EMPOWERMENT TECHNOLOGY

Presented by: Aaron James M. De Mesa

PRODUCTIVITY TOOLS

What are Productivity Tools?

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

Why should you learn productivity tools?

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

1. Microsoft Word
2. Microsoft Excel
3. Microsoft PowerPoint
4. LibreOffice
WHAT IS LIBREOFFICE?

A Free and Open Source Productivity Suite, which matches and perhaps
could even exceed the overall features, advantages, and benefits of their
counterpart.
Although, LibreOffice is a Free and Open Source software, most software
available in actual workplace are made from Microsoft.
OBJECTIVES

In this module, we are going to learn the following tools/techniques

Tools/Techniques Use Case
1. Mail Merge & Label Generation Mass email or printed letters
2. Custom Animation & Timing Enhanced viewer experience
3. Hyperlinking in Present Optimizes use of related content
and references. Applies to
documents too
4. Integrating Images & External Enriches textual context, also
Materials in Word Processor useful in presentations and
spreadsheets
5. Embedded Files & Data Seamlessly integrates related files
6. Advanced & Complex Simplifies and automates common
Formulas & Computations tasks
MAIL MERGE

What is Mail Merge?

It is a Word’s way of generating mass mailings. It involves combining a list
of names and addresses to individually address to each person / receiver on
the list. You can use Mail Merge to create envelopes or address labels, as
well as form letters.

Mail Merge involves the following documents:

• Main document – this document contains text and graphics. Example
body of the letter.
• Mailing list – this is your data source that is used to populate information in
the letter. It contains names and address of the recipients.
• Merged document - this document the combination of the main
document
STEPS ON HOW TO MAIL MERGE

1. Opening Microsoft Word Program. (Click Start button, type Word and
click OK.
2. On the Mailings tab, click Start Mail Merge, and then select Letters. This
will allow you to sent letters to a group of people and personalize, the
result of the letter that each person receives.
STEPS TO MAIL MERGE
STEPS TO MAIL MERGE

3. In Word, type the body of the letter (example follows) that you want to
send to everyone.
STEPS TO MAIL MERGE

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

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

6. Adding personalized content to letter.

• Click Mailings tab, in the Write & Fields group, click Address Block.
• In the Insert Address Block dialog box, select a format for the recipient’s name
that you want to will appear in the letter and choose OK.
STEPS TO MAIL MERGE
Note: To view how an address will appear in the letter, under Preview Results
group in the Mailings tab, choose Preview Results. Choose Next or Previous
record button to move through records in your data source.
STEPS TO MAIL MERGE

• In the Write & Insert group, click Greeting Line > select format that you
want to use and click O
STEPS TO MAIL MERGE

7. Finally, save your document in My Documents or Flash Drive. [click save

icon in the Quick Access Toolbar or click Office Button, click save in its
full down menu.
8. Print Activity 2 Mail Merge (Click Office Button, Click Print, in the
Print Window/Dialog box, click Print or just press Enter).
CUSTOM ANIMATION

Animation is a simulation of movement created by displaying a series of

pictures, or frames. Animation on computers is one of the chief ingredients
of multimedia presentations.
There are many software applications that enable you to create
animations that you can display on a computer monitor. One of this
application software are presentation software that you can use to create a
slide show for your presentation.
Some of the popular software that are available online for free or for
purchase are WPS Office, LibreOffice, and MS-PowerPoint.
STEPS ON APPLYING ANIMATION TO AN OBJECT

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

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

• Add a motion path animation effect

• You can apply motion path animation effects to an object to move in a
sequence that tells an effective story.
• Add a motion path to an object
1. Select an object you want to animate.
2. On the Animation tab, click Add Animation.
3. Scroll down Motion Paths and select one.
 If you want to create a customize path,
Select Custom Path option, and draw
path that you want the object to move.
STEPS ON APPLYING ANIMATION TO AN OBJECT
• Editing Motion paths
1. to do things like to change the direction of the motion path,
edit the individual points of the motion path, or to lock ( make
it so others can’t change your animation ) or unlock the
animation, Effect Options.
2. to preview the motion path, click the object on the slides, and
click Animation and select Preview

• Remove an animation effect from an object

1. On the slide in a view, select the Normal object from which to
remove the effect
2. On the Animation tab, in the Animation group, click None to
remove the effect.
HYPERLINK

What is a Hyperlink?
A hyperlink or simply a link, is a reference data that the reader can
directly follow either by clicking or tapping.
Hyperlinks are found in nearly all Web pages, allowing users to click their
way from one page to another.
In text hyperlinks are often color blue and underlined. When you move
the cursor over a hyperlink, whether it is text, button or an image, the arrow
cursor should be change to a small hand pointing to the link.
HYPERLINK

