Exploring Microsoft 365 Introductory 2021, 1st edition By Mary Anne Poatsy Solution Manual

Type:

Solution Manual

Resource:

Exploring Microsoft 365 Introductory 2021

Edition:

1st Edition

Author(s):

Mary Anne Poatsy Keith Mulbery Jason Davidson Lynn Hogan Jerri Williams Amy M. Rutledge Diane Kosharek

Instructor’s Manual Exploring Microsoft 365 Access, Chapter 1 Resource

Available Instructor Resources File Name

Found

Student Data Files

Various, click link to see file list

Online Instructor Resource Center

Solution Files Answer Keys Matching Multiple Choice Concepts Checks

Various, click link to see file list

Online Instructor Resource Center

Scorecards

a01_answerkey_match.docx a01_answerkey_mc.docx a01_answerkey_concepts.docx a01p1Replace _scorecard.xlsx

Scoring Rubrics

a01 _rubric.docx

Annotated Solution Files Scripted Lecture (Script) Scripted Lecture Data Scripted Lecture Solution

a01p1Replace_annsolution.pdf a01_script.docx a01_script_data.accdb a01_script_solution.accdb

PowerPoint Presentation

a01_powerpoint_accessible.pptx

Testbank

a01_testbank.docx

Instructor's Manual (lesson plans incl.)

a01_instructormanual.docx

Assignment Sheet Prepared Exam (Chapter & App) Prepared Exam-Chap instruction Prepared Exam-Chap Data Prepared Exam-Chap Solution Prepared Exam-Chap Annotated Sol. Prepared Exam-Chap Scorecard Prepared Exam-App instruction Prepared Exam-App Data Prepared Exam-App Solution Prepared Exam-App Annotated Sol.

a01_assignsheet.docx a01_exam_chap_instruction.docx a01_exam_chap_data.accdb a01_exam_chap_solution.accdb a01_exam_chap_annsolution.pdf a01_exam_chap_scorecard.xlsx a01_cumexam_instruction.docx a01_cumexam_data.accdb a01_cumexam_solution.accdb a01_cumexam_annsolution.pdf a01_cumexam_scorecard.xlsx

Prepared Exam-App scorecard .n

Online Instructor Resource Center

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

Online Instructor Resource Center

File Guide Objective Map Grader Project Grader Instruction Grader Data Grader Solution Grader Annotated Solution Grader Scorecard

a01_fileguide.xlsx

Online Instructor Resource Center

a01_objectivesmap.xlsx

Online Instructor Resource Center

a01_grader_instruction.docx a01_grader_data.accdb a01_grader_solution.accdb a01_grader_annsolution.pdf a01_grader_scorecard.xlsx

Online Instructor Resource Center

CHAPTER OBJECTIVES When students have finished reading this chapter, they will be able to: • • • • • • •

Open, save, and enable content in a database Recognize database object types Modify, add, and save data Use database utilities Work with filters Perform sorts Create a database

CHAPTER OVERVIEW The students will be asked to create and modify accurate and effective charts. The students will learn that the chart is a visual representation of numerical data that compares data and helps reveal trends or patterns to help people make informed decisions. Students will create effective charts that depict data in a clear, easy-to-interpret manner. Students will learn that a chart needs to contain enough data to be useful without overwhelming the audience.

The major sections in this chapter are: 1. Databases Are Everywhere. In this section, the student will learn the fundamentals of organizing data in a database. The student will also learn the purpose of Access database objects and will examine the Access interface.

2. Filters and Sorts. In this section, students will learn how to use filters to create subsets of information that match specified criteria, how to organize data by sorting, and how to locate records in a table based on criteria.

3. Access Database Creation. In this section, students will learn to create a blank database, and how to create a database from a template.

CLASS RUN-DOWN 1. Have students turn in homework assignments. .n

2. Talk about the chapter using the discussion questions listed below.

3. Use a PowerPoint presentation to help students understand the chapter content.

4. Explain the concept of a database using familiar databases, such as a library catalog or telephone book.

5. Demonstrate and explain the objects in a database.

6. Run through the Scripted Lecture for the chapter. Give special attention to areas in which students might be challenged.

7. Have students complete the Capstone Exercise for Access Chapter 1.

8. Use MyITLab for in-class work or to go over homework.

9. Give students the homework handout for the next class period.

LEARNING OBJECTIVES At the end of this lesson students should be able to: • • • • • • • • • • • • • • • •

Open a Database Enable Content in a Database Save a Database with a New Name Recognize Database Object Types Understand Relationships between Tables Modify, Add, and Delete Records in a Table Back up a Database Print Information Use a Selection Filter to Find Exact Matches Use a Selection Filter to Find Records Containing a Value Use Filter by Form Sort Table Data Create a Blank Database Create a Database Using a Template Customize a Database Template Create a Table Using an Application Part

KEY TERMS Application part–A feature that enables you to add a set of common Access components to an existing database, such as a table, a form, and a report for a related task.

Back Up Database–A utility that creates a duplicate copy of the entire database to protect from loss or damage.

Compact and Repair Database–A utility that reduces the size of a database and fixes any errors that may exist in the file.

Database–A collection of data organized as meaningful information that can be accessed, managed, stored, queried, sorted, and reported.

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Database Management System (DBMS)–A software system that provides the tools needed to create, maintain, and use a database.

Datasheet view–A grid containing fields (columns) and records (rows) used to view, add, edit, and delete records.

Design View (form/report)–A view that gives users advanced design settings not available in Layout view (such as changing the tab order of a form), providing more control over the form and report design. Also used to create a new report or form from scratch by adding fields and controls manually to a blank object.

Design view (query)–A detailed view of a query’s structure and is used to create and/or modify a query’s design by specifying the tables, fields, and criteria required for output.

Design view (table)–A view that gives users a detailed view of the table’s structure and is used to create and modify a table’s design by specifying the fields it will contain, the fields’ data types, and their associated properties.

Field–The smallest data element contained in a table, such as first name, last name, address, and phone number.

Field property–A characteristic of a field that determines how it will look and behave.

Filter–A feature that enables users to specify conditions to display only those records that meet those conditions.

Filter By Form–A more versatile method of selecting data, enabling users to display records based on multiple criteria.

Form–A database object that is used to view data, add data to, or edit data in a table.

Macro–A stored series of commands that carry out an action; often used to automate simple tasks.

Microsoft Access–A relational database management system in which you can record and link data, query databases, and create forms and reports.

Module–An advanced object written using the VBA (Visual Basic for Applications) programming language.

Navigation Pane–An Access interface element that organizes and lists the objects in an Access database.

Object–An item, such as a picture or text box, that can be individually selected and manipulated in a document.

Primary key–The field (or combination of fields) that uniquely identifies each record in a table.

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Query–A question about the data stored in a database; answers provided in a datasheet.

Record–A group of related fields representing one entity, such as data for one person, place, event, or concept.

Relationship–A connection between two tables using a common field.

Report–A database document that outputs meaningful, professional-looking, formatted information from underlying tables or queries.

Selection filter–A method of selecting that displays only the records that match a criterion you select.

Sort–A feature that lists records in a specific sequence.

Table (Access)–The location where all data are stored in a database; organizes data into columns and rows.

Template (Access)–A predefined database that includes professionally designed tables, forms, reports, and other objects that you can use to jumpstart the creation of your database.

DISCUSSION QUESTIONS • • • • •

What would happen if a major company, such as a life insurance company lost all their data?

Why would you want to create a database that only allowed users to enter data, but not modify or delete entries?

When should the Back Up Database utility be used?

What is the benefit of a common field between related tables?

Why do tables need a primary key?

WHEN USING SCRIPTED LECTURE IN CLASS, DEMONSTRATE HOW TO: • • • • • • • • • • • • • •

Open a Database Save a Database with a New Name Navigate Through Records Understand Relationships between Tables Add Records in a Table Modify Records in a Table Delete Records from a Table Back Up a Database Print Database Information Use a Selection Filter to Find Exact Matches Use a Selection Filter to Find Records Containing a Value Use Filter By Form Sort Table Data Create a Database Using a Template .n

•

Customize a Database Template

CONNECTIONS PRACTICAL PROJECTS AND APPLICATIONS •

• • •

Divide students into groups. Have each group come up with as many types of databases as they can, i.e. online store, auto shop, sales representatives, company health insurance records. Have them share their results with the class.

Have students create a database table listing family names (first name only) and birthdays.

Explain how a hospital database might help doctors and their patients.

Explain the advantages a large department store would have from maintaining a database of products for sale.

TEACHING NOTES Databases Are Everywhere!

In this section, the student will learn the fundamentals of organizing data in a database, explore Access database objects and the purpose of each object, and examine the Access interface.

A. Opening, Saving, and Enabling Content in a Database • A database is a collection of data organized as meaningful information that can be accessed, managed, stored, queried, sorted, and reported.

• Access is a database management system, a software system that provides the tools needed to create, maintain, and use a database.

• Backstage view provides access to commands to open or create databases. ❖ Teaching Tips: To ensure a database file is trusted on the computer you are working on, enable the content. ❖ Teaching Tips: Use the Save As command on the Backstage view to resave a database using a new name.

B. Recognizing Database Object Types • An object is a component created and used to make the database function. Tables, queries, forms, and reports are examples of objects.

• The Navigation Pane is an interface element that organizes and displays a list of the objects in an Access database.

• All data are stored in database tables, which organize data into columns and rows.

• A field, represented by a column, is a category of information stored in the table.

• Rows in a table contain records, which are a set of all the fields about one person, place, event, or concept.

• A primary key is a field or combination of fields that uniquely identify each record in the table.

• Queries are questions asked about the data in a database.

• A form enables users to add, modify, and delete table data while preventing data entry errors.

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• • • ❖ ❖ ❖ ❖ ❖ ❖ ❖ ❖ ❖

A report contains information from underlying tables or queries presented in a professional-looking, formatted format.

Field properties define the characteristics of a field.

A relationship connects two tables using a common field.

Teaching Tips: Buttons displaying a double arrow pointing left or right are used to hide and unhide the Navigation Pane.

Teaching Tips: Demonstrate the Access interface.

Teaching Tips: Demonstrate how to switch between open objects on the Navigation Pane.

Teaching Tips: Demonstrate a table in Datasheet view and Design view.

Teaching Tips: Explain how the Navigation bar provides information about the table, including the number of records in the table, and the current record number.

Teaching Tips: Show how to use the Find command to search a single field.

Teaching Tips: Demonstrate a table in Design view, and how to change to other views.

Teaching Tips: Demonstrate how to rename a table.

Teaching Tips: Demonstrate the Relationships view.

C. Modifying, Adding, and Saving Data • Databases are kept current when records are modified to update, add, or delete records. ❖ Teaching Tips: Demonstrate how to add records to a table in Datasheet view. ❖ Teaching Tips: Demonstrate how to delete records in a table. ❖ Teaching Tips: Explain how data is entered and updated, the changes are automatically saved to the storage location specified when the database was saved. ❖ Teaching Tips: Users will only be prompted to save if the changes are made to the design of the table.

D. Using Database Utilities • A database utility makes the process of maintaining the database easier.

• Utilities included with Access are Back Up Database, Compact and Repair a Database, Print Information, and Split Database.

• Preview work before printing, so you have the opportunity to correct errors without wasting paper. ❖ Teaching Tips: Explain the need to back up a database before making changes to tables. ❖ Teaching Tips: Demonstrate the Back Up Database utility. ❖ Teaching Tips: Demonstrate the Compact and Repair a Database utility. ❖ Teaching Tips: Demonstrate how to print reports. ❖ Teaching Tips: Demonstrate how to print a table in Datasheet view.

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Filters and Sorts In this section, students will learn how to use filters to create subsets of information that match one or more criteria, how to organize data by sorting on single or multiple categories, and how to locate records in a table based on criteria.

A. Working with Filters • A filter enables you to display records that meet specific conditions.

• A Selection Filter displays in Datasheet view only the records that exactly match a selected criterion.

• Filter By Form allows users to display records based on multiple criteria. ❖ Teaching Tips: Demonstrate using a Selection filter to find an exact match on any field in Datasheet view. ❖ Teaching Tips: Explain the use of the Toggle Filter command to remove the filter and display all the records in the table. ❖ Teaching Tips: Only one filter can be applied at a time. Applying another filter to a filtered dataset removes the first filter. ❖ Teaching Tips: Show how to find records that contain a criterion using a Selection filter. ❖ Teaching Tips: Demonstrate how to use the Filter by Form method of selecting data. ❖ Teaching Tips: Explain that one advantage of Filter By Form is that comparison operators can be used as criterion. Example: Employees hired after a specific date.

B. Performing Sorts • Sorting lists records in a specific sequence, adds organization to data, and makes records easier to understand.

• The first field selected for sorting is the primary sort. Additional sorts are secondary. A table is sorted in the order in which the columns are listed.

• Teaching Tips: Demonstrate how to sort data in a table by one criterion.

• Teaching Tips: Demonstrate moving a field to make a column the primary sort field.

Access Database Creation In this section, students will learn to create a database from a blank database, how to create a database from a template, and how to modify a database to their specifications.

A. Creating a Database • Two methods of creating a database are creating a blank database and creating a database from a template.

• A template is a predefined database that includes professionally designed tables, forms, reports, and other objects that you can use to simplify the creation of your new database.

• A database can be used to create a template to enable it to be reused in the future with the same tables, forms, and reports already created.

• An application part is a set of common Access components provided by Microsoft that users can add to an existing database, such as tables, forms, or reports. ❖ Teaching Tips: Demonstrate creating a blank database. .n

❖ Teaching Tips: Demonstrate creating a database from a template. ❖ Teaching Tips: In Backstage view, show students the available database templates. ❖ Teaching Tips: Demonstrate that a database template can be used as any other Access database. ❖ Teaching Tips: Demonstrate adding an application part to a database.

OBJECTIVE TESTS IN MYITLAB To find an objective test to help your students practice for tests, have them sign in to MyITLab: www.myitlab.com.

ADDITIONAL WEB RESOURCES 1. Intro to Access: https://support.office.com/en-us/article/video-what-is-access-f2338765ff59-4cfc-b8ba-74059fcb1874?wt.mc_id=otc_access 2. Get Started with Databases: https://support.office.com/en-us/article/video-get-startedwith-databases-457013e7-f75d-48a9-bc8a-4b816436a5a0?ui=en-US&rs=en-US&ad=US 3. Get to Know Database Objects: https://support.office.com/en-us/article/video-get-to-knowdatabase-objects-020bfb91-394e-4555-84a4-5b0fd673e6d6?ui=en-US&rs=en-US&ad=US 4. Create a Database in Access: https://support.office.com/en-us/article/create-a-database-inaccess-f200d95b-e429-4acc-98c1-b883d4e9fc0a?wt.mc_id=otc_access 5. Add a Primary Key: https://support.office.com/en-us/article/add-a-primary-key-to-a-tablein-access-c6055b7f-4dfe-4516-901c-95272d74a6ff?ui=en-US&rs=en-US&ad=US 6. Back Up Your Database: https://support.office.com/en-us/article/backup-your-database-inaccess-43c2c55d-b799-40b7-a724-12e50c106bf4?ui=en-US&rs=en-US&ad=US 7. Create a Query, Form, or Report in Access: https://support.office.com/en-us/article/createa-query-form-or-report-in-access-04eb597f-cb77-47be-83ed-1b8325b34cde?ui=enUS&rs=en-US&ad=US 8. Access Video Training: https://support.office.com/en-us/article/access-video-traininga5ffb1ef-4cc4-4d79-a862-e2dda6ef38e6?ui=en-US&rs=en-US&ad=US

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PROJECTS AND EXERCISES Data file

Save As

Hands-On Exercise 1

a01h1Traders.accdb

a01h1Traders_LastFirst.accdb a01h1Traders_LastFirst_CurrentDate.accdb

Hands-On Exercise 2

a01h1Traders_LastFirst.accd b

a01h2Traders_LastFirst.accdb

Hands-On Exercise 3

a01h2Traders_LastFirst

a04h3Traders_LastFirst.accdb

Practice Exercise 1

a01p1Replace.accdb

a01p1Replace_LastFirst.accdb a01p1Replace_LastFirst_CurrentDate.accdb

Practice Exercise 2

a01p2Coffee.accdb

a01p2Coffee_LastFirst.accdb a01p2Coffee_LastFirst_CurrentDate.accdb

Practice Exercise 3

Nutrition Tracking Template

a01p3Nutrition_LastFirst.accdb a01p3Nutrition_LastFirst_CurrentDate.accdb

Mid-Level Exercise 1

a01m1HomeSales.accdb

a01m1HomeSales_LastFirst.accdb a01m1HomeSales_LastFirst_CurrentDate.accdb

Mid-Level Exercise 2

a01m2NatConf.accdb a01m2Analysis.docx

a01m2NatConf_LastFirst.accdb a01m2NatConf_LastFirst_CurrentDate.accdb a01m2Analysis_LastFirst.docx

BYC General

a01r1NCCTS.accdb

a01r1NCCTS_LastFirst.accdb a01r1NCCTS_LastFirst_CurrentDate.accdb

BYC Disaster Recovery

a01d1Lugo_Backup.accdb

a01d1Lugo_LastFirst.accdb

Capstone

a01c1Loans.accdb

a01c1Loans_LastFirst.accdb a01c1Loans_LastFirst_CurrentDate.accdb

CHAPTER REVIEW/ANSWERS TO END OF CHAPTER MATERIAL Key Terms Matching Answer Key 1. A method which enables you to specify conditions to display only those records that meet certain conditions.

G. Filter 2. An Access object that simplifies entering, modifying, and deleting table data.

I. Form .n

3. An object used to store data, organizing data into columns and rows.

S. Table 4. A method of listing records in a specific sequence (such as alphabetically).

R. Sort 5. A predefined database that includes professionally designed tables, forms, reports, and other objects.

T. Template 6. A question the user asks about the data in a database.

M. Query 7. An Access interface element that organizes and lists database objects in a database.

J. Navigation Pane 8. A filtering method that displays records based on multiple criteria.

H. Filter by Form 9. A set of common Access components that can be added to an existing database.

A. Application part 10. An object that contains professional-looking, formatted information from underlying tables or queries.

P. Report 11. A main component that is created and used to make a database function, such as a table or form.

K. Object 12. A complete set of all the fields about one person, place, event, or concept.

N. Record 13. The field (or combination of fields) that uniquely identifies each record in a table.

L. Primary key 14. A connection between two tables using a common field.

O. Relationship 15. A collection of data organized as meaningful information that can be accessed, managed, stored, queried, sorted, and reported.

B. Database 16. View that enables the user to create and modify a table design.

E. Design view 17. A grid that enables the user to add, edit, and delete the records of a table. .n

D. Datasheet view 18. A piece of information stored in a table, such as a company name or city.

F. Field 19. A software system that provides the tools needed to create, maintain, and use a database.

C. Database Management System (DBMS) 20. A filtering method that displays only records that exactly match selected criteria.

Q. Selection filter Multiple Choice Answer Key 1. All of the following are examples of an Access object except? c. Record 2.

Where are data in stored in a database? d. Table

3.

You edit several records in an Access table. When should you execute the Save command? c. Records are saved automatically; the save command is not required.

4.

Which of the following is not true of an Access database? c. Every table in a database contains the same number of records as every other table.

5.

Which of the following is true regarding table views? d. Changes made in Datasheet view are automatically saved when you move the insertion point to a different record.

6.

Which of the following utilities is used to recover in the event of loss or damage? a. Back Up Database

7.

Which of the following would be matched if you use a Selection filter’s exact match option for the title “Manager”? c. Manager and MANAGER

8.

Which of the following conditions is available through a Selection filter? a. Equal condition

9.

All of the following statements are true about creating a database except: d. The objects provided in a template cannot be modified. .n

10. To add a predefined table to an existing database, you should use which of the following? a. Application part Quick Concept Check Answer Key 1. Describe each of the four main types of objects in an Access database.

Tables store the data in the database.

Queries are used to display only records that meet certain conditions and only the fields that you require.

Forms give the user a way of entering data into the database.

Reports enable the user to present professional-looking information from tables or queries 2. Discuss the difference between Datasheet view and Design view in a table.

The Datasheet view is a grid containing columns (fields) and rows (records), similar to an Excel spreadsheet in which the user can view, add, edit, and delete rows/records. The Design view gives the user a detailed view of the table’s structure and is used to create and modify a table’s design by specifying the fields it will contain, the fields’ data types, and their associated properties.

3. Explain why it is important to define data types in Access.

Data types define the type of data that will be stored in a field, such as short text, numeric, currency, date/time, etc. Defining the type of data is important because Access will behave a specific way based on the type of data the field contains. Each field’s data type determines the type of input accepted.

4. Explain the purpose of using the compact and repair utility.

Occasionally, Access databases experience corruption. Database corruption occurs when the data is stored improperly, resulting in the loss of data or database functionality. With everyday use databases may become corrupt, so Access provides the Compact and Repair Database utility. Compact and Repair Database reduces the size of a database and fixes any errors that may exist in the file.

5. Explain the purpose of creating a filter.

A filter enables you to view a subset of records based on specified criteria.

6. Explain the difference between a Selection filter and a Filter By Form.

A Selection filter lets you filter records by a single field while Filter by Form lets you filter records based on multiple criteria.

7. Discuss the benefits of sorting records in a table.

Sorting enables you to list records in a specific sequence, such as alphabetically by last name, making information easier to locate and organizing the data.

8. Explain why you would use a new blank database as opposed to using a template.

A person might create a new blank database due to specific requirements, because already existing data wouldn’t necessarily fit with any existing templates. .n

9. Discuss two benefits of using a template to create a database.

Using a template saves time because it jumpstarts database creation. It also helps a new Access user become familiar with database design.

10. Explain the purpose of using an application part.

An application part enables you to add a set of common Access components to your database, such as a table, a form, and a report for a related task.

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Instructor’s Manual Exploring Microsoft 365 Access, Chapter 2 Resource

Available Instructor Resources File Name

Found

Student Data Files

Various, click link to see file list

Online Instructor Resource Center

Solution Files Answer Keys Matching Multiple Choice Concepts Checks

Various, click link to see file list

Online Instructor Resource Center

Scorecards

a02_answerkey_match.docx a02_answerkey_mc.docx a02_answerkey_concepts.docx a02_p1Books_scorecard.xlsx

Scoring Rubrics

a02 _rubric.docx

Annotated Solution Files Scripted Lecture (Script) Scripted Lecture Data Scripted Lecture Solution

a02p1Books_annsolution.pdf a02_script.docx a02_script_data.accdb a02_script_solution.accdb

PowerPoint Presentation

a02_powerpoint_accessible.pptx

Testbank

a02_testbank.docx

Instructor's Manual (lesson plans incl.)

a02_instructormanual.docx

Assignment Sheet Prepared Exam (Chapter & App) Prepared Exam-Chap instruction Prepared Exam-Chap Data Prepared Exam-Chap Solution Prepared Exam-Chap Annotated Sol. Prepared Exam-Chap Scorecard Prepared Exam-App instruction Prepared Exam-App Data Prepared Exam-App Solution Prepared Exam-App Annotated Sol. Prepared Exam-App scorecard

a02_assignsheet.docx a02_exam_chap_instruction.docx a02_exam_chap_data.accdb a02_exam_chap_solution.accdb a02_exam_chap_annsolution.pdf a02_exam_chap_scorecard.xlsx a02_cumexam_instruction.docx a02_cumexam_data.accdb a02_cumexam_solution.accdb a02_cumexam_annsolution.pdf a02_cumexam_scorecard.xlsx

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Online Instructor Resource Center

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

Online Instructor Resource Center

File Guide Objective Map Grader Project Grader Instruction Grader Data Grader Solution Grader Annotated Solution Grader Scorecard

a02_fileguide.xlsx

Online Instructor Resource Center

a02_objectivesmap.xlsx

Online Instructor Resource Center

a02_grader_instruction.docx a02_grader_data.accdb a02_grader_solution.accdb a02_grader_annsolution.pdf a02_grader_scorecard.xlsx

Online Instructor Resource Center

CHAPTER OBJECTIVES When students have finished reading this chapter, they will be able to: • • • • • • • • • • •

Design a table Create and modify tables and work with data Import data from external sources Establish table relationships Create a single-table query Use the Query Wizard Specify query criteria Specify query sort order and run a query Copy and modify a query Create a multitable query Modify a multitable query

CHAPTER OVERVIEW The students will be asked to analyze existing records before they are converted into an Access application. Students also will be asked to create a sample Access database made up of customers, accounts, and the bank’s respective branches.

The major sections in this chapter are: 1. Table Design, Creation, and Modification. In this section, the student will learn to design a table, create a table in Datasheet view, delete a field, set a primary key, work with field properties, create a new field in Design view, and modify the table in Datasheet view.

2. Multiple-Table Databases. In this section, students will learn how to import data from an external source into a database, modify an imported tables’ design, and add data to an imported table. Students also will learn to establish table relationships and enforce and test referential integrity.

3. Single-Table Queries. In this section, students will learn to use the Simple Query Wizard and specify query criteria in Query Design view. Students also will learn to specify query sort order, run a query, copy and modify a query, and change query data. .n

4. Multitable Queries. In this section students will learn to add additional tables and fields to an existing query and create a multitable query from scratch. Students also will learn to modify a multitable query by adding and deleting fields and use a Total Row to summarize data.

CLASS RUN-DOWN 1.

2.

3.

4.

5.

6.

7.

Have students turn in homework assignments.

Talk about the chapter using the discussion questions listed below.

Use a PowerPoint presentation to help students understand the chapter content.

Explain table design, creation, and modification.

Demonstrate and explain how to import external data into a database.

Demonstrate how to use the Query Wizard single and multitable queries.

Run through the Scripted Lecture for the chapter. Give special attention to areas in which students might be challenged.

8. Have students complete the Capstone Exercise for Access Chapter 2.

9. Use MyITLab for in-class work or to go over homework.

10. Give students the homework handout for the next class period.

LEARNING OBJECTIVES At the end of this lesson students should be able to: • • • • • • • • • • • • • • • • • • • • • • •

Design a Table Create a Table in Datasheet View Delete a Field Set a Table’s Primary Key Work with Field Properties Create a New Field in Design View Modify the Table in Datasheet View Import Excel Data Import Access Data Modify an Imported Table’s Design Add Data to an Imported Table Establish Table Relationships Enforce and Test Referential integrity Create a Single-Table Query Use the Simple Query Wizard Use Query Design View Specify query Criteria Specify query Sort Order Run a Query Copy and Modify a Query Change Query Data Add Additional Tables and Fields to an Existing Query Create a Multitable query from Scratch .n

• • •

Modify a Multitable Query Add and Delete Fields in a Multitable Query Use a Total Row to Summarize Data in a Query

KEY TERMS AND logical operator (condition)–A condition in a query, returns only records that meet all criteria.

AutoNumber–A number that automatically increments each time a record is added.

Caption property–A property that is used to create a more understandable label than a field name that displays in the top row in Datasheet view and in forms and reports.

Cascade Delete Related Records–When the primary key value is deleted in a primary table, Access will automatically delete all records in related tables that contain values that match the primary key.

Cascade Update Related Fields–An option that directs Access to automatically change all foreign key values in a related table when the primary key value is modified in a primary table.

Comparison operator–An operator such as greater than (>), less than (<), greater than or equal to (>=), and less than or equal to (<=) used to limit query results that meet the criteria.

Criteria row–A row in the query design grid that determines which records will be selected.

Data redundancy–The unnecessary storing of duplicate data in two or more tables.

Data type–Determines the type of data that can be entered and the operations that can be performed on that data.

Field property–A characteristic of a field that determines how it will look and behave.

Foreign key–A field in a related table that is the primary key of another table.

Input mask–Simplifies data entry by providing literal characters that are typed for every entry.

Join line–A line used to create a relationship between two tables using a common field.

One-to-many relationship–When the primary key value in the primary table can match many of the foreign key values in the related table.

OR condition–A query condition that returns records meeting any of the specified criteria.

Referential integrity–Rules in a database that are used to preserve relationships between tables when records are added, deleted, or changed.

Simple Query Wizard–Provides a step-by-step guide to help you through the query design process.

Validation rule–Checks the data for allowable value when the user exits the field. .n

Wildcard–A special character that can represent one or more characters in the criterion of a query.

DISCUSSION QUESTIONS • • • • •

Explain the relationship of the primary key in one table to the foreign key in a related table.

Explain how table relationships can be viewed and corrected when necessary.

What is redundant data? Why is it a problem?

Give an example when you would use the OR condition in a query.

What is the advantage of printing a Relationship Report before creating queries?

WHEN USING SCRIPTED LECTURE IN CLASS, DEMONSTRATE HOW TO: • • • • • • • • • • • • • • • • • • • • • • • • • •

Design a Table Create a Table in Datasheet View Delete a Field Set a Table’s Primary Key Work with Field Properties Create a New Field in Design View Modify the Table in Datasheet View Import Excel Data Import Access Data Modify an Imported Table’s Design Add Data to an Imported Table Establish Table Relationships Enforce and Test Referential Integrity Create a Single-Table Query Use a Simple Query Wizard Use Query Design View Specify Query Criteria Specify Query Sort order Run a Query Copy and Modify a Query Change Query Data Add Additional Tables and Fields to an Existing Query Create a Multitable Query from Scratch Modify a Multitable Query Add and Delete Fields in a Multitable Query Use a Total Row to Summarize Data in a Query

CONNECTIONS PRACTICAL PROJECTS AND APPLICATIONS •

Give students a printout listing tables and their fields. Ask them to identify primary and foreign keys for each table.

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•

•

•

On the board, have students create a database table listing books, author name, publisher name, and price. (Amazon is a great resource.) What kinds of queries might be run on this single table?

Divide the class into groups. Using a fictitious hospital, have each group come up with as many tables as they can think of that would be needed in administering the hospital. Have them share their results with the class.

Have students come up with possible reasons for query errors.

TEACHING NOTES Table Design, Creation, and Modification In this section, the student will learn the essentials of good table design. Students also will learn to create and refine tables by changing the properties of various fields.

•

A table is a collection of records. Each record is made up of fields that contain bits of information about that record.

• Plan necessary fields for each table before starting to build.

• Determine types of data each field will store.

• Determine the order of the fields.

• Determine the primary key.

A. Designing a Table • Determine what reports might be necessary to ensure the correct fields are included in the table.

• Create a rough draft of tables and fields for the database.

• Design for the future too. Try to anticipate future needs.

• Break data down to the smallest part. Instead of customer_name, use customer_last and customer_first.

• Determine primary keys.

• Plan for common fields between tables (foreign keys) for building relationships between tables.

• Design tables to accommodate calculations. ❖ Teaching Tips: Create a rough draft of tables and fields for the database. ❖ Teaching Tips: Avoid data redundancy that can lead to errors in the data. ❖ Teaching Tips: Common fields between tables must have the same data type.

B. Creating and Modifying Tables and Working with Data • Tables can be modified to include new fields or to change existing fields.

• Field names should be descriptive of the data.

• Determine data type when creating fields.

• Set the primary key.

• Determine foreign keys (common fields) on related tables.

• Set field properties.

• The field size determines the amount of space a field uses in a database. .n

• Design view is used to create and modify the table structure.

• Datasheet view is used to add, edit, and delete records. ❖ Teaching Tips: Field names can be 64 characters in length, including letters, numbers, and spaces. ❖ Teaching Tips: Field names cannot begin with a leading zero. ❖ Teaching Tips: Field properties define the characteristics of a field. ❖ Teaching Tips: Access does not require a primary key for each table. ❖ Teaching Tips: If a field name is cut off in Datasheet view, widen the column to display the entire name. ❖ Teaching Tips: When in Design view, use the F6 function key to toggle to the field properties for the selected field.

Multiple-Table Databases In this section, students will learn how to import data from Excel and Access to populate a database.

Students also will learn to modify tables, create indexes, create relationships between tables, and enforce referential integrity.

A. Importing Data from External Sources • Data from Excel spreadsheets, other Access databases, and text files, such as .csv (comma delimited text files) can be sources for importing data to Access.

• To use an outside source without importing the data into Access, link to it from within your database.

• When Excel worksheets are imported into Access, the column headings will be field names in the Access Table.

• Tables, queries, forms, reports, pages, macros, and modules from other Access databases can be imported into your database.

• Modifications may be required for imported tables using Design view to modify data types, field sizes, and other properties. ❖ Teaching Tips: After a table is imported and modified to work well with your database, use the Datasheet view to add new data or modify existing records.

B. Establishing Table Relationships • Establishing table relationships provides the benefit of combining data from related tables to create queries, forms, and reports.

• Referential integrity preserves relationships between tables when records are added, deleted, or changed.

• If referential integrity is enforced, a value must exist in the primary key field of the primary table before it can be entered as a foreign key value in a related table.

• When you select the Cascade Update Related Fields and Cascade Delete Related Records options, Access updates automatically when a record containing the primary key value is added or deleted. This can cause data to be lost.

• A one-to-many relationships means the primary key value in the primary table matches many of the foreign key values in a related table. .n

•

The Relationships window uses join lines to show which fields are related in a relationship. ❖ Teaching Tips: When referential integrity is set between tables, common fields must have the same data type. ❖ Teaching Tips: Be careful changing data types, since data can be lost.

Single-Table Queries In this section, students will learn to use the Simple Query Wizard and Query Design view to create queries from one table.

A. Creating a Single-Table Query • A query questions a database about the data stored inside and provides answers to the questions by creating subsets or summaries of data in a datasheet.

• Queries can be copy, modified, and exported to other databases.

