3

LESSON 5

PRODUCTIVITY
TOOLS

4
 WHAT I NEED TO KNOW

LESSON 1: Productivity Tools

Productivity Tools also known as productivity software are software that

people use to create and produce professional quality documents, presentations,
databases, charts, graphs, and more (http://productive.tools/why-should-you-use-
productivity-tools/).

The three basic functions of these three productivity tools are:

1. Microsoft Word – writing skills
2. Microsoft Excel – numeracy skills
3. Microsoft PowerPoint – presentation skills

What are my goals?

By the end of this lesson, you are expected to:
1. Use common productivity tools effectively by maximizing advanced
application techniques.
2. Create an original or derivative ICT content to effectively communicate
or present data or information related to specific professional tracks

5
 WHAT I KNOW
You must be excited to flip over the pages and begin with the
lessons. But first, please answer the pre-test to measure what topics have you
known so far.
Direction: Read each item carefully and choose the letter of the correct
answer. Write your answers on a separate sheet of paper or in your
notebook.
1. What program is used to create spreadsheets which can later be
used to analyze statistical tool? (C.)
A. MS Excel B. MS Word C. MS Publisher D. MS OneNote

2. What MS Excel function adds a range of cells? (A.)

A. ADD B. PLUS C. SUM D. TOTAL

3. Which of the following objects can be inserted in your document? (C.)

A. Pictures B. Sound C. Chart D. Shapes
4. Which of the following is NOT an animation type? (A.)
A. Entrance B. Exit C. Emphasis D. Encore

5. In MS Word, what menu is “Mail Merge” found? (B.)

A. Insert B. Format C. Design D. Mailings

Well done! Go to page 28 to check your answers!

6
 WHAT’S NEW
Lesson 1.1: Advance Techniques in Word Processor

Integrating Illustrations in Word Processor

An illustration in MS Word is a visualization or drawing that is in the form of
pictures, clip art, shapes, SmartArt, charts, or screen clippings. You can insert
illustrations easily by using the illustrations group of the Insert Tab.

Steps on Inserting Illustrations in MS Word

Inserting Illustrations: Picture from a File
1. Click the area where
you want to insert the
picture in your
document.

2. Click Insert Tab then

go to Illustrations
group and click
Pictures. Insert picture
dialog box will appear.

3. Choose the picture you

want to insert and click
insert.

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Inserting Illustrations: Shape
1. Click Insert Tab then go to
Illustrations group and click Shapes.
2. Click the shape that you want and
click the area in your document where
the shape will be placed.

Inserting Illustrations: SmartArt

1. Click Insert Tab then go to Illustrations group and click SmartArt. A dialog box
will

appear. Select
from the list of
SmartArt that you
want and click
OK.

Inserting Illustrations:
Chart
1. Click in the document where you want the Chart to be placed.
2. Click Insert Tab then go to Illustrations group and click Chart. A
dialog box will appear. Select the type of chart that you want and click
OK. MS Excel window will appear with the chart.

3. Edit the data in MS Excel window. You can close Excel after editing the
chart.
Steps in Formatting Illustrations in MS Word
Resizing Illustrations
1. Click image and sizing handles
will appear. Click and drag any of
the sizing handles.

Format Pictures and Clip art

1. Select the picture that you want to format. A Format tab of the Picture

Tools will appear.

PICTURE TOOLS PURPOSE

Improves brightness, contrast and
sharpness

Changes color quality

Provides various artistic effects

 Adds visual style to the whole picture or clip art, click Picture
Styles
 Click Picture Border to add border.
 Click Picture Effects to add visual effects.
Format Shapes
Click the shape so the Format Tab of the Drawing Tool will appear.

PICTURE TOOLS PURPOSE

 To quickly change the appearance of the shape, click the drop-

down arrow of the Shape Styles then click one of the gallery of
shape styles.

You may also click any of these buttons if

you want to fill the shape with color, change
the line width or style, or add effects to the
shape.

