Making Business Easy: The Microsoft Office 2019
Learning Objectives
• Explore Microsoft Office 2019
• Create documents with Microsoft Word
• Create worksheet and chart with Microsoft Excel
• Create a presentation with Microsoft PowerPoint
Since the beginning of computer history, companies realized the importance of this equipment as a powerful tool for business. In the beginning, only large corporations had access to this technology. But, over the years, as demonstrated by Moore’s law, computers have become more efficient and affordable. Therefore, even micro and small companies can benefit from their resources.
Since its founding, Microsoft has also realized this and created a solution for business. This software solution is a suite of programs called Microsoft Office. The line of office packages for computers has followed users’ routines since the beginning of the Windows launch. Among the most diverse competitors, Microsoft Office has always stood out as a complete, robust, easy-to-learn and user-friendly tool.
When operating a business, you know all of the different tasks that have to go into it. You will be doing everything from mailing out correspondence to conducting presentations. When working with Microsoft Office 2019 in your company, you will find that the tasks not only become more manageable, but things are getting done more efficiently.
When a company decides to switch to Microsoft Office 2019, it will notice even the most daunting tasks that need to be completed in your business suddenly become easy the moment that you put the program into effect.
Microsoft Office 2019 has improved all-around quality. Although you can use the application for personal everyday use and even school, you will be amazed at how it will make your business dealings run much more smoothly. This application can be incorporated into every aspect of a company at every level. So, whether you want to construct a contract or create a financial report, Microsoft Office 2019 is more than qualified to complete the task. This suite also will provide all resources a business needs to achieve productivity and team working.
Figure 5.1 Microsoft Office
Source: Icon made by Pixel perfect from www.flaticon.com
The Microsoft Office suite since its launch has been adopted by the vast majority of companies worldwide, which has given it total popularity. Despite the alternatives, this suite has become a standard for a wide variety of organizations. Whether because of its functions, stability, or because it is entirely intuitive, the truth is that the general public has already become accustomed to this powerful tool.
The fact that it is a tool adopted by most companies gives advantages to those who know how to use it. That is, all the functions and skills we acquire in the software are immediately transferable to new jobs and companies. This aspect is the advantage of portability.
Communication is also another essential factor. It is effortless to communicate and collaborate more effectively with Microsoft Office tools, whether with Outlook for e-mail, Excel spreadsheets, Word, and PowerPoint features (Figure 5.1). As the vast majority of professionals are aware of these tools, communication and information sharing become easier.
This facility is not restricted to the fact that Microsoft Office is a standard today in most companies. Microsoft solutions are characterized by being friendly and easy to use. It does not mean that they are limited. On the contrary, they are powerful tools. This combination makes it a tool that helps organizations to become more productive. Yes, the productivity you get from using Microsoft Office is another significant factor.
Although, in this chapter, we are referring to Microsoft Office 2019, the content applies in the same way to Microsoft Office 365. What is the difference between them? The difference relates to the form of purchase or license to use the solution. Microsoft Office 2019 is sold as a one-time purchase, which means you pay a one-time upfront cost to get Microsoft Office 2019 applications for a computer. Microsoft Office 365 is a subscription service that ensures you always have the latest modern productivity tools from Microsoft. Therefore, the difference between the two does not refer to the functionalities, but the form of acquisition.
Tech Article: 5 Free Ways to Work and Collaborate
Figure 5.2 Software like Skype and Join.me make it easy to collaborate
Source: NewsUSA
(NewsUSA)—You don’t have to be a tech geek to work smarter in and out of the office; there are some straightforward, free software programs that will help you connect with colleagues for conversation and collaboration.
Let technology simplify your work life with these free software programs. Each offers the ability to get work done on your own time and from anywhere.
• Skype. Sign up for a free Skype account, then send instant messages or make calls from your computer. It helps if you have a microphone and video camera connected to your computer. Try it out at www.skype.com.
• join.me. This program lets you share your desktop. Once you sign up for the free account, you can send up to 250 colleagues to http://join.me. After they enter the nine-digit code that you provide, they can see your desktop and files. This is great for meeting, training and group editing.
• Open Office. Build documents, spreadsheets and presentations without the expense or megabit-girth of Microsoft Office. Download Open Office onto your computer, and use the free suite of open-source software as if it were Office. It can save and open Office files, so no one will know the difference. More details are at http://openoffice.org.
