PRODUCTIVITY TOOLS

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

1. MICROSOFT WORD

2. MICROSOFT
POWERPOINT

3. MICROSOFT EXCEL
 MICROSOFT WORD
a widely used commercial word processor designed by Microsoft. Microsoft Word is a
component of the Microsoft Office suite of productivity software, but can also be purchased
as a stand-alone product.

Word Processing is the use of computer to create, edit and print document. 
 Tools and Techniques in MS Office Applications
Tools/Techniques Use case
1. Mail Merge and label generation Mass e-mail or printed letters
2. Custom Animation and timing Enhance viewer experience
Optimizes use of related content and references. Applies to Word/Write
3. Hyperlinking in presentations
document too
4. Integrating images and external Enriches textual content. Also useful in presentation slides and
materials in word processor sometimes spreadsheets.
5. Embedded files and data Seamlessly integrates related files
6. Advanced and complex formulas and
Simplifies and automates common tasks
computations
 MAIL MERGE AND
LABEL GENERATION
MAIL MERGE
a feature of MS Word that allows
creating documents and combining or
merging them with another document or
data file. It is commonly used when
sending out advertising materials to
various recipients.
TWO COMPONENTS OF MAIL MERGE
1. Form Document 2. List or Data File

•          It is generally the document that •          

The second component of mail merged
contains the main body of the message we document is the list or data file. This is where
want to convey or send. The main body of the individual information or data that needs to
the message is the part of the form document be plugged in (merged) to the form document.
that remains the same no matter whom you
send it to from among your list. Included in
the form document is what we call place Label Generation
holders; denoted or marked by the text with Included in the mail merge feature on Microsoft
double-headed arrows (<< >>), also referred Word is the Label Generator. It just makes sense that
to as data fields or merge fields. after you print out your form letters, you will need to
send it to individual recipients in an envelope with the
matching address printed directly on the envelope or
on a mailing label to stick on.
 MAIL MERGE UTILIZATION
1. Create a spreadsheet containing your information and make
sure that the labels are written in the first row. Example;
Ateneo de Manila University
Katipunan Ave., Quezon City, 1108 Metro Manila
Title First Name Last Name Address 1 City/Municipality Zip Code  
<<AddressBlock>>
 
<<GreetingLine>>
Mr. Raul Reyes 235 Salcedo St. Makati City 1229  
Congratulations on your acceptance to Ateneo de Manila University.
 
We have scheduled an orientation in Alumni Hall from 3:00pm to 5:00pm on Monday, July 17, for incoming freshmen. Advisors,
Ms. Wilma Gutierrez 15 Palmera St. San Fernando City 2500 instructors and other staff members will be available to familiarize you with the campus and answer your questions.
Topics covered during the orientation will be:
Adjusting to college life
Determining the right degree program
Learning the campus layout
 
We look forward to meeting with you to welcome you to the Ateneo de Manila University family. For more information about the
orientation, call (520) 216-5000.

2. Open your MS Word and create a document Containing  

Sincerely,
 

the content or body, example; Lenzi Reid

Director of Admissions
 
3. Indicate the source of information in your word processor.
a. On the upper part of the word processor, click the Mailings tab.
b. Under the Mailings tab, click the Select Recipients option.
c. Then under the Select Recipients option, click Use Existing List.

4. Select the spreadsheet file you’ve created in Step 1.

a. Browse the directory where you saved the spreadsheet file containing the information you are going to use.
b. Select the spreadsheet file.
c. Click Open.

5. Select which sheet in the file contains the information.

a. Select the sheet that you are going to use as your reference for the information.
b. Click OK after highlighting the sheet.

6. Start writing or creating the template that you are going to use.
a. To include the customized field, select the Mailings tab.
b. Under the Mailings tab, select the Insert Merge Field option.
c. From the Insert Merge Field option, select the column name that you want to insert.
 7. Check the result of the label placement.
a. After assigning the labels, you can check the result by clicking the Preview Results option under the Mailings
tab.
b. Beside the Preview Results option, a text box with number is displayed. Press the Next Record and Previous
Record buttons to browse between pages.

8. Implement Rules
a. There are instances wherein a customized text should match a certain label value. The Rules option can
be useful.
b. On the Rules drop-down box, select the If…Then…Else option.