Format Chart
1. Select the chart that you want to format. Design, Layout, and Format
tabs of the Chart Tools will appear.

2. To edit the data of the chart, click Edit Data of the

Data group under the Design tab. An MS Excel
window will appear where you will edit the data.
Close this window as soon as you are done.

3. To add labels to your chart, go to the Layout tab and

click the appropriate button in the Labels group.
Note: The steps may vary in Office 365 versio
 WHAT IS IT

ACTIVITY 1.1: Let’s Practice

Directions: Do the following activities as required.

A. Inserting and Editing Shapes: Digital Art

Open MS Word and create a simple drawing of a scenery or a person using
the available shapes in MS Word. Be creative. Your work should be printed in
a short bond paper. Refer to the scoring rubric below for your grading.

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 Criteria 4 3 2 1
Creativity The work The work The work The work
and demonstrates demonstrates demonstrates demonstrates
Originality superior creativity good use of average use of little evidence
and originality in
creativity and creativity and of creativity
the selection of the
visuals. originality in the originality in the and originality
selection of the selection of the in the selection
visuals. visuals. of the visuals.
Composition Artwork exhibits Artwork exhibits Composition Ideas are
and Design masterful good demonstrates expressed with
execution of composition and limited no unity in
balance, emphasis, design knowledge of composition.
pattern, unity, color, elements.
and contrast. design
elements.
Color Color choice and Artwork exhibits Color choice Ideas could
application good choice. and application have been
enhances the idea Color is effective shows some expressed
being expressed. in expressing knowledge of better with
The use of color is the idea. color theory and other color
attractive and relationships. choices and
appealing. better
Application.

B. Inserting and Editing Pictures: Travelogue

Open MS Word and create a travelogue of a favorite place you have visited
currently or in the past. Provide descriptions of the places you have been to and
what is nice about the place. Embed pictures using Wrap Text in Tight. Set the
brightness at 0% and contrast at 20%. Place a Picture Border of your choice. Do not
put any artistic effects on the pictures. Other requirements: choose a font style of
your choice, size 12, paragraph alignment should be justified, line spacing is 1.15.
Your work should be printed in a short bond paper. Refer to the scoring rubric below
for your grading.

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 Criteria 4 3 2 1

Required Images are present. 4 of the Only 2 of the Only 1 of the

elements All images are
requirements requirements requirements
formatted, bordered is met. is met.
and followed are met.
Weight: (x2) Project is
specific brightness
 Images and contrast unacceptable.
 Formatted requirement. Font
images size is 12,
 Font size paragraph
alignment is justified
 Justified and line spacing is
 Line 1.15.
spacing
Formatting, Project contains One of the Two of the The project is
Design, excellent formatting, following following not formatted,
Artistry page layout, and all could be could be page layout is
words are clear and improved:
improved: incomplete,
Weight: (x1) easy to read. formatting,
Overall, page layout, formatting, contents are
aesthetically readability, page layout, difficult to
pleasing and or readability, read, and not
attractive to look. aesthetics. or visually
aesthetics. appealing.
Grammar There are no There are There are There are
and grammar or spelling some minor some errors excessive
Mechanics errors. grammar in grammar grammar and
and spelling and spelling. spelling
Weight: (x1)
errors. errors.

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 WHAT’S NEW

Mail Merge and Label Generation

A Mail Merge is a word processing feature that allows you to easily create
multiple letters, labels, envelopes, nametags, or catalogue documents to group of
people as stored in a list in a database or spreadsheet.

When making Mail Merge, you will need a document using MS Word and a
recipient list which is typically done using MS Excel workbook. But you can also use
various sources including MS Outlook contact list, MS Access database, or a
Notepad text document.
Three Components of the Mail Merge:
1. Main document – the letter which contain the email information for each
of the merged document that can be letter, stationary or template. It also
contains the field names which contains 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 used 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.

In Mail Merge you need to create the main document, create a data source
and merge data with the document.