• Queries update automatically as data changes in the underlying database tables and can be based on a single table or multiple tables.

• Changes made in the query subset are reflected in the underlying table the query is based upon.

• Changes made in tables are automatically mirrored in queries based on those tables.

• A Select query limits output to a specific value or subset from the original table data. ❖ Teaching Tips: When creating a query, start by identifying the table that contains the data you need. ❖ Teaching Tips: You can add, modify, or delete records from a Datasheet view of a query. ❖ Teaching Tips: In Query Design view, the Criteria row is used to set the rules that control which records will be selected. ❖ Teaching Tips: If a query doesn’t provide the expected results, you can return to Design view, make changes, and run the query again.

B. Using the Query Wizard • The Simple Query Wizard is a step-by-step process that guides users through query design.

• The wizard allows you to select a table or query, select necessary fields, choose between a detail or summary query, and name the query.

C. Specifying Query Criteria • Criteria limit (or filter) the records to display only those required in the query results.

• Delimiters, special characters that surround a criterion’s value, may be required based on the field’s data type. Text requires quotation marks and dates require pound sign (#) delimiters.

• Wildcards, special characters that represent one or more characters in a text value, can be used in the Criteria row of a query.

• Comparison operators (=,<>,>,<,>=,>=) can be used in query criteria to limit the results to only records that meet the criteria, such as students aged 18 years or higher (>=18).

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•

The BETWEEN operator specified inclusive values in a range, such as BETWEEN 12 AND 15.

• Null is the term Access used for a blank field. Not Null is the term for a populated field.

• The AND condition or logical operator is used to display results that meet all specified criteria.

• The OR condition (logical operator) is used to display results that meet only one of the specified criteria. The NOT logical operator displays all results that do not meet the criteria. ❖ Teaching Tips: Discuss errors that are common in creating queries. ❖ Teaching Tips: Discuss the wildcard characters and how they are used (*,?,[], [!]).

D. Specifying Query Sort Order and Running a Query • The order of records in a query’s Datasheet view is determined by the query sort order.

• It may be necessary to rearrange files or add and delete columns in the query design grid to modify sort order. ❖ Teaching Tips: Save the query before running it. ❖ Teaching Tips: Demonstrate different ways to run a query.

E. Copying and Modifying a Query • If you need the same tables in fields in a new query, duplicate a current query to save time.

• Give the duplicate query a new name and modify the criteria to give the correct results.

Multitable Queries In this section, students will learn different ways to create and modify multitable queries.

A. Creating a Multitable Query • To create a multitable query, the tables must have a relationship.

• Multitable queries can be created by adding additional tables and fields to an existing query, copying an existing query and modifying it, and creating it from scratch using the Query Wizard or the Query Design tool. ❖ Teaching Tips: Verify relationships between tables before creating the query. ❖ Teaching Tips: Print the Relationship Report for easy reference while creating a multitable query.

B. Modifying a Multitable Query • To modify a multitable query use the same methods that you used for single-table queries.

• When tables are not related, temporary join lines can be established for a query.

However, permanent join lines, or relationships, are preferred.

• If two tables do not have a relationship, but both have a relationship with a third table, add the third table to the query design.

• In Design view, add a Total row to summarize values in the query. ❖ Teaching Tips: Relationships between tables are inherited from the database. ❖ Teaching Tips: Explain the Total row functions, such as Sum, Average, and Count. .n

OBJECTIVE TESTS IN MYITLAB To find an objective test to help your students practice for tests, have them sign in to MyITLab: www.myitlab.com.

ADDITIONAL WEB RESOURCES 1. Create a Access Desktop Database: https://support.office.com/en-us/article/video-createan-access-desktop-database-1446ab07-b54a-4b8a-b38e-63bb5db8f9da?ui=en-US&rs=enUS&ad=US 2. Build Tables and Set Data Types: https://support.office.com/en-us/article/video-buildtables-and-set-data-types-997c250d-aec6-4430-8de5-a08671e13921?wt.mc_id=otc_access 3. Build Tables with Table Designer: https://support.office.com/en-us/article/video-buildtables-with-the-table-designer-ac5a2bfb-4537-469c-858050eb24053383?ocmsassetID=ac5a2bfb-4537-469c-8580-50eb24053383&ui=en-US&rs=enUS&ad=US 4. Get Started with Table Relationships: https://support.office.com/en-us/article/video-getstarted-with-table-relationships-728d53ff-f332-4ac6-9382574ee271500a?wt.mc_id=otc_access 5. Copy Data from Excel: https://support.office.com/en-us/article/video-copy-data-from-excelb0bee2b9-e721-4332-869d-51fc9180f411?wt.mc_id=otc_access 6. Get Started with Queries: https://support.office.com/en-us/article/video-get-started-withqueries-07e75b65-5eda-414f-b822-ea4e7aaf1ccb?wt.mc_id=otc_access

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PROJECTS AND EXERCISES Data file

Save As

Hands-On Exercise 1

Blank Database

a02h1Bank_LastFirst.accdb

Hands-On Exercise 2

a02h1Bank_LastFirst.accdb a02h2Accounts.accdb

a02h2Bank_LastFirst.accdb

Hands-On Exercise 3

a02h2Bank_LastFirst

a02h3Bank_LastFirst.accdb

Hands-On Exercise 4

a02h3Bank_LastFirst.accdb

a02h4Bank_LastFirst.accdb

Practice Exercise 1

Blank Database

a02p1Books_LastFirst.accdb

Practice Exercise 2

a02p2Insurance.accdb a02p2Employees.accdb

a02p2Insurance_LastFirst.accdb

Mid-Level Exercise 1

a02m1Games.accdb

a02m1Games_LastFirst.accdb

Mid-Level Exercise 2

a02m2Hotel.accdb a02m2Location.xlsx

a02m2Hotel_LastFirst.accdb

BYC General

a02r1NCCTS.accdb

a02r1NCCTS_LastFirst.accdb

BYC Disaster Recovery

a02d1Traders.accdb

a02d1Traders_LastFirst.accdb

Capstone

a02c1Foodies.accdb a02c1Products.xlsx a02c1Suppliers.xlsx

a02c1Suppliers_LastFirst.accdb

CHAPTER REVIEW/ANSWERS TO END OF CHAPTER MATERIAL Key Terms Matching Answer Key 1. Connects two tables together by their common field in the Relationships window. m. Join line 2. The unnecessary storing of duplicate data in two or more tables. h. Data redundancy 3. Determines the type of data that can be entered and the operations that can be performed on that data. i. Data type .n

4. A number that automatically increments each time a record is added. b. AutoNumber 5. A field in one table that is also the primary key of another table. k. Foreign key 6. Characteristic of a field that determines how it looks and behaves. j. Field property 7. Used to create a more understandable label than a field name label that displays in the top row in Datasheet view and in forms and reports. c. Caption property 8. Checks the data for allowable value when the user exits the field. s. Validation rule 9. Simplifies data entry by providing literal characters that are typed for every entry. l. Input mask 10. Rules in a database that are used to preserve relationships between tables when records are changed. q. Referential integrity 11. An option that directs Access to automatically update all foreign key values in a related table when the primary key value is modified in a primary table. e. Cascade Update Related Fields 12. When the primary key value is deleted in a primary table, Access will automatically delete all foreign key values in a related table. d. Cascade Delete Related Records 13. When the primary key value in the primary table can match many of the foreign key values in the related table. n. One-to-many relationship 14. Enables you to ask questions about the data stored in a database and provides answers to the questions in a datasheet. p. Query 15. A row in the Query Design grid that determines which records will be selected. .n

g. Criteria row 16. Provides a step-by-step guide to help you through the query design process. r. Simple Query Wizard 17. Special character that can represent one or more characters in the criterion of a query. t. Wildcard 18. Uses greater than (>), less than (<), greater than or equal to (>=), and less than or equal to (<=), etc. to limit query results that meet these criteria. f. Comparison operator 19. Returns only records that meet all criteria. a. AND condition 20. Returns records meeting any of the specified criteria. o. OR condition

Multiple Choice Answer Key 1. All of the following are suggested guidelines for table design except: c. avoid date arithmetic.

2. Which of the following determines the amount of space a field uses in the database? a. Field size 3. When entering, deleting, or editing data: b. the table must be in Datasheet view.

4. With respect to importing data into Access, which of the following statements is true? c. You can assign a primary key while you are importing Excel data.

5. The main reason to set a validation rule in Access is to: a. limit the entry of incorrect values in a table.

6. An illustration of a one-to-many relationship would be: b. a customer may have more than one account in an accounts table.

7. A query’s specifications as to which records to include must be entered on the: d. Criteria row of the query design grid.

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8. When adding date criteria to the Query Design view, the dates you enter will be delimited by: b. pound signs (#).

9. It is more efficient to make a copy of an existing query rather than to create a new query when which of the following is true? b. The existing query and the new query use the same tables and fields.

10. Which of the following is true for the Query Wizard? a. No criteria can be added as you step through the Wizard.

Quick Concept Check Answer Key 1. Explain why it is important to “Plan for common fields” when designing database tables.

Common fields will enable you to create relationships in the database. Setting relationships will help you to extract data from more than one table when creating queries, forms, and reports.

2. Consider why it is important to set a primary key in a table.

When designing your database tables, it is important to determine the primary key because this is the field whose values will uniquely identify each record in a table. For example, in a Customers table, the CustomerID field will uniquely identify each customer in the database.

The primary key enables you to join the table to a related table via a common field and is indexed for faster data retrieval.

3. Discuss how the Validation Rule field property helps to control data entry and why that is important.

The Validation Rule property restricts data entry in a field to ensure that correct data are entered. The validation rule checks the data entered when the user exits the field. If the value entered violates the validation rule, an error message displays and prevents the invalid data from being entered into the field. For example, you can set a validation rule that prevents users from entering invalid dates or values outside of a specific range.

4. Describe a scenario that may require you to import an Access table into your database.

If there is an object in an external database (such as a table) that contains valuable data or suits another purpose in your application, there is no need to recreate it entirely. You can import an existing table’s design only or a table with usable data into your database. A common scenario would be a Customers table that exists in a different database that contains data that is applicable to yours.

5. Discuss the purpose of enforcing referential integrity between two tables. .n

Referential integrity helps to guarantee consistency between related tables by enforcing rules in a database that are used to preserve relationships between tables when records are added, deleted, or changed. The purpose is to disallow a value in a related table that does not exist in a primary table; for example, entering an account for a customer who does not exist in the Customers table.

6. Explain why you would you use the Cascade Update option when setting a relationship.

You would use the Cascade Update Related Fields option so that when the primary key value is modified in a primary table, Access will automatically update all foreign key values in a related table. For example, if you change a CustomerID value in a Customers table, it will automatically update to his/her related accounts or orders or any other related table.

7. Describe two database tables that you might design that would contain a one-to-many relationship.

A bank customer’s personal information is entered into a Customers table one time. The same customer could set up multiple accounts that would be recorded in the Accounts table (i.e., checking, savings, and credit card). The CustomerID would display one time in the Customers table and three times in the Accounts table. Therefore, the relationship between Customers and Accounts would be described as one-to-many.

8. Compare why you would create a single-table query as opposed to filtering a table.

A single table query enables you to ask questions about the data stored in a single database table. An example of a query would be to display the accounts with a balance of $5,000 or greater. A query can be saved as a named, permanent object in your database, modified, copied, exported, etc. A table that has been filtered is a temporary view of the datasheet.

9. Discuss an example of how to use a comparison operator to find certain records in a table.

Comparison operators enable you to limit the query results to only those records that meet the criteria. For example, if you only want to find accounts that have a balance greater than $5,000, you can limit results by entering >5000 in the Criteria row of the Balance field.

10. Examine how you would use an AND condition in a query.

To create an AND condition, you can specify two or more criteria in different fields in the same Criteria row. The query results will display only records that match all criteria. When the criteria are in the same row of the query design grid, Access interprets this as an AND condition. For example, a Customer who uses the “Campus” branch AND has a balance greater than $5,000.

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11. Discuss why you would want to copy an existing query.

You can create a duplicate copy of an existing query to use as the basis for creating a similar query. Rather than starting from scratch, duplicating a query saves time when you need the same tables and fields but with slightly different criteria. A query that displays account balances >5000 can be copied and modified to display balances <=5000 with a minor change to the criterion.

12. Discuss the advantage of creating a multitable query.

Multitable queries contain two or more tables and enable you to take advantage of the relationships that have been established in your database. When you extract information from a database with a query, often you will need to pull data from multiple tables. One table may contain the core information that you want, while another table may contain the related data that make the query provide the complete results. The advantage is that data can be stored in separate tables but pulled together to create meaningful information.

13. Explain a situation where you would use a Total row in a query.

The Total row enables you to summarize records by using functions such as Sum, Average, Count, etc. You could group accounts together by their branch name and count the number of customers in each branch.

14. Consider what happens when you create a query with tables that have no common field.

Access will return every record from both tables rather than limiting the results to only records where there are matching values. The results of the query will be unpredictable and contain many more records than expected.

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Instructor’s Manual Exploring Microsoft 365 Access, Chapter 3 Resource

Available Instructor Resources File Name

Found

Student Data Files

Various, click link to see file list

Online Instructor Resource Center

Solution Files Answer Keys Matching Multiple Choice Concepts Checks

Various, click link to see file list

Online Instructor Resource Center

Scorecards

a03_answerkey_match.docx a03_answerkey_mc.docx a03_answerkey_concepts.docx a03p1Insurance_scorecard.xlsx

Scoring Rubrics

a03 _rubric.docx

Annotated Solution Files Scripted Lecture (Script) Scripted Lecture Data Scripted Lecture Solution

a03p1Insurance_annsolution.pdf a03_script.docx a03_script_data.accdb a03_script_solution.accdb

PowerPoint Presentation

a03_powerpoint_accessible.pptx

Testbank

a03_testbank.docx

Instructor's Manual (lesson plans incl.)

a03_instructormanual.docx

Assignment Sheet Prepared Exam (Chapter & App) Prepared Exam-Chap instruction Prepared Exam-Chap Data Prepared Exam-Chap Solution Prepared Exam-Chap Annotated Sol. Prepared Exam-Chap Scorecard Prepared Exam-App instruction Prepared Exam-App Data Prepared Exam-App Solution Prepared Exam-App Annotated Sol. Prepared Exam-App scorecard

a03_assignsheet.docx a03_exam_chap_instruction.docx a03_exam_chap_data.accdb a03_exam_chap_solution.accdb a03_exam_chap_annsolution.pdf a03_exam_chap_scorecard.xlsx a03_cumexam_instruction.docx a03_cumexam_data.accdb a03_cumexam_solution.accdb a03_cumexam_annsolution.pdf a03_cumexam_scorecard.xlsx

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Online Instructor Resource Center

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

Online Instructor Resource Center

File Guide Objective Map Grader Project Grader Instruction Grader Data Grader Solution Grader Annotated Solution Grader Scorecard

a03_fileguide.xlsx

Online Instructor Resource Center

a03_objectivesmap.xlsx

Online Instructor Resource Center

a03_grader_instruction.docx a03_grader_data.accdb a03_grader_solution.accdb a03_grader_annsolution.pdf a03_grader_scorecard.xlsx

Online Instructor Resource Center

CHAPTER OBJECTIVES When students have finished reading this chapter, they will be able to: • • • •

•

Create a query with a calculated field Format calculated results Recover from common errors Verify calculated results

• • •

Create expressions using the expression builder Use built-in functions Add aggregate functions to datasheets Create queries with aggregate functions

CHAPTER OVERVIEW The students will be asked to create a database using data from a variety of sources and create queries that will meet criteria.

The major sections in this chapter are: 1. Calculated Fields and Expressions. In this section, the student will learn to build expressions, understand the Order of Operations, format fields, recognize and correct common errors, and evaluate results.

2. The Expression Builder and Functions. In this section, students will learn to use the Expression Builder and use built-in functions.

3. Aggregate Functions. In this section, students will learn to add a Total row for a query, create a Totals query, add grouping to a Totals query, add conditions to a Totals query, and add a calculated field to a Totals query.

CLASS RUN-DOWN 1.

2.

3.

4.

5.

6.

Have students turn in homework assignments.

Talk about the chapter using the discussion questions listed below.

Use a PowerPoint presentation to help students understand the chapter content.

Explain the Order of Operations using multiple examples.

Demonstrate how to use the Query Wizard single and multitable queries.

Demonstrate and explain how to add a Totals row to a query with grouping, conditions, and a calculated field.

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7. Run through the Scripted Lecture for the chapter. Give special attention to areas in which students might be challenged.

8. Have students complete the Capstone Exercise for Access Chapter 3.

9. Use MyITLab for in-class work or to go over homework.

10. Give students the homework handout for the next class period.

LEARNING OBJECTIVES At the end of this lesson students should be able to: • • • • • • • • • • • •

Build Expressions Understand the Order of Operations Format Fields Recognize and Correct Common Errors Evaluate Results Use the Expression Builder Calculate a Loan Payment with the Pmt Function Display a Total Row for a Query Create a Totals Query Add Grouping to a Totals Query Add conditions to a Totals Query Add a Calculated Field to a Totals Query

KEY TERMS Aggregate function–A calculation performed on an entire column of data that returns a single value.

Includes functions such as Sum, Avg, and Count.

Argument–A positional reference contained within parentheses in a function such as a cell reference or value, required to complete a function and produce output.

Calculated field–A field that displays the result of an expression rather than data stored in a field.

Constant–A value that does not change.

Expression–A combination of elements that produces a value.

Expression Builder–An Access tool that helps you create more complicated expressions.

Function–A predefined computation that simplified creating a complex calculation and produces a result based on inputs known as arguments.

Future_value–An optional value in the PMT function; usually left blank or filled with a zero.

Num_periods–An argument in the PMT function that is equal to the total number of payments.

Order of operations–A set of rules that controls the sequence in which arithmetic operations are performed. Also called the order of precedence. .n

PMT function–A financial function that calculates the periodic loan payment given a fixed rate, number of periods (also known as term), and the present value of the loan (the principal).

Present_value–An argument in the PMT function which equal to the total amount of the loan.

Property Sheet–The location where you change settings such as number format and number of decimal places.

Rate–The periodic interest rate; the percentage of interest paid for each payment period; the first argument in the PMT function.

Syntax–A set of rules that governs the structure and components for properly entering a function.

Total row–A method to display aggregate function results as the last row in Datasheet view of a table or query.

Totals query–A way to display aggregate data when a query is run.

Type–One of the last two arguments in the PMT function; usually left blank or filled in with zeros.

DISCUSSION QUESTIONS • • • • •

What are some of the most common errors and how do you recover from them?

Give examples of field formatting and explain why formatting is useful.

Provide examples of why a calculation based on dates might be needed.

What are two ways to ensure column headings in a calculated query will have meaningful names?

Why would you use parentheses in a calculation?

WHEN USING SCRIPTED LECTURE IN CLASS, DEMONSTRATE HOW TO: • • • • • • • • • •

Build Expressions Format Fields Recognize and Correct Common Errors Evaluate Results Use the Expression Builder Calculate a Loan Payment with the Pmt Function Display a Total Row for a Query Create a Totals Query Add Grouping to a Totals Query Add Conditions to a Totals Query Add a Calculated Field to a Totals Query

CONNECTIONS PRACTICAL PROJECTS AND APPLICATIONS •

Write several equations on the white board and have students determine which parts of the equations would be done first. Ask them to work out the equations.

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•

•

The owner of a car dealership asks you to help with a totals query. She needs a list of customers who live in the county and state and purchased a car more than two years ago.

What fields would you need to add to the totals query? Would you use aggregate functions or create a calculation using the Expression Builder?

A bookstore owner needs to know which genre of books sells the best in each of the three bookstore locations. The bookstore database has a field for genre. What is the best way to find the information he needs?

TEACHING NOTES Calculated Fields and Expressions In this section, the student will learn to how to use expressions to create a calculated field, format the calculations to enhance readability, and how to overcome common errors.

A.

B.

C.

D.

• Calculations can be added to queries, tables, forms, and reports.

Creating a Query with a Calculated Field • A calculated field is a field that displays the result of a calculation that is based on an existing field or fields in the database.

• Using calculated fields reduces the errors and inconsistencies in data.

• An expression is a formula used in a calculated field and contains several elements such as values and operations.

• A constant is a value that does not change.

• Using the order of operations, Access performs mathematical calculations left to right in this order: Parentheses, Exponentiation, Multiplication or Division, and Addition or Subtraction.

• Access adds brackets ([]) around field names in a calculation. ❖ Teaching Tips: The following phrase helps some people remember the order of calculations: Please Excuse My Dear Aunt Sally. ❖ Teaching Tips: The Zoom dialog box allows users to see the entire calculated field expression in Design view. To use the Zoom box, right-click the Field row and select Zoom.

Formatting Calculated Results • Formatting calculated fields in queries provides more readable results.

• The Property Sheet is used to change the way a field displays.

Recovering from Common Errors • Syntax errors occur when a calculated field is not formatted exactly as Access expects.

• Misspelled field names will cause errors. ❖ Teaching Tips: Provide students with the link to the Guide to Expression Syntax article listed in Additional Web Resources.

Verifying Calculated Results • Using parentheses in the wrong place in a calculation can give unexpected results.

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❖ Teaching Tips: After running a query, use a calculator to check field values and calculated values in the Datasheet view to make sure the results are accurate.

The Expression Builder and Functions In this section, students will learn how to create expressions with the Expression Builder and will learn how to use Built-In Functions.

A. Creating Expressions Using the Expression Builder • The Expression Builder dialog box makes creating expressions easier by giving the user access to lists of functions, expression categories, and expression values to use in creating the expression. ❖ Teaching Tips: Demonstrate creating an expression using the Expression Builder.

B. Using Built-In Functions • A function is a predefined computation that performs a complex calculation.

• Each function name describes the purpose of the function and requires specific inputs, called arguments, to complete the calculation.

• Arguments are placeholder fields in the function, which are replaced by the appropriate inputs.

• The syntax of a function determines the layout and order of the function and its arguments.

• The Pmt function calculates a loan payment based on the rate, number of periods, and the present value of the loan (the principal). The future value and type arguments are optional. Pmt function syntax is: Pmt(<<rate>>,<<num_periods>>,<<present_value>>,<<future_value>>,<<type>>) ❖ Teaching Tips: To prevent the Pmt function result being a negative number, put a negative or minus sign in front of the function.

Aggregate Functions In this section, students will learn how to use an aggregate function to add a Total row to a datasheet or query column, and how to create a totals query to calculate subtotals for groups of records.

•

Aggregate functions perform a calculation on an entire column of data and return a single value.

• The Total row adds an aggregate function to one or more columns of a data table or query results without having to change the design of the query.

• A totals query calculates subtotals for groups of records.

• Common aggregate functions include Avg, Count, Max, Min, and Sum. A. Adding Aggregate Functions to Datasheets • Aggregate data provides the ability to compare values in a single record to the aggregate of all the records.

• A Totals row allows users to see details of data as well as the Avg, Count, Max, Min, or Sum of columns. .n

B. Creating Queries with Aggregate Functions • The Total row is limited, in that it cannot provide multiple types of aggregate data all at the same time.

• Created in Query Design, the totals query displays aggregate data when the query is run.

• Two advantages are that only the aggregate functions and not the details are displayed, and statistics are available by category.

• Grouping a query allows users to summarize the data by the values of a field.

• Adding criterion to the totals query enables more specific results.

• Aggregate functions can also be applied to calculated fields. ❖ Teaching Tips: In addition to aggregate functions and calculated fields, a totals query can have grouping added, and the field can be formatted as needed.

OBJECTIVE TESTS IN MYITLAB To find an objective test to help your students practice for tests, have them sign in to MyITLab: www.myitlab.com.

ADDITIONAL WEB RESOURCES 1. Add a Calculated Field to a Table: https://support.office.com/en-us/article/Add-acalculated-field-to-a-table-14A60733-2580-48C2-B402-6DE54FAFBDE3 2. Learn to Build an Expression: https://support.office.com/en-us/article/Learn-to-build-anexpression-20c385ee-accd-4306-bc7b-adf11f26948a 3. Examples of Expressions: https://support.office.com/en-us/article/Examples-of-expressionsD3901E11-C04E-4649-B40B-8B6EC5AED41F 4. Display Column Totals in a Datasheet using a Totals Row: https://support.office.com/enus/article/Display-column-totals-in-a-datasheet-using-a-Totals-row-8f1f89c4-7f86-4113a836-291ac3ea446e 5. Create a Grouped or Summary Report: https://support.office.com/en-us/article/Create-agrouped-or-summary-report-F23301A1-3E0A-4243-9002-4A23AC0FDBF3 6. Use the Expression Builder: https://support.office.com/en-us/article/Use-the-ExpressionBuilder-56214DB9-8B54-44F3-BC19-2A55427B5D4C 7. Guide to Expression Syntax: https://support.office.com/en-us/article/guide-to-expressionsyntax-ebc770bc-8486-4adc-a9ec-7427cce39a90

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PROJECTS AND EXERCISES Data file

Save As

Hands-On Exercise 1

a03h1Property.accdb

a03h1Property_LastFirst.accdb

Hands-On Exercise 2

a03h1Property_LastFirst.accdb

a03h2Property_LastFirst.accdb

Hands-On Exercise 3

a03h2Property_LastFirst

a03h3Property_LastFirst.accdb

Practice Exercise 1

a03p1Insurance.accdb

a03p1Insurance_LastFirst.accdb

Practice Exercise 2

a03p2Yachts.accdb

a03p2Yachts_LastFirst.accdb

Mid-Level Exercise 1

Blank Database

a03m1Loans_LastFirst.accdb

Mid-Level Exercise 2

a03m2Homes.accdb

a03m2Homes_LastFirst.accdb

BYC General

a03r1NCCTS.accdb

a03r1NCCTS_LastFirst.accdb

BYC Disaster Recovery

a03d1Interest.accdb

a03d1Interest_LastFirst.accdb

Capstone

a03c1Games.accdb

a03c1Games_LastFirst.accdb

CHAPTER REVIEW/ANSWERS TO END OF CHAPTER MATERIAL Key Terms Matching Answer Key 1. A combination of elements that produce a value.

E. Expression 2. A field that displays the result of an expression rather than data stored in a field.

C. Calculated field 3. A way to display aggregate data when a query is run.

M. Totals query 4. A value that does not change.

D. Constant 5. A method of summarizing data by the values of a field.

H. Grouping 6. A predefined computation that performs a complex calculation.

G. Function .n

7. An Access tool that enables you to create more complicated expressions.

F. Expression Builder 8. A function that calculates the loan payment given the rate, number of periods (also known as term), and the present value of the loan (the principal).

J. Pmt function 9. The sequence by which operations are performed in a mathematical expression.

I. Order of operations 10. A method to display aggregate function results as the last row in Datasheet view of a table or query.

L. Total row 11. The input used to produce output for a function.

B. Argument 12. The location where you change settings such as number format and number of decimal places.

K. Property Sheet 13. A calculation performed on an entire column of data that returns a single value. Includes functions such as Sum, Avg, and Count.

A. Aggregate function Multiple Choice Answer Key 1. Which of the following cannot be used in a calculated field? d. The % symbol 2.

When creating a calculation, which of the following would be identified as an error by Access? d. A missing colon in the expression (for example: TotalHours [OTHours] + [RegHours]).

3.

What is the result of the following expression?

2*7+8-6/2 a. 19

4.

Which of the following cannot be adjusted in the Property Sheet? b. Mathematical expression

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5.

Which of the following could not be done using an aggregate function? b. Calculating the payment amount of a loan

6.

Which of the following cannot be added to a totals query? d. All of these can be added to a totals query.

7.

Which statement about a totals query is true? d. A totals query may contain several grouping fields and several aggregate fields.

8.

Which of the following statements is true? b. A last name is an example of a common field to group by.

9.

Which of the following about the Total row in Query design is false? d. The Total row applies only to non-numeric fields.

10. If you want to calculate aggregate statistics about graduation rates for students in a college database, which of the following would provide the least useful information if you were to group by it? d. Driver’s License Number.

Quick Concept Check Answer Key 1. Discuss the four types of elements that can appear as part of an expression in Access.

Identifiers (the names of fields, controls, or properties), arithmetic operators (for example, *, /, +, or –), functions (built-in calculations like Pmt), and constants (numbers such as 30 or 0.5).

2. Briefly describe the order of operations. Give an example of how order of operations makes a difference in a calculation.

The order of operations determines the sequence by which operations are calculated in an expression. The order of operations is parentheses, exponentiation, multiplication, and division, followed by addition and subtraction. For example, 3+7*2 would equal 17, because multiplication is done before addition.

3. Explain how Access responds when you spell a field name incorrectly in a query.

Access will not flag the error. You will only notice it is a problem when you run the query; you will be prompted to enter the value for a field.

4. Discuss two benefits of using the Expression Builder to create expressions.

It gives you a much larger window for editing and modifying expressions. It gives you a clickbased interface, so you do not make spelling errors. It gives you easy access to built-in functions.

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5. Explain the purpose of one of the arguments in the Pmt function.

Any of these are examples: • Interest Rate Per Period: Interest rates are usually stated as annual rates, so convert to the rate per period. If a loan is paid monthly, divide the yearly rate by 12.

• Number of Periods: Multiply the number of years by the number of payments per year.

A monthly payment would be calculated as the number of years multiplied by 12.

• Present Value: The amount a customer is borrowing.

6. Given the following function, describe what argument each component represents.

Pmt(.05/12, 5*12, -50000, 0, 0).

Interest Rate Per Period: 5% interest rate with twelve payments per year.

Number of Periods: Five years with twelve payments per year.

Present Value: A $50,000 loan. The negative sign is placed in front of the Present value so that the result of the formula will be a positive cash flow (number).

Future Value: The 0 represents that the loan will be paid down to a balance of $0.

Type: The type is either represented with a 1 or 0. In this case a 0, which means that the payments will be made at the end of the period – at the end of the month.

7. Discuss the purpose of using aggregate functions.

Aggregate functions allow you to summarize data. Avg, Count, Max, Min, and Sum are examples.

8. Explain when you would use a Total row and when you would use a totals query.

A total row will only provide a grand total, average, etc. However, if you want to add grouping levels (by department, or by county for example) then you would use a totals query to view the data in more detail.

9. Explain what is meant by a query that is “grouped by” state.

Grouped by state means you have a list of results, showing them aggregated by state. So, for example, you might have a count of customers by state rather than an overall count.

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Instructor’s Manual Exploring Microsoft 365 Access, Chapter 4 Resource

Available Instructor Resources File Name

Found

Student Data Files

Various, click link to see file list

Online Instructor Resource Center

Solution Files Answer Keys Matching Multiple Choice Concepts Checks

Various, click link to see file list

Online Instructor Resource Center

Scorecards

a04_answerkey_match.docx a04_answerkey_mc.docx a04_answerkey_concepts.docx a04p1Insurance_scorecard.xlsx

Scoring Rubrics

a04 _rubric.docx

Annotated Solution Files Scripted Lecture (Script) Scripted Lecture Data Scripted Lecture Solution

a04p1Insurance_annsolution.pdf a04_script.docx a04_script_data.accdb a04_script_solution.accdb

PowerPoint Presentation

a04_powerpoint_accessible.pptx

Testbank

a04_testbank.docx

Instructor's Manual (lesson plans incl.)

a04_instructormanual.docx

Assignment Sheet Prepared Exam (Chapter & App) Prepared Exam-Chap instruction Prepared Exam-Chap Data Prepared Exam-Chap Solution Prepared Exam-Chap Annotated Sol. Prepared Exam-Chap Scorecard Prepared Exam-App instruction Prepared Exam-App Data Prepared Exam-App Solution Prepared Exam-App Annotated Sol. Prepared Exam-App scorecard

a04_assignsheet.docx a04_exam_chap_instruction.docx a04_exam_chap_data.accdb a04_exam_chap_solution.accdb a04_exam_chap_annsolution.pdf a04_exam_chap_scorecard.xlsx a04_cumexam_instruction.docx a04_cumexam_data.accdb a04_cumexam_solution.accdb a04_cumexam_annsolution.pdf a04_cumexam_scorecard.xlsx

.n

Online Instructor Resource Center

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

Online Instructor Resource Center

File Guide Objective Map Grader Project Grader Instruction Grader Data Grader Solution Grader Annotated Solution Grader Scorecard

a04_fileguide.xlsx

Online Instructor Resource Center

a04_objectivesmap.xlsx

Online Instructor Resource Center

a04_grader_instruction.docx a04_grader_data.accdb a04_grader_solution.accdb a04_grader_annsolution.pdf a04_grader_scorecard.xlsx

Online Instructor Resource Center

CHAPTER OBJECTIVES When students have finished reading this chapter, they will be able to: • • • • • • • •

Create Basic Forms Using Form Tools Modify Forms Use the Form Layout control Sort Records in a Form Create Reports Using Report Tools Use Report Views Modify a Report Sort and Group Records in a Report

CHAPTER OVERVIEW The students will be asked to create a database using data from a variety of sources and create queries that will meet criteria.

The major sections in this chapter are: 1. Create Basic Forms to Simplify Data Management. In this section, the student will learn to create forms using form tools, modify forms, use the form layout control, and sort records in a form.

2. Create Basic Reports to Present Information. In this section, students will learn to create reports using report tools, using report views, modifying a report, and sorting and grouping records in a report.

CLASS RUN-DOWN 1.

2.

3.

4.

5.

6.

7.

Have students turn in homework assignments.

Talk about the chapter using the discussion questions listed below.

