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WORD I - INTRODUCTION (TYPE, SAVE, PRINT, EMAIL)

»TOPICS COVERED IN THIS CLASS
 Navigating the Word Window
 Creating and Saving a Document
 Opening and formatting an existing document
 Using the Clipboard
 Printing a Document
 Closing the Program
 Keyboard Shortcuts

»WHAT IS WORD?
Word is Microsoft’s word processing program that allows users to start with blank documents or use
pre-formatted templates for creating documents such as letters, reports, résumés, and more. Each file is
known as a document which consists of pages on which users can insert and format paragraphs of text,
illustrations, tables, charts, diagrams, and other objects. Users can also use reference, review, and
mailings tools to proofread/edit documents or prepare documents for mass mailings or online viewing.

NAVIGATING THE WORD WINDOW

»OPENING THE PROGRAM
To open the Microsoft Word program on your computer:

1. Double click on the Word icon on the desktop, or

2. Click on the Start button on the taskbar. Click on the Word 2016 program in the list of
programs that display. (Another way to find Word)

3. When you open the program, the start screen will appear. This gives you options for opening recent
documents, a new blank document, or a document from a template. Click Blank document to open
a new blank document.
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View: the first time you open Word.

View: Most times, you will have this view after you make your first Word document.

»Exercise 1

1. Click on the File tab and select Open.

2. Click Browse and then select Desktop in the left pane of the dialog box
3. Open the yellow folder: Computer Training Document
4. Double click on the yellow folder: Word
5. Find the file named: “Word I First Letter”
6. Double Click on the file “Word I First Letter”, file will open in Word.
a. Or click on file “Word I First Letter”, and click the Open button on the bottom right
corner of the window.
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7. Attempt to type the following text, disregard spelling, formatting, font type or size. We will take
care of it later.
…..

2 Jean Walling Civic Center

East Brunswick Public Library
East Brunswick, NJ 08816
Date
Dear Hubby,
I am at the Library.

Regards
Your Wife
…..

»Please refer to the Selecting Tips and Hints while we work on this short letter.
»NAVIGATING THE WORD WINDOW

Video : https://youtu.be/j-ZAVHk5SaU

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COMPONENTS OF THE WORD WINDOW

1. Title Bar – This is the bar that runs across the top of any open program. It displays the name of the
document that is open and the program. The default blank document that opens up when you open
Word is Document1. In this view, the title bar displays Document2 –Word.

2. There are four buttons on the right side of the Title bar that allow you to adjust the view of the
document. They are (left to right):
 The Ribbon Display Options button includes options to
auto-hide the ribbon, show tabs, or show tabs and
commands.
 The Minimize button will remove the open window from the view on the screen. The
program will remain open, or minimized, and it will remain accessible through its icon on
the taskbar.
 The Maximize/Restore button, when clicked to maximize, changes the window to fit the full
screen; when clicked to restore down, changes the window so that it does not fit the full
screen.
 The Close button will exit the window and close the program.

3. The Quick Access Toolbar displays shortcuts to

commands used most frequently. Common
commands that you will find there include the
following (following the order on the image above from left to right):
 Undo
 Redo
 New
 Email
 Quick Print
 Save
You can customize the Quick Access Toolbar to include the tools you use
most frequently by clicking the down arrow to the right of the icons. Note
that all the commands that display on the toolbar have checkmarks next to
them. Add a new command by clicking on an item without a checkmark. It will add a checkmark
and add it to the toolbar. To see other commands to add, click on More commands… near the
bottom of the list. Click on a command, click on Add and then click the OK button at the bottom of
the dialog box.