Basic Parts of a hyperlink

1. The address – can be webpage, email address, or other location they
are linking.
2. The Display – can be a picture or shape

• Example :
• https://www.microsoft.com - Address
• Microsoft – display text
• https://www.microsoft.com – address at the same time display text
STEPS TO LINK TO A WEBSITE

1. Opening PowerPoint Program. (Click Start button, type PowerPoint and

press Enter)
2. Select the text, shape, or picture that you want to use a hyperlink.
3. Select group, Insert tab and in the Links click Link.
STEPS TO LINK TO A WEBSITE
4. Select or Existing File Web page, and choose
the:
• Text to display: type the text that you want to
appear as hyperlink.
• ScreenTip: Type the text that you want to appear
when the user hovers over the hyperlink
(optional).

• Current Folder, Browsed Pages, or : Select where

you Recent Files want to link to.
• Address: if you haven’t already selected a
location above, insert the URL for the website you
want to link to.

5. Select OK.
LINKING A SLIDE IN THE SAME PRESENTATION

1. Opening PowerPoint program. (click Start

button, type PowerPoint and press Enter)
2. Select the text, shape, or picture that you
want to use as a hyperlink.
3. Select group, click Insert tab > Links Link
button and select an option:
• Place in This Document: Link to a specific slide in
your presentation.
• Create New Document: Link from your
presentation to another presentation.
• E-mail Address: Link a displayed email address
to open up a user's email program.
LINKING A SLIDE IN THE SAME PRESENTATION

4. Fill in the Text to display, ScreenTip, and where you want to link to
5. Select OK
CHANGE THE COLOR OF A HYPERLINK

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

2. On the Design tab of the ribbon, select down
arrow next to the Variants button to open the
menu of colors.
3. Select the appropriate color that you want
for the hyperlink.
INTEGRATING IMAGES

• In Microsoft word processing you can do a lot of things to make

your documents look good and presentable.
• One of its function is to integrate image. Word processing refers
to an application program for manipulating text-based
documents; the electronic equivalent of paper, pen, typewriter,
eraser, and most likely, dictionary and thesaurus.
• Word processors run the scope from simple through complex, but
all ease the tasks associated with editing documents (deleting,
inserting, rewording, and so on).
INTEGRATING IMAGES
INTEGRATING IMAGES

• How to Integrate an image:

1. Opening Microsoft Word Program. (Click

Start button, type Microsoft Word and
press Enter).
2. Click Insert and Choose which graphic
or picture you want to add.
INTEGRATING IMAGES

• Integrating Images and External Materials

 Integrating or inserting pictures in your document is fun and it improves the
impression of your documents.

Kinds of Materials
1. Pictures – electronic or digital pictures or photographs that are saved in any
local storage devices. Commonly used types of picture files:
a. .jpg – a short form of .jpeg or joint photographic expert groups. This is a type
of image that can support 16.7 million colors that is why it is suitable for use
when working with full color photographic images.
b. .gif – graphics interchange format. This type if image file is capable of
displaying transparencies. Therefor it is good in blending with other materials or
elements in a document. It is capable of displaying simple animation. It can
only support up to 256 colors.
 INTEGRATING IMAGES

c. .png – portable network graphics. It was built around the capabilities of .gif. its
development was basically for the purpose of transporting images on the Internet at faster
rates. It is also good with transparencies but unlike .gif it does not support animation but it
can display up to about 16 million colors, so image quality for this image file type is
remarkably improved. It also allows the control of the transparency level or opacity of
images.
2. Clip Art – this is generally a .gif type; line art drawings or images used as generic
representation for ideas and objects that you might want to integrate in your document.
3. Shapes – these are printable objects or materials that you can integrate in your
document to enhance its appearance or to allow you to have some tools to use for
composing and representing ideas or messages.
INTEGRATING IMAGES

4. Smart Art – these are predefined sets of different shapes

group together to form ideas that are organizational or
structural in nature.
5. Chart – another type of material that you can integrate in
document that allows you to represent data characteristics
and trends.
6. Screenshot – useful when you are creating reports or
manuals for training or procedures.
INTEGRATING IMAGES

• Image Placement
• In line with Text
• Square
• Tight
• Through
• Top and Bottom
• Behind Text
• In Front of Text
EMBEDDED FILES
• When designing a webpage, an embedded file refers to any type of multimedia
file that you may insert, or embed into the webpage. This Includes files like
graphics and sound files.