Use a PowerPoint presentation to help students understand the chapter content.

Explain why forms are more often used rather than tables for working with data.

Demonstrate how to create a basic form.

Explain that reports cannot be used to change data in a database.

Demonstrate how to create a basic report. .n

8. Run through the Scripted Lecture for the chapter. Give special attention to areas in which students might be challenged.

9. Have students complete the Capstone Exercise for Access Chapter 4.

10. Use MyITLab for in-class work or to go over homework.

11. Give students the homework handout for the next class period.

LEARNING OBJECTIVES At the end of this lesson students should be able to: • • • • • • • • • • • • • • • • • • • • • • • •

Identify a Record Source Use the Form Tool Work with a Subform Create a Split Form Create a Multiple Items Form Create a Navigation Form Edit Data in Form View Use Layout View to Modify a Form Design Adjust column Widths in a Form Delete a Form Field Add a Form Field Modify Form Controls Modify a Form Layout Sort Records in a Form Use the Report Tool Use the Report Wizard Use Print Preview Export a Report Add a Field to a Report Remove a Field from a Report Adjust column Widths in a Report Change Orientation Apply a Theme Sort and Group Records in a Report

KEY TERMS Control–A text box, button, label, or other tool you use to add, edit, and display the data in a form or report.

Design view (form/report)–A view that give users advanced design settings not available in Layout view, (such as changing the tab order of a form) providing more control over the form and report design. Also used to create a new report or form from scratch by adding fields and controls manually to a blank object.

Design view (query)–A detailed view of a query’s structure and is used to create and/or modify a query’s design by specifying the tables, fields, and criteria required for output. .n

Form–A database object that is used to view data, add data to, or edit data in a table.

Form tool–A tool used to create data entry forms for customers, employees, products, and other tables.

Form view–A view that provides a simplified user interface primarily used for data entry; does not enable you to make changes to the layout.

Label Wizard–A feature that enables you to easily create mailing labels, name tags, and other specialized tags.

Layout control–A tool that provides guides to help keep controls aligned horizontally and vertically and give your form a uniform appearance.

Layout view–A view that enables users to make changes to a layout while viewing the data in the form or report.

Multiple Items form–A form that displays multiple records in a tabular layout like a table’s Datasheet view, with more customization options than a datasheet.

Navigation Form–User interface that enables users to switch between various forms and reports in a database.

Portable Document Format (PDF)–A file type that was created for exchanging documents independent of software applications and an operating system environment.

Print Preview–A view that enables you to see exactly what the report will look like when it is printed.

Record source–The table or query that supplies the records for a form or report.

Report–A database document that outputs meaningful, professional-looking, formatted information from underlying tables or queries.

Report tool–A tool used to instantly create a tabular report based on the table or query currently selected.

Report view–A view that enables you to determine what a printed report will look like in a continuous onscreen page layout.

Split form–A form that combines two views of the same record source—one section is displayed in a stacked layout and the other section is displayed in a tabular layout.

Stacked layout–Arrangement that displays fields in a vertical column.

Tabular layout–Arrangement that displays fields horizontally across the screen or page.

.n

DISCUSSION QUESTIONS • • • •

Explain the difference in a split form and a form with a subform.

What happens if a record is deleted in a form?

What does it mean if a field in a report displays ########? How do you fix the issue?

What are the differences between Layout view, Form view, and Design view? When would each be used?

WHEN USING SCRIPTED LECTURE IN CLASS, DEMONSTRATE HOW TO: • • • • • • • • • • • • • • • • • • • • • • •

Identify a Record Source Use the Form Tool Create a Split Form Create a Multiple Items Form Work with a Subform Create a Navigation Form Edit Data in Form View Delete a Form Field Add a Form Field Adjust column Widths in a Form Modify Form Controls Modify a Form Layout Sort Records in a Form Use the Report Tool Use the Report Wizard Use Print Preview Export a Report Add a Field to a Report Remove a Field from a Report Adjust Column Widths in a Report Change Orientation Apply a Theme Sort and Group Records in a Report

CONNECTIONS PRACTICAL PROJECTS AND APPLICATIONS •

•

As the database administrator, you have been asked to create several reports and supply them to management in a format all users can access, regardless of the software they have installed on their computers. Explain how you can do this, and the steps involved.

A telethon is planned for the following month to help raise money to add a new wing to the local library. The wing will house a study area for students as well as a video library. The organizers need a database to save the information provided by donors, and a form that representatives will use to input the information when donors call. On paper, design the database with the necessary fields, and design a form to input the data. .n

•

A local boys and girls club contacted you with a database problem. A member created their database in Access, but the club needs a new table that lists the sports teams and the cost per child to join the team. What are some of the constraints you need to be aware of when adding the team and cost fields to the form used to input data when children sign up with the team?

TEACHING NOTES Create Basic Forms to Simplify Data Management In this section, the student will learn the basics of form design, and multiple methods to create and modify Access forms.

A. Creating Forms Using Form Tools • The most four most common form tools, Form, Form Design, Blank Form, and Form Wizard, as well as a list of Navigation forms, and More forms.

• A form simplifies data entry and editing.

• Making a sketch of the form before creating it helps determine which fields are required in the form and in which order the fields need to be for easiest use.

• Determine whether the form’s source should be a table or a query.

• The Form Tool is the most common tool used to create data entry forms.

• A stacked layout displays fields in a vertical column, one record at a time.

• Tabular layout forms display data horizontally across the page.

• Controls are used to build the parts of a form or report. Controls include text boxes, buttons, labels, and other tools.

• A layout control helps keep controls aligned horizontally and vertically to enhance the form’s appearance.

• The three form views are Form view, Layout view, and Design view.

• Datasheet forms are replicas of a table’s or query’s Datasheet view. Form properties can be set to control the form’s behavior. ❖ Teaching Tips: After a form is created, it should be fully tested by the database designer and the end users. If the form is modified, it should be fully tested again. ❖ Teaching Tips: Before designing the form, consult with end users to determine their needs. ❖ Teaching Tips: Explain when to use each of the three form views. ❖ Teaching Tips: Be cautious when printing from a form. It is possible to accidentally print hundreds or thousands of pages.

B. Modifying Forms • Most forms allow the user to switch between Layout, Form, and Design views.

• Form view should be used to add, edit, or delete data in a form. Layout and design of the form cannot be changed in Form view.

• Layout view is used to modify the form design while data displays.

• In Design view, the contextual Form Design Tools tabs, Design, Arrange, and Format are available. .n

•

In a Stacked layout form, the sizes of all fields change at the same time. Make sure the field is large enough to hold the entire value.

• Demonstrate different ways to change the size of the fields in a form.

• Form fields can be added to or deleted from a form.

• To modify form controls, view the form in Layout view, and use the Form Layout Tools tab’s contextual tabs, Design, Arrange, and Format tabs. ❖ Teaching Tips: Remember, ###### displayed in a field means the field is too small to display all the information.

• Teaching Tips: Using too many fonts, font sizes, colors, or other graphic effects can make your form confusing or hard to use. For instance, too much bright red text can cause eyestrain and headaches in users.

C. Using the Form Layout Control • When a new form is created using one of the form tools, Access adds a layout control to keep controls aligned and provide a neat appearance.

• In both Layout view and Design view, tools on the Arrange tab can be used to change the layout of a form, to move fields up and down, and to control margins.

• The Form Layout Tools Format tab allows you to change control attributes such as font size, font emphasis, alignment, background color, font color, and number format. ❖ Teaching Tips: If applying background images to forms and reports, ensure that the image doesn’t overwhelm or obscure the form’s or report’s contents.

D. Sorting Records on a Form • Initially, the sort order created using a Form tool is the same sort order of the record source.

• Sort order in a form can be modified to Ascending or Descending in Form view by using the Sort & Filter group on the Home tab.

• For sorting on more than one field, create a query with the sort orders set, and then create the form on the query.

• To remove sort order in a form, in Form view, click Remove Sort in the Sort & Filter group on the Home tab.

Create Basic Reports to Present Information In this section, students will learn how to create professionally designed reports using the reportgenerating tools in Access.

A. Creating Reports Using Report Tools • A report is a document that displays meaningful information from a database to its users.

• Reports help readers understand and analyze information.

• Before designing a report, get input from the end users to ensure you create a report that supplies the needed information.

• Reports can be created from tables or queries and contain text and numeric data, calculated fields, graphics, formatting, and more. .n

•

Report tools are located on the Create tab in the Reports group. They include Report, Report Design, Blank Report, Report Wizard, and Labels.

• To create a tabular report based on a selected table or query, use the Report tool.

• A tabular report displays data horizontally in columns across the page.

• A stacked layout report displays fields in a vertical column.

• The Report wizard creates a customized report after prompting users for input in a series of steps.

• To organize and summarize data in a report, use grouping for one or more levels.

• Sorting and summary options can also be applied.

• In a grouped report, three options for layout include Stepped Layout, Block Layout, and Outline Layout. In ungrouped reports, the layout options are Columnar, Tabular, and Justified.

• The Label Wizard is used to create specialized reports that can print mailing labels, name tags, and other specialized tags. ❖ Teaching Tips: To organize and summarize data in a report, use grouping for one or more levels.

B. Using Report Views • Access has four report views, Report, Layout, Design, and Print Preview.

• Report view displays a report onscreen in a continuous page layout.

• Data cannot be changed in a Report view, but it can be filtered to display only a selected group of records.

• Layout view and Design view are used to make modifications to a report.

• Use Print Preview to see exactly what a report will look when it is printed.

• The Portable Document Format (PDF) was designed for exchanging documents independently of operating systems and software applications. PDF files require a reader such as Adobe Reader or Microsoft’s Reader app to read the file.

• To modify a report, use Layout view. This view allows you to see the data while you modify the report. ❖ Teaching Tips: If students do not have Adobe Reader, they can download it for free from Adobe.com. As an alternative, Microsoft’s Reader app can be downloaded from the Microsoft store for free.

C. Modifying a Report • Modifying a report can be done from Layout or Design view, both of which have four tabs for report modification: Design, Arrange, Format, and Page Setup.

• Common modifications to reports are adding and deleting controls, changing the arrangement, widths, and formatting of controls, and changing the title.

• When a report tool is used to create a new report, Access adds a layout control to help align fields.

• To have more control over the location of a field, remove the layout control and position the controls manually.

.n

•

The Format tab contains commands that enable users to change the font, display, and alignment of a report’s controls.

• Fields can be added or removed from a report.

• To widen a report column, drag the right edge of the control to left or right until all data displays.

• When printing a report, it may fit better on a page if it is changed to landscape rather than portrait orientation. Margins and orientation can be set on the Page Setup tab.

• Access has a number of built-in themes to enhance the report’s appearance. When a theme is applied, the default applies it to all pages in a report. ❖ Teaching Tips: After making changes to a report, preview the report to ensure the font changes made by the selected theme displays data correctly.

D. Sorting and Grouping Records in a Report • The sort order of records in a report is initially dependent on the sort order of the records source.

• For reports created with the Report Wizard, the Group & Sort command in the Grouping & Totals group on the Design tab allows users to group and sort records to override the sort order in the report’s record source.

• The Grouping & Totals group on the Design tab is used to group and sort records in tables built from scratch.

OBJECTIVE TESTS IN MYITLAB To find an objective test to help your students practice for tests, have them sign in to MyITLab: www.myitlab.com.

ADDITIONAL WEB RESOURCES 1. Introduction to Forms: https://support.office.com/en-us/article/Introduction-to-formsE8D47343-C937-44E8-A80F-B6A83A1FA3AE 2. Create Navigation Forms: https://support.office.com/en-us/article/video-create-navigationforms-67773fba-1ddb-4624-a07f-fc84e8c82de8?wt.mc_id=otc_access 3. Create Basic Reports: https://support.office.com/en-us/article/video-create-basic-reports1530ad9d-b0ba-4344-86c8-c58d5408ff94?ui=en-US&rs=en-US&ad=US 4. Modify and Print Reports: https://support.office.com/en-us/article/video-modify-and-printreports-10aef92d-3fa0-443a-a9e7-ab7a380ffdcf?ui=en-US&rs=en-US&ad=US 5. Modify, Edit, or Change a Report: https://support.office.com/en-us/article/Modify-edit-orchange-a-report-2837AEA7-0EE5-4C81-9F0F-5CF324C2C3BD 6. Use a Query as a Record Source for a Form or Report: https://support.office.com/enus/article/Use-a-query-as-the-record-source-for-a-form-or-report-E54251F3-57CA-4A7D8E77-E498966CD41B 7. Introduction to Reports: https://support.office.com/en-us/article/Introduction-to-reportsin-Access-E0869F59-7536-4D19-8E05-7158DCD3681C 8. Guide to Designing Reports: https://support.office.com/en-us/article/Guide-to-designingreports-876A6D27-59AA-467A-8240-EE6E01597291 .n

PROJECTS AND EXERCISES Data file

Save As

Hands-On Exercise 1

a04h1Coffee.accdb

a04h1Coffee_LastFirst.accdb

Hands-On Exercise 2

a04h1Coffee_LastFirst.accdb

a04h2Coffee_LastFirst.accdb a04h2Products_LastFirst.pdf

Practice Exercise 1

a04p1Insurance.accdb

a04p1Insurance_LastFirst.accdb a04p1Employee_Compensation_LastFirst.pdf

Practice Exercise 2

a04p2Prospects.accdb

a04p2Prospects_LastFirst.accdb a04p2LeadsReport_LastFirst.pdf

Mid-Level Exercise 1

a04m1Rewards.accdb

a04m1Rewards_LastFirst.accdb

Mid-Level Exercise 2

Blank Database

a04m2Auction_LastFirst.accdb

BYC General

a04r1NCCTS.accdb

a04r1NCCTS_LastFirst.accdb

BYC Disaster Recovery

a04d1Sales.accdb

a04d1Sales_LastFirst.accdb

Capstone

a04c1Foodies.accdb

a04c1Foodies_LastFirst.accdb a04c1ProductsbySuppliers_LastFirst.pdf

CHAPTER REVIEW/ANSWERS TO END OF CHAPTER MATERIAL Key Terms Matching Answer Key 1. A database object that is used to add data into, or edit data in, an underlying table. c. Form 2. Used to create data entry forms for customers, employees, products, and other tables. d. Form tool 3. The table or query that supplies the records for a form or report. m. Record source 4. Arrangement that displays fields in a vertical column. s. Stacked layout 5. Arrangement that displays fields horizontally across the screen or page. .n

t. Tabular layout 6. A text box, button, label, or other tool you use to add, edit, and display the data in a form or report. a. Control 7. Provides guides to help keep controls aligned horizontally and vertically and give your form or report a uniform appearance. g. Layout control 8. A simplified user interface primarily used for data entry; does not allow you to make changes to the layout. e. Form view 9. Enables users to make changes to a layout while viewing the data in the form or report. h. Layout view 10. Enables you to change advanced design settings you cannot see in Layout view, such as removing a layout control. b. Design view 11. Combines two views of the same record source—one section is displayed in a stacked layout and the other section is displayed in a tabular layout. r. Split form 12. Displays multiple records in a tabular layout like a table’s Datasheet view, with more customization options. i. Multiple Items form 13. User interface that allows users to switch between various forms and reports in a database. j. Navigation form 14. A database document that outputs meaningful information to its readers. n. Report 15. Used to instantly create a tabular report based on the table or query currently selected.

.n

o. Report tool 16. Prompts you for input and then uses your answers to generate a customized report. q. Report Wizard 17. Enables you to easily create mailing labels, name tags, and other specialized tags. f. Label Wizard 18. Enables you to determine what a printed report will look like in a continuous page layout. p. Report view 19. Enables you to see exactly what the report will look like when it is printed. l. Print Preview 20. A file type that was created for exchanging documents independent of software applications and operating system environment. k. Portable Document Format (PDF) Multiple Choice Answer Key 1. A form or report can be made from one or more tables or a query. The object(s) that is the underlying basis for a form or a report is the: b. record source.

2. Which of the following statements is false? d. Stacked layouts are more common for reports because they use less paper when printed.

3. To summarize data in a report and override the sort order of the record source you would use:

c. the Group, Sort, and Total pane.

4. The view you can use to export a report to a different format is:

d. Print Preview.

5. Which of the following views provides you with the option to view data while making design and layout changes?

b. Layout view 6. Which of the following statements about reports is false?

b. Reports are primarily used to modify data.

7. Create a ___________ form as a user interface that enables you to switch between forms and reports in a database. .n

d. Navigation 8. If you need to send a report to a user who does not have Microsoft Office available, which of the following file formats would be the best choice to ensure it can be opened?

d. Portable Document Format (PDF) 9. Which of the following statements is false?

c. Forms are used for viewing but not inputting data.

10. Which of the following statements is true?

a. You can add grouping and sorting to records in a report that vary from the underlying record source.

Quick Concept Check Answer Key 1. Explain how a form simplifies data entry (when compared to entering data into a table).

When you are adding or editing data using a table with many records, you may navigate to and edit the wrong record accidentally. A form is less likely to allow this type of error because many form types restrict entry to one record at a time, without the distraction of many records onscreen.

2. Discuss the benefit of creating a Navigation form for users of a database.

The Navigation form enables you to create user interfaces that have the look and feel of web-based forms and allow users to quickly navigate between the objects of a database.

For example, you can create a form that enables users to click buttons for the various forms, reports, and other objects that you want them to view in the database. This is an excellent way to simplify the database navigation for data-entry personnel who may not be that familiar with finding their way around in Access.

3. Consider how to determine the record source of a form.

A record source (or data source) is the table or query that supplies the records for a form. If the records from a single table do not supply the data you require on your form, you can make a query from two or more tables and base the form on it. For example, you may want users to view or input data in two tables using a single form. Ensure that whatever object you base your form on contains all the data that you want to portray.

4. Explain the advantage of creating a form with a subform.

When you use the Form tool to create a form, Access analyzes the table relationships in the database. If the table that the form is based upon is related to another table, Access automatically adds a subform to the main form. The subform displays records in the related table, generally organized in a datasheet format. For example, assume you have sales representatives stored in a Sales Reps table and related customer information stored in a .n

Customers table. In this case, if you create a new form based on the Sales Reps table using the Form tool, Access will add a Customers subform to the bottom of the main form, displaying all customers assigned to each sales representative. You can modify records in both the main form and the subform.

5. Discuss the best strategy for creating a form that sorts by more than one field.

If you want to sort on multiple fields, you may create a query with a more advanced sort order, and then base the form on the query. For example, you may want to sort your records first by a state name, and within each group of state records, sort them by city. You can use the query as the record source of the form.

6. Discuss the difference between Report view and Print Preview.

Report view enables you to view a report onscreen in a continuous page layout, whereas Print Preview shows you exactly what the report will look like when it is printed and by default displays all the pages in the report. You have the option to export from Print Preview, and save the report to a different file type, such as Word.

7. Explain why it is beneficial to save a report in the PDF format.

Portable Document Format (PDF) is a file type that was created for exchanging documents independently of software applications and operating system environments. One of the benefits is if you save a report in the PDF format, you can email it to other users running various operating systems, and they can open it even if they do not have Microsoft Access installed.

8. Consider the advantage of viewing your reports in Layout view.

It is advantageous because Layout view enables you to make changes to the layout while simultaneously viewing the data in the report. You can test the functionality of the report and adjust the sizes of controls (text boxes and labels) as necessary while viewing the data.

9. Discuss an example for which you would remove a report layout control while modifying a report.

You could decide to remove a report layout control because the report is not organized the way you need it to be; by removing the report layout control, you can freely move fields to new locations.

10. Describe how sorting records in a report can be helpful.

Sorting enables you to locate records quickly and keep them organized. For example, you could quickly locate a company name in a report if the names are alphabetized.

.n

Instructor’s Manual Exploring Microsoft 365 Common Features, Chapter 1 Resource

Available Instructor Resources File Name

Found

Student Data Files

Various, click link to see file list

Online Instructor Resource Center

Solution Files Answer Keys Matching Multiple Choice Critical Thinking

Various, click link to see file list

Online Instructor Resource Center

cf01_answerkey_match.docx cf01_answerkey_mc.docx cf01_answerkey_thinking.docx

Online Instructor Resource Center

Scorecards

Various, example: cf01p1Design _scorecard.xlsx

Online Instructor Resource Center

Annotated Solution Files

Various, example: cf01p1Design_annsolution.pdf

PowerPoint Presentation

cf01_powerpoint_accessible.pptx

Testbank

cf01_testbank.docx

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

Instructor's Manual (lesson plans incl.)

cf01_instructormanual.docx

Assignment Sheet

cf01_assignsheet.docx

File Guide

cf01_fileguide.xlsx

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

cf01_objectivesmap.xlsx

Online Instructor Resource Center

Objective Map Grader Project Grader Instruction Grader Data Grader Solution Grader Annotated Solution Grader Scorecard

cf01_grader_instruction.docx cf01_grader_data.xlsx cf01_grader_solution.xlsx cf01_grader_annsolution.pdf cf01_grader_scorecard.xlsx

Copyright © 2023 Pearson

Online Instructor Resource Center

CHAPTER OBJECTIVES When students have finished reading this chapter, they will be able to: • • • • • • • •

Work with Files Use Common Interface Components Use Templates and Apply Themes Modify, Relocate, and Review Text Work with Pictures Change File Views Change the Page Layout Configure File Properties and Print a File

CHAPTER OVERVIEW The students will be asked to apply skills that are common across Microsoft 365 applications to create and format documents and edit content.

The major sections in this chapter are: 1. Work with Microsoft 365 Files. In this section, the students will learn how to work with files and use common interface components.

2. Format File Content. In this section, students will learn how to use templates, apply themes, modify text, relocate text, proofread, and work with pictures.

3. Modify File Layout and Properties. In this section, students will learn how to change the file view, modify the Page Layout, insert a Header and Footer, and preview and print a file.

CLASS RUN-DOWN 1.

2.

3.

4.

5.

6.

7.

Have students turn in homework assignments.

Talk about the chapter using the discussion questions listed below.

Use a PowerPoint presentation to help students understand the chapter content.

Demonstrate common features in Microsoft 365 applications.

Have students complete the Cumulative Exercise.

Use MyITLab for in-class work or to go over homework.

Give students the homework handout for the next class period.

LEARNING OBJECTIVES At the end of this lesson students should be able to: • • • • • •

Open a Saved File Save a File Use the Ribbon Use a Dialog Box and Gallery Use and Customize the Quick Access Toolbar Use a Shortcut Menu Copyright © 2023 Pearson

• • • • • • • • • • • • • • • • • • • • • •

Use Keyboard Shortcuts Use the Search Box Use ScreenTips Open a Template Apply a Theme Select Text Format Text Use the Mini Toolbar Cut, Copy, and Paste Text Use the Office Clipboard Check Spelling and Grammar Insert a Picture Modify a Picture Change File Views Using the Ribbon Change File Views Using the Status Bar Change Margins Change Page Orientation Use the Page Setup Dialog Box Create Headers and Footers View and Edit File Properties Preview a File Change Print Settings

KEY TERMS Clipboard–An area of memory reserved to temporarily hold selections that have been cut or copied and enables you to paste the selections.

Command–A button or area within a group that you click to perform tasks.

Contextual tab–A tab that contains groups of commands related to the selected object.

Copy–A command used to duplicate a selection from the original location and place a copy in the Office Clipboard.

Cut–A command used to remove a selection from the original location and place it in the Office Clipboard.

Dialog box–A box that provides access to more precise, but less frequently used, commands.

Dialog Box Launcher–A button that when clicked opens a corresponding dialog box.

File tab–A tab on the ribbon that contains commands that do things “to“ a file rather than “in“ a file.

Footer–Information that displays at the bottom of a document page.

Format Painter–A feature that enables you to copy all formatting quickly and easily from one area to another in Word, PowerPoint, and Excel.

Copyright © 2023 Pearson

Gallery–An Office feature that displays additional formatting and design choices. An area in Word which provides additional text styles. In Excel, the gallery provides a choice of chart styles, and in Power Point, the gallery provides transitions.

Group–A subset of a tab that organizes similar tasks together.

Header–An area with one or more lines of information at the top of each page.

Keyboard Shortcut–A combination of two or more keys pressed together to initiate a software command.

Live Preview–An Office feature that provides a preview of the results of a selection when you point to an option in a list or gallery. Using Live Preview, you can experiment with settings before making a final choice.

Margin–The area of blank space that displays to the left, right, top, and bottom of a document or worksheet.

Microsoft 365–A productivity software suite including a set of software applications, each one specializing in a particular type of output.

Microsoft Access–A relational database management system in which you can record and link data, query databases, and create forms and reports.

Microsoft Excel–An application that makes it easy to organize records, financial transactions, and business information in the form of worksheets.

Microsoft PowerPoint–An application that enables you to create dynamic presentations to inform groups and persuade audiences.

Microsoft Word–A word processing software application used to produce all sorts of documents, including memos, newsletters, forms, tables, and brochures.

Mini toolbar–A toolbar that provides access to the most common formatting selections, such as adding bold or italic or changing font type or color. Unlike the Quick Access Toolbar, the Mini toolbar is not customizable.

Page Orientation–The orientation of a page for viewing. Portrait orientation is when a page is taller than wider. Landscape orientation is when a page is wider than taller.

Paste–A command used to place a cut or copied selection into another location.

Picture–A graphic file that is retrieved from storage media or the Internet and placed in an Office project.

Copyright © 2023 Pearson

Quick Access Toolbar–A feature that provides one-click access to commonly executed tasks. It is hidden by default but displays under the ribbon when activated.

Ribbon–The command center of Office applications. It is the long bar located just beneath the title bar, containing tabs, groups, and commands.

ScreenTip–A small message box that displays when you place the pointer over a command button.

The purpose of the command, short descriptive text, or keyboard shortcut, if applicable, will display in the box.

Search box (Common Features)–A box, located on the title bar of any application window, that enables you to search for help and information about a command or task you want to perform and presents you with a shortcut directly to that command.

Shortcut menu–A menu that provides choices related to the selection or area at which you rightclick.

Status bar–A bar located at the bottom of the program window that contains information relative to the open file. It also includes tools for changing the view of the file and for changing the zoom size of onscreen file contents.

Tab–Located on the ribbon, each tab is designed to appear much like a tab on a file folder, with the active tab highlighted.

Tag–A data element or metadata that is added as a document property. Tags help in indexing and searching.

Template–A predesigned file that contains preformatted text and/or graphics such as a theme and layout and may include content that can be modified.

Theme–A collection of design choices that includes colors, fonts, and special effects used to give a consistent look to a document, workbook, presentation, or database form or report.

Title bar–The long bar at the top of each window that displays the name of the folder, file, or program displayed in the open window and the application in which you are working.

Toggle command–A button that acts somewhat like light switches that you can turn on and off. You select the command to turn it on, then select it again to turn it off.

View–The various ways a file can appear on the screen.

Zoom slider–A feature that displays at the far-right side of the status bar. It is used to increase or decrease the magnification of the file.

Copyright © 2023 Pearson

DISCUSSION QUESTIONS • • • • • •

What are the benefits of having common features in the Microsoft 365 applications?

What is the purpose of the Quick Access Toolbar and when might you want to customize it?

What are three reasons you would use the Search box?

What is the benefit of using a template and when would you want to start from a blank document?

What considerations should you be aware of when incorporating pictures into a document?

Why is it useful to add tags to a document?

CONNECTIONS: PRACTICAL PROJECTS AND APPLICATIONS • • •

• •

Use the Search box to help you perform a command, find more information about a task, and to define a term.

Search through the available templates for each application.

Explore the themes available for each application that would be the same if you wanted to combine content from multiple applications (such as a report in Word that uses charts from Excel, or a PowerPoint presentation that includes a Word table).

Customize the Quick Access Toolbar with the Editor or Spell command.

Format any image you place in a Word document or PowerPoint presentation with a simple frame, border, or modest shadowing to make the image stand out and give your document a more professional look.

TEACHING NOTES Work with Microsoft 365 Files In this section, the student will learn how to open a file, save a file, and use commonly shared features.

A. Work with Files • You can begin working with a Microsoft 365 application by opening an existing file that has already been saved or you can work on a new file by selecting a blank document or a ready to use template.

• When you click the File tab, you see the Microsoft Office Backstage view, which is all the things you can do to any document you create. ❖ Teaching Tips: Stress the importance of determining where you will be storing your files after they are created and saved. ❖ Teaching Tips: Show students how to open an existing file using the Open dialog box and explain the various components of that box. ❖ Teaching Tips: Demonstrate how the Recent documents list simplifies the task of reopening the most recently opened files in an application. If you do not see your file listed, click More documents (or workbooks, presentations, etc.). o To keep a particular file in the list, click the icon to pin the file to the list.

Copyright © 2023 Pearson

o o

The “pushpin” of the file will change directions so that it appears to be inserted.

If later you want to remove the file from the list, click the inserted pushpin, changing its direction and allowing the file to be bumped off the list. ❖ Teaching Tips: Demonstrate to students the difference between using the command “Save” and the command “Save As”.

B. Using Common Interface Components • The Quick Access toolbar can display above the ribbon or below the ribbon. Click Customize Quick Access Toolbar and make the appropriate choice from the bottom of the list.

• Another way you can accomplish tasks is to use the Shortcut menu. Shortcut menus display when you right-click and are context sensitive, providing choices related to the object, selection, or area of the document at which you did a right-click.

• You can collapse the Search box down to just the magnifying glass icon by going to File > Options and selecting Collapse the Microsoft Search box by default. ❖ Teaching Tips: Demonstrate the ability to maximize your workspace by temporarily hiding the ribbon and then unhiding it. ❖ Teaching Tips: Discuss how the ribbon tabs group related tasks together and further organizes tasks by named groups. Also mention that contextual tabs display for certain tasks such as working with pictures, objects, or tables. ❖ Teaching Tips: Point out commands that are visible when a Dialog Box Launcher is activated. ❖ Teaching Tips: Show how to customize the ribbon and the Quick Access Toolbar. The Quick Access Toolbar can be customized directly through the QAT or by right-clicking a command on the ribbon and selecting “Add to Quick Access Toolbar.”

Format File Content In this section, the student will use templates and themes, explore tools to make formatting changes, check grammar and spelling, and format pictures.

A. Use Templates and Apply Themes • The default location for templates is a subfolder of the user’s documents folder named “Custom Office Templates.”

• When using multiple applications in one project, formatting each output with the same theme provides consistency. ❖ Teaching Tips: Demonstrate how to locate templates that are available online. ❖ Teaching Tips: Point out how to apply themes in several applications. ❖ Teaching Tips: Show how a theme can be customized.

B. Modify, Relocate, and Review Text • There are shortcuts to selecting text, such as clicking and dragging, using double-click, and using the Ctrl and Shift keys with other keys on the keyboard.

Copyright © 2023 Pearson

•

The Office Clipboard is an area of memory reserved to temporarily hold selections that have been cut or copied and allows you to paste the selections. It is important to finalize the paste procedure during the current session before the computer is shut down or loses power, thereby erasing the Clipboard contents.

• Spelling and grammar are automatically checked as you enter text in Word and PowerPoint. You run the spelling checker in Excel and Access to check spelling. ❖ Teaching Tips: Demonstrate editing text using various shortcuts to select the text. ❖ Teaching Tips: Show students how to relocate text using the cut, copy, and paste commands. ❖ Teaching Tips: Explain how to add a word, phrase, or often-used names to the application dictionary, so an error is not flagged in the future. ❖ Teaching Tips: Talk about how to access and modify AutoCorrect.

C. Working with Pictures • You can initiate a Bing Image Search for online pictures directly inside the application being used.

• Use Layout Options to move or reposition a picture.

• When a picture or object is selected, the Format tab includes contextual tools for modifying it. ❖ Teaching Tips: Demonstrate how to insert a picture from a file stored on your computer. ❖ Teaching Tips: Show students how to use the sizing handles of a picture to resize it and how to use the cropping tool, which adjusts the amount of a picture that displays.

Modify File Layout and Properties In this section, the students will learn about views and how to change a document view to suit their needs. Additionally, they will learn how to modify the page layout, including page orientation and margins, as well as how to add headers and footers. Finally, the students will explore Print Preview.

A. Change File Views • Additional views are available on the View tab.

• The status bar can be customized in each application. ❖ Teaching Tips: Demonstrate using the Zoom slider to increase and decrease the size of the document onscreen. Emphasize that changing the size of text onscreen does not change the font size when the file is printed or saved.

B. Change the Page Layout • The Layout tab in Word and Page Layout tab in Excel provides access to a full range of options, such as margin settings and page orientation. PowerPoint and Access do not have Layout tabs. ❖ Teaching Tips: Demonstrate how changing page orientation can be executed using an option in the Print area of the File tab, from the Page Layout tab, or the Page Setup dialog box.

C. Create Headers and Footers Copyright © 2023 Pearson

• • • ❖ ❖

Some built-in header and footer designs include page numbers.

You can add images to a header or footer.

You can create different headers or footers for odd and even pages.

Teaching Tips: Show how text in a header or footer can be formatted like any other text.

Teaching Tips: Demonstrate how to set headers and footers so they do not appear on the first page.

D. Configure File Properties and Print a File • The Info area of the File tab is used to view settings related to protection, permissions, versions, and properties of a file.

• In Print Preview, you will see all items, including any headers, footers, graphics, and special formatting. ❖ Teaching Tips: Demonstrate where documents properties are found. ❖ Teaching Tips: Show the options available in Print view and how they vary depending on the application in which you are working.