4. The Ribbon – This contains the commands needed to edit your document. A Command is a button,
box, or menu to apply an action. Commands are organized into Groups which are collected together
under Tabs. Some groups have a Dialog Box Launcher in the bottom right hand corner, which will
open more options for that group.
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 There are 9 default tabs across the ribbon including File, Home, Insert, Design, Layout,
References, Mailings, Review and View. You can also customize the ribbon and add your
own Tabs in File>Options>Customize Ribbon
5. Document area – This is where you do your typing; The cursor is the blinking vertical bar that
displays where text or objects will be input within the document

6. Zoom Control – Located at the bottom right of the document window and allows the user to adjust
the view of the document larger or smaller
7. View Shortcuts – Located to the left of
the zoom control and includes shortcuts
to read mode, print layout, and web
layout
8. Status Bar – Located at the bottom left of the document
window and provides current page number as well as the total
number of pages and words in the document
9. Scroll Bar – Located along the right side and bottom of the page and enable you to move around the
open document
10. Mini Toolbar – The Mini Toolbar is a shortcut to some of the commonly used commands in the font
group and appears when you select text and point at it.

TAB OVERVIEW
 File Tab –Shows you the Backstage, or the behind-the-scenes view of your document. It is a file
management view where you can open new or existing documents, save and share documents, view
document properties and history, export and print documents, and manage options and account
settings. To exit, you can click on the back arrow, or use the Esc key.
 Home Tab–Contains all the things that you use most often, such as the Clipboard commands (cut,
copy, paste), the Font Group commands (type of font, size of font, bold, underline, font color),
Paragraph commands (alignment, bullets & numbering, line spacing, borders), Styles (preformatted
options for text), and Editing commands (find & replace text). The Dialog Box Launcher in any group
will show you additional options to select from.
 Insert Tab –Contains buttons to insert objects such as cover pages, tables, pictures, shapes,
diagrams, charts, media, links, comments, text boxes, and symbols. Add-ins, page breaks, headers
and footers, and page numbering are also found on this tab.
 Design Tab – Contains preformatted themes, colors, effects, and fonts which will change the overall
style of the document without having to adjust the formatting manually. It also includes options for
page color and border, as well as watermark.
 Layout Tab –Allows you to change the page setup including margins, orientation (portrait or
landscape), paper size, columns, paragraph formatting (Indents and spacing) and more. It also
includes an arrange group to modify the position, text wrapping, alignment, grouping, and rotation
of objects.
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 References Tab – Used to create a manage the sources in a document including add citations and
bibliographies, inserting captions and indexes, and adding footnotes and endnotes. It also includes a
tool for creating a Table of Contents for your document.
 Mailings Tab –Used to create letters, e-mail messages, envelopes, mailing labels, or a directory using
a tool called mail merge. Mail merge allows you create one document and send it to multiple
people.
 Review Tab –Contains commands for proofing (spelling and grammar and thesaurus), Smart Lookup,
and translation and protection options. This tab also includes features that are used when
reviewing and collaborating on a document such as comments, track changes, and comparing
versions.
 View Tab – Lets you switch between various document views and manage multiple open windows.
You can also show/hide the ruler, gridlines, and the navigation pane and set expanded zoom
options.

CREATING AND SAVING A DOCUMENT

Now that we have finished looking at Navigating the Word Window, click on Home to get back to the
Home tab. We are going to type a letter. (See handout addressed Dear Hubby)

EXERCISE 2

SAVING A DOCUMENT
Word will allow you to save your document to your computer or a flash drive so that you can refer back
to it at any time. Saving a document should be the first thing you do, to avoid losing any work should
you encounter a technical issue. You can use the Save if you are editing an existing document, but you
must use the Save As if this is a new document that has not yet been given a name. To save:

 While “Word I First Letter” is open

 Click File>Save As (Other options:
Click the Save As command in the
Quick Access Toolbar or use the
keyboard shortcut Ctrl+S) in the
backstage view.
 To select the location where you
want to store the document, Word
gives options such as to store
online (OneDrive), or on this PC. To
save to the computer click Browse
to open the Save As Dialog Box.
Save it on the Desktop at EBPL. AT
your own computer the default is
usually a folder called “My
Documents”
 Next, you must name the
document by typing in the File
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Name box: Name your document

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 Tips for naming your files:

a. Don’t use any of the following special characters: < > / \ $ : ? ~ # % + &
b. Generally, a file is less likely to be corrupted if there are no blank spaces in the file name.
Instead, you may choose use an underscore _ (by holding Shift + - ). Instead of naming your
letter firstletter or first letter, you would name it first_letter so there are no blank spaces
but, it is still easy to read.
c. Choose a descriptive name that will make the document easy to find, but that is not too
long.
 Click Save when done. The title bar now shows the title of the document.

