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What I Need to Know

Productivity Tools
It refers to the software that people use to create and produce documents, presentations,
databases, charts, and graphs.
Productivity tools helps you create professional quality documents, presentation,
graphics, and more.

Why should you learn productivity tools?

While there are a wide range of benefits of using productivity tools, the best reason is that it
just makes essential, everyday we use computer to do different task
for more efficient.

Common productivity tools

1. Microsoft word
2. Microsoft excel
3. Microsoft PowerPoint
4. LibreOffice

In this time, we have many options to use of to explore productivity software, like LibreOffice, a
Free and Open Source Productivity Suite, which matches and perhaps could even exceed the overall
features, advantages, and benefits of their counterpart.

Although, LibreOffice is a Free and Open Source software, most software available
in actual workplace are made from Microsoft. This software is a paid apps, you can visit this
site https://www.microsoft.com for more information.
In this module, we are going to learn the following tools/techniques:

Use Case
Tools/Techniques
1. Mail Merge and label generation Mass email or printed letters

2. Custom animation and timing Enhance viewer experience

Optimizes use of related content and
3. Hyperlinking in presentations references. Applies to
Word/Write document too.
4. Integrating images and external Enriches textual content. Also useful in
materials in word processor presentation slides and sometimes in
spreadsheets.

5. Embedded files and data Seamlessly integrates related files

6. Advanced and complex formulas
Simplifies and automates common tasks.
and computations

Mail Merge
It is a Word’s way of generating mass mailings. It involves combining a list of names
and addresses to individually address to each person / receiver on the list. You can use
Mail Merge to create envelopes or address labels, as well as form letters.
Mail Merged involved the following documents;
 Main document – this document contains text and graphics. Example body of the
letter.
 Mailing list – this is your data source that is used to populate information in the letter.
It contains names and address of the recipients.
 Merged document - this document the combination of the main document
Mail Merge
Getting Started:

1. Opening Microsoft Word Program. (Click Start button, type Word and click
OK.
2. On the Mailings tab, click Start Mail Merge, and
then select Letters. This will allow you to sent
letters to a group of people and personalize, the
result of the letter that each person receives.
 3. In Word, type the body of the letter (example follows) that you want to send
to everyone.

4. Set Mailing List - The mailing list is your data source. It can be a n Excel spreadsheet,
a directory of Outlook contacts, and Access database, or an Office address list. It contains
the record that Word uses to pull information from to build your letter. In this activity
we will focus on MS-Access database.

5. Link your mailing list to your main

document.
• On the Mailings tab, in the
Start Mail Merge group, choose Select
recipients, and then click Type New List and
create new list (input atleast 10 recipients and
click OK and Save.
• In the Mail Merge
Recipients dialog box, you can make any
changes if needed, and then click OK.

6. Adding personalized content to letter.

• Click Mailings tab, in the Write & Fields group, click Address Block.
•In the Insert Address Block dialog box, select a
format for the recipient’s name that you want to
will appear in the letter and choose OK.

Note: To view how an address will appear in the letter, under Preview Results group in the
Mailings tab, choose Preview Results. Choose Next or Previous record button to move
through records in your data source.

•In the Write & Insert group, click Greeting Line > select format that you want to use and
click OK.

7. Finally, save your document in My Documents or Flash Drive. [click save icon in the Quick
Access Toolbar or click Office Button, click save in its full down menu.
8. Print Activity 2 Mail Merge (Click Office Button, Click Print, in the Print
Window/Dialog box, click Print or just press Enter).
Custom Animation
Animation is a simulation of movement created by displaying
a series of pictures, or frames. Animation on computers is
one of the chief ingredients of multimedia presentations.
There are many software applications that enable you to
create animations that you can display on a computer
monitor. One of this application software are presentation
software that you can use to create a slide show for your
presentation. Some of the popular software that are
available online for free or for purchase are WPS Office,
LibreOffice, and MS-PowerPoint.