OBJECTIVE TESTS IN MYITLAB To find an objective test to help your students practice for tests, have them sign in to MyITLab: www.myitlab.com

ADDITIONAL WEB RESOURCES 1. What’s new in Microsoft 365: https://support.office.com/en-us/article/What-s-new-inOffice-365-95c8d81d-08ba-42c1-914f-bca4603e1426#Platform=Windows_Desktop 2. Office Quick Starts: https://support.office.com/en-us/article/office-quick-starts-25f909da3e76-443d-94f4-6cdf7dedc51e?ui=en-US&rs=en-US&ad=US 3. Office cheat sheets: https://support.office.com/en-us/article/office-cheat-sheets-61abfe7b1c43-483c-b82b-3806d80e027e 4. Customize the ribbon in Office: https://support.office.com/en-us/article/Customize-theribbon-3C610B47-6F0F-4179-83D3-68A254A80EA6 5. Insert a header or footer: https://support.microsoft.com/en-us/office/insert-a-header-orfooter-b87ee4df-abc1-41f8-995b-b39f6d99c7ed 6. Download free, pre-built templates: https://support.microsoft.com/en-us/office/downloadfree-pre-built-templates-29f2a18d-29a6-4a07-998b-cfe5ff7ffbbb

Copyright © 2023 Pearson

PROJECTS AND EXERCISES Data File

Student Solution File

Hands-On Exercise 1

cf01h1Letter.docx

cf01h1Letter_LastFirst.docx

Hands-On Exercise 2

Seasonal Event Flyer template.docx cf01h2Art.jpg

cf01h2Flyer_LastFirst.docx

Hands-On Exercise 3

cf01h3Flyer_LastFirst.docx

Practice Exercise 1

cf01p1Design.pptx cf01p1Website.jpg

cf01p1Design_LastFirst.pptx

Practice Exercise 2

cf01p2Bakery.docx cf01p2Cupcake.jpg

cf01p2Bakery_LastFirst.docx

Mid-Level Exercise 1

cf01m1RefLetter.docx

cf01m1RefLetter_LastFirst.docx

Mid-Level Exercise 2

cf01m1RefLetter.docx

cf01m2Tracker_LastFirst.xlsx

Running Case

cf01r1NCCTSMemo.docx cf01r1NCCTSRates.xlsx cf01r1Logo.jpg

cf01r1NCCTSMemo_LastFirst.docx

Disaster Recovery

cf01d1Resume.docx

cf01d1Resume_LastFirst.docx

Cumulative Exercise

cf01c1Recipes.pptx cf01c1Pita.jpg

cf01c1Recipes_LastFirst.pptx

CHAPTER REVIEW/ANSWERS TO END OF CHAPTER MATERIAL Key Terms Matching Answer Key 1. A productivity software suite including a set of software applications, each one specializing in a type of output.

J. Microsoft 365 2. The long bar located just beneath the title bar containing tabs, groups, and commands.

M. Ribbon 3. A button within a group on the ribbon that performs a specific task.

B. Command

Copyright © 2023 Pearson

4. A collection of design choices that includes colors, fonts, and special effects used to give a consistent look to a document, workbook, or presentation.

S. Theme 5. A data element or metadata that is added as a document property.

Q. Tag 6. A component of every Microsoft 365 program where tasks related to doing things “to” a file are located such as save, open, and print.

D. File tab 7. A tool that displays near selected text that contains formatting commands.

K. Mini Toolbar 8. A feature of a window that identifies the file name, contains controls to manipulate window display and houses the Quick Access Toolbar.

T. Title bar 9. A feature in a document that consists of one or more lines at the bottom of each page.

E. Footer 10. A predesigned file that incorporates formatting elements, such as a theme and layouts, and may include content that can be modified.

R. Template 11. A feature that enables you to obtain help and information about a command or task you want to perform and presents you with a shortcut directly to that command.

N. Search box 12. A tool that copies all formatting from one area to another.

F. Format Painter 13. Stores up to 24 cut or copied selections for use later in your computing session.

A. Clipboard 14. A task-oriented section of a ribbon tab that contains related commands.

G. Group 15. A window that contains commands and features related to a ribbon group that are not displayed on the ribbon.

C. Dialog box Copyright © 2023 Pearson

16. Provides handy access to commonly executed tasks, such as saving a file and undoing recent actions.

L. Quick Access Toolbar 17. The long bar at the bottom of the screen that houses the Zoom slider and various view buttons.

P. Status bar 18. The area of blank space that displays to the left, right, top, and bottom of a document or worksheet.

I. Margin 19. A context-sensitive menu that displays commands and options relevant to the active object.

O. Shortcut menu 20. A feature in a document that consists of one or more lines at the top of each page.

H. Header Multiple Choice Answer Key 1. In Word or PowerPoint, which of the following is a quick way to select an entire paragraph? b. Triple-click inside the paragraph.

2. Which action would you take when you want to copy the format of a selection but not the content? d. Click Format Painter in the Clipboard group.

3. Which of the following displays when an object, such as a picture, is selected? c. Contextual tab(s) 4. What does a red wavy underline in a document or presentation mean? a. A word is misspelled or not recognized by the Microsoft 365 dictionary.

5. Which of the following is true about headers and footers? c. Headers appear at the top of every page in a document.

6. You can get help when working with a Microsoft 365 application in which one of the following areas? a. Search box 7. To access commands that are not on the ribbon, you need to open which of the following?

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b. Dialog box 8. Which of the following should you use to create a document without knowing much about the software? c. Template 9. Which is the preferred method for resizing a picture so that it keeps its proportions? b. Use a corner-sizing handle 10. Which of the following does not describe a tag in a Word document? d. Document title

Critical Thinking Answer Key 1. Describe when you would use Save and when you would use Save As when saving a document.

Save As is used when saving a new document or when changing the name of an existing file or where an existing file is stored. Save is used when saving changes to an existing file, without making changes to file name or storage location.

2. Explain how the ribbon is organized.

The ribbon is the command center of any Microsoft 365 application. The ribbon is organized by tabs, which sort skills into groups by task.

3. Describe the Microsoft 365 application features that are available to assist you in getting help with a task.

When a task is typed into the Search box, a menu of possible commands will appear from which you can select either further assistance on the task, or the task will be completed automatically.

Enhanced ScreenTips are available by simply hovering the mouse pointer over a command on the ribbon, prompting a text box of information about the command to appear. Lastly, the Help tab on any Microsoft 365 application provides links to training documents and videos.

4. Discuss the differences between themes and templates.

You can enhance your file by using a template or applying a theme. A template is a predesigned file that incorporates formatting elements, such as a theme and layouts, and may include content that can be modified. A theme is a collection of design choices that includes colors, fonts, and special effects used to give a consistent look to a document, workbook, or presentation. Microsoft provides high quality templates and themes, designed by professional designers to make it faster and easier to create high-quality documents. Even if you use a theme to apply colors, fonts, and special effects, they can later be changed individually or to a completely different theme.

5. Discuss several ways text can be modified.

Text can be modified by using the font commands accessed on the ribbon, using a short-cut menu, or through the Mini Toolbar. Font styles, sizes, colors, and effects such as bold, italics, and underline are available. Other formatting options not found on the ribbon (or through shortcut menus or the Copyright © 2023 Pearson

Mini Toolbar) can be accessed by using the Dialog Box Launcher in the Font group to display the Font Dialog Box. 6. Explain how the Clipboard is used when removing or relocating text.

When you cut or copy selections, they are placed in the Clipboard. Instead of cutting or copying and pasting items individually, you can cut or copy all the items to the Clipboard, then paste each or all Clipboard items to the new location.

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7. Explain how to review a file for spelling and grammar issues.

Word and PowerPoint automatically check your spelling and grammar as you type. If a word is unrecognized, it is flagged as misspelled or grammatically incorrect. Misspellings are identified with a red wavy underline, and grammatical or word usage errors (such as using bear instead of bare) have a blue double underline. To review a file for spelling and grammar errors throughout a document, use Spelling or Editor. When it is selected, the Spelling or Editor pane will open. For each error, you are offered one or more suggestions as a correction. You can select a suggestion and click Change, or if it is an error that is made more than one time throughout the document, you can select Change All. 8. Explain why it is important to use the corner sizing handles of a picture when resizing.

To adjust the size while maintaining the proportions, use the corner sizing handles. If one of the center edge sizing handles is used, the picture will stretch or shrink out of proportion.

9. Discuss why you would need to change the view of a document.

As you prepare a file, you may find that you want to change the way you view it. A section of your document may be easier to view when you can see it magnified, for example. Alternatively, some applications have different views to make working on your project easier.

10. Discuss the various ways you can change a page layout.

Most commonly the layout of a page or worksheet can be modified by changing margins and page orientation. In Excel, you can also center the worksheet vertically or horizontally on a page. In Word, contents can also be aligned in columns. Other less common page setup options can be found in the Page Setup dialog box.

11. Explain what functions and features are included on the File tab.

The File tab provides a collection of commands related to an open file. On the Info page, you can find out information such as protection, permissions, versions, and properties. A file’s properties include the author, file size, permissions, and date modified. You can create a new document or open, save, print, share, export, or close.

12. Discuss some file properties and explain why they are helpful.

File properties are data elements about a file that include the author, file size, permissions, and when the file was modified. Additionally, tags can be added to help with future searches and indexing.

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Instructor’s Manual Exploring Microsoft 365, Excel 2022, Chapter 1 Resource

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CHAPTER OBJECTIVES When students have finished reading this chapter, they will be able to: • • • • • • • •

Explore the Excel Window Enter and Edit Cell Data Create Formulas Select Page Setup Options Preview and Print a Worksheet Apply Cell Styles, Cell Alignment, and Font Options Apply Number Formats Manage Worksheets

CHAPTER OVERVIEW The students will be asked to calculate the retail price, sale price, and profit analysis for selected items on sale. Students will learn to identify the parts of an Excel window. Students will create formulas and format a spreadsheet to increase readability. Students will learn to manage worksheets, set print options for a worksheet, and print the worksheet.

The major sections in this chapter are: 1. Introduction to Spreadsheets. In this section, students will learn to identify the parts of the Excel window and to enter and edit cell data.

2. Mathematical Operations and Formulas. In this section, students will learn how to create formulas, copy and paste formulas, apply the order of operations, and display cell formulas.

3. Worksheet Structure and Clipboard Tasks. Students will learn to insert and delete columns and rows, adjust column width and row height, and hide a column. Also, in this section, students will learn to select, move, copy, and paste a range using Paste Options.

4. Worksheet Formats. Students will learn to apply cell styles, merge cells, change cell alignment, wrap text, increase indent, apply a border, and apply a fill color. In this section, students will learn to apply number formats and increase and decrease decimal places.

5. Worksheet Management, Page Setup, and Printing. Students will learn to manage worksheets by inserting new worksheets, moving or copying a worksheet, renaming a worksheet, or deleting a worksheet. In this section, students will learn to set page orientation, select scaling options, set margins options, and create a header or footer. Students will learn to use Print Preview, set print options, and print a worksheet.

CLASS RUN-DOWN 1.

2.

3.

4.

5.

Have students turn in homework assignments.

Talk about the chapter using the discussion questions listed below.

Use a PowerPoint presentation to help students understand the chapter content.

Demonstrate the elements of an Excel 2022 window.

Demonstrate how to enter data, Auto Fill to complete a sequence, and clear cell contents.

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6. Explain how to create formulas using the Formulas dialog box.

7. Demonstrate how to change the column width and row height of a cell, and how to insert and delete columns and rows.

8. Demonstrate how to select, move, copy, and paste data in a range.

9. Explain cell styles and how to apply style and merge cells.

10. Explain how to apply number formats and increase or decrease decimal places.

11. Have students complete the Cumulative Exercise for Excel Chapter 1.

12. Use MyITLab for in-class work or to go over homework.

13. Give students the homework handout for the next class period.

LEARNING OBJECTIVES At the end of this lesson students should be able to: • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • •

Identify Excel Window Elements Identify Columns, Rows and Cells Navigate in and Among Worksheets Go to a Cell Enter Text Check the Spelling in a Worksheet Use Auto Fill to Complete a Sequence Enter Values Enter a Date Clear Cell Contents Find and Replace Data Use Cell References in Formulas Copy a Formula Use Semi-Selection to Create a Formula Apply the Order of Operations Display Cell Formulas Insert a Column Delete a Column Insert a Row Delete a Row Adjust Column Width Adjust Row Height Hide and Unhide a Column Select a Range Move a Range Insert Cut Cells Copy and Paste a Range Use Paste Options Apply a Cell Style Merge Cells Change Cell Alignment Wrap Text Increase Indent Copyright © 2017 Pearson Education, Inc.

• • • • • • • • • • • • • •

Apply a Border Apply Fill Color Apply Number Formats Increase and Decrease Decimal Places Insert and Delete a Worksheet Move or Copy a Worksheet Rename a Worksheet Delete a Worksheet Specify Page Options Set Margin Options Create a Header or Footer View in Print Preview Set Print Options Print a Worksheet

KEY TERMS Accounting Number format–A number format that displays $ on the left side of a cell, formats a value with a comma for every three digits on the left side of the decimal point, and displays two digits to the right of the decimal point.

Active cell–The current cell in a worksheet. It is indicated by a dark green border, and the Name Box shows the location of the active cell.

Active sheet–The currently displayed worksheet.

Alignment (Excel)–The placement of data within the boundaries of a cell.

Auto Fill–A feature that completes a sequence of months, abbreviated months, quarters, weekdays, weekday abbreviations, or values. Auto Fill also can be used to fill or copy a formula down a column or across a row.

AutoComplete–A feature that searches for and automatically displays any other text in that column that matches the letters you type.

Border (Excel)–A line that surrounds a cell or a range of cells to offset particular data from the rest of the data in a worksheet.

Cancel–A command that is used to cancel data being entered or edited into the active cell. The Cancel command changes from gray to red when you position the pointer over it.

Cell–The intersection of a column and row in a Word table, PowerPoint table, or Excel worksheet.

Cell address–The unique identifier of a cell, starting with the column letter and then the row number, such as C6.

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Cell style–A collection of format characteristics (font, font color, font size, borders, fill colors, and number formatting) to provide a consistent appearance within a worksheet and among similar workbooks.

Column heading–A letter used to identify a column in a worksheet. Column headings are listed in alphabetical order above the columns in a worksheet.

Column width–The horizontal measurement of a column in a table or a worksheet. In Excel, it is measured by the number of characters or pixels.

Comma Style–A number format that formats a value with a comma for every three digits on the left side of the decimal point and displays two digits to the right of the decimal point.

Currency format–A number format that displays $ to the immediate left of the value, formats a value with a comma for every three digits on the left side of the decimal point, and displays two digits to the right of the decimal point.

Enter–A command that is used to accept data typed in the active cell and keep the current cell active. The Enter command changes from gray to blue when you position the pointer over it.

Fill color–The background color that displays behind the data in a cell so that the data stand out.

Fill handle–A small green square at the bottom-right corner of the active cell. You can position the pointer on the fill handle and drag it to repeat the contents of the cell to other cells or to copy a formula in the active cell to adjacent cells down the column or across the row.

Flash Fill– A feature that uses data from other columns to determine a pattern as you type and fills in results in the remaining rows based on that pattern. It can be used to separate data in one column or combine data in multiple columns.

Formula–A combination of cell references, operators, values, and/or functions used to perform a calculation.

Formula Bar–A bar that shows the contents (text, value, date, formula, or function) stored in the active cell. You enter or edit cell content here.

Go To–A navigation feature to go to a specific page in Word or a specific cell in Excel.

Horizontal alignment–The placement of cell data between the left and right cell margins. By default, the text is left-aligned, and values are right-aligned.

Indent (Excel)–A format that offsets data from its default alignment. For example, if text is leftaligned, the text may be indented or offset from the left side to stand out. If a value is right-aligned, it can be indented or offset from the right side of the cell.

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Input area–A range of cells in a worksheet used to store and change the variables used in calculations.

Insert Function–A command that displays the Insert Function dialog box to search for and select a function to insert into the active cell. The Insert Function command changes from gray to green when you position the pointer over it.

Name Box–A rectangular area that displays the address (or name) of the active cell, selected chart, or selected table. Use the Name Box to go to a cell or table; select a range; or assign a name to one or more cells.

New sheet–A command used to insert a new worksheet to the right of the current worksheet.

Nonadjacent range–A collection of multiple ranges (such as D5:D10 and F5:F10) that are not positioned in a contiguous cluster in an Excel worksheet.

Normal view– The default view of a worksheet that shows worksheet data but not margins, headers, footers, or page breaks.

Number format–A setting that controls how a value displays in a cell.

Order of operations–A set of rules that controls the sequence in which arithmetic operations are performed. Also called the order of precedence.

Output area–The range of cells in an Excel worksheet that contain formulas dependent on the values in the input area.

Page Break Preview– A view setting that displays page breaks within the worksheet.

Page Layout view– A view setting that displays the worksheet data, margins, headers, and footers.

Paste Options–A button that displays near the bottom right corner of the pasted data immediately after using the Paste command. It enables the user to apply different paste options.

Percent Style–A number format that displays a value as if it were multiplied by 100 and with the % symbol. The default number of decimal places is zero if you click Percent Style in the Number group or two decimal places if you use the Format Cells dialog box.

Pointing–The process of using the pointer to select cells while building a formula. Also known as semi-selection.

Range–A group of adjacent or contiguous cells in a worksheet. A range can be adjacent cells in a column (such as C5:C10), in a row (such as A6:H6), or a rectangular group of cells (such as G5:H10).

Row heading–A number used to identify a row in a worksheet. Row headings are listed in sequential order on the left side of rows in a worksheet.

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Row height– The vertical measurement of the row, measured in pt size or pixels.

Select All–The triangle at the intersection of the row and column headings in the top-left corner of the worksheet used to select everything contained in the active worksheet.

Semi-selection–The process of using the pointer to select cells while building a formula. Also known as pointing.

Sheet tab–A label that looks like a file folder tab, located between the bottom of the worksheet and the status bar, that shows the name of the worksheet contained in the workbook.

Sheet tab scroll control–A control to the left of the sheet tabs used to scroll through sheet tabs; not all the sheet tabs are displayed at the same time.

Spreadsheet–An electronic file that contains a grid of columns and rows used to organize related data and to display results of calculations, enabling interpretation of quantitative data for decision making.

Text–Any combination of letters, numbers, symbols, and spaces not used in calculations.

Value–A number that represents a quantity or a measurable amount.

Vertical alignment–The placement of cell data between the top and bottom cell margins.

View and zoom controls–Buttons on the right side of the status bar that enable you to change to Normal, Page Layout, or Page Break view to display the worksheet.

Workbook–A collection of one or more related worksheets contained within a single file.

Worksheet–A single spreadsheet that typically contains descriptive labels, numeric values, formulas, functions, and graphical representations of data.

Wrap text–An alignment option that word-wraps data on multiple lines within a cell.

DISCUSSION QUESTIONS • • • • • • • • •

What are some uses for Excel other than financial worksheets?

What symbol tells Excel that the content of a cell is a formula? What will Excel do if you do not use the symbol?

What are the typical steps in creating a formula?

What are cell styles used for?

What is a reason you might need to merge cells?

What are some of the number styles? When would you use them?

What are some of the options for page set up?

What is a header or footer?

What are two good reasons to view a worksheet in Print Preview mode before printing?

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CONNECTIONS PRACTICAL PROJECTS AND APPLICATIONS • • •

Complete an Excel worksheet with your course grades (total output).

Complete an Excel worksheet with a list of ten books. Add columns for the author’s first name, author’s last name, and for whether you have read the books.

Complete an Excel worksheet for a company selling five different herbal teas. Include columns for the types of tea, the wholesale price, the retail price, and percentage markup. Add a column for sales price and use a formula to determine the sales price for each listing.

TEACHING NOTES Explore the Excel Window In this section, students will learn how to identify the parts of an Excel window, and how to enter and edit text and numeric data into a worksheet.

A.

Identify Excel Window Elements • Point out the elements in an Excel window: o Select All o Name Box o Insert Function o Enter o Cancel o Active Cell o Column heading o Row heading o Formula bar o Sheet tab o New Sheet o View and Zoom controls ❖ Teaching Tips: Demonstrate keystrokes and actions, such as the arrow keys, Tab, and Home. ❖ Teaching Tips: Provide ideas for spreadsheets that do not include financial statements and forms, such as a worksheet used to track student progress in completing courses required for a degree program.

B. Identify Columns, Rows, and Cells • Each cell is the intersection of a column and a row.

• A cell address is made up from the column letter, and the cell’s row number uniquely identifies a cell. Example: A21 • The active cell is the currently selected cell. ❖ Teaching Tips: Demonstrate how the cell address changes in the Name box when a different cell is clicked to become active.

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❖ Teaching Tips: Explain how the letter name of the columns restarts at AA after Z. SFD is the last of the possible 16,384 columns. ❖ Teaching Tips: Explain that there are numeric rows up to 1,048,576 rows.

C. Navigate in and Among Worksheets • To move to a new cell, use the pointer or the arrow keys on the keyboard.

• Vertical and horizontal scroll bars display to make it easy to move to another area of a large worksheet.

• The active sheet is the worksheet that is currently displayed.

• The sheet tab for the active sheet is bold green with a green horizontal line below the tab name.

• The sheet tabs at the bottom of the workbook window allow you to navigate between worksheets. ❖ Teaching Tips: Discuss the keystrokes and actions available from the keyboard. ❖ Teaching Tips: Explain how to use the Go To navigation feature to navigate to a specific cell. ❖ Teaching Tips: Show how to use the Name Box to navigate to a specific cell.

Enter and Edit Cell Data Plan the structure of a worksheet before you start entering data. In the design, consider the purpose of the worksheet, what outputs are required to achieve the purpose of the worksheet, and what input is required to achieve the necessary outputs.

A. • • • • ❖ ❖ ❖ B. • ❖ C.

Enter Text Enter labels, values, and formulas in Excel.

Format numeric values and adjust the number of decimal places based on the type of data.

Format text titles and labels with bold and color to make them stand out.

AutoComplete searches for any other text in the same column that matches the letters you type. Select the appropriate suggested value and press Enter to accept the value.

Teaching Tips: Document sheets record the current date, your name as the workbook author, assumptions, and the purpose of the workbook.

Teaching Tips: Explain the use of Excel templates and themes and when you might use them.

Teaching Tip: To enter a number as text, type an apostrophe and the number. Example: ‘006.

Check the Spelling in a Worksheet After entering and editing text into a spreadsheet, you should use the Spelling tool.

Teaching Tip: The Spelling command is on the Review tab in the Proofing group.

Use Auto Fill to Complete a Sequence Copyright © 2023 Pearson

• ❖ D. ❖ E. • • ❖ ❖ ❖ F. • • ❖

❖ G. • • • • H. • •

The Auto Fill feature helps to complete a sequence of words or values, such as a list of months or dates.

Teaching Tip: Demonstrate using the fill handle to Auto Fill a sequence.

Use Flash Fill Teaching Tip: Flash Fill is a feature that uses data in previous columns as you type a new label as a pattern to determine what to fill in.

Enter Values Values are numbers that represent a quantity or a measurable amount, which can be used as the basis of a calculation.

Values align at the right side of the cell, while text entries align at the left side of the cell.

Teaching Tip: Cell formats can be applied to a column or range of cells before values and text are added.

Teaching Tip: When entering values with trailing zeros, such as 6.50, you do not have to type the zero.

Teaching Tip: Type percentages in the decimal format. Example: .5 for 50%.

Enter Dates and Times Enter a static date to documents you create if you need the time the document was created to remain the same.

Dates are values, so they align at the right side of the cell.

Teaching Tip: Excel stores dates differently from the way it stores data. Dates are stored as serial numbers starting at 1 for January 1, 1900. This allows you to create formulas with dates, such as determining the date thirty days from a specific date.

Teaching Tip: Date formats are available on the Home tab in the Number group.

Edit and Clear Cell Contents Labels should be descriptive. Values or text can be edited to fix incorrectly entered data.

Three methods of editing cell contents: double-click the cell, click in the Formula Bar, or press F2.

To clear or delete the contents of a cell, but keep the formatting, press Delete.

To clear the content and formatting or clear other settings, use the Clear command in the Editing group on the Home tab.

Find and Replace Data Find & Select in the Editing group on the Home tab is used to find and select specific data.

You can replace all occurrences of specific data, such as 0.15 discount rate, using the Replace with box.

Create Formulas A formula combines cell references, arithmetic operations, values, and/or functions into a calculation.

The results of formulas update as values change.

A. Use Cell References in Formulas Copyright © 2023 Pearson

• • •

Formulas helps users analyze how results change as input data changes.

Formulas must begin with the = sign. Example: =4+3 will display 7 in the cell.

Formulas in Excel use cell references. =B2+B5 results in adding the values in cell B2 and cell B5. ❖ Teaching Tips: When you type = followed by an arithmetic expression, Excel Intellisense Formula AutoComplete displays a list of functions that start with that letter. ❖ Teaching Tips: Use cell references in formulas unless the value will never change.

B. Copy a Formula • Copy formulas across a series of cells by using the fill handle to drag the formula in the active cell to adjacent cells down a column or across a row.

• Cell references in copied formulas adjust based on their relative locations to the original formula.

C. Use Semi-Selection to Create a Formula • Semi-Selection reduces typing time and ensures accuracy.

• Semi-Selection is a process of selecting a cell or range of cells for entering cell references as you create formulas.

D. Apply the Order of Operations • The order of operations is a set of rules that control the sequence in which arithmetic operations are performed.

• Excel performs operations in this order: Parentheses, Exponentiation, Multiplication or Division, and finally Addition or Subtraction. Please Excuse My Dear Aunt Sally is a phrase that students may find helpful for remembering the order of operations. ❖ Teaching Tips: The order of operations, or order of precedence, is the exact same order students learn in Algebra classes.

E. Display Cell Formulas • To display all the formulas in a worksheet, press Ctrl and the grave accent key (`) at the same time.

• To return the display to show the formula results, press Ctrl and the grave accent key (`) again.

Manage Columns and Rows After you create a spreadsheet, you may need to insert a new row or column to add new data or remove a row or column to delete data you no longer need. Rows and columns with confidential data can be hidden before printing, and column width and row height can be adjusted to fit the data better. ❖ Teaching Tips: A worksheet can be copied to make it possible to explore different values without changing the original.

A. Insert Columns and Rows • Inserting columns or rows to add new data to a worksheet. ❖ Teaching Tips: An alternate method of adding a row or column is to right-click in the row header or column header where you want to make the addition, and then select Insert from the shortcut menu.

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B.

C.

D.

E.

❖ Teaching Tips: If you click Insert in the Cells group, Excel inserts a cell at the current location, which moves existing content down or over. ❖ Teaching Tips: If you make a mistake and add a column or row in the wrong place, you can use the Undo button in the Quick Access Menu to undo the action.

Delete Columns and Rows • To delete an un-needed column or row, select the column or row by clicking the column or row heading, and use Delete in the Cells group on the Home tab. ❖ Teaching Tips: If you make a mistake and delete the wrong column or row, you can use the Undo button in the Quick Access Menu to undo the action.

Adjust Column Width • Adjusting column width ensures that all the data displays.

• To adjust column width, click Format in the Cells group on the Home tab and select AutoFit Columns Width. ❖ Teaching Tips: Column width can be adjusted by pointing at the vertical border between the column headings and dragging the vertical border to the left to decrease or the right to increase the width. ❖ Teaching Tips: Demonstrate the two-headed arrow that displays when the pointer points to the vertical border. ❖ Teaching Tips: Mention that pound signs (###) display when number values are cut off when a column width is too narrow to show all digits, while text appears cut off.

Adjust Row Height • The vertical measurement of the row, known as the row height, is changed by doubleclicking the border between row numbers or by selecting Row Height or AutoFit Row Height from the Format Menu.

• Row height is a value between 0 and 409 based on point size and pixels (abbreviated pt).

• One point is equal to 1/72 of an inch. Row height should be taller than the font size. ❖ Teaching Tips: More than one column or row can be selected to make them the same size. Drag across the column or row headings for the area to select the area that needs to be adjusted and set the size using any method mentioned. ❖ Teaching Tips: To select nonadjacent columns or rows for resizing, press and hold Ctrl while clicking the needed column and rows, then adjust column width or row height using any method.

Hide and Unhide Columns and Rows • When a worksheet contains sensitive data, columns or rows can be hidden before printing a copy for distribution or showing the worksheet on a screen during a meeting.

• To hide a column or row, select a cell or cells in the column or row you want to hide, click Format in the Cells group on the Home tab, point to Hide & Unhide, and select Hide Columns or Hide Rows, as needed.

• To unhide a column or row, select the columns or rows on both sides of the hidden column or row, right-click, and select Unhide.

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❖ Teaching Tips: An alternate method to hide a column or row is to right-click the column or row headings you want to hide and select Hide. To hide multiple columns or rows, select the columns or rows by dragging across the headers, and then right-click and select Hide. ❖ Teaching Tips: To unhide column A or row 1, type A1 in the Name box and press Enter.

Click Format in the Cells group on the Home tab, point to Hide & Unhide, and select Unhide Columns or Unhide Rows. ❖ Teaching Tips: Alternatively, select the entire worksheet by clicking the blank cell to the left of the A column and above row 1, then right-click in the letter headers and select Unhide.

Select, Move, Copy, and Paste Data Selecting, cutting, copying, and pasting data in Excel works much the same as it does in Word or other programs.

A. Select a Range • A range is a selection of adjacent or contiguous cells in a worksheet and can be as large as the entire worksheet.

• A nonadjacent range contains a selection of ranges that are not positioned in a contiguous group in a worksheet, such as A5:D5 and A12:D12. ❖ Teaching Tips: Selecting ranges or nonadjacent ranges helps in adding the same formatting to a series of labels or adding Accounting or Percent Style to a series of values. ❖ Teaching Tips: To easily select a range, type the range address into the Name Box. B. Move a Range • When you move a range from one location in the worksheet to another, the text and values do not change. ❖ Teaching Tips: When moving a column or row of cells to a new location, select and cut the data to be moved, select the top left cell where you want the cells moved, and then right-click and select Insert Cut Cells. Excel inserts the data without overwriting existing data.

C. Copy and Paste a Range • One use for the copy and paste function is to copy an entire worksheet and paste the contents into a new worksheet. ❖ Teaching Tips: Using Copy as a Picture allows you to take an image of the data and paste it into a new location. The image can be modified as a picture, but the individual cell data cannot be edited.

D. Use Paste Options The Paste Option shows lists and describes some of the options available. These enable you to paste content or attributes, such as formulas or formats.

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•

To see the Paste Options, select the arrow beneath Paste in the Home tab in the Clipboard group.

Apply Cell Styles, Cell Alignment, and Font Options Using cell styles, cell alignment, and font options to professionally format a worksheet makes the data easier to read and understand.

A. Apply a Cell Style • Pre-designed cell styles in the Styles group make it easy to style your worksheet. ❖ Teaching Tips: To see the result of applying a specific style to a cell, select the cell, then use the pointer to hover over a style name. A Live Preview will show how the style of the selected cell will change.

B. Merge Cells • The Merge and Center arrow command in the Alignment Group on the Home tab offers options to Merge & Center, Merge Across, Merge Cells, or Unmerge Cells. ❖ Teaching Tips: When horizontally merging cells, only the data in the far-left cell is maintained. When vertically merging cells, only the data in the top left cell is maintained. All other data is deleted. ❖ Teaching Tips: When horizontally or vertically merging cells that contain data, Excel will ask if you are certain before completing the merge.

C. Change Cell Alignment • Alignment determines how the data within the boundaries of a cell’s borders are positioned. ❖ Teaching Tips: Horizontal alignment has the options to align data left, right, or centered. ❖ Teaching Tips: Vertical alignment has the options to align data to the top, bottom, or vertical center of a cell. ❖ Teaching Tips: Text orientation can be set to angle text or rotate it up or down.

Orienting text diagonal or vertical can provide more text in a narrower column. One use for this would be in a gradebook, where student names or dates are vertically oriented to keep the worksheet from becoming too wide to display the names of students in a class, or the dates in a month.

D. Wrap Text • Wrap text allows the text to display on multiple lines within the same cell. ❖ Teaching Tips: The cell height may need to be adjusted to display all the contents when wrap text moves to additional lines. ❖ Teaching Tips: To insert a manual line break within a cell, press Alt+Enter.

E. Increase and Decrease Indent • Increase or Decrease Indent offsets the data from its current alignment.

• By default, values are right-aligned, while text is left-aligned.

• Increasing the indent of values shifts values to the left and displays another digit to the right of the decimal.

F. Apply a Border and Fill Color Copyright © 2023 Pearson

•

Applying a border, a line that surrounds any or all sides of a cell, helps emphasize important data or separate input and output areas.

• Fill color is a background color that fills the cell behind the data. ❖ Teaching Tips: Choosing a light background with dark font text or a dark background with white or light text increases readability.

Apply Number Formats Number formats are settings that control how a value is displayed in a cell. The default number format, General, displays numbers as they are entered. ❖ Teaching Tips: Applying a number format changes how the value is displayed, but it does not change the way it is stored in Excel.

A. Apply a Number Format • The Number group on the Home tab contains commands for applying a number format. ❖ Teaching Tips: Users can create a custom format if the built-in formats do not meet your needs. To create a custom format, select Custom in the Format Cells dialog box, and type the format you need, or select from the list.