 A word about AutoSaving from Microsoft Word

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SELECT A FONT AND FONT SIZE

Before you start to type you may want to select a specific font and font size. Look at the Home tab, in
the Font Group. Note the default font and font size (It should be Calibri, size 11). You may want to
select a different font type and size. To do this:
 Selecting a font: Click on the drop down arrow to the right of the default font—Calibri (Body) to
view the font options, each name displayed as a sample of its font. You can scroll to choose, or
begin typing the name of a font to jump to a place further down in the drop-down. Click to
select or press enter if typing.
 Selecting a font size: Click on the drop down arrow to the right of the default font size – 11 to
view size selections. You can also type sizes not shown including sizes to once decimal place (ex.
11.5). Click to select or press enter if typing.

Exercise 3

1. Select the following text only

a. Please refer to the Selecting Tips and
Hints handout.
2. Go to Home Tab, Group Font and find the Font drop down
3. On the drop down: select Arial and size 12

SETTING LINE SPACING

Exercise 4

1. Select the following text only

2. Go to Home Tab, Paragraph Group, click the Dialog Box

launcher icon located at the bottom right

corner of the Paragraph group
3. The Paragraph dialog box window will show up

4. In the Spacing section under Line Spacing, using the drop

down arrow, choose 1.5 spacing.
5. Then select Don’t add space between paragraphs of the
same style.
6. Click the OK button at the bottom of the dialog box to return to
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You can set basic line spacing options from the drop down in the Paragraph Group, or open the Dialog
Box launcher in the bottom right corner to see more options. Note: The default setting is 1.08 line
spacing and 8 pt. line spacing after paragraphs. To change this, click No Spacing in the Styles group on
the Home ribbon. For your letter, open the paragraph dialog box:

CORRECTING ERRORS IN YOUR DOCUMENT

FIXING AN ERROR MANUALLY
Exercise 5

1. To fix an error manually, you need to move your cursor to the location in the document where
the error resides. You can move your cursor by:

2. Clicking before or after the error to place your cursor at a specific place in the document
3. Using the arrow keys in the middle of your keyboard to move your cursor up, down, left or
right.

Once you have moved your cursor you will use either the Backspace key or the Delete button to remove
the offending text. Hit either key one time for each character that you want to delete. If you hold the
key down, it will remove multiple characters quickly.

4. Use the Delete key if your cursor is to the left of the error that you what to fix.
5. Use the Backspace key if it is to the right of the error.

Using the Shortcut Menu

When you locate an error within your document, you can right click for suggested
corrections. In the example shown right, if the user mistakenly types “whent”, Word
suggests several options to replace the error. If the correct option is shown, you can
click to select it; if it is not shown, you will have to correct the error manually.

SPELLING AND GRAMMAR CHECK

Exercise 6

1. On the Review Tab>Spelling & Grammar, or if you have chosen to add this shortcut to your Quick
Access Toolbar you can select it from there.
2. The Spelling & Grammar pane will open and will appear as follows:
o At the top it will explain the type of error (Ex. Spelling or
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Grammar).
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o Next, there are options to Ignore, to leave the text as is (Ex. Word does not recognize your
name, but it is spelled correctly), Ignore All instances of this word, or Add to the dictionary.
o If it is an error that should not be ignored, next Word offers suggestions to choose from
(similar to what you saw using the shortcut menu); click the one that you wish to apply.
o Lastly, click to Change this instance, or to Change All instances of this error.
3. The Spelling & Grammar check will continue through the document or selection until it reaches the
end. If you began proofing a document with your cursor in the middle of a body of text, it may ask
you if you want it to start at the beginning to complete a check of the entire document.
4. Close the Spelling & Grammar pane at any time by clicking the X in the top right hand corner.