9. Set up the rule.

a. In the window that will appear, select the column name from the spreadsheet that will be subjected to the
rule. Then write the rule at the Compare To textbox.
b. Fill up the Insert This Text textbox with the text that will appear if the condition is met.
c. Fill up the Otherwise Insert This Text textbox with the text that will appear if the condition is not met
10. Print the finished product.
a. In the Mailings tab, click the Finish and Merge option.
b. Under the Finish and Merge option, click Edit Individual Documents.

11. Create a new document.

a. A small window will appear. Select the button All and click OK.
b. A new document will appear with multiple similar pages where the labels’ positions are
customized.
c. The generated document can be saved or printed depending on your preference.
 

(You may visit the link for demonstration: https://www.youtube.com/watch?v=do9ujnZLIC4)

 Integrating Images and External Materials
Integrating or inserting pictures in your document is fun and it improves the impression of your document. A
common use of inserting a picture on a document is when you are creating your resume. Though seemingly
simple to do, your knowledge on the different kinds of materials that you can insert or integrate and its
characteristics can help you create a more efficient, richer document not only in content but also in physical form.

Kinds of Materials

The screenshot shows the kinds of materials that can be integrated or inserted in your MS Word document.
One important thing to remember is that images are not to be inserted for design purposes only but they are
used to enhance or improve the effectiveness of the message you want to convey.
MS POWERPOINT
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 multi-media presentations. There are many software applications that
enable you to create animations that you can display on a computer monitor.
One of this application software are presentation software that you can use to
create a slide show for your presentation. Some of the popular software that
are available online for free or for purchase are WPS Office, LibreOffice,
and MS-PowerPoint.
Steps in applying animation
effect to an object:

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

animate.
 

2. Select Slide Show – click Animations tab, in the

Animation group, select your desired effect or click
dropdown button to choose more effects. To preview the
animation, click the Preview button to play.
Add a motion path animation effect
You can apply motion path animation effects to an object
to move in a sequence that tells an effective story.

Add a motion path to an object

1. Select the object that you want to animate.
2. On the Animation tab, click Add Animation.
3. Scroll down Motion Paths and select one.
- If you want to create a customize path,
Select Custom Path option, and draw path
that you want the object to move.
Editing motion paths
1.to do things like to change the direction of the motion path,
edit the individual points of the motion path, or to lock
( make it so others can’t change your animation ) or
unlock the animation, Effect Options.
2. to preview the motion path, click the object on the
slides,
  and click Animation and select Preview.

Remove an animation effect from an object

1. On the slide in a Normal view, select the object
from which to remove the effect.
2. On the Animation tab, in the Animation
group, click None to remove the effect.
HYPERLINKS
•A hyperlink or simply a link, is a reference data that the
reader can directly follow either by clicking or tapping.
Hyperlinks are found in nearly all Web pages, allowing
users to click their way from one page to another. In text
hyperlinks are often color blue and underlined. When
you move the cursor over a hyperlink, whether it is text,
button or an image, the arrow cursor should be change to
a small hand pointing to the link.
Hyperlinks two basic parts:

1. The Address – can be 2. The Display – can be

webpage, email address, or picture or shape.
other location they are
linking.

Example:
 
• https://www.microsoft.com - address
• Microsoft - display text
• https://www.microsoft.com - address at the same time display text
 LINK TO A WEBSITE
1. Opening PowerPoint Program. (Click Start button, type PowerPoint and press Enter).
2. Select the text, shape, or picture that you want to use a hyperlink.
3. Select Insert tab and in the Links group, click Link.
4. Select Existing File or Web page, and choose the:
• Text to display: type the text that you want to appear as hyperlink.
• ScreenTip: Type the text that you want to appear when the user hovers over the hyperlink (optional).
• Current Folder, Browsed Pages, or Recent Files: Select where you want to link to.
• Address: if you haven’t already selected a location above, insert the URL for the website you want to
link to.
5. Select OK.
 LINK A SLIDE IN THE SAME
PRESENTATION
1. Opening PowerPoint program. (click Start button, type PowerPoint and press Enter)
2. Select the text, shape, or picture that you want to use as a hyperlink.
3. Select Insert tab > Links group, click Link button and select an option:
• Place in This Document: Link to a specific slide in your presentation.
• Create New Document: Link from your presentation to another presentation.
• E-mail Address: Link a displayed email address to open up a user's email program.