B. Increase and Decrease Decimal Places • Use Increase and Decrease Decimal Places in the Number group on the Home tab to adjust the number of decimal places that display in a value. ❖ Teaching Tips: The Format Painter in the Clipboard group on the Home tab makes it easy to copy formats to other cells in the workbook. Click the Format Painter once for a single use. To copy formats to more than one cell, double-click the Format Painter to turn it on, then click it again to turn it off when you are finished.

Manage Worksheets If a workbook is designed for printing or distributing to others, the worksheets should be set up so they can print attractively and still provide the information in an understandable form. ❖ Teaching Tips: Worksheet tabs can have color added to make them easier to identify.

Right-click the sheet tab, select Tab Color, and then select a color. The active sheet tab will have a dark green horizontal bar below the sheet name, and the sheet name is bold.

A. Insert and Delete a Worksheet • Add a new worksheet by clicking the Plus symbol (New Sheet) button to the right of the last worksheet tab.

• Delete a worksheet by right-clicking the sheet tab and selecting Delete. ❖ Teaching Tips: Another method to insert a worksheet is to right-click an existing tab, select Insert, select Worksheet, and then click OK. The worksheet will insert before the tab you clicked on. ❖ Teaching Tips: Remind students to save the workbook before making any changes. This allows them to go back to the previous version if they make mistakes.

B. Move or Copy a Worksheet Copyright © 2023 Pearson

• • ❖ ❖ C. • • ❖ ❖

When updating a workbook for a new month or year, you can copy and edit the data pasted to a new worksheet.

After adding a new worksheet to a workbook for a new department or salesperson, you can move the sheet tabs into a different sequence.

Teaching Tips: Right-click the tab and Use the Move or Copy command on the shortcut menu to move or copy a worksheet.

Teaching Tips: Alternatively, drag the sheet tab to the left or right until it is in the desired location.

Rename a Worksheet The default name of the first sheet in a workbook is Sheet1. As additional sheets are inserted, they are numbered consecutively, as in Sheet2, Sheet3, and so on.

Rename a worksheet to describe the contents of the worksheet.

Teaching Tips: For best results, keep worksheet names short to improve readability.

Teaching Tips: To rename a worksheet, right-click the sheet tab, select Rename, type the new name, and then press Enter.

Select Page Setup Options Page Setup options include setting the margin, selecting orientation, specifying page size, selecting the print area, and applying other options.

•

Page Setup options can be applied to individual worksheets or to multiple worksheets at the same time. With the worksheets selected, use the commands in the Page Setup group on the Page Layout tab to set page options for all selected worksheets.

• The Scale to Fit group has options to adjust the scaling of the spreadsheet on a printed page.

A. Specify Page Options • Page Options that are not available on the ribbon can be found on the Page Setup Dialog Box, accessed through the page Setup Dialog Box Launcher.

B. Set Margin Options • Margin settings can be set by clicking the down arrow on the Margins command in the Page Setup group on the Page Layout tab. ❖ Teaching Tips: The Page Setup dialog box contains a tab for Page, Margins, Header/Footer, and Sheet options. ❖ Teaching Tips: Take care when using the Fit to Page option. The option can reduce the size of the text too small to read.

C. Create a Header or Footer • Headers and footers provide extra information about the worksheet, such as the creator’s name, the date, the file name, the sheet name, or company logos. ❖ Teaching Tips: When the workbook is in Normal view, the headers and footers are hidden. To display the headers and footers, change the view to Page Layout view.

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❖ Teaching Tips: If the worksheets in a workbook have different orientation, scaling, or margins applied, headers and footers need to be applied on individual worksheets.

D. Select Sheet Options • Sheet options used to set the print area, print titles, print options, and page order can be set through the Page Setup dialog box. Some of the options are also located in the Sheet Options group on the Page Layout tab. ❖ Teaching Tips: Though the default in Excel is to display gridlines onscreen to delineate cell margins, the gridlines do not print unless you specifically set them to print. ❖ Teaching Tips: When a worksheet has too many rows to print on one page, the Print Titles command in the Page Setup group on the Page Layout tab will open the Page Setup dialog box. Select the rows to repeat. The labels will repeat on each printed page. ❖ Teaching Tips: When a worksheet has too many columns to print on one page, in the Page Setup dialog box, select the column or columns to print the labels on the left side of each printed page.

Preview and Print a Worksheet The backstage view displays the Print option. Click Print, specify the number of pages to print, and which printer to use.

• The default option is Print Active Sheets. Other options include Print Entire Workbook, Print Selection, or specify which pages to print. ❖ Teaching Tips: The right side of the print window shows a preview of what will print. At the bottom of the window, you can see how many pages will print. If more than one page will print, you can click the arrow to see the print preview of each page. ❖ Teaching Tips: To print multiple worksheets, select the worksheets you want to print, and then select Print Active sheets in the Print options. To print an entire workbook, select the Entire Workbook option. ❖ Teaching Tips: If the print preview of the pages doesn’t look right, you can use the link at the bottom of the options list on the left side of the page to open the Page Setup dialog box to adjust your pages.

OBJECTIVE TESTS IN MYITLAB To find an objective test to help your students practice for tests, have them sign in to MyITLab: www.myitlab.com.

ADDITIONAL WEB RESOURCES 1. Create a Workbook in Excel: https://support.office.com/en-us/article/create-a-workbook-inexcel-94b00f50-5896-479c-b0c5-ff74603b35a3?wt.mc_id=fsn_excel_quick_start 2. Rows, Columns, and Cells: https://support.office.com/en-us/article/rows-columns-and-cellsbbd5c21c-a286-4886-887c-842632eb4695?ui=en-US&rs=en-US&ad=US

Copyright © 2023 Pearson

3. Overview of Formulas in Excel: https://support.office.com/en-us/article/overview-offormulas-in-excel-ecfdc708-9162-49e8-b993c311f47ca173?wt.mc_id=fsn_excel_formulas_and_functions 4. Formatting: https://support.office.com/en-us/article/formatting-378409d2-7d10-47609ab9-cbbf2edbbf0f?ui=en-US&rs=en-US&ad=US 5. Save Your Workbook to OneDrive in Excel: https://support.office.com/en-us/article/saveyour-workbook-to-onedrive-in-excel-0cf0055d-49f8-464e-9dfa8f582b32453b?wt.mc_id=fsn_excel_quick_start

PROJECTS AND EXERCISES Data file Hands-On Exercise 1

e01h1Souvenirs.xlsx

Save As e01h1Souvenirs_LastFirst.xlsx

Hands-On Exercise 2

e01h2Souvenirs_LastFirst.xlsx

Hands-On Exercise 3

e01h3Souvenirs_LastFirst.xlsx

Hands-On Exercise 4

e01h4Souvenirs_LastFirst.xlsx

Hands-On Exercise 5

e01h5Souvenirs_LastFirst.xlsx

Practice Exercise 1

e01p1Math.xlsx e01p1Values.xlsx

Practice Exercise 2

e01p1Math_LastFirst.xlsx e01p2December_LastFirst.xlsx

Mid-Level Exercise 1

e01m1Rentals.xlsx

e01m1Rentals_LastFirst.xlsx

Mid-Level Exercise 2

e01m2Sales.xlsx

e01m2Sales_LastFirst.xlsx

Running Case

e01r1NCCTS.xlsx

e01r1NCCTS_LastFirst.xlsx

Disaster Recovery

e01d1Proceeds.xlsx

e01d1Proceeds_LastFirst.xlsx

Cumulative Exercise

e01c1Medical.xlsx

e01c1Medical_LastFirst.xlsx

CHAPTER REVIEW/ANSWERS TO END OF CHAPTER MATERIAL Key Terms Matching Answer Key 1. A spreadsheet that contains formulas, functions, values, text, and visual aids.

S. Worksheet 2. A file containing related worksheets.

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R. Workbook 3. Identifies the address of the current cell.

J. Name Box 4. Displays the content (text, value, date, or formula) in the active cell.

H. Formula Bar 5. Displays the name of a worksheet within a workbook.

O. Sheet tab 6. The intersection of a column and a row.

C. Cell 7. A range of cells containing results based on manipulating the variables.

L. Output area 8. A range of cells containing values for variables used in formulas.

I. Input area 9. Includes letters, numbers, symbols, and spaces.

P. Text 10. Enables you to copy the contents of a cell or cell range or to continue a sequence by using the fill handle over an adjacent cell or range of cells.

B. Auto Fill 11. A small green square at the bottom-right corner of a cell.

F. Fill handle 12. A number that represents a quantity or an amount.

Q. Value 13. A combination of cell references, operators, values, and/or functions used to perform a calculation.

G. Formula 14. Rules that control the sequence in which Excel performs arithmetic operations.

K. Order of operations Copyright © 2023 Pearson

15. The horizontal measurement of a column.

D. Column width 16. The vertical measurement of a row.

N. Row height 17. A rectangular group of cells.

M. Range 18. The position of data between the cell margins.

A. Alignment 19. Formatting that enables a label to appear on multiple lines within the current cell.

T. Wrap text 20. The background color appearing behind data in a cell.

E. Fill color Multiple Choice Answer Key 1. Which situation is the most logical for using the Go To command? d. Cell D10 is the active cell, and you want to go to cell D50.

2. When is Auto Fill appropriate to use? b. To enter the days of the week down a column 3. Cell A2 contains the regular price $100. Cell B2 contains the discount rate 15%. Cell C3 contains =A2*(1-B2) to calculate the sale price of $85. Which of the following formulas produces the same result? a. =A2-(A2*B2) 4. What should you do if you see pound signs (###) instead of values or results of formulas? c. Increase the column width.

5. You just selected and cut column D. Now you want to move it to be located before data in column B. What should you do next? d. Right-click the column B heading and select Insert Cut Cells.

6. The label Souvenir Shop is in cell A1, and April Sales Report is in cell B1. What happens when you select the range A1:E1 and click Merge & Center? b. Souvenir Shop is centered over the range A1:E1, and April Sales Report is deleted.

7. Cell C6 contains the value 1.2546. How does the value display if you format the cell with Percent Style with 1 decimal place?

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d. 125.5% 8. You want to copy the March worksheet to use it to enter data for April. After you right-click the March sheet tab and select Move or Copy, you click OK in the Move or Copy dialog box without changing any settings. What happens? b. The March sheet is moved to the left of the first sheet tab. The worksheet is not copied.

9. A colleague emailed an Excel workbook that contains monthly sales data with each month on a separately named worksheet tab. When you print the workbook, the header always prints January.

What caused this problem in which the other monthly worksheet printouts do not display the correct worksheet name in the header? c. Your colleague entered January in the header rather than inserting the Sheet Name field.

10. Assume that the data on a worksheet consume a whole printed page and two columns on a second page. You can do all of the following except what to force the data to print all on one page? a. Increase the left and right margins.

Critical Thinking Answer Key 1. Describe two situations when a workbook would be used to store and calculate data.

Grades. A student can keep track of grades earned on assignments, test, quizzes, etc. and calculated weighted averages based on the professor’s grading scale.

Budget. A student can keep track of his or her monthly budget, including any income or scholarships and expenses such as tuition, car payment, food, entertainment, etc.

2. Explain why you should take time to plan a worksheet before creating it.

Planning helps you identify the inputs and outputs needed to accomplish the purpose of the worksheet. You decide what data is needed and where it should be located.

3. Explain the difference between Auto Fill and Flash Fill.

Auto Fill is used to fill in names of months, weekdays, abbreviated months or weekdays, quarters, or a series of numbers. Flash Fill is used to set the pattern to extract data from a previous column and then fill in the rest of the column. For example, if column A contains first and last names, a person could type the first person’s first name in column B and then use Flash Fill to identify the pattern and fill the rest of the column with people’s first names based on the data in column A. 4. Give an example of when you would use Find and Replace in a worksheet.

You could use find and replace to find a particular value, such as a markup percentage, and change it throughout the worksheet at one time instead of searching for each individual occurrence to make the replacement.

5. Describe the importance of the order of operations. Provide an example where the outcome is affected by using and not using parentheses.

The order of operations is a set of rules that specify the sequence in which arithmetic calculations are performed from left to right in the following order of importance. Parentheses can be used to ensure a lower-order operation is performed before a higher-order operation.

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For example, in B2-A2/A2, to calculate percentage change, not including parentheses creates an error in the calculation because the division occurs first. The parentheses are needed to subtract first: (B2-A2)/A2.

6. Explain why you should use cell references instead of values in formulas.

The values could change. If you enter values in a formula, you would have to edit the formulas, which could introduce other errors. You should enter values in other cells and then use those cell references in the formulas. That way, when you change individual cell values, the results of the formulas will automatically update.

7. Explain when it would be useful to display formulas instead of formula results in a worksheet.

Displaying formulas is helpful to check formulas. You can see more formulas at one time instead of clicking each cell containing a formula and then looking at the Formula Bar. You can also print cell formulas if you find it is easier to proofread formulas on a printout.

8. Give an example of when you would delete a column and when you would hide a column.

You would delete a column that is no longer needed. For example, if you assigned new product numbers, you could delete the column of old product numbers. You hide a column when you don’t want to delete it, but it contains confidential or extraneous data that is not needed before you print a worksheet for someone.

9. Explain the benefit of using the Insert Cut Cells option.

This option combines two processes: inserting a row or column and pasting data in the new row or column. It automatically moves existing data down or to the right.

10. Explain when you would adjust column widths instead of using the default width.

The default column widths may be too wide or too narrow for the data in those columns.

You should increase or decrease the width based on the data in those columns.

11. Discuss when you would use Merge and Center in a worksheet.

Merge and Center is helpful when you want to center a main title over the worksheet data columns. It is also used to center headings over subheadings, such as merging and centering the heading Revenue over two subheadings Gross and Net. 12. Explain why you would wrap text in a cell.

Wrapping text in a cell is one way to better display a long column label over the data. It is used when the label is long and the data is short. It helps balance the heading over the data.

13. Explain why you would increase the number of decimal places for values formatted with Percent Style.

Displaying percentages as whole numbers may appear deceiving. Providing at least one decimal place provides more detail or precision to help interpret the percentages correctly.

14. Explain why you would insert several worksheets of data in one workbook instead of creating a separate workbook for each worksheet.

You would insert multiple worksheets in a workbook when you want to store related data Copyright © 2023 Pearson

together. For example, you might want to create a weekly worksheet of sales for each week in a month so that you can save the entire month’s data in one workbook.

15. Explain why you would select a Center on page option on the Margins tab within the Page Setup dialog box if you have already set the margins.

You might want to center worksheet data between the margins instead of letting the data appear at the top or left margins, especially if doing so would create an unbalanced look on the printed page.

16. Give an example of when you would insert data in a header from the Header & Footer Elements group on the Header & Footer tab.

You would insert an element when the data may change, and you want the change to be reflected in the header or footer. For example, you can insert the filename tab field. If you save the file under a new name, the header or footer will reflect the new filename.

17. Explain why you would want to print gridlines and row and column headings.

The gridlines help the reader’s eye read across a worksheet. Having gridlines and row and column headings is helpful when you print a copy of the cell formulas so that you can analyze your formulas by seeing cell boundaries and seeing the column letters and row numbers for reference.

Copyright © 2023 Pearson

Instructor’s Manual Exploring Microsoft 365, Excel 2022, Chapter 2 Resource

Available Instructor Resources File Name

Found

Student Data Files

Various, click link to see file list

Online Instructor Resource Center

Solution Files Answer Keys Matching Multiple Choice Critical Thinking

Various, click link to see file list

Online Instructor Resource Center

e02_answerkey_match.docx e02_answerkey_mc.docx e02_answerkey_concepts.docx

Online Instructor Resource Center

Scorecards

Various, example: e02h1Loans_scorecard.xlsx

Online Instructor Resource Center

Annotated Solution Files

Various, example: e02h1Loans_annsolution.pdf

PowerPoint Presentation

e02_powerpoint_accessible.pptx

Testbank

e02_testbank.docx

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

Instructor's Manual (lesson plans incl.)

e02_instructormanual.docx

Assignment Sheet

e02_assignsheet.docx

File Guide

e02_fileguide.xlsx

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

e02_objectivesmap.xlsx

Online Instructor Resource Center

Objective Map Grader Project Grader Instruction Grader Data Grader Solution Grader Annotated Solution Grader Scorecard

e02_grader_instruction.docx e02_grader_data.xlsx e02_grader_solution.xlsx e02_grader_annsolution.pdf e02_grader_scorecard.xlsx

Copyright © 2023 Pearson

Online Instructor Resource Center

CHAPTER OBJECTIVES When students have finished reading this chapter, they will be able to: • • • • • • •

Use Relative, Absolute, and Mixed Cell References in Formulas Insert a Function Insert Basic Math and Statistics Functions Use Date Functions Use Lookup Functions Use the PMT Function Use the IF Function

CHAPTER OVERVIEW The students will be asked to perform some basic calculations on mortgage data using house cost, down payment, mortgage rate, and the length of loan in years. Calculations will include the amount financed, the periodic interest rate, the total number of payment periods, the percentage of the house cost financed, and the payoff year for the loan. In addition, students will calculate totals, averages, and other basic statistics, including functions that look up interest rates from a separate table and calculate monthly payments.

The major sections in this chapter are: 1. Formula Basics. In this section, students will learn to use relative, absolute, and mixed cell references in formulas.

2. Function Basics. In this section, students will learn how to insert a function, insert a function using Formula AutoComplete, and use the Insert Function Dialog box. They will also learn to use the SUM function, the AVERAGE, MEDIAN, MIN, MAX, COUNT, PRODUCT, and SUMPRODUCT, TODAY, and NOW functions.

3. Logical, Lookup, and Financial Functions. Students will learn to use the VLOOKUP and HLOOKUP functions, create the Lookup table, and use the XLOOKUP function. Students will also learn to use the PMT and IF functions.

CLASS RUN-DOWN 1.

2.

3.

4.

5.

6.

Have students turn in homework assignments.

Talk about the chapter using the discussion questions listed below.

Use a PowerPoint presentation to help students understand the chapter content.

Explain the difference between Relative, Absolute, and Mixed cell reference.

Demonstrate how to enter data, Auto Fill to complete a sequence, and clear cell contents.

Demonstrate inserting a function, inserting a function using the Formula AutoComplete, and using the Insert Function Dialog Box. 7. Explain the SUM, AVERAGE, MEDIAN, MIN, MAX, COUNT, PRODUCT, and SUMPRODUCT functions.

8. Show how to perform calculations with the Quick Analysis Tools.

9. Explain the TODAY and NOW functions and when to use each.

10. Demonstrate how to use the VLOOKUP and HLOOKUP functions.

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11. Demonstrate how to create the Lookup Table.

12. Demonstrate how to use the XLOOKUP function 13. Demonstrate how to use the PMT and IF functions.

14. Have students complete the Cumulative Exercise for Excel Chapter 2.

15. Use MyITLab for in-class work or to go over homework.

16. Give students the homework handout for the next class period.

LEARNING OBJECTIVES At the end of this lesson students should be able to: • • • • • • • • • • • • • • • • • • • • •

Use a Relative Cell Reference Use an Absolute Cell Reference Use a Mixed Cell Reference Insert a Function Insert a Function Using Formula AutoComplete Use the Insert Function Dialog Box Use the SUM Function Use the AVERAGE Function Use the MEDIAN Function Use the MIN and MAX Functions Use the COUNT Functions Use the PRODUCT and SUMPRODUCT Functions Perform Calculations with Quick Analysis Tools Use the TODAY Function Use the NOW Function Use the VLOOKUP and HLOOKUP Functions Create the Lookup Table Use the XLOOKUP Function Use the PMT function Use the IF Function

KEY TERMS 1900 date system– The default date system in Excel, the 1900 date system considers the date January 1, 1900, equivalent to the number 1.

1904 date system– An alternative date system that can also be used with Excel. The 1904 date system considers the date January 1, 1904 as 0.

Absolute reference–A designation that indicates a constant reference to a specific cell location; the cell reference does not change when you copy the formula.

Argument–A positional reference contained within parentheses in a function such as a cell reference or value, required to complete a function and produce output.

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AutoSum– A way to quickly apply basic aggregate functions to a continuous array of values.

AVERAGE function–A statistical function that calculates the arithmetic mean, or average, of values in a range of cells.

AVERAGEA function– A statistical function that evaluates any cell containing text (such as N/A) as a zero value but includes item in the divisor.

Breakpoint–The lowest value for a category or in a series.

Column index number–The column number in the lookup table that contains the return values.

COUNT function–A statistical function that tallies the number of cells in a range that contain values you can use in calculations, such as numeric and date data, but excludes blank cells or text entries from the tally.

COUNTA function–A statistical function that tallies the number of cells in a range that are not blank—that is, cells that contain data, whether a value, text, or a formula.

COUNTBLANK function–A statistical function that tallies the number of cells in a range that are blank.

Formula AutoComplete–A feature that displays a list of functions and defined names that match letters as you type a formula.

Function–A predefined computation that simplifies creating a complex calculation and produces a result based on inputs known as arguments.

Function ScreenTip–A small pop-up description that displays the function’s arguments.

Fv–An optional argument in the PMT function that is the cash value you want to have after the last payment.

HLOOKUP function–A lookup and reference function that accepts a value, looks the value up in a horizontal lookup table with data organized in rows, and returns a result.

IF function–A logical function that evaluates a condition and returns one value if the condition is true and a different value if the condition is false.

If_not_found– The optional argument that returns a default value or text if a valid match is not found using the XLOOKUP function.

Logical test–An expression that evaluates to true or false.

Lookup array– The data array searched for the lookup value of the XLOOKUP function.

Lookup table–A range containing a table array of values.

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Lookup value–The cell reference of the cell that contains the value to look up.

Match_mode– The argument that specifies the match type for the XLOOKUP function.

MAX function–A statistical function that identifies the highest value in a range.

MAXA function– A function that returns the largest number in a range of numbers evaluating any text value as a zero.

MEDIAN function– A function that finds the numerical midpoint value.

MIN function–A predefined formula that displays the lowest value in a range.

MINA function– A function that returns the lowest number in a range of numbers evaluating any text value as a 0.

Mixed reference–A designation that combines an absolute cell reference with a relative cell reference. The absolute part does not change but the relative part does when you copy the formula.

NOW function–A data and time function that calculates the current date and military time that you last opened the workbook using the computer’s clock.

Nper–The total number of payment periods.

PMT function–A financial function that calculates the periodic loan payment given a fixed rate, number of periods (also known as term), and the present value of the loan (the principal).

PRODUCT function– A function that multiplies all values in one or more cells and displays the results in the cell containing the function.

Pv–An argument in the PMT function representing the present value of the loan.

Quick Analysis–A set of analytical tools you can use to apply formatting, create charts or tables, and insert basic functions.

Range_lookup–An argument that determines how the VLOOKUP and HLOOKUP functions handle lookup values that are not an exact match for the data in the lookup table.

Rate–The periodic interest rate; the percentage of interest paid for each payment period; the first argument in the PMT function.

Relative reference–A designation that indicates a cell’s relative location from the original cell containing the formula; the cell reference changes when the formula is copied.

Return array– The data array that contains the specified value or values to be returned by the XLOOKUP function.

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Round function– A function that changes the stored value to a specified number of decimal places.

Search_mode– The argument that specifies the search mode for the XLOOKUP function.

SUM function–A statistical function that calculates the total of values contained in one or more cells.

SUMPRODUCT function– A function used to add the total value of the products of two or more data arrays.

Syntax–A set of rules that governs the structure and components for properly entering a function.

Table array–The range that contains the lookup table.

TODAY function–A date and time function that displays the current date.

Type–An optional argument of the PMT function that indicates when payments are due. 0 indicates the end of the period, 1 indicates the beginning of the period.

Value_if_false–The value that is returned if Logical_test is FALSE, if omitted, the word FALSE is returned.

Value_if_true–The value that is returned if Logical_test is TRUE, if omitted, the word TRUE is returned.

VLOOKUP function–A lookup and reference function that accepts a value, looks the value up in a vertical lookup table with data organized in columns, and returns a result.

XLOOKUP function– A function that searches an array and returns the first value matching the specified data.

DISCUSSION QUESTIONS • • • • • • •

Explain why you would use a mixed reference in a formula instead of an absolute reference.

What is a reason you could use a predefined function in Excel rather than manually enter a calculation formula?

In what ways is the COUNT function useful?

Explain the results provided by the AVERAGE, MEDIAN, MIN, and MAX functions.

What is a reason not to use the TODAY function?

Describe a situation in which you would use a vertical lookup table.

How can you avoid having a negative result when using the PMT function?

CONNECTIONS PRACTICAL PROJECTS AND APPLICATIONS •

Locate the house of your dreams. Assume a 20% down payment, a 30-year loan, and a rate of 8%. Use relative, mixed, and absolute references to create a worksheet to calculate the total Copyright © 2023 Pearson

• •

amount financed, the monthly payment, the interest cost of the house, and the total number of payment periods.

Create a worksheet to calculate the monthly payment and number of payments on an auto loan for a current year vehicle. Assume a $4,000 down payment and a 7.5% rate.

Create a Vertical Lookup table for a company that sells office furniture.

TEACHING NOTES Use Relative, Absolute, and Mixed Cell References in Formulas In this section, the student will learn how to create formulas in which cell addresses change or remain fixed when the cells are copied and pasted. ❖ Teaching Tips: When a cell containing a formula is copied, Excel adjusts or preserves the cell references in the copied cell based on whether the cell references in the formula are relative, absolute, or mixed cell references. ❖ Teaching Tips: Demonstrate keystrokes and actions, such as the arrow keys, Tab, and Home. ❖ Teaching Tips: To determine which cell references should be absolute, ask whether the cell reference should adjust, or if it should always refer to the same cell address after the formula is copied and pasted in a new location.

A. Use a Relative Cell Reference •

A relative cell reference indicates a cell’s relative location on the worksheet. The cell reference changes relative to the position of the copied formula when it is copied and pasted elsewhere. ❖ Teaching Tips: Copy and paste a formula into a new cell to show students how a relative cell reference changes.

B. Use an Absolute Cell Reference •

An absolute cell reference provides a constant reference to a specific cell. When the formula is copied and pasted, the reference does not change as a relative cell reference does.

• The sheet tab for the active sheet has a bold green horizontal line below the tab name.

• An input area is the location where values that can be modified are located. These usually use absolute references to ensure the same values are always included in a formula. For example, the interest rate, or the amount of the down payment may change, but the formula for determining the payment amount would stay the same. ❖ Teaching Tips: Discuss the kinds of information that might need to be referred to in an absolute cell reference. ❖ Teaching Tips: When a cell containing a formula is selected, the F4 key toggles through relative, absolute, and mixed references.

C. Use a Mixed Cell Reference Copyright © 2023 Pearson

• A mixed cell reference contains both absolute and relative cell references. ❖ Teaching Tips: To create a mixed reference, type the dollar sign to the left of the column or row in the cell reference that you want to be absolute. Example: In the cell reference $B3, the column is absolute, but the row is relative and will change when copied and pasted.

Insert a Function An Excel function is a predefined computation that simplifies creating a formula.

• •

Excel has more than 500 predesigned functions, organized into 14 categories.

Formula AutoComplete displays a list of predefined functions that match what you type into the cell. Example: If you enter =AV Formula, AutoComplete will display a list of functions that begin with AV for you to select.

• Function syntax is the equal sign, function name, and the function arguments enclosed in parentheses. ❖ Teaching Tips: When you point at a function name, a function ScreenTip will display to show the arguments the function needs. ❖ Teaching Tips: If the function you need doesn’t display in the list, you can click the fx function command to open the Insert Function dialog box. You can search for a function or select a category to show a list of the type of functions. ❖ Teaching Tip: If you have recently used the function, the Most Recently Used category may list it. If you don’t know what the category is, click the Or select a category arrow and select All to see a list of all available categories in alphabetical order.

Insert Basic Math and Statistics Functions Commonly used functions available in Excel include SUM, AVERAGE, MIN, MAX, MEDIAN, and PRODUCT. A. Use the SUM Function • Use the SUM function to calculate the total of a values in one or more cells. ❖ Teaching Tips: To calculate the total of a series of contiguous cells, use the =SUM(Address of the first cell:Address of the last cell). ❖ Teaching Tips: =SUM(A4:A8) will add all the values in a series of cells starting with the value in A4 and ending with A8. ❖ Teaching Tips: =SUM(A4:A8) is a short version of the calculation written out as =A4+A5+A6+A7+A8.

B. Use the AVERAGE Function • The AVERAGE function adds all the numbers in the specified or selected sequence of values, then divides by the count of the values, and displays the result of the calculation. ❖ Teaching Tips: Click into a blank cell at the bottom of any column of values. Type =AVERAGE( and then select the cells to be averaged and press Enter. The result of the calculation displays in the cell into which you typed.

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❖ Teaching Tips: The AVERAGE function is helpful in finding the average amount of any column or row. Examples include the average paid for electricity over a year, the average cost of groceries, or the average cost of textbooks by semester.

C. Use the MEDIAN Function • The MEDIAN function finds the mid-point in a series of values, meaning one half of the data is above the median, or middle, and one half of the data is below the median.

• The MEDIAN function ignores empty cells and cells containing text. ❖ Teaching Tips: The MEDIAN of 5 is 3, because it is the central value.

D. Use the MIN and MAX Functions • The MIN function determines the lowest value in an argument list.

• The MAX function determines the highest value in an argument list. ❖ Teaching Tips: The lowest temperature in a month is an example of the result of the MIN function. ❖ Teaching Tips: The highest temperature in a month is an example of the result of the MAX function.

E. Use the COUNT Functions • COUNT functions include the COUNT, COUNTBLANK, and COUNTA functions.

• The COUNT function tallies the number of cells in a range that contain values you can use in calculations, such as numerical and date data, but excludes blank cells and text from the tally.

• The COUNTBLANK function determines the total number of cells in the selection that are blank or empty.

• The COUNTA function tallies the number of cells in a range that contain text, such as sale items or names.

F. Use the PRODUCT and SUMPRODUCT Functions • PRODUCT function multiplies all values in one or more cells and displays the results in the cell containing the function.

• SUMPRODUCT function can be used to add the total value of the products of two or more data arrays.

G. Perform Calculations with Quick Analysis Tools • Quick Analysis is a set of analytical tools used to apply formatting, create charts or tables, and insert basic functions.

• The Quick Analysis button displays at the bottom-right of a selected range of data.

• Quick Analysis is not available in the MAC version of Excel.

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Use Date Functions Excel assigns sequential numbers to dates, starting at number 1 for January 1, 1900. January 2, 1900 is number 2. Using a sequential number for dates makes it possible to use dates in calculations.

A. Use the TODAY Function • The TODAY function adds the current date to a cell.

• The function is used without arguments and must have the open and close parentheses. =TODAY() ❖ Teaching Tips: When the TODAY function is used in a worksheet, the date updates or changes each time the file is opened. To keep the date the same, such as a contract date, do not use the TODAY function. ❖ Teaching Tips: The TODAY function does not continuously update the date while the file is open. To update while the file is open, press F9. ❖ Teaching Tips: If Excel displays #NAME? in a cell after the TODAY function is used, the parentheses were left off.

B. Use the NOW Function • The NOW function reads the date and time from the computer’s clock and displays the current date and time.

• The function is used without arguments and must have the open and close parentheses. =NOW() ❖ Teaching Tips: When the NOW function is used in a worksheet, the date and time updates each time the file is opened. To keep the date and time static, do not use the NOW function. ❖ Teaching Tips: The NOW function does not continuously update the date and military time while the file is open. To update while the file is open, press F9. ❖ Teaching Tips: Similar to the TODAY function, if you leave the parentheses off the NOW function, Excel displays #NAME? ❖ Teaching Tips: Military time is based on 24 hours, rather than two 12 hour portions each day. In military time, 4:30 PM is 16:30.

Use Lookup Functions A Lookup function is used to retrieve a value from a list, or Lookup Table with two or more columns.

A. Use the VLOOKUP and HLOOKUP Functions • The VLOOKUP function accepts a value input, searches for the value in the left column of the specified table array, and returns the value located in the same row from the specified column.

• =VLOOKUP(lookup_value,table_array,col_index_num[range_lookup]) • The lookup value contains the cell reference for the value to look up.

• The table array is the range that contains the lookup table. To prevent unexpected changes when copying formulas, the range should be a named range or an absolute range if not using a named range.

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• • • • • ❖ ❖ ❖ B. • • • ❖ C. • • •

The column index number is the column number in the lookup table that contains the return values.

The optional range_lookup tells the VLOOKUP function how to handle lookup values that are not an exact match for the data in the table array.

Lookup functions can also retrieve information from a table organized horizontally.

The syntax of the HLOOKUP: =HLOOKUP(lookup_value,table_array,row_index_num,[range_lookup]) In a horizontal lookup table, the data must be arranged in ascending order from left to right.

Teaching Tips: The VLOOKUP function uses a value to indicate the col_index_number argument of the VLOOKUP function.

Teaching Tips: The default of the range_lookup is set to TRUE. Teaching Tips: If the optional argument is left off or set to TRUE, the VLOOKUP function will find the nearest value less than or equal in the table to the lookup value.

Create the Lookup Table A range containing a table array of values is a lookup table from which data can be retrieved.

Data in a lookup table must be arranged from lowest value for the range.

The lowest value for a category or a series is the breakpoint.

Teaching Tips: In a lookup table, the first column contains the breakpoints. Additional columns contain the related data to retrieve.

Use the XLOOKUP Function The XLOOKUP function searches an array and returns the first value matching the specified data.

One of the benefits of XLOOKUP compared to VLOOKUP is that it can look up data on either the left or right of table array.