 The Word built in Spelling and Grammar Check proofing tool, helps provide suggestions, but is not
perfect, and therefore should not be the only proofing done.

 Word will autocorrect simple errors while typing. For example, if you type “adn” Word will
automatically correct it to “and”. However, to fix errors within your documents, you
have several options. You can fix your errors manually, use the shortcut menu for suggested
corrections, or run a spell check. Possible errors will appear with “squiggly lines” (red for spelling,
green for grammar, and blue for word choice). These lines do not print and can be turned off in
File>Options>Proofing.

»USING THE CLIPBOARD

EXERCISE 7
To duplicate text in a document without retyping it, or to move it to another place in the document, you
can use the clipboard to Copy, Cut, and Paste. First, select the text you want to copy. Next, copy it to
the clipboard (a short term memory location). Lastly, paste the text to a new location within the
document. Follow the steps below:

1. Select the text

2. Then you can tell Word to copy it in a number of different ways:

a. Click Copy in the Clipboard Group on the Home Tab.

b. Right click on the selected text and choose Copy.
c. Use the keyboard shortcut Ctrl+C to copy the text.
Next, place your cursor where you want to insert the text, in the
blank line below the line “Your Wife”. Then to paste the copied text you have various options:
d. Click Paste in the Clipboard Group on the Home Tab.
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e. Right click on the selected text and choose Paste.

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f. Use the keyboard shortcut Ctrl+V to paste.

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i. You may also, choose to past it into a new Word Document or another existing
Word Document.

Now you have two instances of the text—the original and the copy. If you wanted only one instance of
the text (to move the original to a new location within the document without retyping it) you can follow
the same steps above (this time, select the text that begins “You can move…”, but use Cut (or Ctrl+X)
instead of Copy.
 Note: You can copy/cut and paste within documents, from one document to another, or even copy
text from the Internet and paste it into Word. You can also copy objects other than text such as
images, etc.

PREVIEWING YOUR DOCUMENT

Once you have run the Spelling & Grammar check and fixed any errors, you will want to look at an
overview of your document to be sure that it looks professional and ready for printing or e-mailing.
Click File>Print to view a Print Preview of your document. Review your document for any changes that
you want to make and click on the back arrow or press esc to get back into your document and make
said changes.

»OPENING AND FORMATTING AN EXISTING DOCUMENT

EXERCISE 8
You can edit documents that you have already saved to your computer and then save them with your
changes to update them. For this exercise we are going to copy the file from another computer to your
desktop and then edit it. To do this:

1. Click on the File tab and select Open.

2. Click Browse and then select Desktop in the left
pane of the dialog box
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3. Open the Computer Training Document folder

4. Double click the Word folder.
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5. Right click on the file: Word I Practice File.

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6. Select Copy.
7. Click back to Desktop in the left pane.
8. Right click in a blank part of the right side of the screen and select Paste. This will put a copy of
the file on your computer’s desktop.
9. Double click the file on your desktop to open the document.
in this file is a listing of the computer training classes at EBPL which has very little formatting, making it
difficult to read. In your handouts you should have a formatted version of this document. You will want
to make the unformatted file look like the printed handout that you have. This exercise will consist of
entering additional lines, formatting text using bold, italics, indents and more.

1. Click to place your cursor anywhere in the first line. Click

on Center alignment in the Paragraph group on the
Home Ribbon to center the text on the line. Do the
same to the 2nd line (or click Repeat in the Quick Access
Toolbar)

2. Place your cursor at the end of the 2nd line (You can click, or hit End on the keyboard) and press
<ENTER> to insert a blank line into the document.
3. Put your cursor at the end of the paragraph that starts with “Classes cost…”. Hit <ENTER> to insert
another blank line at the end of the paragraph.
**Using the handout called Selecting Tips and Hints for advice,
4. Put your cursor in the Selection bar next to the First paragraph and double click to select.
5. Then click on the I in the Font group (or use the keyboard shortcut Ctrl+I) to italicize the text.