• Google Docs. Google Docs allows you to host documents for free, so everyone can have a look. Go to http://docs.google.com to download your file, then share it as a link or send an e-mail to collaborators. You can change the settings to allow users to edit the document (you can track changes) or limit them to viewing only. You do not need to have Gmail, though you will need to create a free Google account.
• Tungle.me. Among Microsoft Outlook, Google Calendar and iCal, you might have trouble sorting through your date book. Tungle.me lets you sync these calendars and provides a place where people can schedule time with you—without your involvement. Go to http://tungle.me for more information.
Microsoft Office 2019 runs only on Windows 10 and Macs purchased from 2009. It has an integrated translator, so users of Word, Excel, and PowerPoint can translate texts directly in the document, without having to resort to the Web version of the service. Some other things that came with Office 2019 are:
• Microsoft Word, Excel, Access, Outlook, Publisher, and Skype
• Create PowerPoint presentations, reports, and data models
• Travel and delivery summary cards
• Creation of math equations with LaTeX equation in Word
• Focused inbox
• Word translator in Word, Excel, and PowerPoint.
• 1 TB of online file storage and sharing and much more!
The traditional Microsoft Office package came with Word, Excel, PowerPoint, and Outlook. But, Microsoft Office 2019 core comes with more applications by default.
In this chapter, you will learn the three main programs from the core of Microsoft Office 2019. You will learn how to create documents using Word, develop spreadsheets with Excel, and design presentations with PowerPoint.
Create Documents with Microsoft Word
Microsoft Word (or only Word) is a word processing program designed to help you create professional-quality documents. It is the most popular and widely used word processor in the world. Its interface is very user friendly and intuitive, with commands and functions easily accessible. With its document formatting tools, Word helps you organize and write your documents more efficiently. This application also includes advanced editing and proofing tools. Some of the Word features are:
• Copy and move text, paragraphs, drawings, and other objects with drag and drop
• Simplified graphics, spreadsheets, and pictures insertion
• Variety of font types and sizes, including graphic symbols
• Variety of templates for different types of documents
• Creating document styles and models with predefined formatting
• WYSIWYG (What You See Is What You Get) view
• Text highlights such as borders, shading
• Character highlighting
• Preview files
• Built-in spell checker
• Features such as headers, footers, multicolumn text, generator of indexes and indexes, and macro editor
• Tools for producing drawings and logos
• Editor of mathematical and scientific formulas
• Auto-formatting of texts and documents
• Resources for creating labels, model letters, envelopes, and catalogs
Figure 5.3 Starting the Microsoft Word
When you start the Word, your first step is to choose whether to start from a blank document, create your document from pre-existing templates, or just edit a previously saved document (Figure 5.3). From this point on, the process of editing and sharing documents occurs in the same way. The powerful editing and proofreading tools will help you work together to obtain the best final result in your text.
Figure 5.4 Word interface
When you open Word choosing to create a new document, choose a template, or access recently edited documents, you will see to Word interface (Figure 5.4). Some of the main elements on your Word interface are:
• Quick Access Toolbar: Lets you access common commands like the AutoSave button to turn it on or off, Save, Undo, Redo, and Customized Quick Access Toolbar.
• Document Title: Lets you know the document file filename. When you start a new document, your default filename will be Document1. However, after saving your document, the document title will change according to the document file-name given.
• Ribbon: This is a user interface element located below the Quick Access Toolbar and the Title Bar. The Ribbon contains multiple tabs, each with several groups of commands like Home, Insert, Design, Layout, References, Mailing, Review, View, and Help.
• Collapse Ribbon: This button lets you collapse the ribbon and get a more editing space area.
• The Ruler: There are two rulers located at the top and to the left of your document page. Both rulers help you to make alignment and spacing adjustments.
• Insertion Point: It is located in the upper-left corner of your document. The blinking insertion point indicates where you begin creating your text on the page.
• Document Page: This is the area where you will type and edit the text in the document. When you place your cursor on the document page, the cursor changes to a large I, which is called the I-beam. You can click on any part of your document page to move your insertion point there.
• Status Bar: Lets you know the number of current page, as well as how many pages your document has. Also, it informs you of the number of words in your document and used language.
• Document Views: This is used to change the way you see your document. You can change the document view to Read Mode, Print Layout, and Web Layout. The Read Mode displays your document in full-screen mode. The Print Layout is selected by default and shows the document as it would appear on the printed page. The Web Layout mode shows how your document would look like as a webpage.