The syntax of the XLOOKUP function is: =XLOOKUP(lookup_value,lookup_array,return_array, [if_not_found], [match_mode], [search_mode])

Use the PMT Function The PMT function is a financial function that calculates payments for a loan with a fixed amount at a fixed periodic rate for a fixed time period.

• =PMT(rate,nper,pv,[fv],[type]) Rate is the interest rate per payment period.

Nper is the total number of payment periods.

PV is the present value of the loan. ❖ Teaching Tips: Because the result of the PMT function represents a debt, the result will be a negative number.

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❖ Teaching Tips: To make the result of the PMT function positive, add a – (negative) sign before the function, after the equal sign: =-PMT(rate,nper,pv,[fv],[type]).

Use the IF Function The IF function is a logical function that tests specified criteria to see if it is true or false and returns one value when the condition is true and a different value when the condition is false.

• =IF(logical_test,[value_if_true],[value_if_false]) Any value or expression that can be evaluated to be true or false is the logical test.

The value_if_true is the value returned when the logical_test is true. If this value is not specified, the word TRUE is the result when the test is evaluated as true.

The value_if_false is the value returned if logical_test is false. If this value is not specified, the word FALSE is the result when the test is evaluated as false.

• A flow chart helps to illustrate an IF function. ❖ Teaching Tips: When you use text in a formula or function, you must enclose the text in quotation marks.

OBJECTIVE TESTS IN MYITLAB To find an objective test to help your students practice for tests, have them sign in to MyITLab: www.myitlab.com.

ADDITIONAL WEB RESOURCES 1. VLOOKUP: https://support.office.com/en-us/article/vlookup-942f678a-1bfc-4ccf-8dfaf5057ded5c65?wt.mc_id=fsn_excel_formulas_and_functions 2. SUM Function: https://support.office.com/en-us/article/sum-function-043e1c7d-77264e80-8f32-07b23e057f89?ui=en-US&rs=en-US&ad=US 3. IF Function: https://support.office.com/en-us/article/if-function-69aed7c9-4e8a-4755-a9bcaa8bbff73be2?ui=en-US&rs=en-US&ad=US 4. Calculate the Difference in Dates: https://support.office.com/en-us/article/calculate-thedifference-between-two-dates-8235e7c9-b430-44ca-9425-46100a162f38?ui=en-US&rs=enUS&ad=US 5. HLOOKUP Function: https://support.office.com/en-us/article/HLOOKUP-function-A3034EECB719-4BA3-BB65-E1AD662ED95F 6. Use Formula AutoComplete: https://support.office.com/en-us/article/Use-FormulaAutoComplete-6D13DAA5-E023-4431-ABAB-9EDEF51FAE6B

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PROJECTS AND EXERCISES Data file Hands-On Exercise 1

e02h1Loans.xlsx

Save As e02h1Loans_LastFirst.xlsx

Hands-On Exercise 2

e02h2Loans_LastFirst.xlsx

Hands-On Exercise 3

e02h3Loans_LastFirst.xlsx

Practice Exercise 1

e02p1AutoSales.xlsx

e02p1AutoSales_LastFirst.xlsx

Practice Exercise 2

e02p2Realty.xlsx

e02p2Realty_LastFirst.xlsx

Mid-Level Exercise 1

e02m1Payroll.xlsx

e02m1Payroll_LastFirst.xlsx

Mid-Level Exercise 2

e02m2VacationHomes.xlsx

e02m2VacationHomes_LastFirst.xlsx

Running Case

e02r1NCCTS.xlsx

e02r1NCCTS _LastFirst.xlsx

Disaster Recovery

e02d1CarLoan.xlsx

e02d1CarLoan _LastFirst.xlsx

Cumulative Exercise

e02c1FurnitureSales.xlsx

e02c1Furniture_LastFirst.xlsx

CHAPTER REVIEW/ANSWERS TO END OF CHAPTER MATERIAL Key Terms Matching Answer Key 1. A set of rules that governs the structure and components for properly entering a function.

Q. Syntax 2. Displays the current date.

R. TODAY function 3. Indicates a cell’s specific location; the cell reference does not change when you copy the

formula.

A. Absolute reference 4. An input, such as a cell reference or value, needed to complete a function.

B. Argument 5. Identifies the highest value in a range.

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H. MAX function 6. Tallies the number of cells in a range that contain values.

D. COUNT function 7. Looks up a value in a vertical lookup table and returns a related result from the lookup

table.

S. VLOOKUP function 8. A range that contains data for the basis of the lookup and data to be retrieved.

G. Lookup table 9. Calculates the arithmetic mean, or average, of values in a range.

C. AVERAGE function 10. Identifies the midpoint value in a set of values.

I. MEDIAN function 11. Displays the current date and time.

L. NOW function 12. Evaluates a condition and returns one value if the condition is true and a different value if

the condition is false.

E. IF function 13. Calculates the total of values contained in one or more cells.

P. SUM function 14. Calculates the periodic payment for a loan with a fixed interest rate and fixed term.

M. PMT function 15. Indicates a cell’s location from the cell containing the formula; the cell reference changes

when the formula is copied.

N. Relative reference

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16. Contains both an absolute and a relative cell reference in a formula; the absolute part does

not change, but the relative part does when you copy the formula.

K. Mixed reference 17. An expression that evaluates to true or false.

F. Logical test 18. Displays the lowest value in a range.

J. MIN function 19. Rounds a number to a specified number of digits.

O. ROUND function 20. Can be used to return a lookup value regardless of the location of the return array.

T. XLOOKUP function

Multiple Choice Answer Key 1. If the function =XLOOKUP(H13,C4:C10,B4:B10,”Item Not Found”,1,1) is used, what will happen if an exact match is not found? c. The function will return the next smaller item.

2. What function would most appropriately accomplish the same thing as =(B5+C5+D5+E5+F5)/5?

b. =AVERAGE(B5:F5) 3. When you start to type =AV, what feature displays a list of functions and defined names? b. Formula AutoComplete 4. What value will the MAXA function return if given the values -.02, -.07, .09, and NA?

5.

6.

7.

8.

a. 0 Which of the following functions should be used to insert the current date and time in a cell? c. =NOW() Which of the following is not a comparison operator? c. & Which function is best utilized to perform a lookup when the lookup array and return array are in different tables within the workbook? d. XLOOKUP The function =PMT(C5,C7,-C3) is stored in cell C15. What must be stored in cell C5? b. Periodic interest rate Copyright © 2023 Pearson

9. When using the 1900 date system, the date 1/1/1900 is equivalent to what number? a. 1 10. What is the keyboard shortcut to create an absolute reference? c. F4

Critical Thinking Answer Key 1. Describe what happens when you copy a formula containing a relative cell reference one down.

The cell references in the copied formula adjust one row. For example, if the original formula is =B1+C1, the copied formula would be =B2+C2. The column letters remain the same while the row numbers change relative to the direction (down) that you copy the formula.

2. Explain why you would use an absolute reference in a formula.

You would use an absolute reference when you want a permanent reference to a particular cell and don’t want that reference to change when you copy the formula to another location.

3. Describe the benefit of using a mixed reference.

When applicable, mixed references can be used in place of absolute references as a method of shortening the length of the formula.

4. Describe two different methods of entering a function directly in a cell.

Formula AutoComplete provides a list of function names as you type. Function ScreenTips provide the syntax of a function as you type it, where the name of the argument you are currently typing is bold.

5. Outline the type of data you enter in a Function Arguments dialog box; list four things the dialog box tells you.

You enter the required and optional arguments for a particular function. The dialog box tells you the values stored in the respective arguments, the function results, a description of the active argument, a link to get help on the function, and a description of the function itself.

6. Explain the difference between the COUNT and the COUNTA functions.

The COUNT function counts the number of cells in a range that contain a numeric value. The COUNTA function counts the number of cells in a range that are not blank.

7. Explain the primary difference between the 1900 and 1904 date systems in Excel.

The 1900 date system is the default date system in Excel. Using this system, the date January 1, 1900 is evaluated as 1. The 1904 date system evaluates the date January 1, 1904 as 0 and is mostly utilize for compatibility with legacy systems.

8. Describe a situation in which an IF statement could be used.

An IF statement could be used to calculate overtime in a payroll worksheet. IF the employee works over 40 hours, he is eligible for overtime. If not, he receives standard pay.

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9. Compare and contrast the VLOOKUP and XLOOKUP functions.

The VLOOKUP function can return an approximate or exact match from a corresponding table array.

The VLOOKUP function must use a table array in which values are sorted in ascending value, using breakpoints, in which the lowest low value is in the table. The VLOOKUP function can only return values to the right of the look up value in the table array. The XLOOKUP function can return an approximate or exact match from a corresponding array. The XLOOKUP differs from VLOOKUP because it can return values to the left or right of the lookup array. Additionally, it can return a range whereas VLOOKUP is limited to a single value.

10. Explain why the PMT function often produces negative results.

The PMT function often produces negative results because Excel understands accounting cash flow.

Since the PMT function yields a periodic payment, this would be a negative cash flow to the consumer.

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Instructor’s Manual Exploring Microsoft 365, Excel 2022, Chapter 3 Resource

Available Instructor Resources File Name

Found

Student Data Files

Various, click link to see file list

Online Instructor Resource Center

Solution Files Answer Keys Matching Multiple Choice Critical Thinking

Various, click link to see file list

Online Instructor Resource Center

e03_answerkey_match.docx e03_answerkey_mc.docx e03_answerkey_concepts.docx

Online Instructor Resource Center

Scorecards

Various, example: e03h1Jobs_scorecard.xlsx

Online Instructor Resource Center

Annotated Solution Files

Various, example: e03h1Jobs_annsolution.pdf

PowerPoint Presentation

e03_powerpoint_accessible.pptx

Testbank

e03_testbank.docx

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

Instructor's Manual (lesson plans incl.)

e03_instructormanual.docx

Assignment Sheet

e03_assignsheet.docx

File Guide

e03_fileguide.xlsx

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

e03_objectivesmap.xlsx

Online Instructor Resource Center

Objective Map Grader Project Grader Instruction Grader Data Grader Solution Grader Annotated Solution Grader Scorecard

e03_grader_instruction.docx e03_grader_data.xlsx e03_grader_solution.xlsx e03_grader_annsolution.pdf e03_grader_scorecard.xlsx

Copyright © 2023 Pearson

Online Instructor Resource Center

CHAPTER OBJECTIVES When students have finished reading this chapter, they will be able to: • • • • • • •

Create a Basic Chart Use Other Methods to Create a Chart Create Other Charts Add and Format Chart Elements Apply a Chart Style and Colors Modify the Data Source Create and Customize Sparklines

CHAPTER OVERVIEW The students will be asked to create several charts in a variety of formats that provide different perspectives on the supplied data.

The major sections in this chapter are: 1. Chart Basics. In this section, students will learn to create a variety of charts using a data source, move a chart, and resize a chart. Students will also learn how to create a recommended chart, change the chart type, and create a chart using the Quick Analysis tool.

2. Chart Elements. In this section, students will learn to add, edit, format, and position chart elements, such as chart titles, axis titles, data labels, and the legend. Students will also learn to apply a Quick Layout, format the chart area, the plot area, a data series, gridlines, and a data point, as well as add Alt text.

3. Chart Design and Sparklines. Students will learn to apply a chart style and change colors, change the data source, switch row and column data, and insert and customize sparklines.

CLASS RUN-DOWN 1.

2.

3.

4.

5.

6.

7.

8.

Have students turn in homework assignments.

Talk about the chapter using the discussion questions listed below.

Use a PowerPoint presentation to help students understand the chapter content.

Explain the difference between the different types of charts and when each is most useful.

Demonstrate how to add a chart using the Insert tab.

Demonstrate how to add and format chart elements.

Discuss chart styles and how to change colors.

Demonstrate how to change the data source, switch row and column data, and apply chart filters.

9. Explain what sparklines are and demonstrate how to insert and customize sparklines.

10. Have students complete the Cumulative Exercise for Excel Chapter 3.

11. Use MyITLab for in-class work or to go over homework.

12. Give students the homework handout for the next class period.

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LEARNING OBJECTIVES At the end of this lesson students should be able to: • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • •

Select a Data Source Use the Insert Tab to Create a Chart Create a Column Chart Move a Chart Size a Chart Create a Recommended Chart Change the Chart Type Create a Chart with Quick Analysis Create a Bar Chart Create a Line Chart Create a Pie Chart Create a Combo Chart Create Other Charts Apply a Quick Layout Edit and Format Chart Titles Add and Format Axis Titles Format the Axes Add and Format Data Labels Format and Position the Legend Add Gridlines Format the Chart Area Format the Plot Area Format a Data Series Add Alt Text Format a Data Point Apply a Chart Style Change Colors Change the Data Source Switch Row and Column Data Insert Sparklines Customize Sparklines

KEY TERMS 100% stacked bar chart–A chart type that places (stacks) data in one bar per category, with each bar the same width of 100%.

100% stacked column chart–A chart type that places (stacks) data in one column per category, with each column the same height of 100%.

Alt Text–Also known as alternative text, an accessibility compliance feature where you enter text and a description for an object, such as a table or a chart. A special reader can read the Alt Text to a user.

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Area chart–A chart type that emphasizes magnitude of changes over time by filling in the space between lines with a color.

Axis title–A label that describes either the category axis or the value axis. Provides clarity, particularly in describing the value axis.

Bar chart–A chart type that compares values across categories using horizontal bars where the length represents the value; the longer the bar, the larger the value. In a bar chart, the horizontal axis displays values, and the vertical axis displays categories.

Category axis–The chart axis that displays descriptive labels for the data points plotted in a chart.

The category axis labels are typically text contained in the first column of worksheet data (such as job titles) used to create the chart.

Chart–A visual representation of numeric data.

Chart area–A container for the entire chart and all of its elements, including the plot area, titles, legends, and labels.

Chart element–A component of a chart that helps complete or clarify the chart.

Chart filter–A setting that controls what data series and categories are displayed or hidden in a chart.

Chart sheet–A sheet within a workbook that contains a single chart and no spreadsheet data.

Chart style–A collection of formatting that controls the color of the chart area, plot area, and data series, as well as the font and font size of the titles.

Chart title–The label that describes the entire chart. The title is usually placed at the top of the chart area.

Clustered bar chart– A type of chart that groups, or clusters, bars displayed horizontally to compare several data points among categories.

Clustered column chart–A type of chart that groups, or clusters, columns set side by side to compare several data points among categories.

Column chart–A type of chart that compares values vertically in columns where the height represents the value; the taller the column, the larger the value. In a column chart, the vertical axis displays values and the horizontal axis displays categories.

Combo chart–A chart that combines two chart types, such as column and line, to plot different types of data, such as quantities and percentages.

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Data label–An identifier that shows the exact value of a data point in a chart. Appears above or on a data point in a chart. May indicate percentage of a value to the whole on a pie chart.

Data point–An individual value in a cell that is plotted in a chart.

Data series–A group of related data points that displays in rows or columns in a worksheet.

Data table–A grid that contains the data source values and labels to plot data in a chart. A data table may be placed below a chart or hidden from view.

Error bars–A visual that indicates the standard error amount, a percentage, or a standard deviation for a data point or marker in a chart.

Exploded pie chart–A chart type in which one or more pie slices are separated from the rest of the pie chart for emphasis.

Gridline–A horizontal or vertical line that extends from the tick marks on the value axis across the plot area to guide the reader’s eyes across the chart to identify values.

Histogram–A chart that is similar to a column chart. The category axis shows bin ranges (intervals) where data are aggregated into bins, and the vertical axis shows frequencies.

Legend–A key that identifies the color or pattern assigned to each data series in a chart.

Line chart–A chart type that displays lines connecting data points to show trends over equal time periods, such as months, quarters, years, or decades.

Navigation pane–A window that enables you to find and select specific elements (data, charts, tables, PivotTables, PivotCharts, and other objects) within each worksheet.

Pie chart–A chart type that shows each data point in proportion to the whole data series as a slice in a circle. A pie chart depicts only one data series.

Plot area–The region of a chart containing the graphical representation of the values in one or more data series. Two axes form a border around the plot area.

Radar chart–A chart type that compares aggregate values of three or more variables represented on axes starting from the same point.

Sizing handle– One of eight circles that display on the outside border of a chart—one on each corner and one on each middle side—when the chart is selected; enables the user to adjust the height and width of the chart.

Sparkline–A small line, column, or win/loss chart contained in a single cell to provide a simple visual illustrating one data series.

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Stacked bar chart–A chart type that places stacks of data in segments in one bar, with each category in the data series represented by a different color.

Stacked column chart–A chart type that shows the relationship of individual data points to the whole category by stacking data in segments in one column, with each segment represented by a different color.

Stock chart–A chart type that shows fluctuation in stock prices.

Surface chart– A chart type that displays trends using two dimensions on a continuous curve.

Trendline–A visualization that shows patterns in data. A line that depicts trends or helps forecast future data in a chart. For example, if the plotted data includes 2020, 2025, 2030, and 2035, a trendline can help forecast values for 2035 and beyond.

Value axis–The chart axis that displays incremental numbers to identify approximate values, such as dollars or units, of data points in a chart.

X Y (scatter) chart– A chart type that shows a relationship between two variables using their X and Y coordinates. Excel plots one coordinate on the horizontal X-axis and the other variable on the vertical Y-axis. Scatter charts are often used to represent data in education, scientific, and medical experiments.

X-axis–Also known as the horizontal axis; the horizontal border that provides a frame of reference for measuring data left to right on a chart.

Y-axis–Also known as the vertical axis; the vertical border that provides a frame of reference for measuring data up and down on a chart.

DISCUSSION QUESTIONS • • • •

Explain how charts help users understand data.

Give an example of when each chart style mentioned in the chapter would be used.

What is a reason you would move a chart to a chart sheet, rather than leave it on the same worksheet with the data?

What is the advantage of an exploded pie chart?

CONNECTIONS PRACTICAL PROJECTS AND APPLICATIONS • •

Take a quick survey of the class to discover the state in which each student was born. Create a pie chart showing the percentages for the states.

If you worked for an office supply business, what charts from sales data might be most helpful to upper management when determining which products to continue to carry?

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•

You have kept your monthly expenses in worksheets for the past three years. At the end of the year, you create a worksheet that gives the totals for each expense by year. What chart(s) would be most helpful in determining whether your expenses increased or decreased in those years?

TEACHING NOTES Create a Basic Chart In this section, students will learn how to create different charts from the same dataset, to select the appropriate chart to represent the data and tell the right story. Students will also learn to move and size a chart and prepare a chart for distribution.

• Before creating a chart, decide what information you want to represent in the chart. ❖ Teaching Tips: If you select a dataset with blank row(s) or column(s), the chart will display gaps represented by the blank row(s) or column(s). ❖ Teaching Tips: Before creating a chart, make sure the values in rows and columns are consistent. If a column is a percent column, all the values need to be in percent format.

A. Select the Data Source • Identify the range that contains the data you want in the chart.

• If selecting nonadjacent ranges for the data source, select the first range and then press and hold Ctrl while selecting the second range.

• A data point is the individual value in a cell that is plotted in a chart.

• A data series is a group of related data points that are plotted in a chart.

• Data in a chart are plotted on two axes, the y-axis (or vertical axis) and the x-axis (or horizontal axis).

• The axis that displays the descriptive labels for the chart is the category axis.

• The axis that displays incremental numbers to identify the value of the data points is the value axis. ❖ Teaching Tips: When underlying data is changed, Excel automatically changes the chart to match. ❖ Teaching Tips: Aggregates, such as totals, averages, or subtotals, should not be included in the data series.

B. Use the Insert Tab to Create a Chart • To use the Insert tab to insert a chart, click the Insert tab, then from the Charts group, select the chart type that best displays the selected data source.

C. Create a Column Chart • Column charts compare values across categories, with the taller column representing the larger value.

• Clustered column charts compare groups or clusters of columns across categories.

• Stacked cluster charts stack data in segments on top of each other in a column to display the relationship of individual data points to the whole category.

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•

100% stacked column charts convert individual data points into percentages of the total value. The total of each column is 100%. ❖ Teaching Tips: When creating stacked column charts, data must be additive. Each column represents the sum of the data for each segment. ❖ Teaching Tips: To ensure the legend is helpful, make sure to select the row and column heading when selecting the data series to build a chart. ❖ Teaching Tips: Using a 3-D chart can hide some columns by the angle of the 3-D effect.

To reduce the likelihood of charts that do not show all columns appropriately, avoid using 3-D charts.

D. Move a Chart • A chart sheet is a worksheet that only contains a single full-sized chart. Chart sheets make it easier to see the different components of the chart. ❖ Teaching Tips: Charts can be created on a chart sheet or moved to a new location on a chart sheet.

E. Size a Chart • Chart sizes can be adjusted by using the sizing handles. Sizing handles are one of eight circles that display around the four corners and outside middle edges of a selected chart.

• The Shape Height and Shape Width setting in the Size group on the Format tab can be used to change the size of the chart. Using these settings, the chart dimensions do not change.

F. Print a Chart • Before distributing a chart, it should be prepared to ensure the recipient can easily print the chart if they want.

• To prepare the chart, add necessary identification information in the header or footer on the worksheet and chart sheets. ❖ Teaching Tips: Headers and Footers can be inserted on all worksheets by grouping the sheets, but worksheets and chart sheets must be grouped separately.

Use Other Methods to Create Charts In this section, students will learn to use alternate methods to create charts.

•

If you are unsure what type of chart to use to effectively represent the data, the Recommended Charts command or Quick Analysis allows you to review potential charts to appropriately depict the selected data source.

A. Create a Recommended Chart • The Recommended Charts command in the Charts group on the Insert tab displays the Chart dialog box. After determining which chart type to use, select the chart and click OK. ❖ Teaching Tips: The All Charts tab in the Insert Chart dialog box provides a list of all chart types.

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B. Change the Chart Type • After creating a chart, you can change the type of chart to better represent the data.

• Use the Change Chart Type command to change open the Change Chart Type dialog box. ❖ Teaching Tip: To use the Change Chart Type dialog box, select the chart, click Change Chart Type in the Type group, select the chart type on the left side of the dialog box, then select a chart subtype on the right side of the dialog box, and click OK. C. Create a Chart with Quick Analysis • The Quick Analysis tool displays in the bottom-right corner of the selected area when a contiguous range is selected.

• Quick Analysis does not display if you select a nonadjacent range.

D. Create a Chart with Analyze Data • Similar to Quick Analysis and Recommended Charts, the Analyze Data command provides intelligent analysis of a dataset to recommend potentially useful charts. ❖ Teaching Tips: For Analyze Data to work best, the dataset should have single-row, unique headers. The dataset cannot contain blank cells within the header row or blank columns or rows within the dataset.

Create Other Charts In this section, students will learn how to create other charts.

• Some of the most common chart types are column, bar, line, and pie charts. Other often created charts include combo charts, X Y (scatter charts), and area charts. ❖ Teaching Tips: If a chart doesn’t look like you thought it would, try using the Switch Row/Column command in the Data section of the contextual Chart Tools Design tab.

A. Create a Bar Chart • Similar to a column chart, the bar chart displays values in horizontal bars and compares values across categories.

• A clustered bar chart compares groups, or clusters, of bars displayed horizontally in groups.

• A stacked bar chart shows the relationship of individual data points to the whole category, showing only one bar for each category.

• A 100% stacked bar chart converts individual data points into percentages of the total value. The total of each bar is 100%.

B. Create a Line Chart • A line chart uses lines to connect data points to show trends over equal time periods.

• The x-axis (category axis) represents time, while the y-axis (value axis) represents a value such as money or quantity.

C. Create a Pie Chart • A pie chart shows data points as a proportion to the whole data series.

D. Create a Combo Chart • A combo chart combines two chart types, such as column and line charts.

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• •

Combining two chart types gives a better understanding of the data.

To create a custom combo chart, click Combo in the Charts group on the Insert tab.

Select Create Custom Combo Chart.

E. Create Other Charts • An X Y (scatter) chart shows relationships between two numeric variables using X and Y coordinates.

• Other chart types include area charts, surface charts, radar charts, histograms, and stock charts.

Add and Format Chart Elements In this section, the student will learn to add and format chart elements. Chart elements are components that complete or help clarify the chart. Chart elements include the following: • An axis title is a label that describes the category or value axes.

• The chart area is a container for the entire chart and all its elements.

• The chart title is the heading that describes the entire chart.

• Data labels describe the exact value or name of a data point.

• A data table is a grid that contains the data source values and labels.

• Error bars are visuals that indicate the standard error amount, a percentage, or a standard deviation for a data point or marker.

• Gridlines are horizontal or vertical lines that extend from the tick marks on the value axis across the plot area to help readers identify values.

• A legend contains a key to identify the color or pattern assigned to each data series.

• Plot area contains the graphical representation of the values in the data series.

• A trendline is a line that depicts trends or helps forecast future data.

• Chart elements can be added by clicking the Add Chart Elements command in the Chart Layouts group on the Design tab.

• To remove an element from a chart, click Chart Elements and deselect the check box for that element.

• Before an element can be formatted, it must be selected.

A. Apply a Quick Layout • Using Quick Layout, you can apply predefined layouts to add several chart elements at the same time. ❖ Teaching Tips: When a Quick Layout is applied, pre-existing custom formatting is overwritten with the predefined settings of the layout you select.

B. Edit and Format Chart Titles • To edit the Chart Title, triple-click the default chart title to select it, type a descriptive title, and press Enter.

• The position of the chart title can be changed using the Chart Elements icon. ❖ Teaching Tips: If the chart is positioned directly below the data source, you can omit the title.

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C.

D.

E.

F.

G.

H.

❖ Teaching Tips: Use the Home tab to format the chart title.

Add and Format Axis Titles • An axis title helps people understand the chart by providing a short description of the value or category axis.

• There are four types of axis titles: primary horizontal, primary vertical, secondary horizontal, and secondary vertical. ❖ Teaching Tips: Use the Home tab to format the axis titles.

Format the Axes • Formatting the axes gives you control of the way numbers displayed are simplified or fit better for the chart. To format the axes, double-click the axis to open the Format Axis task pane.

• The axes can also be formatted on the Home tab.

• Axis format options include bounds, units, display units, tick marks, labels, and number.

Add and Format Data Labels • Data labels describe the exact value or name of a data point.

• To display the data labels, use either Chart Elements or the Design tab.

• The Format Data Labels task pane gives you the option to select the type of data labels, the position of the data label, and the number formatting.

• Use the Home tab to apply font formatting to the data labels. ❖ Teaching Tips: To focus attention on a single data series, display the labels for only that data series by selecting the data series before selecting the Data Labels check box. ❖ Teaching Tips: To move a single data label, click the data label twice to ensure only that label is selected, then move it to the appropriate location. ❖ Teaching Tips: Inserting and formatting a shape, such as a callout, gives special emphasis to a data point or data series.

Format and Position the Legend • Using Chart Elements, the legend can be positioned to the right, top, bottom, or left of the plot areas.

• The legend can be formatted using the Home tab to change font, font size, and font color.

Add Gridlines • Horizontal or vertical lines that span the plot area to help users identify the values plotted are gridlines.

• To change the line type, color, or width of the gridlines, double-click a gridline to open the Format Major Gridlines task pane.

Format the Chart Area, the Plot Area, and a Data Series • To format multiple chart settings, use the Format task pane for the element. To open the Format task pane for a specific element, double-click the chart element. ❖ Teaching Tips: If using images to fill a data series, select the Stack option to avoid distorting the image.

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I.

J.

❖ Teaching Tips: To maintain a professional look, do not fill data series with a mixture of textures and images.

Add Alt Text • Alt Text, also known as alternate text, is a description that displays when a pointer moves over the chart or image.

• Alt Text is used by screen readers to help users understand the chart.

• Alt Text is added by clicking on the Alt Text in the Accessibility group on the Format tab.

• Another method to add Alt Text is to right-click the chart, select Edit Alt Text, enter a description in the text box, and close the task pane.

Format a Data Point • Single data points can be formatted differently from the rest of the data series.

• Select the data point you want to format, display the Format Data Point task pane, and select the format changes you want.

• An exploded pie chart separates one or more slices from the rest of the chart. To explode a pie slice, select the slice and drag it away from the pie.

• To rotate the slices of a pie chart, change the angle of the first slice until the data labels fit better in the chart area. Rotate the slices and their data labels clockwise by using the Angle of first slice option in the format Data Point or Format Data Series task pane.

Apply a Chart Style and Colors In this section, students will learn to apply chart styles and colors, filter chart data, and insert sparklines within individual cells.

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The Chart Styles and Data groups on the Chart Design tab contain options to apply a different style or color scheme to a chart or manipulate the data source used to build a chart. A chart style is a collection of formatting that controls the colors of the chart area, plot area, and data series. Chart styles, available in the Chart Style group on the Design tab, also control the font and font size of the titles.

• Sparklines can be inserted into cells to provide a visualization of a trend in a series of values.

• The Change Colors command in the Chart Style group offers predefined colorful and monochromatic combinations of colors defined by the workbook theme. The colorful set includes different colors, while the monochromatic colors display different shades of the same color. ❖ Teaching Tips: The range of colors displayed in the Change Colors palette is controlled by applying a different theme to the workbook using Themes on the Page Layout tab.

A. Save a Chart as a Template • Custom formatted charts can be saved as a template to easily create other charts with those chart elements, formats, and colors.

• To save a chart as a template, right-click the chart and select Save as Template from the menu. Name the chart and save it.

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To use the template for future charts, open the Insert Chart or the Change Chart Type dialog box and select Templates.

Modify the Data Source The data source is the range of selected cells that are used to construct a chart. The data source can be adjusted in the Data group on the Design tab. ❖ Teaching Tips: Workbook themes impact the colors and formats in charts by changing the colors available in the color pallet. ❖ Teaching Tips: You can use the exact colors you want for worksheet data and chart elements by customizing a workbook theme.

A. Change the Data Source • To add, edit, or remove data in the data source used in a chart, use the Select Data command in the Data group on the Design tab to open the Select Data Source dialog box.

B. Apply Chart Filters • A chart filter controls which data series and categories are visible in a chart. The default shows all the data selected are used to construct the data series and categories.

• To select which data points are displayed in a chart, click Chart Filters to the right of the chart to display the options. Select check boxes to display data points; deselect check boxes to hide a data series.

C. Switch Row and Column Data • Switching the data used to create the horizontal axis to the vertical axis changes the focus of the data to give a different perspective.

• Use the Switch Row/Column command in the Data group on the Chart Design tab to switch how the rows and columns in a selected chart are displayed.

• Alternatively, you can switch rows and columns from within the Select Data Source dialog box.

Create and Customize Sparklines A sparkline is a small line, column, or win/lost chart displayed in a single cell.

• Sparklines do not include standard chart elements.

• The line sparkline shows trends over time.

• The column sparkline compares data.

• The win/loss sparkline depicts a team’s trends of wins and losses. ❖ Teaching Tips: Sparklines show trends over time, such as each student’s trends in test scores.

A. Insert Sparklines • To create a sparkline, select the data range to depict and the cell where the sparkline will be placed.

B. Customize Sparklines Copyright © 2023 Pearson

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After inserting a sparkline, the Sparkline tab displays with options to customize the sparkline.

OBJECTIVE TESTS IN MYITLAB To find an objective test to help your students practice for tests, have them sign in to MyITLab: www.myitlab.com.

ADDITIONAL WEB RESOURCES 1. Create a Chart from Start to Finish: https://support.office.com/en-us/article/create-a-chartfrom-start-to-finish-0baf399e-dd61-4e18-8a73-b3fd5d5680c2?ui=en-US&rs=en-US&ad=US 2. Add or Remove Titles in a Chart: https://support.office.com/en-us/article/add-or-removetitles-in-a-chart-4cf3c009-1482-4908-922a-997c32ea8250?ui=en-US&rs=en-US&ad=US 3. Add or Remove a Secondary Axis in a Chart in Excel: https://support.office.com/enus/article/add-or-remove-a-secondary-axis-in-a-chart-in-excel-91da1e2f-5db1-41e9-8908e1a2e14dd5a9?ui=en-US&rs=en-US&ad=US 4. Choose Your Chart Using Quick Analysis: https://support.office.com/en-us/article/analyzeyour-data-instantly-9e382e73-7f5e-495a-a8dc-be8225b1bb78?ui=en-US&rs=en-US&ad=US 5. Update the Data in an Existing Chart: https://support.office.com/en-us/article/update-thedata-in-an-existing-chart-9776678e-c608-4a7c-9679-5c70e374f9be?ui=en-US&rs=enUS&ad=US 6. Use Sparklines to Show Data Trends: https://support.office.com/en-us/article/usesparklines-to-show-data-trends-1474e169-008c-4783-926b-5c60e620f5ca?ui=en-US&rs=enUS&ad=US

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PROJECTS AND EXERCISES Data file Hands-On Exercise 1

e03h1Jobs.xlsx

Save As e03h1Jobs_LastFirst.xlsx

Hands-On Exercise 2

e03h2Jobs_LastFirst.xlsx

Hands-On Exercise 3

e03h3Jobs_LastFirst.xlsx

Practice Exercise 1

e03p1Utilities.xlsx

e03p1Utilities_LastFirst.xlsx

Practice Exercise 2

e03p2Pine.xlsx

e03p2Pine_LastFirst.xlsx

Mid-Level Exercise 1

e03m1Airports.xlsx

e03m1Airports_LastFirst.xlsx

Mid-Level Exercise 2

E03m2Grades.xlsx

e03m2Grades_LastFirst.xlsx

Running Case

e03r1NCCTS.xlsx

e03r1NCCTS _LastFirst.xlsx

Disaster Recovery

e03d1Houses.xlsx

e03d1Houses _LastFirst.xlsx

Cumulative Exercise

e03c1Patient.xlsx

e03c1Patient_LastFirst.xlsx

CHAPTER REVIEW/ANSWERS TO END OF CHAPTER MATERIAL Key Terms Matching Answer Key 1. A numeric value that describes a single value on a chart.