1
3
STEPS:
Creating a form letter:
1. Open MS Word. Click the Mailings tab.

2. Click the Start Mail Merge command.

3. Select Step by Step Mail Merge Wizard and a Mail Merge task pane
will appear at the right side of the document.

4. Choose the type of document you want to create. If you want to create a
letter, select Letter. Six main steps in guiding you to complete a merge
will be displayed at the bottom.

Six main steps

5. Click Next: Starting document to move to
Step 2.

6. Select Use the current document. Click

Next: Select recipients to move to

Step 3.

Note: 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.

7. From the Mail Merge task pane, select

Type a new list, then click Create.
8. 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.

Note:
 When you delete, a confimation
dialog box will appear.

 To customize the address list, click

Customize Columns button at the
bottom of the window.
 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.

 Fill in the recipient list by typing the record’s data. Type the information that’s
appropriate to each field, then press TAB of the keyboard to enter the next

field. After filling in the last field, 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.
 3. 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.

Creating the form letter

1. Click Next: Write your letter. Click the Address Block button to insert
an address block into your letter.
2. 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.

Note: Use 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 if not, just click OK directly without
clicking match fields.
 If you click OK, this will appear in your
document.

3. Click Greeting Line from the Mail Merge task pane to insert a greeting line
into your document. A dialog box of Insert Greeting Line will appear. In the
dialog box, choose a format for the greeting line and click OK

The placeholder of Greeting lines will appear in the document.

After placing these, you may then start writing the content of the letter.

4. 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
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your recipient list.

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5. Click the Next: Complete merge on the mail merge task pane and choose
Edit Individual Documents. You may also click finish & merge button on
the preview results section of the ribbon.

Option A

Option B
 Note: When you click the Edit Individual Documents,
a Merge to New Document dialog box will appear and
choose All if you have more than 1 recipient and click
OK. After that, you will then see the full merged letter
without writing to

them one by one. When this is done, you can now print your work.

WHAT IS IT
ACTIV
ITY 1.2: Let’s Practice
Problem: Mr. James Reid, the director of admissions at MOGCHS University, has
asked you to send an orientation letter announcement to all incoming freshmen. You
decide to use a form letter.

1. Create a folder called “MOGCHS University Mail Merge.” Save all files
created in this activity into this folder.

2. Start with a blank file and save it with the name “MOGCHS University
Letter.” When you are working always Save your work as often as you can.

3. Before doing anything, select “1.15 Line and Paragraph Spacing.” Font style
should be Arial size 12. Margins should be at 1-inch all sides.

4. Create the data file or the recipients from the table below. Save the data file
with the name MOGCHS University Freshmen.
Save the file into the folder in Step 1.

Address Zip
Title First Name Last Name City Country
1 Code
145
Cagayan de
Sunrise
Mr. Raul Ardent Oro City Philippines 9000
Road
13
Cagayan de
Eastern
Ms. Wilma Doesnt Oro City Philippines 9000
Avenue
PO Box Cagayan de
Mr. Victor Wood Philippines 9000
891 Oro City
130
Cagayan de
Maple
Mr. Cardo Dalisay Oro City Philippines 9000
Avenue
PO Box Cagayan de
Ms. Dawn Zulueta Philippines 9000
113 Oro City
1. Use the text below as the body of your letter. Follow the steps you have
previously learned.

June 1, 2020

<<AddressBlock>>

<<GreetingLine>>

Congratulations on your acceptance to MOGCHS University.

We have scheduled an orientation in the Alumni Hall from 8:00am to 11:00am on Monday,
June 15, 2020, for all incoming freshmen. Advisers, instructors, and other staff members will
be available to familiarize you with the campus and answer your questions.

Topics covered during the orientation will be:

 Adjusting to college life

 Determining the right degree program
 Learning the campus layout

Registration for the first semester begins June 23, 2020 (Monday). Classes will begin Monday,
August 24, 2020.