• Zoom Slider: It is used to zoom-in and zoom-out your document page. You can click and drag the slider or just click on the “-” or the “+” buttons to change the zoom visualization.
Let’s create a flyer to learn how to use the Word interface and its features.
Part 1: Create a New Document and Insert Text
1. Start Word and then click on the Blank document option.
2. In the Ribbon, click on the Home tab, find the Paragraph group and click on the Show/Hide ¶ button to display the nonprinting characters in the document.
3. Make sure your insertion point is at the beginning of the document page.
4. Type the following text pressing the ENTER key from your keyboard once after each paragraph.
2020 SUPPORT STAFF FAIR—TORONTO EVENTS
WE’RE
HIRING
DOWNTOWN
999 MAIN STREET, ON
HIRING FOR
FOOD SERVICE
MAINTENANCE & OPERATIONS
TRANSPORTATION
YOU MUST COMPLETE AN APPLICATION IN THE WEBSITE
APPLY HERE
WWW.TORONTOEVENTS.COM
OR CALL FOR INTERVIEW AT
(999) 999-9999
5. On the Quick Access Toolbar, click on the Save button and type MyFirstFlyer as the filename for your document.
6. Take a moment to review your document and study the Word interface based on Figure 5.5 to become familiar with the commands.
Figure 5.5 MyFirstFlyer document
Part 2: Formatting
1. Select the first paragraph of text: 2020 SUPPORT STAFF FAIR— TORONTO EVENTS. Click on the Home tab, in the Paragraph group, click on Borders and select Outside Borders. Click on Center. Click on Shading and select Blue, Accent 1, Dark 50% In the Font group, change the font size to 16.
2. Select the second and third paragraphs of text: WE’RE HIRING. In the Font group, click on Text Effects and Typography and select Blue, Accent color 1, Shadow, change Font Size to 72. Then, in the Paragraph group, click on Center. Click on Line and Paragraph Spacing and select 1.0, then select Remove Space After Paragraph.
3. Select the fifth and sixth paragraphs of text: DOWNTOWN 999 MAIN STREET, ON. In the Font group, click on Bold and change the font size to 14. In the Paragraph group, click on Center. Then, click on Line and Paragraph Spacing and select 1.0, then select Remove Space After Paragraph.
4. Select only the paragraph of text: 999 MAIN STREET, ON. In the Paragraph group, click on Line and Paragraph Spacing and select Add Space After Paragraph.
5. Select only the paragraph of text: HIRING FOR. In the Paragraph group, click on Line and Paragraph Spacing and choose Add Space Before Paragraph. In the Font group, click on Text Effects and Typography and select Orange, Accent color 2, Outline. Click on Bold and change the font size to 20.
6. Select the paragraphs of text: FOOD SERVICE MAINTENANCE & OPERATIONS TRANSPORTATION. In the Font group, click Bold and change the font size to 14. In the Paragraph group, click on Bullets.
7. Select the paragraph of text: YOU MUST COMPLETE AN APPLICATION IN THE WEBSITE. In the Paragraph group, click on Borders and select Outside Borders. Click on Center. Click on Shading and select Black, Text 1. In the Font group, change the font size to 16.
8. Select the paragraph of text: APPLY HERE. In the Paragraph group, click on Line and Paragraph Spacing and choose Add Space Before Paragraph. In the Font group, click on Text Effects and Typography and select Orange, Accent color 2, Outline. Click on Bold and change the font size to 20.
9. Select the paragraphs of text: WWW.TORONTOEVENTS.COM OR CALL FOR INTERVIEW AT. In the Font group, click Bold and change the font size to 14.
10. Select the paragraph of text: (999) 999-9999. In the Font group, click Bold and change the font size to 24.
11. On the Quick Access Toolbar, click on the Save button.
Part 3: Inserting Graphic Elements (shapes)
1. Go to line four (it is the line without text). Click on the Insert tab, in the Illustrations group, click on Shapes and select Ribbon Tilted up. Click on line four again to insert the shape there. With the object shape selected on the Format tab, in the Arrange group, click on Wrap text and select In Line with Text. In the Size group, change Shape Width to 6.5” (inches). Point the mouse cursor over the select Shape and click on it with right-mouse-button. In the menu options, select Add text. This action will allow you to type a text inside the shape form. Type inside the object form the text: JULY 15, 2020. Select the text typed, click on the Home tab, in the Font group, click on Bold and change the size to 26.