J. Data point 2.

A group of related data points that display in row(s) or column(s) in a worksheet.

K. Data series

3.

A chart element that contains descriptive labels for the data points plotted in a chart.

D. Category axis

4.

The chart element that displays incremental numbers to identify approximate values, such as dollars or units, of data points in a chart.

S. Value axis

5.

A chart that groups columns side by side to compare data points among categories.

G. Clustered column chart

6.

A circle that enables you to adjust the height or width of a selected chart.

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Q. Sizing handle 7.

A chart that compares categories of data horizontally.

C. Bar chart

8.

A chart that shows trends over time in which the value axis indicates quantities, and the horizontal axis indicates time.

N. Line chart

9.

A chart that shows each data point in proportion to the whole data series.

O. Pie chart

10. A chart that contains two chart types, such as column and line, to depict two types of data, such as individual data points and percentages.

H. Combo chart 11. A chart that shows the relationship between two variables.

T. X Y (scatter) chart 12. The label that describes either the category axis or the value axis.

B. Axis title 13. A container for the entire chart and all of its elements.

E. Chart area 14. The label that describes the entire chart.

F. Chart title 15. An identifier that shows the exact value of a data point in a chart.

I. Data label 16. A horizontal or vertical line that extends from the horizontal or vertical axis through the plot area.

L. Gridline 17. The key that identifies the color or pattern fill assigned to each data series in a chart.

M. Legend 18. The section of a chart that contains graphical representation of the values in a data series.

P. Plot area Copyright © 2023 Pearson

19. A description that displays when a pointer moves over the chart and is used by a screen reader to read the description to the user.

A. Alt Text 20. A miniature chart contained in a single cell.

R. Sparkline Multiple Choice Answer Key 1. A worksheet contains columns listing new movie releases, total production costs, week 1 gross revenue, and week 2 gross revenue. Which of the following would least likely form a data series in a column chart? a. Movie names 2. What is an advantage of using the Recommended Charts command? c. The Insert Chart dialog box displays recommended chart types based on the selected data.

3. What type of chart would display the names of seven city names (such as Jefferson City and Salt Lake City) on a category axis that is the easiest to read? b. Bar chart 4. You want to create a single chart that shows the proportion of yearly sales for five divisions for each year for five years. Which type of chart can accommodate your needs? d. 100% stacked column chart 5. Why would you add Alt Text to a combo chart? b. To adhere to accessibility compliance for screen reader capabilities.

6. The value axis currently shows increments such as 50,000 and 100,000. What option would you select to display the values in increments of 50 and 100? a. Show Axis in Thousands 7. Which chart element should you display to show exact values for a data series in a bar chart? d. Data labels 8. Which of the following is not impacted when you apply a chart style? c. Chart elements may display or be removed.

9. Currently, a column chart shows values on the value axis, years on the category axis, and state names in the legend. What should you do if you want to organize data with the states on the category axis and the years shown in the legend? a. Switch the rows and columns in the chart.

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10. You created a worksheet that tracks data for a basketball team. The range B10:F10 contains the difference in final points between your team and the other team. What is the recommended sparkline to create to represent this data? c. Win/Loss

Critical Thinking Answer Key 1. Explain the importance of selecting row and column headings when selecting the data source for a chart.

Without the headings included as the data source, the legend would display Series 1, Series 2, etc., which would be confusing to understand what each data series represents.

2. Explain when you would create a bar chart instead of a column chart.

A bar chart is better than a column chart when the category labels are long.

3. Explain why a professor would create a pie chart instead of a column chart to show overall class results for a test.

A pie chart shows the percentage of each category. Creating a pie chart for test results shows the percentage of students who earned A, B, C, D, and F grades.

4. Describe the purpose of a combo chart.

A combo chart shows two related sets of data but on different scales (such as quantiles and percentages of new jobs).

5. Describe a situation when you would display the units in millions, change the number category, and specify the decimal places for the value axis.

Displaying full values, such as 125,000,000, in the value axis takes up space. By changing the units to millions, the values display like 125 with a rotated axis title indicating millions. This allows the plot area to be larger to display the columns, bars, etc. For greater precision, you can specify the decimal places, such as 125.5 million.

6. Explain the importance of including an Alt Text title and description for a chart.

Including an Alt Text title and description is helpful for readers that convert the electronic Alt Text into audible language for people with disabilities.

7. Describe different ways you can call attention to a single slice on a pie chart.

You can explode a slice away from the rest of the chart to draw attention to that slice. You can also apply a different, brighter fill color to it as well.

8. Describe the relationship of a workbook theme, chart styles, and chart colors.

The workbook theme controls the colors and styles used in chart styles. If you change the workbook theme, the colors in the chart styles change, and the gallery of colorful and monochromatic colors change, based on the chart style.

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9. Explain why you would switch rows and columns in a chart.

You might want to switch the row and column data to give a different perspective and to change the focus on the data being charted. Switching data reverses the category axis and the data series.

10. Describe the purpose of inserting sparklines in a worksheet.

A sparkline is a miniature chart that is embedded within a cell. You use it to create a quick visual within worksheet cells when you don’t need to chart an entire data set. It presents a quick visual illustration of data within an individual cell without the additional chart elements, such as data labels, chart titles, value axis, etc.

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Instructor’s Manual Exploring Microsoft 365, Excel 2022, Chapter 4 Resource

Available Instructor Resources File Name

Found

Student Data Files

Various, click link to see file list

Online Instructor Resource Center

Solution Files Answer Keys Matching Multiple Choice Critical Thinking

Various, click link to see file list

Online Instructor Resource Center

e04_answerkey_match.docx e04_answerkey_mc.docx e04_answerkey_concepts.docx

Online Instructor Resource Center

Scorecards

Various, example: e04h1ToyStore_scorecard.xlsx

Online Instructor Resource Center

Annotated Solution Files

Various, example: e04h1ToyStore_annsolution.pdf

PowerPoint Presentation

e04_powerpoint_accessible.pptx

Testbank

e04_testbank.docx

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

Instructor's Manual (lesson plans incl.)

e04_instructormanual.docx

Assignment Sheet

e04_assignsheet.docx

File Guide

e04_fileguide.xlsx

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

e04_objectivesmap.xlsx

Online Instructor Resource Center

Objective Map Grader Project Grader Instruction Grader Data Grader Solution Grader Annotated Solution Grader Scorecard

e04_grader_instruction.docx e04_grader_data.xlsx e04_grader_solution.xlsx e04_grader_annsolution.pdf e04_grader_scorecard.xlsx

Copyright © 2023 Pearson

Online Instructor Resource Center

CHAPTER OBJECTIVES When students have finished reading this chapter, they will be able to: • • • • • • • •

View Large Datasets Print Large Datasets Create and Modify Tables Calculate Data with Structured References and Table Aggregation Sort Data Filter Data Apply Conditional Formatting Create a New Conditional Formatting Rule

CHAPTER OVERVIEW The students will be asked to work with a large dataset to convert data into a table, sort, filter, and use conditional formatting to analyze the data.

The major sections in this chapter are: 1. Large Datasets. In this section, students will learn to freeze rows and columns, display and change page breaks, set and clear a print area, print titles, and control print page order.

2. Excel Tables. In this section, students will learn to create a table, rename a table, add and delete fields, add, edit, and delete records, and remove duplicate rows.

3. Table Manipulation. In this section, students will learn to create a structured reference in formulas, add a total row, sort by one or more fields, create a custom sort, apply filters, apply number filters, apply data filters, and apply a custom filter.

4. Conditional Formatting. In this section, students will learn to apply conditional formatting, apply highlight cells rules, specify top/bottom rules, and display data bars, color scales, and icon sets.

Students will also learn to manage rules, create a new conditional formatting rule, and use formulas in conditional formatting.

CLASS RUN-DOWN 1.

2.

3.

4.

Have students turn in homework assignments.

Talk about the chapter using the discussion questions listed below.

Use a PowerPoint presentation to help students understand the chapter content.

Explain the importance of learning to work with large datasets, and how to set up large datasets for printing.

5. Demonstrate how to create tables and apply table styles.

6. Demonstrate how to sort and filter data.

7. Demonstrate how to add a total row to a table.

8. Explain and demonstrate conditional formatting.

9. Have students complete the Cumulative Exercise for Excel Chapter 4.

10. Use MyITLab for in-class work or to go over homework.

11. Give students the homework handout for the next class period.

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LEARNING OBJECTIVES At the end of this lesson students should be able to: • • • • • • • • • • • • • • • • • • • • • • • • • • •

Freeze Rows and Columns Display and Change Page Breaks Set and Clear a Print Area Print Titles Control Print Page Order Create a Table Rename a Table Add and Delete Fields Add, Edit, and Delete Records Remove Duplicate Rows Apply a Table Style Use a Structured Reference in a Formula Add a Total Row Sort One Field Sort Multiple Fields Create a Custom Sort Filter Tables and Ranges Apply Text Filters Apply Number Filters Apply Date Filters Apply Conditional Formatting Apply Highlight Cell Rules Specify Top/Bottom Rules Display Data Bars, Color Scales, and Icon Sets Create a New Conditional Formatting Rule Manage Rules Use Formulas in Conditional Formatting

KEY TERMS Color Scale–A conditional format that displays a particular color based on the relative value of the cell contents to the other selected cells.

Conditional formatting–A set of rules that applies specific formatting to highlight or emphasize cells that meet specific conditions.

Data bar– Formatting that applies a gradient or solid fill bar in which the width of the bar represents the current cell’s value compared relatively to other cells’ values.

Data structure–The organization method used to manage multiple data points within a dataset.

Field–The smallest data element contained in a table, such as first name, last name, address, and phone number.

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Filtering–The process of specifying conditions to display only those records that meet those conditions.

Freezing–The process of keeping rows and/or columns visible onscreen at all times even when you scroll through a large dataset.

Fully qualified structured reference–A structured formula that contains the table name.

Icon set–A set of symbols or signs that classifies data into three, four, or five categories, based on values in a range.

Page break–An indication of where data will start on another printed page.

Print area–The range of cells within a worksheet that will print.

Print order–The sequence in which the pages are printed.

Record–A group of related fields representing one entity, such as data for one person, place, event, or concept.

Sorting–The process of arranging records by the value of one or more fields within a table or data range.

Structured reference–A tag or use of a table element, such as a field label, as a reference in a formula. Field labels are enclosed in square brackets, such as [Amount], within the formula.

SUBTOTAL function– A function that calculates an aggregate value, such as totals or averages, for displayed values in a range, table, or database.

Table (Excel)–A structured range that contains related data organized in a method that increases the capability to manage and analyze information.

Table style (Excel; Word)–A named collection of color, font, and border designs that can be applied to a table.

Total row– A table row that displays below the last row of records in an Excel table and displays summary or aggregate statistics, such as a sum or an average.

Unqualified reference–The use of field headings without row references in a structured formula.

DISCUSSION QUESTIONS • • •

Explain the importance of removing duplicate rows of data.

What method besides the Freeze Pane can you use to display column headings onscreen when you have a large dataset?

Explain a scenario in which Icon sets are useful in conditional formatting.

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•

Explain the difference in the Freeze Panes command and the Split Rows command. When would you use each?

CONNECTIONS PRACTICAL PROJECTS AND APPLICATIONS •

•

•

You have been asked by a search engine optimization professional to add conditional formatting to a dataset which shows the cost per click for advertising key terms. The goal is to find a group of ten key terms that provide the highest return for the lowest cost. Explain how conditional formatting could identify the needed data.

Your boss has asked you to give a talk to the Finance Team explaining the difference in using Tables, Freeze Panes, and Split Rows commands to make data easier to understand. Prepare a short PowerPoint presentation to help the team decide which method to use.

An independent author has been running online advertisements for her book. After downloading the results of the ad, she asks you to add aggregation totals to the columns to make it easier to determine if her total expenditure compared to sales results in a profit or loss.

TEACHING NOTES View Large Datasets In this section, students will learn how to keep labels onscreen while scrolling through a large dataset.

They will also learn how to manage page breaks, print only a range instead of an entire worksheet, print row headings on the left, and print column labels at the top of each page of a large dataset.

A. Freeze Rows and Columns • To freeze one or more rows and columns, use the Freeze Panes option. Before selecting this option, make the active cell one row below and one column to the right of the rows and columns you want to freeze. ❖ Teaching Tips: With a large dataset open, demonstrate what happens when you scroll, and you don’t have the labels and headings frozen.

Print Large Datasets In this section, the student will learn how to prepare a large dataset for printing, using the Page Layout tab to manage page breaks, setting the print area, and printing titles.

A. Display and Change Page Breaks • Use the Page Break Preview to identify where automatic page breaks will occur. Blue dashed lines indicate the page break(s). ❖ Teaching Tips: A manual page break can be inserted if the automatic page breaks occur within a group of rows for one grouping, such as dates.

B. Set and Clear a Print Area • Default settings send an entire active worksheet to the printer.

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•

To print only a specified area of the worksheet, set the print area. Select the range you want to print, click the Page Layout tab, and then click Print Area in the Page Setup Group. Use the Set Print Area command to set the area you want printed. ❖ Teaching Tip: More ranges can be added to the print area by selecting the range you want to print, clicking Print Area, and selecting Add to Print Area. ❖ Teaching Tips: The print area can be cleared by clicking Print Area in the Page Setup group and selecting Clear Print Area.

C. Print Titles • When dealing with large datasets, multiple page printouts are hard to read. To simplify the readability of the printouts, make sure the column or row headings print on each page.

• To print titles and headings, open the Page Setup dialog box, select which row(s) and column(s) contain the labels to repeat them on each page of a printout.

D. Control Print Page Order • Print order is the sequence in which the pages are printed.

• Print default is top-left section, bottom-left section, top-right section, and then bottomright section.

• Print order is changed by opening the Page Setup dialog box, clicking the Sheet tab, and then selecting the desired Page order option.

Create and Modify Tables In this section, students will learn to convert a range into a table to allow easier data manipulation.

• Each column in a table represents an individual piece of data known as a field.

• Each row in a table represents related data about one entity and is known as a record.

• Planning the structure before creating a table will ensure fewer changes to the table after it is created. ❖ Teaching Tips: Guidelines planning a table: o Field column names are on the top row of the table and should be short, descriptive, and unique. o Data for each record is on a row below the field names. o Delete blank rows and blank columns. o Each record must have a unique ID or transaction number. o Insert one or more blank rows and columns between the table and other data. o Place each table on a separate worksheet.

A. Create a Table Before you create a table, make sure the range it is based on is structured correctly.

• To create a table, click in the range, click the Insert tab, and click Table in the Tables group. In the Create Table dialog box, select the range for the table, click My table has headers if your data range has headers, and click OK. Copyright © 2023 Pearson

B.

C.

D.

E.

❖ Teaching Tips: When you create a table, Excel applies the Table Style Medium 2 style to the table. Each header row cell has filter arrows, which can be used to select the data you want to display.

Rename a Table • The default table name, Table1, is not descriptive and should be changed.

• To rename the table, use the Table Name box in the Properties group on the Table Design tab. ❖ Teaching Tips: When tables are renamed, the table name can be used in the place of traditional absolute references in functions.

Add and Delete Fields • New fields, or columns, can be added to a table to add new information, such as a product number or wholesale price.

• To add a field, click in any cell in the column to the right of where you want to insert the field, and use the appropriate command in the Cells group on the Home tab to insert the column where you want it.

• To delete a field, or column, select a cell in the field you want to delete and use the Delete Table Columns feature located in the Cells group on the Home tab. ❖ Teaching Tips: If you accidentally delete a field you need, use Undo to retrieve it.

Add, Edit, and Delete Records • Records can be easily added by clicking in the record below where you want the new record inserted, clicking the Home tab, and clicking the Insert arrow in the Cells group.

Click Insert Table Rows and click the appropriate insert location.

• To edit the data in a table, click in the cell and type the new information.

• To delete a record, select the record you want to remove, then use the Delete Table Rows feature in the Cells group of the Home tab.

Remove Duplicate Rows

Clerical issues might cause a table to contain duplicate records, which can cause formulas to give erroneous results.

•

The Remove Duplicates command, located on the Table Design tab, allows you to remove duplicate records.

• In the Duplicate Records dialog box, select the columns with duplicate values and click OK. F. Apply a Table Style In this section, students will learn to apply table styles to add color and bold formatting for the header row by learning to build formulas and functions, and arrange records in different sequences to get different perspectives on the data.

•

Table styles control the fill color of the header row and rows of records, and specify the heading format and border lines.

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•

Table styles are available in the Table Styles gallery. Click More in the Table Styles group on the Table Tools Design tab.

• For a Live Preview of how a table style will format your table, point to a style in the Table Styles gallery. Select the style to apply it to your table. ❖ Teaching Tips: Live Preview is not available on a Mac.

Calculate Data with Structured References and Table Aggregation In this section, students will learn to create structured references and add total rows.

A. Use a Structured Reference in a Formula • Data in a table or regular range in a worksheet can be sorted by only one field.

• There are four methods of sorting on one field.

• Structured references help identify what the content in a formula represents.

• A structured reference is a table element such as a heading used as a reference in a formula, known as a tag.

• An unqualified reference uses field headings without row references in a structured formula.

• A fully qualified structured reference is a formula that includes references with a table name. ❖ Teaching Tips: To create a formula using structured references, type the = sign in the cell where the formula goes, and then type an opening bracket. When the Formula AutoComplete displays a list of field headings, double-click the column name from the list and type the closing bracket. When the formula is complete, Excel copies the formula down the rest of the column automatically. ❖ Teaching Tips: You can use either unqualified or fully qualified structured references if you are building a formula within a table. ❖ Teaching Tips: If you are building a formula outside the table boundary, a fully qualified structured reference is required.

B. Add a Total Row • A total row displays below the last row of records in a table and displays summary statistics, such as a sum of the values in a column.

• To insert a total row in a table, click any cell in the table, click the Design tab, and then click Total Row in the Table Style Options group. Click in a cell in the total row, click the total row arrow, and select the function you want.

• The calculations on the total row use the SUBTOTAL function. =SUBTOTAL(function_num,ref1,. . .)

• Remove the total row when converting a table to a range, or it will become part of the newly created range. ❖ Teaching Tips: If the field is a text field, the only total row summary statistic that will be calculated is Count. ❖ Teaching Tips: The totals row does not sum hidden rows.

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Sort Data In this section, students will learn to arrange table data to make the information easier to understand. ❖ Sorting is the process of arranging records by the value of one or more fields within a table. ❖ Normal data ranges can be sorted, as well as tables.

A. Sort One Field • Data in a table or regular range in a worksheet can be sorted by only one field.

• There are four methods of sorting on one field.

1. Click in the field you want sorted, click Sort & Filter in the Editing group on the Home tab, and select the sort option.

2. Click in the field you want sorted, click Sort & Filter group on the Data tab.

3. Right-click in the field to be sorted and point to Sort on the shortcut menu, using Sort & Filter in the Editing group on the Home tab, and select the type of sort you want.

4. Use the filter arrow in the header row and select the sort option. ❖ Teaching Tips: Sorting on a second field will remove the original sort.

B. Sort Multiple Fields • When sorting by only one field doesn’t result in the desired outcome, using multiple level sorts can provide further organization with additional sort levels.

• Excel allows sorting data on 64 different levels.

• To perform a multiple level sort, click any cell in the table, click Sort in the Sort & Filter group on the Data tab to display the Sort dialog box, select the primary sort level on the desired field, then click Add Level and select the second sort level by clicking the Then by arrow, selecting the column to sort by, and setting the sort order.

• Add sort levels until all needed sort levels are added.

C. Create a Custom Sort • If you need data sorted in a way Excel does not, create a custom sort.

• To create a custom sort, click Sort in the Sort & Filter group on the Data tab, click the Order arrow, and select Custom List. Select an existing sort sequence in the Custom lists box or select NEW LIST. Type the entries in the sort sequence in the List entries box, with a comma between entries, and then click Add and Click OK.

Filter Data In this section, students will learn a variety of methods to filter data.

• Filtering is the process of displaying only those records that meet certain conditions.

• When filtered data displays, the row numbers are displayed in blue, and the missing row numbers indicate hidden rows of data. To display all the records again, remove the filter.

A. Filter Tables and Ranges Copyright © 2023 Pearson

• •

When data is formatted as a table, filters are automatically activated.

When a filter is applied to a table or range, a Filter icon displays, indicating which field is filtered. ❖ Teaching Tips: It’s a good idea to create a copy of a worksheet if you need several filters applied to the data.

B. Clear Filters • Filtering does not affect the data. When you remove the filter, the data expands back to the original configuration.

• To remove a filter, click the filter arrow for the field from which you want to clear the filter and select Clear Filter From.

• To remove all filters, click Clear in the Sort & Filter group on the Data tab, or click Sort & Filter in the Editing group on the Home tab, and select Clear.

C. Apply Text Filters • When applying a text filter, the filter menu displays each unique text item from which to select one or more items from the list to be filtered.

• After the text filter is applied, only the filtered text displays.

• An additional submenu offers the option to filter with Begins With, Ends With, and Contains.

D. Apply Number Filters • A variety of number filters enable you to display specific numbers, or a range of numbers, such as above average or top 10 values.

• For a large number of unique entries, you can enter a value into the Search box to display all matching records.

E. Apply Date Filters • When filtering a date field, you can select specific dates or a data range.

• Using the submenu, you can filter for week, month, quarter, or year. ❖ Teaching Tips: The Date filter might be used to find all customers who purchased a car in a specific month.

F. Apply a Color Filter • When analyzing data in a worksheet, you are not limited to filtering data by alphanumerical values.

• Data can be sorted in a worksheet based on font color, cell fill color, and conditional formatting icon.

G. Apply a Custom Filter • A custom filter is helpful when you need to display a selection using complex filtering that includes comparison operators, such as equals, contains, greater than, or less than.

• Logical operators such as ‘and’ and ‘or’ can also be used in a custom filter.

• Wild cards can be used in a custom filter to help locate information in which there are multiple criteria and no custom filters.

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❖ Teaching Tips: The two wildcard operators are the asterisk (*) and the question mark (?). The asterisk is used to replace any number of letters, words, or numbers. The question mark replaces one letter or number.

Apply Conditional Formatting In this section, the students will learn to apply conditional formatting to any set of data.

• Conditional formatting applies formatting to any set of data to highlight or emphasize cells that meet specific conditions.

• Formatting only displays if the data point meets a specific condition.

• Conditional formatting can also be applied using Quick Analysis or by clicking Conditional Formatting in the Styles group on the Home tab.

A. Apply Highlight Cells Rules • To apply a highlight to cells that meet a condition, use the Highlight Cells Rules category.

• While the option offers predefined combinations of fill colors, font colors, and/or borders, you can also customize all the fill, font, and border colors.

• To apply conditional formatting, select Highlight Cells Rules, select the condition needed, then fill in the text boxes and select the type of conditional formatting.

B. Specify Top/Bottom Rules • The Top/Bottom Rules category highlights values you specify in the top or bottom number, top or bottom percentage, or values that are above or below the average value in a specific range.

C. Display Data Bars, Color Scales, and Icon Sets • Data bars apply a gradient or solid fill bar in which the width of the bar represents the current cell’s value compared relatively to other cells’ values.

• Color scales format cells with different colors based on the relative value of a cell compared to other selected cells.

• Icon sets are symbols or signs that classify data into three, four, or five categories, based on the values in a range. ❖ Teaching Tips: Applying too much conditional formatting makes the worksheet hard to read. The target audience may not be able to determine the most important information. ❖ Teaching Tips: If a column has conditional formatting, you can sort the column by color.

Create a New Conditional Formatting Rule In this section, students will learn to create custom conditional formatting rules.

• When creating a conditional formatting category, you can create the rules to specify different fill colors, borders, or other formatting if you don’t want the default settings.

• The New Formatting Rule dialog box allows you to define the conditional formatting rule.

• The Format Cells dialog box allows you to specify number, font, border, and fill formats to apply to the rule you create.

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A. Manage Rules • Conditional formatting rules can be updated, moved, or deleted using the Manage Rules dialog box. To open the Manage Rules dialog box, click Conditional Formatting in the Styles group, and select Manage rules. Edit the rule by clicking Edit, or use Delete Rule to remove conditional formats.

• All conditional formatting in a worksheet can be deleted by clicking Clear Rules command in the Conditional Formatting command on the Home tab.

B. Use Formulas in Conditional Formatting • To use a formula in a conditional formatting rule, select the data range, click the Home tab, click Conditional Formatting in the Styles group, and then click New Rule. Click Use a formula to determine which cells to format and type the formula using cell references in the first row in the Format values where this formula is true box, and then click Format. Select the desired formatting and click OK. ❖ Teaching Tips: At least two logical tests are required, but you can use more. For conditional formatting to apply, all logical tests must be true.

OBJECTIVE TESTS IN MYITLAB To find an objective test to help your students practice for tests, have them sign in to MyITLab: www.myitlab.com.

ADDITIONAL WEB RESOURCES 1. Freeze Panes to Lock Rows and Columns: https://support.office.com/en-us/article/freezepanes-to-lock-rows-and-columns-dab2ffc9-020d-4026-812167dd25f2508f?wt.mc_id=fsn_excel_rows_columns_and_cells 2. Print a Worksheet or Workbook: https://support.office.com/en-us/article/Change-aselected-print-area-D5926076-2A0B-4DA6-8491-381A21EB9C08 3. Print the Top Row on Every Page: https://support.office.com/en-us/article/Print-the-toprow-on-every-page-3E4F2A66-7350-4042-9639-418DA7AB5B37 4. Create and Format Tables: https://support.office.com/en-us/article/create-and-formattables-e81aa349-b006-4f8a-9806-5af9df0ac664?ui=en-US&rs=en-US&ad=US 5. Sort Data in a Table: https://support.office.com/en-us/article/sort-data-in-a-table77b781bf-5074-41b0-897a-dc37d4515f27?ui=en-US&rs=en-US&ad=US 6. Use Conditional Formatting to Highlight Information: https://support.office.com/enus/article/conditional-formatting-6b6f7c2a-5d62-45a1-8f67-584a76776d67

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PROJECTS AND EXERCISES Data file Hands-On Exercise 1

e04h1ToyStore.xlsx

Save As e04h1ToyStore_LastFirst.xlsx

Hands-On Exercise 2

e04h2ToyStore_LastFirst.xlsx

Hands-On Exercise 3

e04h3ToyStore_LastFirst.xlsx

Hands-On Exercise 4

e04h4ToyStore_LastFirst.xlsx

Practice Exercise 1

e04p1StudyAbroad.xlsx

e04p1StudyAbroad_LastFirst.xlsx

Practice Exercise 2

e04p2LumberYard.xlsx

e04p2LumberYard_LastFirst.xlsx

Mid-Level Exercise 1

e04m1Inventory.xlsx

e04m1Inventory_LastFirst.xlsx

Mid-Level Exercise 2

E04m2Homes.xlsx

e04m2Homes_LastFirst.xlsx

Running Case

e04r1NCCTS.xlsx

e04r1NCCTS_LastFirst.xlsx

Disaster Recovery

e04d1Dairy.xlsx

e04d1Dairy_LastFirst.xlsx

Cumulative Exercise

e04c1Insurance.xlsx

e04c1Insurance_LastFirst.xlsx

CHAPTER REVIEW/ANSWERS TO END OF CHAPTER MATERIAL Key Terms Matching Answer Key 1. A conditional format that displays horizontal gradient or solid fill indicating the cell’s relative value compared to other selected cells.

C. Data bar 2. The process of listing records or text in a specific sequence, such as alphabetically by last

name.

N. Sorting 3. The process of specifying conditions to display only those records that meet those

conditions.

F. Filtering

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4. A set of rules that applies specific formatting to highlight or emphasize cells that meet

specifications.

B. Conditional formatting 5. A group of related fields representing one entity, such as data for one person, place, event,

or concept.

M. Record 6. The rules that control the fill color of the header row, columns, and records in a table.

R. Table style 7. An indication of where data will start on another printed page.

J. Page break 8. A table row that appears below the last row of records in an Excel table and displays

summary or aggregate statistics, such as a sum or an average.

S. Total row 9. A conditional format that displays a particular color based on the relative value of the cell

contents to the other selected cells.

A. Color scale 10. The sequence in which the pages are printed.

L. Print order 11. A tag or use of a table element, such as a field label, as a reference in a formula.

O. Structured reference

12. Symbols or signs that classify data into three, four, or five categories, based on the values in a range.

I. Icon set 13. The range of cells within a worksheet that will print.

K. Print area 14. A predefined formula that calculates an aggregate value, such as totals, for values in a

range, a table, or a database.

P. SUBTOTAL function 15. An individual piece of data in a table, such as first name, last name, address, and phone

number.

E. Field Copyright © 2023 Pearson

16. A structure that organizes data in a series of records (rows), with each record made up of a

number of fields (columns).

Q. Table 17. The process of keeping rows and/or columns visible onscreen at all times even when you

scroll through a large dataset.

G. Freezing 18. The organization method used to manage multiple data points within a dataset.

D. Data structure 19. The use of headings without row references in a structured formula.

T. Unqualified reference 20. A structured formula that includes references for table name.

H. Fully qualified structured reference

Multiple Choice Answer Key 1. You have a large dataset that will print on several pages. You want to ensure that related records print on the same page with column and row labels visible and that confidential information is not printed. You should apply all of the following page setup options except which one to accomplish this? d. Change the print page order.

2.

You are working with a large worksheet. Your row headings are in column A. Which command(s) should be used to see the row headings and the distant information in columns X, Y, and Z? a. Freeze Panes command

3.

Which statement is not a recommended guideline for designing and creating an Excel table? b. Leave one blank row between records in the table.

4.

Which of the following characters is a wildcard in Excel?

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a. * 5.

What should you do to ensure that records in a table are unique? b. Use the Remove Duplicates command.

6.

Which conditional formatting rule is best suited to highlight sales value less than $300?

c. Less Than 7.

Which date filter option enables you to restrict the view to only dates between June 16, 2024 and June 30, 2024? d. Between

8.

Which of the following is an unqualified structured reference? a. =[Purchase_Price]-[Rebate]

9.

Which of the following is not an aggregate function that can be applied in a total row? e. VLOOKUP

10. Which of the following conditional formatting rules cannot be applied using Quick Analysis? c. Less Than

Critical Thinking Answer Key 1. Explain the purpose of freezing panes in a worksheet.

The purpose of freezing panes is to keep column and/or row labels onscreen as you scroll through a large dataset.

2. Describe a situation in which you would want to insert page breaks instead of using the automatic page breaks.

You might want to adjust page breaks if the automatic page breaks occur in undesirable locations. For example, a worksheet might contain data organized by groups in which the Copyright © 2023 Pearson

3.

4.

5.

6.

7.

8.

9.

automatic page break occurs after the first row of a particular group. You can insert a page break before that row so that the data will be printed on the same page as the rest of its related data.

Describe the steps you should take to ensure that column labels display on each printed page of a large dataset.

You can select the Rows to repeat at top option in the Print titles section on the Sheet tab in the Page Setup dialog box.

Describe the important elements of table design.

The table should be structured with field names on the top row. Field names should be relatively short, descriptive, and unique. Format the field names so that they stand out from the data. Enter data for each record on a row below the field names. Do not leave blank rows between records or between the field names and the first record. Delete any blank columns between fields in the dataset.

Discuss two reasons why you would convert a range of data into an Excel table.

Column headings remain onscreen without having to use Freeze Panes. Table styles easily format table rows and columns with complementary fill colors.

Calculated columns where the formulas copy down the columns automatically are available to create and edit.

Calculated total row enables the user to implement a variety of summary functions.

Structured references can be used instead of cell references in formulas.

Table data can export to a SharePoint list.

Why is it important to make a backup of your data before removing duplicates?

It is always a good business practice to back up data. When removing duplicates within a large dataset it can be difficult to determine what records are removed. In the event records are mistakenly removed, they will be easily recovered from the backup.

Explain the purpose of sorting data by multiple levels in a table.

Sorting helps you arrange data in different sequences so that you can display the data in different perspectives for analysis. Sometimes you may desire to sort the data by multiple levels such as sales agents by department. In order to sort a dataset by more than one level a custom sort must be performed using two or more levels.

Describe the difference between filtering and sorting data.

Sorting organizes data in a specific order such alphabetical. Filtering restricts the view to display only the desired data.

Explain the difference between an unqualified structured reference and a fully qualified structured reference.

Fully qualified structured references contain the name of the table as well as the

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corresponding data field. Unqualified structured references do not contain a reference to the name of the data table.

10. Describe the ways in which conditional formatting is similar to an IF function.

Conditional formatting is similar to the IF function in that they both perform a task conditionally—based on the truth of the condition. If a condition is true, an IF function provides a particular result. If a condition is met, the conditional formatting rule applies formatting.

11. Describe a situation in which you would use conditional formatting.

Top/Bottom Rules could be used to highlight the top three highest values in a data set of sales information.

12. Describe how is the data bar conditional formatting is helpful when reviewing a column of data.

Data bar conditional formatting displays a horizontal gradient or solid fill indicating the relative value of each cell’s value to those in the applied range. The higher the value compared to other cells, the wider the data bar.