• Method 1. Embed PDF object

1. Open the word document and select Insert on the ribbon.
2. In the text group click the drop down arrow for Object and Select Object.
3. The object dialog box will appear select create from file.
4. Choose Browse and select the PDF file to Embed
5. The File Location will now appear on the object dialog box
6. Do no click link to file or icon
7. Click OK
EMBEDDED FILES

• Method 2. Embed PDF icon

1. Open the word document and select insert on the ribbon
2. In the text group click the dropdown arrow for object and select object
3. The object dialog box will appear select create from file
4. Choose Browse and select the pdf file to embed
5. The file location will now appear on the object dialog box
6. Click Link to file box
7. Click OK
 EMBEDDED FILES
Linking Data –
• Linking data means that the data is copied from one program to another so
that there remains a link between the two. The copied data remains in
the source file (e.g. an Excel file) and the copy is inserted into another file (e.g.
a Word document). When the source file is edited, the data will be
automatically updated in the target program through the linking.
 EMBEDDED FILES

• Creating a Link
1. Select the data to be linked (e.g. an Excel chart) in the source program, then
select Copy on the Home tab.
2. Go to the target program (Word in the example), click on the bottom of
the Paste menu on the Home tab and select Paste Special from the menu that
opens.
3. Select Paste Link from the menu window that opens, and accept by clicking on OK.
Note the source file path in the Source section.
4. n the example, an Excel chart was linked to a Word document. The original data
remains in the Excel file and an ‘image’ of the data is shown in the Word document.
If you edit the excel file, the changes will be updated to the target program
automatically.
ELECTRONIC SPREADSHEET
• electronic spreadsheet is probably the most useful
general-purpose software for the microcomputer
user.
• Almost all spreadsheets are now packaged in
combination with other applications, such as
database system and graphic capabilities
• Electronic spreadsheet refers to a collection of text
and numbers laid out in a rectangular grid. It is an
application program commonly used for
budgeting, inventory management, decision
making, forecasting and other finance-related
tasks.
• A great free alternative spreadsheet program is
LibreOffice Calc, and OpenOffice spreadsheet
program.
ARITHMETIC OPERATIONS

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

Microsoft Excel always begins with an (=).
 COMMON ERROR VALUES THAT YOU CAN
ENCOUNTER FROM FAULTY FORMULAS
1. #DIV/0!
• appears when entering a formula that performs explicit division by zero (0), using a
reference to a blank cell or to a cell that contains zero as the divisor in a formula or
function that performs division or running a macro that uses a function or a formula that
returns the #DIV/0! error.
• The solution is to make sure that the divisor in the function or formula is not zero (0) or
blank or change the cell reference in the formula to another cell that does not contain
a zero or a blank value.

2. #####
• appears when the column is not wide enough to display the content and/or dates and
times are negative numbers. The solution is to increase the column width.
 COMMON ERROR VALUES THAT YOU CAN
ENCOUNTER FROM FAULTY FORMULAS
3. #NAME?
• Appears when the formula refers to a range name that doesn't exist in the worksheet.
This error value appears when you type the wrong range name or fail to enclose in
quotation marks some text used in the formula, causing Excel to think that the text refers
to a range name.

4. #N/A – appears when:

• an inappropriate value was given for the lookup_value argument in the HLOOKUP,
LOOKUP, MATCH, or VLOOKUP worksheet function
• the VLOOKUP, HLOOKUP, or MATCH worksheet function was used to locate a value in
an unsorted table
 COMMON ERROR VALUES THAT YOU CAN
ENCOUNTER FROM FAULTY FORMULAS
• an array formula (array formula: A formula that performs multiple calculations on one or
more sets of values, and then returns either a single result or multiple results. Array
formulas are enclosed between braces { } and are entered by pressing
• CTRL+SHIFT+ENTER.) is using an argument that is not the same number of rows or columns as
the range that contains the array formula

• one or more required arguments were omitted from a built-in or custom worksheet
function
• a custom worksheet function that you use is not available an
• a macro that you run enters a function that returns #N/A.
• Solution is optionally, if error checking is turned on in Excel, click the button that appears next
to the cell that displays the error
• Click Show Calculation Steps if it appears, and then click the resolution that is appropriate for
your data
 COMMON ERROR VALUES THAT YOU CAN
ENCOUNTER FROM FAULTY FORMULAS

5. #NULL!
• Appears most often when you insert a space (where you should have used a comma)
to separate cell references used as arguments for functions.

6. #NUM!
• Appears when Excel encounters a problem with a number in the formula, such as the
wrong type of argument in an Excel function or a calculation that produces a number
too large or too small to be represented in the worksheet.
 COMMON ERROR VALUES THAT YOU CAN
ENCOUNTER FROM FAULTY FORMULAS

7. #REF!
• Appears when Excel encounters an invalid cell reference, such as when you delete a
cell referred to in a formula or paste cells over the cells referred to in a formula.