2. Go to line seven (it is the line with the text HIRING FOR). Click on the Insert tab, in the Illustrations group, click on Shapes and select Text Box. Click on line seven again before the letter H of the word HIRING to insert the shape there. With the object shape selected on the Format tab, in the Arrange group, click on Wrap text and select Square. In the Size group, change Shape Width to 3” (inches). In the Text group, click on Align Text and select Middle. In the Shape Styles group, choose Colored Fill – Orange, Accent 2. Inside the object shape, type the following text pressing the ENTER once after each paragraph.
INTERVIEW
9 AM TO 2 PM
3. Select the text typed, click on the Home tab, in the Font group, click on Bold and change the size to 26. In the Paragraph group, click on Center. Then, click on Line and Paragraph Spacing and select 1.0, then select Remove Space After Paragraph.
4. Go to line 12 (it is the line with the text APPLY HERE). Click on the Insert tab, in the Illustrations group, click on Shapes and select Text Box. Click on line 12 again before the letter A of the word APPLY to insert the shape there. With the object shape selected on the Format tab, in the Arrange group, click on Wrap text and select Square. In the Size group, change Shape Width to 3” and Shape Height to 1.5.” In the Text group, click on Align Text and select Middle. In the Shape Styles group, choose Colored Fill – Green, Accent 6. Inside the object shape, type the following text pressing the ENTER once after each paragraph.
REMEMBER TO BRING:
RESUME
SCHOOL DIPLOMA
PERTINENT CERTIFICATION
5. Select the text typed, click on the Home tab, in the Font group, click on Bold and change the size to 14. In the Paragraph group, click on Center. Then, click on Line and Paragraph Spacing and select 1.0, then select Remove Space After Paragraph.
6. Select the paragraphs of text: RESUME SCHOOL DIPLOMA PERTINENT CERTIFICATION. In the Paragraph group, click on Bullets.
7. On the Quick Access Toolbar, click on the Save button.
Part 4: Preview and Printing the document
1. Press Ctrl + Home on your keyboard, the insertion point will be moved to the top of your document.
2. Click on the File tab, click on Print to display the Print Preview. Your completed document should look similar to Figure 5.6.
3. If you want to print your document, select any printer connected to your system and click on the Print button.
Figure 5.6 MyFirstFlyer document ended
Create Worksheet and Chart with Microsoft Excel
Microsoft Excel or only Excel is a spreadsheet editor. Through its various fields and columns, it is possible to make calculations, graphs, and many other mathematical and comparative constructions. It is a software that allows you to create tables, calculate, and analyze data. Excel was developed by Microsoft and has been widely used by companies for both commercial and private purposes for carrying out financial and accounting operations. Its most common applications include accounting, budgeting, financial control, sales, reporting, planning, to name a few.
Its new version in the Microsoft Office 2019 suite brings improvements such as new functions, new graphics, improved visual elements, improvements in accessibility features, new sharing features, improvements in pivot tables, Power BI integration, and Power Query.
Because of its extensive use by companies, its domain becomes essential for entering the job market. In careers such as accounting, finance, human resources, and marketing, a good knowledge of Excel becomes indispensable.
Before starting to use Excel, you need to familiarize yourself with some commonly used terms.
• Workbook: Is the Excel document composed of one or more pages called worksheet or spreadsheet.
• Column: A vertical group of cells in a worksheet. In Excel, each column is identified by a letter on the top of the spreadsheet—called column heading.
• Row: A horizontal group of cells in a worksheet. In Excel, each row is identified by a number on the left of the spreadsheet—called row heading.
• Cell: An intersection of a column and row. When you point to and click the cell, it is outlined and ready to accept data— the selected cell is called an active cell. The data or anything you type in a cell is called cell content. The intersecting column letter and row number (e.g., A1 or C10) is the cell reference or cell address.
• Range: A group of selected cells on a worksheet (adjacent or nonadjacent). A range of cells is referred to as A1:C3. The colon (:) between two cell references indicates that the range includes all the cells between the two cell references.
• Formula: An equation used in cells to perform mathematical calculations on its values.
