COMMON PRODUCTIVITY TOOLS
● MS WORD
● SPREADSHEET
● POWERPOINT
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● Demonstrate effective use of common
productivity tools by applying advanced
OBJECTIVES: features and techniques to enhance task
efficiency and output quality.
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What is a
word
processor?
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A word processor is a type of
software that enables the user to
create, edit, and format text using
various tools.
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Word Processors
It enables users to produce
documents that consist of
text and graphics.
It is widely used in different
kinds of industries.
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Examples of Word Processing Software
Microsoft Word Google Docs
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TITLE BAR
- appears at the top of
the program window
and displays the name
of the document and
the program. The
buttons on the right
side of the title bar are
used to get help;
change display of the
ribbon; minimize,
restore, maximize; and
close the program
window.
QUICK ACCESS
TOOLBAR
– appears on the
left side of the
Title bar and
contains frequently
used commands
that are
independent of the
tab displayed on
the ribbon.
RIBBON
– extends across the
top of the program
window, directly
below the Title Bar,
and consists of a set
of tabs, each of
which contains
groups of related
commands.
NAVIGATION
PANE
– appears on the
left side of the side
of the program
window and
enables you to
navigate long
documents, search
for specific text,
and reorganize
documents.
DOCUMENT
WINDOW
– appears below
the ribbon and
displays the
content of the
document.
CURSOR
– a blinking vertical
line that indicates
where text or
objects will be
inserted.
SCROLL BARS
– appear along the
right side and the
bottom of the
document window
and enable you to
scroll through the
document.
STATUS BAR
– appears at the
bottom of the program
window and displays
information about the
document (number of
pages & words). The
tools on the right side
of the status bar can
be used to display the
document in a variety
of views and to change
the zoom level.
RIBBON
RIBBON
The RIBBON is designed to help you quickly find the commands that you need to complete a task. It consists of a set of task-specific
tabs. The STANDARD TABS are visible at all times. Other tabs, know as CONTEXTUAL TABS, appear only when you create or select
certain types of objects (such as images or tables).
Quick Access Toolbar
QUICK ACCESS TOOLBAR provides quick access to commonly used commands and options.
By default, it is located on the left side of the Title Bar and displays the Save, Undo, and Redo
buttons.
There are various ways to add command to Quick
Access Toolbar:
1. Click the arrow on the right side of Quick Access
Toolbar and mark check on the command/s that
you want to add.
2. On the Ribbon, right-click the command that you
want to add, and then click add to quick
access toolbar.
There are various ways to remove command to Quick
Access Toolbar:
1. Click the arrow on the right side of Quick Access
Toolbar and uncheck on the command/s that you
want to remove.
2. On the Quick Access Toolbar, right-click the
command that you want to remove, and then
click remove to quick access toolbar.
Mini Toolbar
MINI TOOLBAR provides quick access to frequently used commands and appears whenever
you select text or right-click an object.
NAVIGATION PANE
NAVIGATION PANE – offers a quick
look at the structure of a document
and provides an easy way to
navigate long documents, search
for specific text, and reorganize
content.
HEADINGS – tab displays a list of all
the headings in a document.
PAGES – tab displays thumbnails of
all the pages in the document.
RESULTS – tab displays a list of
search results.
BACKSTAGE VIEW
FILE TAB – is used to display the backstage view which contains all
the commands related to managing files and customizing the
program. It provides an easy way to create, open, save, print, share,
export, and close files; view and update file properties; set
permissions; set program options; and more.
To exit the backstage view: Click the BACK button in the upper-left
corner of the backstage view.
FORMATTING TEXT
Text formatting includes font, font size, font color and font style and
effect.
Font Group
FONT LIST
FONT SIZE
LIST
Font Color
Text Highlight
Paragraph Group
Aside from a computer or
laptop, we can also use these
word processors with our
mobile devices.
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Word Processing Skills
Various typing tasks
require us to be adept at
producing text efficiently
depending on its purpose.
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Basic Word Processing Skills
● Keyboard and User Interface
Familiarization
● Typing Speed and Accuracy
● Page Layouting
● Text Formatting
● Inserting Objects
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Word processing software has varied
features.
Frequent practice will develop
familiarization and understanding.
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Unit 3: Word Processing Skills
Inserting and Manipulating Graphics
Inserting and Manipulating Graphics in Word Processor
Graphics are an important medium
of expression. It pertains to photos,
illustrations, shapes, or objects.
Visuals are often used in different
facets of life whether personal,
academic, or professional.
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The ability to manipulate
graphics in word
processors serves several
purposes: to educate, to
inform, to promote, to
advertise, and to entertain.
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Inserting and Manipulating Graphics in MS Word
Microsoft Word is the
most accessible and
known software for
word processing. We will
be using it to illustrate
the steps.
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For effective image content:
● If possible, choose a good quality photo
that is appropriate for your text.
● Make sure that your image is copyright
free or properly credited.
● Make adjustments only if necessary.
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Mail Merge and Label Generation
MAIL MERGE
Is a feature in Word where you can merge
boilerplate information (such as form letter) with
variable information (such as database of names
and addresses of customers.
This way, you can have documents that are almost
exactly the same: the substance of the documents
is the same for every customer, yet each document
is customized to a particular individual in your
database.
3 Main Components to a Mail Merge:
The main document that contains the boilerplate
information: text & graphics. It determines the format
of the resulting merged document; example: form
letter, envelopes or labels.
The data source that contains the variable information;
example: a list of names and addresses.
The merged document that contains the combination
of boilerplate text and variable information.
Process of Mail Merge:
1. Open or create the main document.
2. Open or create the data source.
3. Edit the main document.
4. Perform the merge
Flynn, Ida M. “Word Processing.”
Encyclopedia.com. April 13 2020.
Accessed May 22, 2020.
https://www.encyclopedia.com/science-
and-technology/computers-and-
electrical-engineering/computers-and-
computing/word-processing.
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