8. #VALUE!
• Appears when you use the wrong type of argument or operator in a function, or when
you call for a mathematical operation that refers to cells that contain text entries. For
example, the formula =A1+B1, where A1 contains the string "Hello" and B1 contains the
number 3, returns the #VALUE! error.
ORDER OF OPERATIONS
ADVANCED AND COMPLEX FORMULAS AND
COMPUTATIONS
• A formula can also contain any or all of the following: functions, references, operators,
and constants. Always start the formula with an equal = sign.
ADVANCED AND COMPLEX FORMULAS AND
COMPUTATIONS

• A simple formula is a mathematical expression with one operator, such as 7+9.

• A complex formula has more than one mathematical operator, such as 5+2*8.
• When there is more than one operation in a formula, the order of operations tells your
spreadsheet which operation to calculate first. In order to use complex formulas, you will need
to understand the order of operations.
ADVANCED AND COMPLEX FORMULAS AND
COMPUTATIONS
• Functions are built-in formulas you can use to make your worksheet construction easier
• Excel Functions can be found by clicking the Home tab, go to the Editing group and in
Formula tab click Function Library group.
ADVANCED AND COMPLEX FORMULAS AND
COMPUTATIONS
• Computation Examples
• Using The Sum Function:
1. Click the cell you want to perform the formula.
2. Click the Formulas tab, go to the function library group and click AutoSum button.
3. Highlight the data that you would like to add.
4. Press the Enter Key to finish the formula

• Using the Average Function:

1. Click on the cell you want to perform the formula
2. Click the Formula tab, go to the function library group and lick on the AutoSum drop down
button
3. On the drop down menu, click Average command and highlight the data that you would like
to find the average value
4. Press Enter Key to finish the formula
 THE ORDER OF OPERATIONS

• All spreadsheet programs calculate formulas based on the following order of

operations:
1. Operations enclosed in a parentheses
2. Exponential calculations (3^2, for example)
3. Multiplication and division, whichever comes first
4. Addition and Subtraction, which ever comes first
• A mnemonic that can help you remember the order is PEMDAS, or Please Excuse My Dear Aunt Sally.
THE ORDER OF OPERATIONS
KEY TERMS IN EXCEL
• Row – horizontal line of entries in a table
• Column – vertical line of entries in a table
• Cell – the place where info is held in a spreadsheet
• Active Cell – the selected cell
• Column Heading – the box at the top of each column containing a letter
• Row Heading – the row number
• Cell Reference – the cell address of the cell usually combine letter and number
(ex. A1, B4, C2)
• Merge – combining or joining two or more cells
• Formula – is an expression which calculates the value of a cell.
• Functions – are predefined formulas and are already available in Excel
• Formula Bar – the bar that displays the contents of a cell
 CREATING COMPLEX FORMULAS

• we'll demonstrate a complex formula using the order of operations. Here, we want to
calculate the cost of sales tax for a catering invoice. To do this, we'll write our formula
as =(D2+D3)*0.075 in cell D4. This formula will add the prices of our items together and
then multiply that value by the 7.5% tax rate (which is written as 0.075) to calculate the
cost of sales tax.
 CREATING COMPLEX FORMULAS

• The spreadsheet then follows the order of operations and first adds the values inside the
parentheses: (44.85+39.90) = $84.75. Then it multiplies that value by the tax
rate: $84.75*0.075. The result will show that the sales tax is $6.36.
 CREATING COMPLEX FORMULAS

• It is especially important to enter complex formulas with the correct order of operations.
Otherwise, the spreadsheet will not calculate the results accurately. In our example, if
the parentheses are not included, the multiplication is calculated first and the result is
incorrect. Parentheses are the best way to define which calculations will be performed
first in a formula.
 CREATING COMPLEX FORMULAS

• To create a complex formula using the order of operations:

• we will use cell references along with numerical values to create a complex formula that will
calculate the total cost for a catering invoice. The formula will calculate the cost for each
menu item and add those values together.

1. Select the cell that will contain the formula. In our example, we'll select cell C4.
 CREATING COMPLEX FORMULAS

2. Enter your formula. In our example, we'll type =B2*C2+B3*C3. This formula will follow the
order of operations, first performing multiplication: 2.29*20 = 45.80 and 3.49*35 = 122.15.
Then it will add those values together to calculate the total: 45.80+122.15.
 CREATING COMPLEX FORMULAS

3. Double-check your formula for accuracy, then press Enter on your keyboard. The
formula will calculate and display the result. In our example, the result shows that the
total cost for the order is $167.95.
 CREATING COMPLEX FORMULAS

• You can add parentheses to any equation to make it easier to read. While it won't
change the result of the formula in this example, we could enclose the multiplication
operations within parentheses to clarify that they will be calculated before the addition.

• Your spreadsheet will not always tell you if your formula contains an error, so it's up to
you to check all of your formulas.
END OF LESSON 3