Now that you are aware of some terms that refer to Excel, the next step is to become familiar with its interface. When you start Excel, your first step is to choose whether to start from a blank workbook, create it from pre-existing templates, or just edit a previously saved one. Carefully analyze Figure 5.7 to understand the main elements of the Excel interface.
Figure 5.7 Excel interface
Some of the main components on your Excel interface are:
• Quick Access Toolbar: Lets you access common commands like AutoSave button to turn it on or off, Save, Undo, Redo, and Customized Quick Access Toolbar.
• Workbook Title: Shows the workbook filename.
• Ribbon: This is a user interface element located below the Quick Access Toolbar and the Title Bar. The Ribbon contains multiple tabs, each with several groups of commands like Home, Insert, Page Layout, Formulas, Data, Review, View, and Help.
• Name Box: Displays the name of the selected cell, table, chart, or object.
• Formula Bar: Displays the formula value or content in the active cell. It is also used to enter or edit the content.
• Columns: Lettered column headings.
• Rows: Numbered row headings.
• Cell: Column and row intersection used to insert data and formulas in your worksheet.
• Sheet Tab: Lets you know the selected or active worksheet.
• New Sheet Button: This button is used to create a new worksheet.
• Zoom Slider: It is used to zoom-in and zoom-out the worksheet.
Table 5.1 displays the important Excel shortcuts for operations.
Table 5.1 Excel shortcuts
Shortcut |
Description |
Ctrl + P |
Used to open the print dialog window |
Ctrl + N |
Creates a new workbook |
Ctrl + S |
Saves the current workbook |
Ctrl + C |
Copy contents of current select |
Ctrl + V |
Paste data from the clipboard |
Shift + F3 |
Displays the function insert dialog window |
Shift + F11 |
Creates a new worksheet |
Table 5.2 displays the important Excel shortcuts for navigation.
Table 5.2 Excel navigation shortcuts
Shortcut |
Description |
↑ ↓ → ← |
Up, down, right, and left |
Enter |
Down one cell |
Shift + Enter |
Up one cell |
PageUp |
Up one fullscreen |
PageDown |
Down one fullscreen |
Home |
Move to column A from the current row |
Ctrl + End |
Move to the last cell in the column |
Ctrl + Home |
Move to cell A1 |
Tab |
Right one cell |
Shift + Tab |
Left one cell |
Let’s create a worksheet to learn how to use the Excel interface and its features.
Part 1: Create a New Workbook and Insert Data
1. Start Excel and then click on the Blank workbook option.
2. In cell A1, type Monthly Sales.
3. Select the range A3:A7 and type the following data pressing ENTER after each one: John Brenda Mary Richard Total
4. Select the range B2:H2 and type the following data pressing ENTER after each one:
Jan
Feb
Mar
Apr
May
Jun
Total
5. Select the range B3:G6 and type the values as displayed in Figure 5.8, press ENTER after each one.
Figure 5.8 Inserting values in a select range of cells
6. Be sure the range B3:G6 is still selected. Click Quick Analysis displayed in the right corner of the selected range. In the Totals tab, click on the first Sum button, and then click on the second Sum button. Compare your screen with Figure 5.9.
Figure 5.9 Inserting sum for the select range of cells
7. On the Quick Access Toolbar, click on the Save button and type MyFirstWorkbook as the filename for your document.
Part 2: Formatting
1. Select the range A1:H1, click on Home tab, in the Font group, click on Bold. In the Alignment group, click Merge & Center.
2. Select the range B2:H2, click on Home tab, in the Font group, click Bold. In the Alignment group, click Align Right.
3. Select the range A3:H7, click Home tab, in the Font group, in the Borders button select All Borders.
4. Select the range A3:A7, click on Home tab, in the Font group, click Bold.
5. Select the range A7:H7, click Home tab, in the Font group, in the Fill Color button select Light Gray Background 2.
6. Select the range H2:H6, click Home tab, in the Font group, in the Fill Color button, select Light Gray Background 2.
7. On the Quick Access Toolbar, click on the Save button.
1. Select the range B2:G3, click Insert tab, in the Charts group, click on Insert Line or Area Chart and select Line. Drag and drop the chart on the best location in your worksheet. With the chart selected, click Design tab, then in the Chart Styles group select Style 8. Double click on Chart Title and change it to JOHN’S SALES.
2. Select the range B2:G3, click Insert tab, in the Charts group, click on Insert Pie or Doughnut Chart and select Pie. Drag and drop the chart on the best location in your worksheet. With the chart selected, click Design tab, then in the Chart Styles group, select Style 8. Double click on Chart Title and change it to TOTAL SALES PER SELLER.