We look forward to meeting you. For more information about the registration and
orientation please call us at (088) 355 – 5000.

Sincerely,
2. When you are done, save your work in the folder in step 1. You will submit
James
this Reid
folder to your teacher through his/ her email. As soon as you submit,
change the folder name into: familyname_firstname_section_ MOGCHS
University Mail Merge

Well done! You have finished Activity 1.2 on Mail Merging!

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 WHAT’S NEW

Lesson 1.2 Advance Techniques in PowerPoint

Animation and Timing in PowerPoint

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.

Microsoft PowerPoint provides several animation styles in different categories, namely,

Entrance, Emphasis, Exit and Motion Paths. Animations make your presentation more
dynamic.

If you want to put animations in your presentation, all you have to do is go to

the Animations Tab and click Add Animations. From there, you can find various
animations types for entrance, emphasis, exit and motion paths.

Inserting Hyperlink
A hyperlink which is frequently stated 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 into 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.

Hyperlinks in PowerPoint allow you to another slide in the current

presentation, another slide in a different presentation, another file or webpage, or
email address.

Steps:
1. To insert a Hyperlink, click the word or the image then click the Insert tab and
look for Hyperlink or Link in other versions of MS PowerPoint. Click on the
choices on where you will link the image or the word. After that, click OK.

WHAT CAN I DO
ACTIVITY 1.3: Let’s Practice

DIRECTIONS: Adapt a Filipino legend story and create a storyboard using

PowerPoint presentation. Place pictures and animations in your story. Place texts as
descriptions for the storyboard or dialogue cloud for the conversation of characters.
Save you’re your using this file name: PPTLEGEND_FAMILY NAME_FIRST
NAME_GRADE & SECTION. Check the rubrics on how you will be graded. Send
your work through your teacher’s email address.
Rubrics:

Criteria 4 3 2 1
Creativity and The work The work The work The work
Originality demonstrates demonstrates demonstrates demonstrates
superior creativity good use of average use little evidence
and originality in the creativity and of creativity of creativity
selection of the
visuals. originality in and originality and originality
the selection in the in the selection
of the visuals. selection of of the visuals.
the visuals.
Composition Artwork exhibits Artwork Composition Ideas are
and Design masterful execution exhibits good demonstrates expressed with
of animations. Skillful execution of limited no unity in
use of entrance, animations. knowledge of presentation.
exits, emphasis, and Proper use of
motion paths are entrance, execution of
shown through its exits, animations.
proper timing. emphasis, and Entrance,
motion paths exits,
are shown. emphasis, and
motion paths
somewhat in
proper timing
Color Color choice and Artwork Color choice Ideas could
application enhances exhibits good and have been
the idea being choice. Color application expressed
expressed. is effective in shows some better with
The use of color is expressing the knowledge of other color
attractive and idea. color theory choices and
appealing. and better
relationships. application.
 WHAT’S NEW
Lesson 1.3 Advance Techniques in Excel

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 formulas. There are four basic
computation uses in excel. Namely addition,

subtraction, multiplication, and division. When solving complex problems, Excel

follows the PEMDAS. PEMDAS is an acronym for the words: parenthesis,
exponents, multiplication, division, addition, and subtraction.

Relative Reference
All cell references are called relative references.
When copied across multiple cells, they change based on the relative
position of rows and columns.

Absolute Reference
These are cell references that do not change when copied or filled.
You can use an absolute reference to keep a row and/or column constant.
These reference cells can be made constant by inserting $ sign in between
or before the row and column. Example:
$A$2 The column and the row do not change when copied.

A$2 The row does not change when copied.

$A2 The column does not change when copied.
Functions
These are predefined formula that performs calculations using specific
values in a particular order.

The parts of a function are:

SUM(A1:A20)

Equal sign Function Name Argument

Function Library

 IF formula in Excel
The IF function can perform a logical test and return one value for a
TRUE result, and another for FALSE result. More than one condition can be
tested by nesting IF functions. The IF function can be combined with logical
functions like AND and OR.