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

You can also change the color of a hyperlink. If you want to change the
display text of a link to blue or any other color.
1. Select the hyperlink you want to re-color.
2. On the Home tab of the ribbon, select down arrow next to the Font Color
button to open the menu of colors.
3. Select the appropriate color that you want for the hyperlink.
MICROSOFT EXCEL
ELECTRONIC SPREADSHEET
refers to a collection of text and
numbers laid out in a rectangular grid.

It is an application program commonly used for

budgeting, inventory management, decision
making, forecasting and other finance-related
tasks. It replaces the traditional financial
modeling tools, the accountant’s columnar pad,
pencil and calculator. It a spreadsheet program,
data and formulas used to calculate those data are
entered into ledge-like forms (Spreadsheets or
Worksheets) for analysis, tracking, planning, or
“what-if” evaluations of the impact of real or
proposed changes on an economic strategy.
 A formula can contain any or all of the following: functions, references, operators
and constants. Always start the formula with an equal = sign.

Parts of a Formula
Functions Built-in formulas you can use to make your worksheet construction easier

References Returns the value of any cell, e.g.A8

Constants Numbers or text values entered directly into a formula such as 7, 6,1, etc.

The ^ (caret) operator raises a number to a power, e.g. =5^2

The * (asterisk) operator multiplies numbers, e.g. = 2*2
Operators
The + (plus) operator adds number, e.g. =5+9
The – (minus) operator subtracts numbers, e.g. =25 - 5
Excel Functions can be found by clicking the Home tab, go to Editing group and in the Formulas tab
click Function Library group.

Excel Functions Syntax (you may refer to Excel)

=SUM Calculates the sum of the values of a range of cells SUM( number1, [number2], ... )

=AVERAGE Computes for the average of the number of a range AVERAGE (number1, [number2], ... )

=MAX Gives the maximum value in a range of cells or values MAX( number1, [number2], ... )

=MIN Gives the minimum value in a range of cells or values MIN( number1, [number2], ... )

=COUNT Counts the cells with content in a range COUNT(value1,value2)

=COUNTIF Counts the cells with a specified content within a range COUNTIF(range,criteria)

=SUMIF Computes for the summation of a range if a certain condition is met SUMIF(range, criteria, [sum_range])

=IF Shows a series of calculations using the same formula but a different IF(logical_test,[value_if_true],[value_if_false])
value for each calculation to determine whether the formula is true or
false.

=AVERAGEIF Computes for the average of a range if a certain condition is met =AVERAGEIF(range,criteria, [average_range])

Date and Time Functions

TODAY( ) Inserts the current date

NOW ( ) Inserts both current date and time

WEEKDAY ( ) Returns the day of the week for a specific date

DAYS ( ) Calculates the number of days between two dates

 
Using Functions - Your Turn to Shine! (Please try performing the given example below)

=AVERAGE(E5:E8)

=MAX(B5:D8)
=MIN(B5:D8)
=COUNT(B5:D8)

=IF(D3>75,"PASSED", "FAILED")
 
USING VLOOKUP
H I J K L M N O

Excel has various lookup             Grade Table

functions that can be used
to look up values in             % of Quota GRADE
Range
  where table
  is
tables such as tax tables,         0% E
          located   80% D
discount tables, parts
            90% C
tables and grade tables.             110% B
VLOOKUP looks for a             120% A
value in the leftmost
column of a table, and EDUC QUOTA YTD SALES % OF QUOTA GRADE      
Column number of letter grades
then returns a value in the COLLEGE 500,000 600,000 120% A      
same row from a column
COLLEGE 500,000 40,000 80% D      
you specified. You define
the value which is COLLEGE 500,000 550,000 110% B      
lookup_value for the =vlookup( K12, N3:O7,2) =vlookup( K12,
N3:O7,2)
formula to look for. The
HLOOKUP and the COLLEGE 500,000 450,000
Search argument
90%   letter grades  
Column number of  

VLOOKUP are the two

most commonly used =vlookup(K12, N3:O7, 2)
lookup functions in
Excel. Range where table is located
 LOOKUP FUNCTIONS

Used when the table direction is horizontal or across the worksheet.

HLOOKUP

Used when the table direction is vertical or down the worksheet. Since most tables are vertical, this function is widely
used. The general form of this function is: =VLOOKUP(search argument, table range, column number)

VLOOKUP
THANK YOU