3. Compare your screen with Figure 5.10.
4. On the Quick Access Toolbar, click on the Save button.
Figure 5.10 Creating charts
In the line chart displayed in Figure 5.10, you can see John’s sales for the months from January to June. An analysis of the chart reveals that John’s sales increased from January to February, but after decreased each month until June. This result could show a problem with John’s sales.
In the pie chart displayed in Figure 5.10, you can see the total sales per seller. With 32 percent of the total sales, Brenda had the best performance compared to the other sellers. John, with only 15 percent, had the worst one.
Create a Presentation with Microsoft PowerPoint
Communication is a critical skill not only for your academic success, but also for your business career. When you have to communicate your ideas, presentation is everything, and Microsoft PowerPoint is one of the most efficient tools to help you. Microsoft PowerPoint, or only PowerPoint, is a widely used application for developing presentations. Through its means, you can create presentations simply and quickly. These presentations can use multimedia resources, such as sound, image, movement, animation, all combined so that you can achieve an interactive and effective presentation.
Among some of its main features, we can highlight the slide transition effects, the option of different types of letters, predefined presentation templates, audio and video resources, as well as the possibility of including animations.
Similar to Word and Excel, when you start PowerPoint, your first step is to choose whether to start from a blank presentation, create it from pre-existing templates, or just edit a previously saved one. Carefully analyze Figure 5.11 to understand the main elements of the PowerPoint interface.
Figure 5.11 PowerPoint interface
Some of the main components on your PowerPoint interface are:
• Quick Access Toolbar: Lets you access common commands like the AutoSave button to turn it on or off, Save, Undo, Redo, and Customized Quick Access Toolbar.
• Presentation Title: Shows the presentation filename.
• Ribbon: This is a user interface element located below the Quick Access Toolbar and Title Bar. The Ribbon contains multiple tabs, each with several groups of commands like Home, Insert, Design, Transitions, Animations, Slide Show, Review, View, and Help.
• Ruler: Both rulers located at the top and to the left of your current slide make it easy to align text and objects on your slide.
• Slide Pane: This is your active slide where you can view and edit.
• Slide Pane Navigation: Allows you to display and organize the slides in your presentation. When you click on a slide, a thumbnail displays the slide in the Slide Pane.
• Slide Number: Displays your active slide as well as the total number of slides in your presentation.
• Notes: Displays an area bellow the Slide Pane where you can add notes to the active slide.
• Zoom Slider: It is used to zoom-in and zoom-out the Slide Pane.
Let create a presentation to learn how to use the PowerPoint interface and its features.
Part 1: Create a New Presentation and Insert Data
1. Start PowerPoint and click on New.
2. Click on the Search box, type Facet and press Enter.
3. Select the Facet theme. On the right of the Facet preview, you can see color variations associated with this theme.
4. Below Facet preview, click either left or right-pointing < More images > to see various types of slides look like in this theme.
5. After exploring the options of this theme, click on the Create button to start your new presentation.
6. In Slide Pane, click in the text Click to add title (this is the title placeholder) and type Sales Report.
7. Click in the subtitle placeholder and type Monthly Sales from Jan to Jun.
8. Click Insert tab, in the Slides group, click on New Slide.
9. In Slide Pane of the new slide, in the title placeholder, type Total Sales per Month.
10. In the content placeholder, click on the Insert Table icon and enter 7 columns and 2 rows. In the inserted table, enter the following data:
Jan |
Feb |
Mar |
Apr |
May |
Jun |
|
Total |
5,700 |
6,400 |
6,600 |
6,900 |
7,100 |
7,600 |
11. Select the table, click on the Design tab, in the Table Styles group select Medium Style 3 – Accent 2. Compare the result with Figure 5.12.
Figure 5.12 Total sales per month
12. Click Insert tab, in the Slides group, click on New Slide.
13. In Slide Pane of the new slide, in the title placeholder, type Total Sales per Seller.
14. In the content placeholder, click on Insert Chart and select Pie and click on the OK button.
15. Enter the data for the chart as displayed in Figure 5.13, when concluded close de spreadsheet window.
Figure 5.13 Entering data for the chart
16. Be sure the chart is selected, click on the Design tab, in the Chart Styles group, select Style 8.
17. Click on the Slide Show tab, in the Start Slide Show group, click on From Beginning. When running the slide show, press ENTER, SPACE BAR, ↓, or → on your keyboard to move to the next slide.
