. The two of you might even collaborate on a presentation. If you were revising a hard copy of a report, you might add comments in the margins or compare your rough and final drafts side by side. You can also do these things in PowerPoint using the Comments and Compare features.
Finalizing and Protecting Presentations
Before sharing a presentation, you’ll want to make sure it doesn’t include any information you want to keep private. You may also want to discourage others from editing your file. Fortunately, PowerPoint includes several tools to help finalize and protect your presentation.
Let’s say you really like the style of a theme, but you’d like to experiment with different color schemes. That’s not a problem: You can mix and match colors, fonts, and effects to create a unique look for your presentation. If it still doesn’t look exactly right, you can customize the theme any way you want.
Slide Master View
You may have noticed that when you select a different theme in PowerPoint, it rearranges the text on your slides and adds shapes to the background. This is because each theme has built-in slide layouts and background graphics. You can edit these layouts with a feature called Slide Master view. Once you learn how to use Slide Master view, you’ll be able to customize your entire slide show with just a few clicks. Optional: D
Hyperlinks and Action Buttons
Whenever you use the Internet, you use hyperlinks to navigate from one webpage to another. If you want to include a web address or email address in your PowerPoint presentation, you can choose to format it as a hyperlink so a person can easily click it. It’s also possible to link to files and other slides within a presentation. It’s easy to do all of this using two tools: hyperlinks and action buttons.
Advanced Presentation Options
In this lesson, you’ll learn how to rehearse and record slide shows in advance. You’ll also learn about alternative presentation options, such as creating a video of your presentation or presenting your slide show online to remote audiences. Finally, you’ll learn how to customize your presentation with hidden or rearranged slides.
Getting Started with Excel
Excel 2013 is a spreadsheet program that allows you to store, organize, and analyze information. While you may believe Excel is only used by certain people to process complicated data, anyone can learn how to take advantage of the program’s powerful features. Whether you’re keeping a budget, organizing a training log, or creating an invoice, Excel makes it easy to work with different types of data.
Creating and Opening Workbooks
Excel files are called workbooks. Whenever you start a new project in Excel, you’ll need to create a new workbook. There are several ways to start working with a workbook in Excel 2013. You can choose to create a new workbook—either with a blank workbook or a predesigned template—or open an existing workbook.
Saving and Sharing Workbooks
Whenever you create a new workbook in Excel, you’ll need to know how to save it in order to access and edit it later. As with previous versions of Excel, you can save files locally to your computer. But unlike older versions, Excel 2013 also lets you save a workbook to the cloud using OneDrive. You can also export and share workbooks with others directly from Excel.
Whenever you work with Excel, you’ll enter information—or content—into cells. Cells are the basic building blocks of a worksheet. You’ll need to learn the basics of cells and cell content to calculate, analyze, and organize data in Excel.
Modifying Columns, Rows, and Cells
By default, every row and column of a new workbook is set to the same height and width. Excel allows you to modify column width and row height in different ways, including wrapping text and merging cells.
All cell content uses the same formatting by default, which can make it difficult to read a workbook with a lot of information. Basic formatting can customize the look and feel of your workbook, allowing you to draw attention to specific sections and making your content easier to view and understand. You can also apply number formatting to tell Excel exactly what type of data you’re using in the workbook, such as percentages (%), currency ($), and so on.
Every workbook contains at least one worksheet by default. When working with a large amount of data, you can create multiple worksheets to help organize your workbook and make it easier to find content. You can also group worksheets to quickly add information to multiple worksheets at the same time.
Many of the commands you’ll use to prepare your workbook for printing and PDF export can be found on the Page Layout tab. These commands let you control the way your content will appear on a printed page, including the page orientation and margin size. Other page layout options, such as print titles and page breaks, can help make your workbook easier to read.
One of the most powerful features in Excel is the ability to calculate numerical information using formulas. Just like a calculator, Excel can add, subtract, multiply, and divide. In this lesson, we’ll show you how to use cell references to create simple formulas.
A simple formula is a mathematical expression with one operator, such as 7+9. A complex formula has more than one mathematical operator, such as 5+2*8. When there is more than one operation in a formula, the order of operations tells Excel which operation to calculate first. In order to use Excel to calculate complex formulas, you will need to understand the order of operations.
Relative and Absolute Cell References
There are two types of cell references: relative and absolute. Relative and absolute references behave differently when copied and filled to other cells. Relative references change when a formula is copied to another cell. Absolute references, on the other hand, remain constant, no matter where they are copied.