Syntax: =IF(logical_test,[value_if_true],[value_if_false])
 logical_test is a value or logical expression that can be evaluated as
TRUE or FALSE.

 value_if_true (optional) is the value to return when logical_test

evaluates to TRUE.
  value_if_false (optional) is the value to return when logical_test
evaluates to FALSE.

 VLOOKUP
The VLOOKUP function performs a vertical lookup by searching for a
value in the first column of a table and returning the value in the same row in
the index_number position.

The VLOOKUP function is a built-in function in Excel that is

categorized as a Lookup/Reference Function. It can be used as a worksheet
function in Excel. As a worksheet function, the VLOOKUP function can be
entered as part of a formula in a cell of a worksheet.

Syntax:
=VLOOKUP(lookup_value,table_array,col_index_num,[range_lookup])

Steps:

1. Identify a column of cells you'd

like to fill with new data. In this
case, that is column D entitled
MRR
2. Select 'Function' (Fx) > VLOOKUP
and insert this formula into your
highlighted cell.

3. Enter the lookup value for

which you want to retrieve
new data. The first criteria is
your lookup value. This is the
value of your spreadsheet that
has data associated with it,
which you want Excel to find and
return for you. To enter it, click
on the cell that carries a value
you're trying to find a match for.
In our example, shown above,
it's in cell A2. You'll start

migrating your new data into D2, since this cell represents the MRR of the
customer name listed in A2.

4. Enter the table array of the spreadsheet

where your desired data is located. Next to
the "table array" field, enter the range of cells
you'd like to search and the sheet where
these cells are located, using the format
shown in the screenshot above. The entry
above means the data we're looking for is in a
 spreadsheet titled "Pages" and can be found
anywhere between column B and column K.
\\

5. Enter the column number of the data you

want Excel to return. Beneath the table array
field, you'll enter the "column index number" of
the table array you're searching through. For
example, if you're focusing on columns B
through K (notated "B:K" when entered in the
"table array" field), but the specific values you
want are in column K, you'll enter "10" in the

"column index number" field, since column K is the 10th column from the left.

6. Enter your range lookup to find an exact or

approximate match of your lookup value.
In the given example, which concerns
monthly revenue, you want to find exact
matches from the table you're searching
through. To do this, enter "FALSE" in the
"range lookup" field. This tells Excel you want
to find only the exact revenue associated with
each sales contact. However, if you want
Excel to look for an approximate match
instead of an exact match. To do so, simply enter TRUE instead of FALSE in
the fourth field shown above.

7. Click 'Done' (or 'Enter') and fill

your new column.
 WHAT I HAVE LEARNED

 Productivity Tools also known as productivity software are software that

people use to create and produce professional quality documents,
presentations, databases, charts, graphs, and more.

You are finally done with Lesson 1!

 ASSESSMENT

Direction: Read each item carefully and choose the letter of the correct answer. Write your
answers on a separate sheet of paper or in your notebook.

1. What do you call the cells that do not change? (C.)

A. Constant cells C. Absolute Reference
B. Relative Reference D. Single cells

2. What type of Excel function searches for a specific value in your data using the
spreadsheet columns and a unique identifier within those columns? (A.)
A. VLOOKUP B. IF Function C. COUNTIF D. Absolute Reference

3. What two Microsoft applications are used to create a mail merge? (C.)
A. Word & PowerPoint C. Word & Excel
B. PowerPoint & Excel D. Word & Publisher

4. What are hyperlinks in PowerPoint? (A.)

A. A tool that you use to navigate from one slide to another.
B. A tool that you use to play in PowerPoint.
C. A tool that you use to save a file and slide.
D. A tool that you point to another image in the PowerPoint.

5. What do you call the software that people use to create and produce
professional quality documents, presentations, databases, charts, and graphs?
(B.)
A. Production Tools C. Professional Tools
B. Productivity Tools D. Advanced Application Tools