18. On the Quick Access Toolbar, click on the Save button, and type MyFirstPresentation as the filename for your document.
Part 2: Applying Transition and Animation
1. Start PowerPoint and click on New.
2. In the Slide Pane Navigation, select Slide 1, click on the Transitions tab, in the Transitions to This Slide group, select Split.
3. In the Slide Pane Navigation, choose Slide 2, click on the Transitions tab, in the Transitions to This Slide group, select Peel Off.
4. Select the Title box, click on the Animations tab, in the Animation group, select Fly In, in the Timing group, set Star option to With Previous, and Duration to 01.00.
5. Select the Table object, click on the Animations tab, in the Animation group, select Wipe, in the Timing group, set Star option to After Previous, and Duration to 01.00.
6. In the Slide Pane Navigation, choose Slide 3, click on the Transitions tab, in the Transitions to This Slide group, select Switch.
7. Select the Title box, click on the Animations tab, in the Animation group, select Fly In, in the Timing group, set Star option to With Previous, and Duration to 01.00.
8. Select the Chart object, click on the Animations tab, in the Animation group, select Swivel, in the Timing group, set Star option to After Previous, and Duration to 02.00.
9. Click on the Slide Show tab, in the Start Slide Show group, click on From Beginning.
10. On the Quick Access Toolbar, click on the Save button.
Summary
• Microsoft Office 2019 is a crucial software suite to help companies make more easy task management, and as a result, get things done more efficiently.
• Microsoft Word is a word processing program designed to help you create professional-quality documents.
• Excel is a spreadsheet editor that allows you to create tables, calculate and analyze data.
• PowerPoint is a widely used application for developing presentations.
Review Questions
1. When creating documents in Word, spreadsheets in Excel, or PowerPoint presentations, these files are temporarily stored in RAM. So, what should you do to transfer these files to your hard drive?
2. After giving a lecture on financial reports, John informed the employees present that he would make the slides for the talk available on the company’s intranet so that everyone could have access. When he accessed the intranet and tried to upload the slide file created in Microsoft PowerPoint, he received the system message saying that the file format was invalid, and that he should convert or save the file to PDF format and try to perform the procedure again. How should John proceed to convert his slide file to PDF format?
Word Project: Flyer
Best4U Cafe will open a new coffee shop in Chicago at Bird Park residential area, at the corner of South Ave and Wood St. Create a flyer for the grand opening using a Word template.
1. Start Word and click on New.
2. Click on the Search box and type grand opening flyer.
3. Select the Grand opening template.
4. A new window will pop up, displaying information about the template. Click on Create.
5. When the document shows up, scroll down the screen to find the text—FOURTH COFFEE. Click on the text to replace it and type— Best4U Cafe.
6. Replace At 9 AM with At 5 PM.
7. Replace November 10, 20XX with October 15, 2020.
8. Replace 4567 Main St, Buffalo, NY 98052 with 9999 Main St, Chicago, IL.
9. Replace www.fourthcoffee.com with www.best4u.com.
10. On the Quick Access Toolbar, click on the Save button, and type Best4UCafeFlyer as the filename for your document.
11. Click on the File tab, click on Print to display the Print Preview. Your completed document should look similar to Figure 5.14.
Figure 5.14 Best4UCafeFlyer document ended
Word Project: Resume
Resumes are used by employers to make hiring decisions. It is an essential tool for your job search where you can display your skills and qualities. In this project, you will create a resume using a Word template.
1. Start Word and click on New.
2. Click on the Search box and type resume.
3. Select the Modern chronological resume template.
4. Modify the resume typing over the text in the document to create your own. Change the generic data to include your personal and professional information.
5. Once you completed the editing, use Word tools for proofing.
6. Press CTRL + Home to move the insertion point to the top of your document.
7. Click on the Review tab, in Proofing group, click Spelling & Grammar to check spelling and grammar of your document.
8. On the Quick Access Toolbar, click Save and type MyResume as the filename.
When applying for an open position, a cover letter is a crucial way to tell an employer your qualifications for the post. It is an excellent opportunity to impress and get attention. In this project, you will create a cover letter using a Word template.