A function is a predefined formula that performs calculations using specific values in a particular order. Excel includes many common functions that can be useful for quickly finding the sum, average, count, maximum value, and minimum value for a range of cells. In order to use functions correctly, you’ll need to understand the different parts of a function and how to create arguments to calculate values and cell references.
Freezing Panes and View Options
Whenever you’re working with a lot of data, it can be difficult to compare information in your workbook. Fortunately, Excel includes several tools that make it easier to view content from different parts of your workbook at the same time, such as the ability to freeze panes and split your worksheet.
As you add more content to a worksheet, organizing this information becomes especially important. You can quickly reorganize a worksheet by sorting your data. For example, you could organize a list of contact information by last name. Content can be sorted alphabetically, numerically, and in many other ways.
If your worksheet contains a lot of content, it can be difficult to find information quickly. Filters can be used to narrow down the data in your worksheet, allowing you to view only the information you need.
Groups and Subtotals
Worksheets with a lot of content can sometimes feel overwhelming and even become difficult to read. Fortunately, Excel can organize data in groups, allowing you to easily show and hide different sections of your worksheet. You can also summarize different groups using the Subtotal command and create an outline for your worksheet.
Once you’ve entered information into a worksheet, you may want to format your data as a table. Just like regular formatting, tables can improve the look and feel of your workbook, but they’ll also help to organize your content and make your data easier to use. Excel includes several tools and predefined table styles, allowing you to create tables quickly and easily.
It can often be difficult to interpret Excel workbooks that contain a lot of data. Charts allow you to illustrate your workbook data graphically, which makes it easy to visualize comparisons and trends.
Introduction to Databases
Microsoft Access 2013 is a database creation and management program. To understand Access, you must first understand databases. In this lesson, you will learn about databases and how they are used. You will familiarize yourself with the differences between data management in Access and Microsoft Excel. Finally, you will get a look ahead at the rest of the Access tutorial.
Introduction to Objects
In this lesson, you will learn about each of the four objects and come to understand how they interact with each other to create a fully functional relational database.
Getting Started with Access
In this lesson, you will familiarize yourself with the Access environment, including the Ribbon, Backstage view, Navigation pane, Document Tabs bar, and more. You will also learn how to navigate with a navigation form, if your database includes one.
Managing Databases and Objects
Each Access database consists of multiple objects that let you interact with data. Databases can include forms for entering data, queries for searching within it, reports for analyzing it, and tables for storing it. Whenever you work with your database, you are working with many of these objects at once. Fortunately, Access makes managing these objects pretty easy.
Working with Tables
While there are four types of database objects in Access, tables are arguably the most important. Even when you’re using forms, queries, and reports, you’re still working with tables because that’s where all of your data is stored. Tables are at the heart of any database, so it’s important to understand how to use them
Working with Forms
While you can always enter data directly into database tables, you might find it easier to use forms. Forms ensure you’re entering the right data in the right location and format. This can help keep your database accurate and consistent.
Sorting and Filtering Records
Access gives you the ability to work with enormous amounts of data, which means it can be difficult to learn anything about your database just by glancing at it. Sorting and filtering are two tools that let you customize how you organize and view your data, making it more convenient to work with. In this lesson, you’ll learn how to sort and filter records.
Database Design Tips
The real power of a relational database lies in its ability to quickly retrieve and analyze your data by running a query. Queries allow you to pull information from one or more tables based on a set of search conditions you define. In this lesson, you will learn how to create a simple one-table query.
Designing a Multi-Table Query
In the previous lesson, you learned how to create a simple query with one table. Most queries you design in Access will likely use multiple tables, allowing you to answer more complex questions. In this lesson, you’ll learn how to design and create a multi-table query.
More Query Design Options
Access offers several options that let you design and run queries that return exactly the information you’re looking for. For instance, what if you need to find out how many of something exists within your database? Or what if you would like your query results to automatically be sorted a certain way? If you know how to use Access’s query options, you can design almost any query you want.
If you need to share information from your database with someone but don’t want that person actually working with your database, consider creating a report. Reports allow you to organize and present your data in a reader-friendly, visually appealing format. Access makes it easy to create and customize a report using data from any query or table in your database.
Advanced Report Options
Access offers several advanced options for creating and modifying reports. The Report Wizard is a tool that guides you through the process of creating complex reports. Once you’ve created a report—whether through the Report Wizard or the Report command—you can then format it to make it look exactly how you want.
In this lesson, you’ll learn how to create and rearrange table fields. You’ll also learn how to ensure your table data is correctly and consistently formatted by setting validation rules, character limits, and data types in your fields. Finally, we will direct you to additional options for performing simple math functions within your tables.