6. Put your cursor at the end of the next line, Computer Basics, and hit <ENTER> to insert a new blank
line.

7. Now single click in the Selection bar next Computer Basics to select the line.

8. Click on the drop down arrow next to the Change Case button and
choose UPPERCASE.
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9. Put your cursor in the Selection Bar next to PC Literacy I and single click to select the line.

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10. Click on the B in the Font Group (or use the keyboard shortcut Ctrl+B) to bold the text.

11. Then click on the Increase Indent icon in the Paragraph group to indent it.

12. Put your cursor at the end of There are no Prerequisites and the <ENTER> key to insert a new line.

13. Repeat steps 9-11 for PC Literacy II. This class, however, has prerequisites. The word Prerequisite
should be underlined.

14. Put your cursor anywhere in the word Prerequisite and double click in it to select it. Click on the U in
the Font group (or use the keyboard shortcut Ctrl+U) to underline it.

15. Using the tools you’ve practiced in #1-14, continue to edit the rest of the document as time allows
so it looks like the Computer Training Classes handout sheet.
16. Save the document with your changes by clicking on the Save icon on the Quick Access Toolbar (or
use the keyboard shortcut Ctrl+S).

PRINTING A DOCUMENT
EXERCISE 9
Once you save your document you can print it out. By default, Office 2016 provides a preview of the
document before printing so users can approve the final document. To Print:
 Click on the File tab
 Select Print.
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 The Preview of the document will appear on the right.

 The page navigation at the bottom of the screen can be used to browse the entire document if it
has multiple pages.
 To the left of the preview, there are options for selecting a printer, printing some or all pages,
changing the orientation, adjusting the margins, and more. These options will be different on
each PC based on its printing capabilities.

CLOSING THE PROGRAM

»EXERCISE 10
Before you close out of Word you want to make sure that you have saved your file. Click on the Save
icon in the Quick Access toolbar to do a final save (or use other demonstrated methods of saving from
this lesson). Then click on the X in the top right corner or click on File and Exit. This will close Microsoft
Word. However, if you forget to save before you close, Word will prompt you to do so.
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KEYBOARD SHORTCUTS
There are common keyboard shortcuts that will make working within your programs easier and faster
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because you will not have to move to the mouse as often. These shortcuts use a combination of keys

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pressed at the same time. They are generally the Ctrl, Alt, Shift, or Function keys combined with a letter
or number. A list of the commonly used shortcuts with the Control key in Word is listed below. To see
more, you can search “Keyboard shortcuts” in the Tell Me box.

Shortcut Action
Ctrl + Home Move to the beginning of your document
Ctrl + End Move to the end of your document
Ctrl + S Save your document
Ctrl + A Select the entire document
Ctrl + P Go to the Print menu in the backstage
Ctrl + C Copy selected text
Ctrl + V Paste selected text
Ctrl + X Cut selected text
Ctrl + N Open a new, blank Word document
Ctrl + O Go to the Open menu in the backstage
Ctrl + Z Undo the last action (Undo--This action can be repeated multiple times)
Ctrl + Y Redo the Undo, or repeat the last action
Ctrl + F Find—Use this to search for specific text within a document
Ctrl + B Bold selected text, or remove bold formatting
Ctrl + I Italicize selected text, or remove the italicized formatting
Ctrl + U Underline selected text, or remove underlined formatting
EXERCISE 8 SOLUTION
Computer Training Classes
East Brunswick Public Library
Classes cost $10 per class for library cardholders and fees are charged to library accounts after each
class registration. Non-cardholders may sign up for a class for a $15 fee, due at the time of registration.
The Library is also an accredited Professional Development Provider. Teachers who need continuing
education credits may receive a 2-CEU certificate for any of our classes taken.