1. Start Word and click on New.
2. Click on the Search box and type cover letter.
3. Select the Modern chronological cover letter template.
4. Modify the cover letter typing over the text in the document to create your own. Change the generic data to include your personal and professional information.
5. Once you completed the edition, use Word tools for proofing.
6. Press CTRL + Home to move the insertion point to the top of your document.
7. Click on the Review tab, in Proofing group, click Spelling & Grammar to check spelling and grammar of your document.
8. On the Quick Access Toolbar, click Save and type MyCoverLetter as the filename.
Excel Project: Purchase Order
A purchase order or simply PO is an essential commercial document issued by a buyer to a seller indicating product, quantities, prices, and additional information related to purchase conditions and shipment. Also, it is used by the company to manage the purchasing of products and services from suppliers.
In this project, your challenge is to create the PO presented in Figure 5.15. Use learned knowledge and explore Excel to achieve new skills.
When you finish, save your workbook project as MyPO.
Figure 5.15 MyPO
Excel Project: Student Grade Book
A grade book is a handy tool used by teachers to record grades, calculate averages, and set student performance indicators.
In this project, you have to create the grade book presented in Figure 5.16. Your challenge is to discover how to use the function IF() to indicate when students pass or fail.
When you finish, save your workbook project as MyGradeBook.
Figure 5.16 MyGradeBook
PowerPoint Project: Investment Presentation
You work in the accounts department, and your manager will make a presentation. In this project, you will create an investment presentation so that he can present it at the next meeting with possible investors.
1. Start PowerPoint and click on New.
2. Click on the Search box, type Crop and press Enter.
3. Select the Crop Design theme, then click on the Create button to start your new presentation.
4. In Slide Pane Navigation, select Slide 1.
5. In Slide Pane, click in the title placeholder, replace Title Lorem Ipsum with Invest Consulting and Sit Dolor Amet with Mr. Johnson.
6. In Slide Pane Navigation, select Slide 2, press DEL or Delete on your keyboard to remove the slide.
7. In the Insert tab, in the Slides group, click on New Slide.
8. Click in the title placeholder and type Invest consulting.
9. Click in the content placeholder and type:
• Own and independent management
• 15 years of investment experience
• Relationship-oriented services
• Quantitative investment process
10. In the Insert tab, in the Slides group, click on New Slide.
11. Click in the title placeholder and type Invest consulting.
12. In the content placeholder, click on the SmartArt icon, click on the Process option, and select Continuous Block Process. Be sure your SmartArt is selected, and click on the Design tab, in Create Graphic group, click on Add Shape. Edit your SmartArt to look like the following SmartArt (Figure 5.17).
Figure 5.17 SmartArt for invest consulting slide
13. In the Insert tab, in the Slides group, click on New Slide.
14. Click in the title placeholder and type Financial evaluation.
15. In the content placeholder, click on the SmartArt icon, click on the Process option, and select Chevron Accent Process. Be sure the first shape of your SmartArt is selected, and press the key Delete remaining on two shapes. Edit your SmartArt to look like the following SmartArt (Figure 5.18).
Figure 5.18 SmartArt for financial evaluation slide
16. In the Insert tab, in the Slides group, click on New Slide.
17. Click in the title placeholder and type Guidelines formulation.
18. Be sure the content placeholder is selected. Click on the Insert tab, in the Illustrations group, click on Icons, click on the Business option, and select the following icon displayed (Figure 5.19).
Figure 5.19 Icon for guidelines formulation slide
19. Be sure your icon is selected. Click on the Format tab, in the Size group, change Height to 4” and Width to 4”. In the Arrange group, click on Align and select the Align to Center option.
20. In the Insert tab, in the Slides group, click on New Slide.
21. Click in the title placeholder and type Investment selection.
22. In the content placeholder, click on the SmartArt icon, click on the Process option, and select Circle Process. Edit your SmartArt to look like the following SmartArt (Figure 5.20).
Figure 5.20 SmartArt for investment selection slide
23. In the Insert tab, in the Slides group, click on New Slide.
24. Click in the title placeholder and type Revision and report.
25. In the content placeholder, click on the SmartArt icon, click on the Cycle option, and select Cycle Arrow Process. Be sure the first shape of your SmartArt is selected and press the key Delete remaining on two shapes. Edit your SmartArt to look like the following SmartArt (Figure 5.21).
Figure 5.21 SmartArt for revision and report slide