Steps in applying animation effect to an object:

1. On a slide in Normal view, select the object you want to animate.

2. Select Slide Show – click Animations tab, in the Animation group, select your
desired effect or click dropdown button to choose more effects. To preview the
animation, click the Preview button to play.

Add a motion path animation effect

You can apply motion path animation effects to an object to move in a sequence that tells
an effective story.
Add a motion path to an object
1. Select the object that you want to animate.
2. On the Animation tab, click Add Animation.
3. Scroll down Motion Paths and select one.
- If you want to create a customize path, Select Custom
Path option, and draw path that you want the object
to move.

Editing motion paths

1. to do things like to change the direction of the motion
path, edit the individual points of the motion path, or to
lock ( make it so others can’t change your animation ) or
unlock the animation, Effect Options.
2. to preview the motion path, click the object on the
slides, and click Animation and select Preview.
 Remove an animation effect from an object
1. On the slide in a Normal view, select the object from
which to remove the effect.
2. On the Animation tab, in the Animation
group, click None to remove the
effect.
Hyperlink
A hyperlink or simply a link, is a reference data that the reader can directly follow either by
clicking or tapping. Hyperlinks are found in nearly all Web pages, allowing users to click their way
from one page to another. In text hyperlinks are often color blue and underlined. When you
move the cursor over a hyperlink, whether it is text, button or an image, the arrow cursor should
be change to a small hand pointing to the link.

Hyperlinks have to basic parts:

1. The Address – can be webpage, email address, or other location they are
linking.
2. The Display – can be picture or shape.
Example:
• https://www.microsoft.com - address
• microsoft - display text
• https://www.microsoft.com - address at the same time display text
Link to a website
1. Opening PowerPoint Program. (Click Start button, type PowerPoint and press
Enter).
2. Select the text, shape, or picture that you want to use a hyperlink.
3. Select Insert tab and in the Links group, click
Link.
4. Select Existing File or Web page, and choose the:
• Text to display: type the text that you want to appear as
hyperlink.

• ScreenTip: Type the text that you want to appear when the user
hovers over the hyperlink (optional).
• Current Folder, Browsed Pages, or Recent Files:
Select where you want to link to.
• Address: if you haven’t already selected a location
above, insert the URL for the website you want to
link to.
5. Select OK.
Link a slide in the same presentation

1. Opening PowerPoint program. (click Start button, type

PowerPoint and press Enter)
2. Select the text, shape, or picture that you want to use as a hyperlink.

3. Select Insert tab > Links group, click Link button and select an option:
• Place in This Document: Link to a specific
slide in your presentation.

• Create New Document: Link from your

presentation to another presentation.

• E-mail Address: Link a displayed email address to open up a user's email program.

4. Fill in the Text to display, ScreenTip, and where you want to link to.
5. Select OK.
Change the color of a hyperlink

You can also change the color of a hyperlink. If you want

to change the display text of a link to blue or any other color.

1. Select the hyperlink you want to re-color.

2. On the Home tab of the ribbon, select down arrow next to
the Font Color button to open the menu of colors.
3. Select the appropriate color that you want for the hyperlink.

Integrating Images
In Microsoft word processing you can do a lot of things to make your documents look
good and presentable. One of its function is to integrate image. Word processing refers to an
application program for manipulating text-based documents; the electronic equivalent of paper,
pen, typewriter, eraser, and most likely, dictionary and thesaurus. Word processors run the
scope from simple through complex, but all ease the tasks associated with editing documents
(deleting, inserting, rewording, and so on).
Microsoft Word 2016 Interface

Image source: https://bit.ly/2WbcUQf

Electronic Spreadsheet
According to emerald.com electronic spreadsheet is probably the most useful
general-purpose software for the microcomputer user. Almost all spreadsheets are now
packaged in combination with other applications, such as database system and graphic
capabilities. Electronic spreadsheet refers
to a collection of text and numbers laid out in a rectangular grid. It is an application program
commonly used for budgeting, inventory management, decision making, forecasting and other
finance-related tasks.