COMPUTER BASICS

PC Literacy I
An introduction to basic computer use: includes keyboard and mouse skills, clicking and
scrolling, and an introduction to computer terminology.
There Are No Prerequisites

PC Literacy II
Continuation of computer basics from PC Literacy I. Participants will learn how to execute basic
computer tasks including copying and pasting, creating, editing and saving documents, print
preview and printing. Students will also receive an introduction to the basic layout and
components of program toolbars.
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Prerequisite: PC Literacy I class or the ability to use a mouse and basic keyboarding skills.
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INTRODUCTION TO EMAIL

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Email Basics I
Learn to use electronic mail to communicate with others. Includes creating a free Web-based
email account, reading, sending, replying, and forwarding messages.
Prerequisite: Internet for Beginners, Part One class or basic Internet and word processing
experience.
Email Basics II
Build upon the skills learned in Email Basics Part I. Students will learn how to set up an address
book, create folders, attach files and avoid computer viruses.
Prerequisite: Email Basics Part One class or basic email experience.

MICROSOFT OFFICE

Word I
An introduction to the popular word processing program. Learn how to create, edit and save
documents; how to format and print; along with tips and hints.
Prerequisite: PC Literacy or familiarity with the mouse and the keyboard.

Word II
Students will build on the skills learned in the Introduction to MS Word. Learn to do paragraph
formatting and about TAB settings, create headers and footers, use Find and Replace, insert
bullets and numbers, subscripts and superscripts, AutoCorrect entries and WordArt.
Prerequisite: Word I or the ability to create, edit and save documents; copy and paste, and be
familiar with the MS Office toolbars.

Word III
Students will continue to build on the skills learned in MS Word II. Add interest to your
documents by learning how to add and format tables and columns, as well as footnotes and
endnotes. Pick up new skills for inserting images; and learn the basics of mail merge for letters,
labels and envelopes.
Prerequisite: MS Word II or basic Word processing skills, such as copying and pasting, editing
and saving, and the skills learned in Word II.

Word IV
Students learn advanced Word document formatting and editing skills in this class. Content will
cover using and creating styles and templates, inserting a table of contents (the easy way once
you have employed styles), themes, cross references, reviewing documents and password
protection.
Prerequisite: MS Word III or Word processing skills, such as copying and pasting, editing and
saving, and the skills learned in Word II.

Excel I
An introduction to the popular spreadsheet program. Learn how to create, edit and save
spreadsheets, how to use formulas and print, along with tips and hints.
Prerequisite: MS Word class or equivalent PC experience.
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Excel II
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Students will build upon the skills learned in Excel Basics. They will learn how to create
equations, use AutoSum, freeze/unfreeze panes, hide/unhide columns, sort & filter data, format

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their document’s appearance and more.

Prerequisite: Excel I class or equivalent PC experience.

Excel III
Students will continue advancing their intermediate skills in Excel. They will learn how to use the
data tab to import data, do more work with formulas, create simple macros for repetitive tasks
and explore more of the page layout options. As time permits, students will also explore Excel
templates and conditional formatting in Excel 2013.
Prerequisite: Excel II or equivalent PC experience. Introduction to the New Microsoft Office is
recommended.

Excel IV
Students continue their mastery of Excel in this class offering. They learn how to create and
modify pivot tables, to protect cells and worksheets, to create and use the payment function, to
create and use forms for data entry, to use the VLookup function, learn the advantages for
defining data as a table, and how to use Excel as an architectural design tool. In addition, the
class will offer an overview of best practices for spreadsheet design
Prerequisite: Excel III or equivalent Excel experience.

PowerPoint I
Learn basic PowerPoint skills for creating and editing presentations; how to add excitement with
images, animations, & transitions; & tips for viewing and saving. Presentation software
guidelines used by professional trainers to create a professional looking slideshow will also be
shown.
Prerequisite: Students MUST be comfortable using MS Word.

PowerPoint II
Learn basic PowerPoint skills for creating and editing presentations; as well as tips for viewing
and saving. Presentation software guidelines used by professional trainers to create a
professional looking slideshow will also be shown.
Prerequisite: PowerPoint I or equivalent PC experience.

PowerPoint III
Students will continue with the advanced topics learned in PowerPoint II. Topics covered include
creating custom designs, dimming text, using SmartArt graphics, rehearsed timings, looping,
hidden slides, quarter screen viewing and more as time permits.
Prerequisite: PowerPoint II or equivalent PowerPoint experience.
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