It replaces the traditional financial modeling tools, the accountant’s columnar pad,
pencil and calculator. It a spreadsheet program, data and formulas used to calculate those
data are entered into ledge-like forms (Spreadsheets or Worksheets) for analysis, tracking,
planning, or “what-if” evaluations of the impact of real or proposed changes on an
economic strategy.
A great free alternative spreadsheet program is LibreOffice Calc, and
OpenOffice spreadsheet program.

Arithmetic operations

ARITHMETIC OPERATORS /SYMBOLS OPERATION EXAMPLE

+ (Plus Sign) Addition =A1+A2
- (Minus Sign) Subtraction =A1-A2
* (Asterisk) Multiplication =A1*A2
/ (Forward Slash) Division =A1/A2
Raises a no. to a
^ (Exponentiation) =3^2
power
- (Negation) Negative -11
% (Percent Sign) Percentage =90%

Formula – is an equation that performs operation on worksheet data. A formula in

Microsoft Excel always begins with an equal sign (=).

Common Error Values That You Can Encounter from Faulty Formulas

1. #DIV/0! appears when entering a formula that performs explicit division by zero (0), using
a reference to a blank cell or to a cell that contains zero as the divisor in a formula or
function that performs division or running a macro that uses a function or a formula that
returns the #DIV/0! error. The solution is to make sure that the divisor in the function or
formula is not zero (0) or
blank or change the cell reference in the formula to another cell that does not
contain a zero or a blank value.

2. ##### - appears when the column is not wide enough to display the content and/or dates
and times are negative numbers. The solution is to increase the column width.

3. #NAME? Appears when the formula refers to a range name that doesn't exist in the
worksheet. This error value appears when you type the wrong range name or fail to
 enclose in quotation marks some text used in the formula, causing Excel to think that
the text refers to a range name.
4. #N/A – appears when
A) an inappropriate value was given for the lookup_value argument in the HLOOKUP,
LOOKUP, MATCH, or VLOOKUP worksheet function,
B) the VLOOKUP, HLOOKUP, or MATCH worksheet function was used to locate a value in an
unsorted table,
Show Calculation Steps if it appears, and then click the resolution that is appropriate for
your data.
5. #NULL! Appears most often when you insert a space (where you should have used a
comma) to separate cell references used as arguments for functions.
6. #NUM! Appears when Excel encounters a problem with a number in the formula, such
as the wrong type of argument in an Excel function or a calculation that produces a number
too large or too small to be represented in the worksheet.
7. #REF! Appears when Excel encounters an invalid cell reference, such as when you
delete a cell referred to in a formula or paste cells over the cells referred to in a formula.
8. #VALUE! Appears when you use the wrong type of argument or operator in a function,
or when you call for a mathematical operation that refers to cells that contain text entries.
For example, the formula =A1+B1, where A1 contains the string "Hello" and B1 contains
the number 3, returns the #VALUE! error.
Order of Operations

EXCEL FORMULAS MEANING

=A12 Assigns the vale in cell A2 to the active cell.
=10 +3^2 Assigns the sum of 10 + 9(or 19) to the active cell.
=3*D5 or D5*3 or Assigns three times the contents of cell D5 to the
=(3*D5) active cell.
=50% * 20 Assigns the product of 0.50 times 20 (or 10) to the
active cell.
-(F3 * J25) Assigns the negative value of the product of the values
contained in cells F3 and J25 to the active cell.

=6 * (G5-P7) Assigns the product of 6 times the difference between

the values contained in cells G5 and P7 to the active
cell.

=B4/D8-E3 * M10 +A3 Completes the following operations, from left to right:
^F3 exponentiation (A3^F3), then division (B4/D8 – E3 *
M10) + (A3 ^F3). If cells A3=2, F3=4, E3=6, B4=3,
M10=4, and D8=3, then Excel assigns the active cell the
value 18; that is, 3/3 – 6 * 4 + 2 ^ 4 =
-7