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Instructor’s Manual Exploring Microsoft 365, PowerPoint 2021, Chapter 1 Resource

Available Instructor Resources File Name

Found

Student Data Files

Various, click link to see file list

Online Instructor Resource Center

Solution Files Answer Keys Matching Multiple Choice Critical Thinking

Various, click link to see file list

Online Instructor Resource Center

p01_answerkey_match.docx p01_answerkey_mc.docx p01_answerkey_concepts.docx

Online Instructor Resource Center

Scorecards

Various, example: p01p2StockData_scorecard.xlsx

Online Instructor Resource Center

Annotated Solution Files

Various, example: p01p2StockData_annsolution.pdf

PowerPoint Presentation

p01_powerpoint_accessible.pptx

Testbank

p01_testbank.doc

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

Instructor's Manual (lesson plans incl.)

p01_instructormanual.docx

Assignment Sheet

p01_assignsheet.docx

File Guide

p01_file_guide.xlsx

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

p01_objectivesmap

Online Instructor Resource Center

Objective Map Grader Project Grader Instruction Grader Data Grader Solution Grader Annotated Solution Grader Scorecard

p01_grader_instruction.docx p01_grader_data.xlsx p01_grader_solution.xlsx p01_grader_annsolution.pdf p01_grader_scorecard.xlsx

Copyright © 2023 Pearson

Online Instructor Resource Center

CHAPTER OBJECTIVES When students have finished reading this chapter, they will be able to: • • • • • • • •

Create a New Presentation and Add a Title Slide Add Presentation Content View, Rearrange, and Delete Slides Format Slide Content Insert and Modify Pictures Use SmartArt and WordArt Configure a Presentation for Distribution Present and Distribute a Slide Show

CHAPTER OVERVIEW Students will be asked to plan, create, and modify a basic presentation. Students will select and modify themes and templates, add slide content, insert pictures, and review spelling and grammar. Additionally, students will learn to navigate a presentation and prepare printouts for distribution.

The major sections in this chapter are: 1. Introduction to PowerPoint. In this section, students will learn to plan and develop a presentation, create a new presentation, add a theme and variant, add slides, as well as reuse slides from a different presentation and import a Word Outline. Students will also learn to work with views, rearrange slides and delete slides.

2. Modify a Basic Presentation. In this section, students will learn to change theme colors and fonts, change slide layouts, format text, insert and format pictures, create a screenshot image and create and modify both SmartArt and WordArt. 3. Configure and Run a Presentation. In this section, students will learn to add speaker notes, insert headers and footers, check spelling, run a slide show, change slide size, use presenter view as well as print slides and handouts.

CLASS RUN-DOWN 1.

2.

3.

4.

5.

6.

7.

Have students turn in homework assignments.

Talk about the chapter using the discussion questions listed below.

Use a PowerPoint presentation to help students understand the chapter content.

Demonstrate the new features of PowerPoint 2021.

Have students complete the Cumulative Exercise for PowerPoint Chapter 1.

Use MyITLab for in-class work or to go over homework.

Give students the homework handout for the next class period.

LEARNING OBJECTIVES At the end of this lesson students should be able to: • •

Create a New Presentation Add a Theme and Variant Copyright © 2023 Pearson

• • • • • • • • • • • • • • • • • • • • • • • • • • • • •

Create a Title Slide Add New Slides Create Bulleted and Numbered Lists Reuse Slides from Another Presentation Import a Word Outline Use Views Rearrange Slides Delete Slides Change Theme Colors Using the Design Tab Change Theme Fonts Using the Design Tab Change Slide Layouts Format Text Insert Pictures Add a Stock Image Add an Online Picture Resize and Position a Picture Crop a Picture Apply Picture Styles Convert Text to SmartArt Create WordArt Format WordArt Add a Speaker Notes Insert Headers and Footers Check Spelling Run a Slide Show Change Slide Size Use Presenter View Print Slides Print Handouts

KEY TERMS Aspect Ratio–The relationship of the height to the width of the picture.

Bulleted list–A simple itemization of points.

Copyright–Provides legal protection to a written or artistic work, including pictures, drawings, poetry, novels, songs, movies, computer software, and architecture.

Cropping–Enables you to eliminate unwanted portions of an image.

Deck–A collection of slides.

Infringement of copyright–A situation that occurs when a right of the copyright owner is violated.

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Kiosk–An interactive computer terminal available for public use.

Normal view–The default PowerPoint workspace when you create a new presentation or open an existing presentation.

Notes Page view–Shows only one slide at a time along with the notes associated with the slide.

Numbered list–A list that sequences items by displaying a successive number beside each item.

Outline view–A view used to enter text into a presentation using an outline.

Placeholder–A container that holds text, images, graphs, or other objects to be used in a presentation.

PowerPoint presentation–A collection of slides.

Presenter view–Specialty view that lets you deliver a presentation on two monitors simultaneously.

Public domain–The rights to a literary work or property owned by the public at large.

QuickStarter–A feature that creates a collection of slides to provide research and design suggestions based on a presentation topic.

Reading View–Displays the presentation full screen, one slide at a time.

Rotation handle–A circular arrow at the top of the placeholder that allows rotation at the top of the placeholder.

Screen Clipping–A method of capturing a portion of the screen.

Screenshots–A Snapshot of your entire computer screen windows that can be placed on a slide as an image.

Sizing handle–A white circle that displays on the sides and corners of the placeholder and drag the handle until it is the size you want.

Slide layout–Determines the position of placeholders on a slide, and each slide layout is defined by the type and placement of placeholders.

Slide Show view–Displays your presentation full screen, one slide at a time to your audience.

Slide show–A collection of slides.

Slide Sorter view–Displays thumbnails of your slides, which enables you to view of multiple slides simultaneously.

Slide–The most basic element of a presentation that can include text, bulleted lists, images, tables, charts, SmartArt, video, and audio.

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SmartArt–A visual representation of information that can be created to effectively communicate a list, process, or relationship.

Speaker notes–Notes added to slides to assist the speaker with preparing or delivering a presentation.

Storyboard–A visual plan of a presentation that helps map out the direction of a presentation.

Template–A predesigned file that has consistent fonts, colors, and other design elements similar to a theme, but it also can include suggested content.

Theme–A collection of design choices that includes colors, fonts, and special effects used to give a consistent look to a presentation.

Thumbnail–A miniature view of a slide that displays in the Slides pane and Slide Sorter view.

Variant–A variation on a chosen design theme.

WordArt–A feature that modifies text to include special effects, such as color, shadow, gradient, and 3-D appearance.

DISCUSSION QUESTIONS • • • • • •

When would you use QuickStarter?

What is the purpose of using a template?

How can you use slides from another presentation and retain their original formatting?

How can you use an outline from Microsoft Word in PowerPoint?

What are the different views that you can use when creating slides and when would you use each?

How do you convert existing text to SmartArt?

CONNECTIONS PRACTICAL PROJECTS AND APPLICATIONS • • • •

Create a new presentation using a specific theme about one of your hobbies.

Use QuickStarter as the basis for a presentation on nutrition.

Modify a basic presentation with pictures, WordArt, and SmartArt. Create a title slide, import a Word Outline, and reuse slides from another presentation.

TEACHING NOTES Introduction to PowerPoint In this section, students will build a basic presentation by applying a theme and variant, add a title slide, reuse slides from another presentation, work with different views and delete slides.

A. Create a New Presentation and Add a Title Slide

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•

One of the first considerations when planning a presentation is whether to start with a blank presentation, create a presentation based on a built-in theme, search for online templates and themes, or use QuickStarter.

• Even though PowerPoint provides built-in themes, you can easily modify the colors, fonts, effects, and background of a presentation. ❖ Teaching Tips: Demonstrate how to open a blank presentation, start from a built-in theme, search for a template, or use QuickStarter. ❖ Teaching Tips: Demonstrate how to change a theme and variant. ❖ Teaching Tips: Explain how the theme determines the font type, font color, and font size in placeholders and that these can be changed. ❖ Teaching Tips: Discuss placeholders and slide layouts and their purpose.

B. Add Presentation Content • The next step in building a presentation is adding content. Adding relevant and meaningful content takes careful consideration.

• Often content you want to add has been already developed by another coworker in PowerPoint. Using the Reuse Slides feature in PowerPoint you easily add the content without having to recreate it, saving a considerable amount of time.

• Content from other Office applications can also be added to a presentation such as a Word outline.

• By default, when you click New Slide, it will insert a new slide with the layout of the current slide. The one exception to this rule occurs after a slide formatted with the Title Slide layout, where the next slide will always be a slide with the Title and Content layout.

• Bullet and numbered lists help with the organization of content in a presentation. A numbered list should be used if a list is sequential. If the list is not sequential, use a bullet list. ❖ Teaching Tips: Demonstrate how to add new slides to a presentation. ❖ Teaching Tips: Show how to insert slides from an existing presentation using the Reuse Slides feature. ❖ Teaching Tips: Demonstrate how to import a Word Outline and how to reset the slides once they are imported. ❖ Teaching Tips: Demonstrate how to modify bullets and numbers.

C. View, Rearrange, and Delete Slides • PowerPoint has several different views allowing you to navigate, rearrange, and delete slides.

• When you first create a new presentation or open an existing presentation, the presentation opens in the default Normal view. ❖ Teaching Tips: Discuss the different views in PowerPoint and when you might use each one. Show how to switch from one view to another. ❖ Teaching Tips: Demonstrate how to rearrange and delete slides.

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Modify a Basic Presentation As you build a presentation, you will want to make modifications that will help enhance the content.

A. Format Slide Content • You can change the font type or font colors of a presentation to better match a company logo, add more contrast, or coordinate with inserted images.

• Slide layout choices vary depending on the theme or template applied.

• The type and location of placeholders varies based on the slide layout chosen.

• Keep the following in mind as you format text in a presentation: o Underlined text is harder to read, and it is usually assumed to be a hyperlink. o Using all capital letters makes it not only difficult to read but is considered as “yelling” at the audience. o Be consistent in punctuation and capitalization in placeholders. o Use italics and bold sparingly. Too much emphasis makes it difficult to determine what is important. ❖ Teaching Tips: Demonstrate changing theme colors and fonts using the Design Tab. ❖ Teaching Tips: Demonstrate how to change the slide layouts.

B. Insert and Modify Pictures • The adage about a picture being worth a thousand words also holds true in PowerPoint to help illustrate a point. Pictures can be used to add meaning to your message.

• Stress the importance of following copyright laws when inserting online images.

• Stock Images is a new feature that provides thousands of royalty-free images to use in a presentation. ❖ Teaching Tips: Demonstrate how to add a picture that you have saved to a storage device both in a content placeholder and using Insert>Picture. Explain the pros and cons of each method. ❖ Teaching Tips: Demonstrate how to add Stock Images and online images. ❖ Teaching Tips: Demonstrate how to create a screenshot. ❖ Teaching Tips: Demonstrate how to resize and position a picture. ❖ Teaching Tips: Demonstrate how to crop a picture.

C. Use SmartArt and WordArt • SmartArt graphics are an effective way to take a bullet list and represent the information visually. There are nine SmartArt categories to choose from.

• WordArt is an effective way to emphasis a word or a short phrase. There is a gallery of WordArt styles to choose from as well as options to modify the text with special effects such as shadows, bevels, or even 3-D rotations. ❖ Teaching Tips: Demonstrate how to convert existing text to a SmartArt graphic. ❖ Teaching Tips: Demonstrate how to add and Modify WordArt.

Configure and Run a Presentation Before delivering a presentation, you want to add finishing touches and ensure it looks the way you want when distributed and during the presentation.

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A. • • •

❖ ❖ ❖ B. • ❖ ❖ ❖

Configure a Presentation for Distribution Notes can be added to the slides to assist the presenter with preparing or delivering a presentation.

Only footers can be added to a slide, but both headers and footers can be added to notes and handout pages.

Remind students to check their presentation for spelling or typographical errors by running the spell checker as well as read through the presentation to look for errors that weren’t flagged.

Teaching Tips: Demonstrate how to add speaker notes to slides to aid in delivering a presentation.

Teaching Tips: Point out how to insert headers and footers on handouts and notes pages.

Teaching Tips: Demonstrate how to use the Spelling command on the Review tab and set proofing options.

Present and Distribute a Slide Show Review the various ways to view a presentation—Slide Show view, Reading View, and Presenter view.

Teaching Tips: Demonstrate several different ways to navigate a slide show.

Teaching Tips: Point out some of the controls in Presenter view.

Teaching Tips: Show how to print slides, handouts, notes pages, and outlines.

OBJECTIVE TESTS IN MYITLAB To find an objective test to help your students practice for tests, have them sign in to MyITLab: www.myitlab.com.

ADDITIONAL WEB RESOURCES 1. Add color and design to your slides with themes: https://support.office.com/enus/article/Add-color-and-design-to-your-slides-with-themes-a54d6866-8c32-4fbc-b15d6fcc4bd1edf6 2. Understand the difference between PowerPoint templates and themes: https://support.office.com/en-us/article/Understand-the-difference-between-PowerPointtemplates-and-themes-E2408E10-E015-43B3-8B29-B99D128AE448 3. Insert a picture in PowerPoint: https://support.office.com/en-us/article/Insert-a-picture-inPowerPoint-5f7368d2-ee94-4b94-a6f2-a663646a07e1 4. Reuse (import) slides from another presentation: https://support.microsoft.com/enus/office/reuse-import-slides-from-another-presentation-c67671cd-386b-45dd-a1b41e656458bb86 5. Import a Word outline into PowerPoint: https://support.microsoft.com/enus/office/import-a-word-outline-into-powerpoint-a25f6e01-9a19-4c0d-a108-7f533e42dfe9

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PROJECTS AND EXERCISES Hands-On Exercise 1 Hands-On Exercise 2 Hands-On Exercise 3 Practice Exercise 1

Data File p01h1Jobs.pptx p01h2Networking.jpg p01h2Standout.jpg p01p1Stress.pptx p01p1Balance.jpg p01p1Outline.docx p01p1OutlineMac.rtf

Save As p01h1JobSearch_LastFirst.pptx p01h2JobSearch_LastFirst.pptx p01h3JobSearch_LastFirst.pptx p01p1ManageStress_LastFirst.pptx

Practice Exercise 2

p01p2PowerPointIntro.pptx p01p2Training.pptx p01p2Speaker.jpg p01p2Workshops.pdf

p01p2PowerPointIntro_LastFirst.pptx

Mid-Level Exercise 1

p01m1Time.pptx p01m1Steal.jpg p01m1TimeMarches.jpg

p01m1TimeManagement_LastFirst.pptx

Mid-Level Exercise 2

p01m2Adventure.pptx p01m2Pedal.jpg p01m2Paddle.jpg

p01m2OutdoorAdventures_LastFirst.pptx

Running Case

p01r1Guidelines.pptx p01r1Guide.pptx p01r1Gardening.jpg

p01r1Guidelines_LastFirst.pptx

Disaster Recovery

p01d1GreenScene.pptx p01d1Logo.jpg p01c1Franchise.pptx p01c1Waffles.pptx p01c1WaffleTexture.jpg p01c1Waffle.jpg p01c1DessertWaffle.jpg

p01d1GreenScene_LastFirst.pptx

Cumulative Exercise

p01c1Franchise_LastFirst.pptx

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CHAPTER REVIEW/ANSWERS TO END OF CHAPTER MATERIAL Key Terms Matching Answer Key 1. Defines containers, positioning, and formatting for all of the content that displays on a slide.

N. Slide layout 2. The default PowerPoint view, containing three panes that provide maximum flexibility in working with the presentation.

E. Normal view 3. A container that holds content.

G. Placeholder 4. The most basic element of PowerPoint, analogous to a page in a Word document.

M. Slide 5. White circle that displays on the sides and corners of a placeholder; enables the user to adjust the height and width of the object.

L. Sizing handle 6. The process of reducing an image size by eliminating unwanted portions of an image or other graphical object.

C. Cropping 7. The rights to a literary work or property owned by the public at large.

I. Public domain 8. Slides are often referred to as this because of how easily they can be shuffled around.

D. Deck 9. Used if the speaker needs to enter and edit text for reference in the presentation.

P. Speaker notes 10. A view that delivers a presentation on two monitors simultaneously.

H. Presenter view 11. A variation of the theme you have chosen, using different color options.

T. Variant

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12. The legal protection afforded to a written or artistic work.

B. Copyright 13. A slide miniature.

S. Thumbnail 14. A graphic element that itemizes and separates paragraph text to increase readability.

A. Bulleted list 15. A collection of slides.

O. Slide show 16. A visual plan that helps you plan the direction of your presentation slides.

Q. Storyboard 17. A collection of formatting choices that includes colors, fonts, and special effects.

R. Theme 18. A circular arrow at the top of the placeholder used to change the angle of the placeholder.

K. Rotation handle 19. Sequences items in a list by displaying a successive number beside each item.

F. Numbered list 20. Builds an outline with suggested sections, talking points, and properly attributed Creative Commons images.

J. QuickStarter

Multiple Choice Answer Key 1. Which of the following terms describes a visual planning tool that is used to map out the direction of a presentation? b. Storyboard 2. Which of the following statements is not accurate about placeholders? c. Placeholder positions are determined by the slide layout and may not be changed.

3. Which of the following is false about headers and footers? d. As a default, information is displayed in the header and footer.

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4. Which print method provides lined space for note-taking by the audience? d. Handout, 3 Slides 5. Which of the following components are contained in Normal view? d. Thumbnails, Slide pane, and Notes pane 6. What view is the best choice if you want to reorder the slides in a presentation? a. Slide Sorter view 7. Which of the following layouts is most commonly used when introducing the topic of the presentation and the speaker? b. Title Slide 8. Which is not a way to reduce bullet points on your slides? b. Display 10 lines of bullet points.

9. What is SmartArt used for? b. Creating a visual representation of information 10. Which of the following is considered copyright infringement? a. A copyrighted poem used without the permission of the author

Critical Thinking Answer Key 1. Discuss the importance of knowing who your audience is when creating a presentation.

Knowing and researching your intended audience is key to being able to customize the presentation to meet their needs and expectations.

2. Explain the difference between a theme and a template.

A theme has a predetermined set of colors, fonts, and effects that provide a unified look to a presentation. A template has the same components as a theme but goes a step further and often has suggested content for a presentation.

3. Describe the main advantage for using each of the following views: Normal view, Notes Page view, Slide Sorter view, and Slide Show view.

• The main advantage for using Normal view is that it enables you to see two panes at once, the thumbnail pane, and the Slide pane. You can also add a third pane, the Notes pane. This provides you with the advantage of being able to have a large workspace, a way to quickly choose another slide, and a way to enter notes without changing views.

• The main advantage for using Slide Sorter view is that it displays a thumbnail view of the slides so that you can get an overview of the presentation and can quickly move or delete slides.

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• •

The main advantage for using Notes Page view is that it enables you to input large amounts of text the speaker can refer to during a presentation.

The main advantage for using Slide Show view is that you can display the presentation to your audience in full screen view.

4. Discuss why you might want to reuse slides from another presentation.

If you have content from another presentation you have created in the past or a co-worker has content you want to use, using the Reuse Slides feature enables you to save considerable time as you do not have to copy and paste slides from another presentation.

5. Explain why you would change theme colors or theme fonts.

You may want to change theme colors to offer better contrast, match company colors or logo, or coordinate better with images in your presentation. Theme fonts can also be changed to match a company identity or presentation content.

6. Discuss why it might be necessary to change the layout of a slide.

Changing the slide layout may better showcase the information on the slide.

7. Describe the text design guidelines and why they are important.

Avoid using all capital letters as they are difficult to read and to some audiences this is considered yelling. The use of underline should be avoided as it is generally assumed that underlined text is a hyperlink on a slide. Although bold and italics can be used, using them sparingly will enable them to be used for emphasis so that the audience is able to determine what is most important. Be consistent in capitalization in title placeholders and punctuation in content placeholders. It is best practice to avoid leaving a single word hanging on a line of its own. Modify the placeholder size or press Shift+Enter to create a soft break so that more than one word is on a line.

8. Discuss some of the issues with inserting online images and permissions.

Adding images found online can lead to issues of copyright infringement if you are not certain of the licensing for the image. It is difficult to know whether the image you want to use is in its original form or copied from another site and determine who may be the original owner.

Therefore, it is recommended that you use Creative Commons and follow their licensing agreements to be safe when using Internet resources for images.

9. Explain how converting simple text to SmartArt can improve a slide.

SmartArt allows you to communicate information visually with graphics instead of just using text, which can make information more appealing to the audience. There are a variety of styles to choose from to assist you with illustrating different ideas.

10. Discuss the purpose of a speaker note.

Slides should contain only a minimum amount of information, and the speaker should deliver the majority of the information through the presentation. Detailed information should be typed as speaker notes. These notes can be printed for the speaker to be used as a reference while giving a presentation.

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11. Compare the Update automatically and Fixed date options for slide footers.

If you want the date to always be current, use Update automatically. Use a Fixed date if you want to preserve the original date which can help with tracking versions.

12. Discuss the printing options for handouts in PowerPoint.

You have the option to print handouts with one, two, three, four, six, or nine slides per page.

Which handout option you choose will be dependent on what your intended purpose is for the handout.

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Instructor’s Manual Exploring Microsoft 365, PowerPoint 2021, Chapter 2 Resource

Available Instructor Resources File Name

Found

Student Data Files

Various, click link to see file list

Online Instructor Resource Center

Solution Files Answer Keys Matching Multiple Choice Critical Thinking

Various, click link to see file list

Online Instructor Resource Center

p02_answerkey_match.docx p02_answerkey_mc.docx p02_answerkey_concepts.docx

Online Instructor Resource Center

Scorecards

Various, example: p02p2StockData_scorecard.xlsx

Online Instructor Resource Center

Annotated Solution Files

Various, example: p02p2StockData_annsolution.pdf

PowerPoint Presentation

p02_powerpoint_accessible.pptx

Testbank

p02_testbank.doc

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

Instructor's Manual (lesson plans incl.)

p02_instructormanual.docx

Assignment Sheet

p02_assignsheet.docx

File Guide

p02_file_guide.xlsx

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

p02_objectivesmap

Online Instructor Resource Center

Objective Map Grader Project Grader Instruction Grader Data Grader Solution Grader Annotated Solution Grader Scorecard

p02_grader_instruction.docx p02_grader_data.xlsx p02_grader_solution.xlsx p02_grader_annsolution.pdf p02_grader_scorecard.xlsx

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Online Instructor Resource Center

CHAPTER OBJECTIVES When students have finished reading this chapter, they will be able to: • • • • • • • •

Plan Slides using Design Principles Create Shapes Format Shapes Work with Icons and Illustrations Apply Animation to Slide Content Modify Animations and Apply Transitions Add Video and Use Video Tools Add Audio and Use Audio Tools

CHAPTER OVERVIEW Students will learn to apply design principles, create and format shapes, work with icons and illustrations, apply and modify animations and transitions. Additionally, students will learn to add audio and video to a presentation.

The major sections in this chapter are: 1. Slide Show Design. In this section, students learn and apply basic design principles to create effective presentations. Students learn how to select appropriate fonts, use color for impact, and add images to engage the audience. Additionally, students apply the four visual design principals of contrast, repetition, alignment, and proximity 2. Shapes, icons, and Illustrations. In this section, students will learn how to create, format, and modify shapes and text boxes. Additionally, students work with icons and illustrations, applying styles and effects.

3. Animations and Transitions. In this section, students will learn to capture the audience’s attention by applying and controlling animations and transitions.

4. Video and Audio. In this section, students will learn to include multimedia in a presentation by inserting video and setting video playback options as well as adding audio and changing audio settings.

CLASS RUN-DOWN 1.

2.

3.

4.

5.

6.

7.

Have students turn in homework assignments.

Talk about the chapter using the discussion questions listed below.

Use a PowerPoint presentation to help students understand the chapter content.

Demonstrate PowerPoint 2021 presentation development.

Have students complete the Cumulative Exercise for PowerPoint Chapter 2.

Use MyITLab for in-class work or to go over homework.

Give students the homework handout for the next class period.

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LEARNING OBJECTIVES At the end of this lesson students should be able to: • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • •

Select Font Type and Size for Effectiveness Use Color for Maximum Impact Use Images to Engage Your Audience Create Clarity by Editing Text and Using White Space Apply Visual Design Principles Use Designer Create a Shape Draw Lines and Connectors Create a Text Box Apply Shape Styles Change Shapes Fills Change Shape Outlines Change Shape Effects Insert Icons and Illustrations Customize Icons and Illustrations Convert Icons and Illustrations to Shapes Apply Animation to an Object Apply Multiple Animations to an Object Animate Text Specify Animation Timings and Effect Options Use the Animation Pane Apply and Modify a Transition Insert Video Files Format a Video Set Video Playback Options Insert Audio from a File Record and Insert Audio Change Audio Settings Animate an Audio Sequence Play Sound Over Multiple Slides Compress Media Files Record a Screen Recording

KEY TERMS Adjustment handle–A yellow circle on a shape that is used to change the structure of the shape.

Alignment-The organized placement of title and body text, as well as other objects.

Animation–A motion applied to text and objects.

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Bookmark–A method used to mark specific locations in a video or audio file, making it possible to quickly advance to the part of the video or audio file you want to display or to trigger an event in an animation.

Callout–A shape that can be used to add notes, often used in cartooning.

Center alignment–Aligns the objects so that an invisible, central line on the slide will always be in the center of the objects.

Codec (coder/decoder)–Uses algorithms to compress or code videos and then decompress or decode for playback.

Connector–A line with connection points at each end that stay connected to the shapes to which they are attached.

Contrast–Difference through color, size, font, and so forth to create distinction and interest and grab the audience’s attention.

Designer–An intelligent tool that aids you in designing a PowerPoint presentation.

Edge alignment–Determines the placement of elements in relation to the edge of the slide.

Embed–Storing a video within the presentation.

Eyedropper–A tool that Enables you to match colors used in other images or objects to create a unified look to your presentation.

Gradient fill–A fill that contains a blend of two or more colors.

HSL color model–Balances hue, saturation, and luminosity to produce color.

Line weight–The width or thickness of a line.

Link–A connection from the presentation to another location such as a storage device or website.

Lock Drawing Mode–Enables you to add multiple shapes of the same type on the slide without selecting the shape each time.

Multimedia–Multiple forms of media, such as graphics, sound, animation, and video that are used to entertain or inform an audience.

Narration–Spoken commentary that is added to a presentation.

Opaque–A solid fill, one with no transparency.

Picture fill–Inserts an image in a shape.

Points(pt)–The smallest unit of measurement used in typography, 1/72 of an inch.

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Poster Frame–A placeholder image your audience sees before the video starts playing.

Proximity–A principle of slide design that suggests that similar or related objects should be grouped together to emphasize their relationship Quick Style–A combination of formatting options that can be applied to a shape or graphic.

Repetition–Repeating various design elements throughout your presentation to create a sense of consistency and unity.

RGB color model–Numbers are assigned to red, green, or blue and the mixture of red, green, and blue creates a color representation.

Scalable vector graphics (SVG)–Icons and illustrations that can be rotated, formatted, and resized with no loss of image quality.

Screen recording–Enables you to record your computer screen and the related audio, which can then be inserted onto a slide.

Serif font–Type of font that has decorative lines or tails on the end of each letter.

Sans serif font–Type of font that does not have the serifs or extra tails at the ends of each letter.

Shape–A geometric object, such as a line or rectangle, used to create an illustration.

Shape style-Enables you to apply preset colors and effects to quickly change the appearance of a shape or text boxes.

Text box–A special type of shape that is designed to place text anywhere on a slide.

Texture fill–Inserts a texture such as canvas, denim, marble, or cork can add depth of interest to an object or give a shape a “real-life” effect.

Transition–A visual effect that takes place when you move from one slide to the next slide during a presentation.

Transparency–The visibility of fill.

Visual chunking–The process of organizing information into easily recognizable groups.

Visual hierarchy–The arrangement of elements in a way that implies importance.

DISCUSSION QUESTIONS • • • •

How do you constrain a shape or a line and why would you want to do so?

What is the difference between opaque and transparent?

What is the difference between an animation and a transition?

What happens when you move a shape with a connector line?

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• •

Does a line get thicker or thinner when you increase the point weight?

What is the difference between linking and embedding video and audio files?

CONNECTIONS PRACTICAL PROJECTS AND APPLICATIONS • • • • •

Practice inserting a shape and then change the fill color and line border and add an effect.

Insert and modify an icon and an illustration from Stock Images.

Experiment with adding multiple animations to an object.

Record an audio clip and insert it into a presentation.

Add a video from Stock Videos to a presentation and demonstrate the video playback and formatting options available.

TEACHING NOTES Slide Show Design In this section, students will be introduced to design principles to create well-planned presentations.

A. Plan Slides using Design Principles • The slide design should enhance the presentation and not distract from the message.

• Keep information on the slide short and simple. Key points only.

• Consistency makes a presentation cohesive.

• Images should be consistent in style. ❖ Teaching Tips: Review the difference between serif and sans serif fonts and when it is appropriate to use each. ❖ Teaching Tips: Explain how colors can be used for maximum impact. ❖ Teaching Tips: Explain how to select images that strengthen your message. ❖ Teaching Tips: Explain how slides should serve as an outline to highlight your key points. ❖ Teaching Tips: Explain the concept of white space and how it can be effective in slide design. ❖ Teaching Tips: Demonstrate the main visual design principles of contrast, repetition, alignment, and proximity and explain how they all work together to create visual design. ❖ Teaching Tips: Demonstrate Designer and explain how Designer works to match content to a layout that will best showcase content.

Shapes, Icons, and Illustrations In this section, students are introduced to shapes, icons, and illustrations which can be used to provide information visually in a presentation.

A. Create Shapes • PowerPoint provides a multitude of standard geometric shapes that can be inserted and enhanced. ❖ Teaching Tips: Explain the difference between a shape and a text box. ❖ Teaching Tips: Explain how Lock Drawing mode works.

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❖ Teaching Tips: Point out the Shapes gallery on the Insert tab in the Illustrations group. ❖ Teaching Tips: Demonstrate how to insert a shape, resize a shape, and rotate a shape. ❖ Teaching Tips: Demonstrate how to insert a text box. ❖ Teaching Tips: Demonstrate how to draw lines and use connectors.

B. Format Shapes • You can select a Shape Style which is a preset, professional looking format, or manually modify individual shape characteristics.

• Shapes can be formatted by adding a fill. There are several different shape fill options. ❖ Teaching Tips: Point out the Shape Styles gallery and how to access it from either the Shape Styles group on the Shape Format tab or from the Drawing group on the Home tab. ❖ Teaching Tips: Demonstrate how to change fills, outlines, and effects. ❖ Teaching Tips: Show the difference between solid color fill, picture fill, gradient fill, texture fill, and no fill. ❖ Teaching Tips: Demonstrate how to change shape effects including preset threedimensional, shadows, reactions, glows, soft edge bevels and 3-D rotation effects. ❖ Teaching Tips: Demonstrate how the Eyedropper tool works.

C. Work with Icons and Illustrations • You can use icons and illustrations to help you create minimalist slides to explain complex topics.

• Icons and Illustrations are scalable vector graphics that can be rotated, formatted, and resized with no loss of image quality. ❖ Teaching Tips: Demonstrate how to change the fill color, apply a border, add effects, and apply a graphic style to customize an inserted icon or illustration. ❖ Teaching Tips: Demonstrate how to convert icons and illustrations into separate shapes.

Animations and Transitions Animations and transitions help you focus the audience’s attention and allows you to control the pace of delivery.

A. Apply Animation to Slide Content • Well-planned animations cans enhance your message.

• Too many animations can distract from your message.

• Virtually anything on a slide can be animated: text, shapes, images, charts, and SmartArt. • Animations control how objects and text come onto a slide, what they do while on a slide, and how objects and text leave the slide. ❖ Teaching Tips: Talk about PowerPoint’s four animation types and when it is appropriate to use each. ❖ Teaching Tips: Demonstrate how to add multiple animations to an object. ❖ Teaching Tips: Demonstrate how to animate text.

B. Modify Animations and Apply Transitions Copyright © 2023 Pearson

• • • ❖

Animation can be modified by changing start options, timings, and effect options.

Choose a transition that best fits the tone of the presentation.

Transitions can also be modified to set timings and effect options.

Teaching Tips: Demonstrate how to change animation timing and effects. Point out the different start options and how to change the delay and duration options. ❖ Teaching Tips: Show the Animation Pane and the information it provides. ❖ Teaching Tips: Demonstrate how to change transition effects and timing. ❖ Teaching Tips: Explain how to remove animations and transitions that you no longer want.

Video and Audio Video and audio help reinforce your message and can be used to intentionally elicit an emotional response from your audience.

A. Add Video and Using Video Tools • Explain the different video file formats supported by PowerPoint.

• Videos can come from a variety of sources. You can insert a video from a file, from Stock Videos, or Online Videos. ❖ Teaching Tips: Demonstrate the difference between embedding a video and linking a video and explain when you might use each of these methods. ❖ Teaching Tips: Demonstrate how to add an online video to a presentation and discuss possible copyright issues. ❖ Teaching Tips: Demonstrate how to add a Stock Video to a presentation. ❖ Teaching Tips: Point out the choices available on the Video Format and Playback tabs.

B. Add Audio and Use Audio Tools • Audio can be inserted from a file or recorded.

• Use a screen recording to help explain to the audience a difficult or complex task on the computer. A screen recording enables you to record your computer screen and the related audio, which can then be inserted on a slide.

• Adding audio and/or video can significantly increase the size of a presentation. Before sharing it is a good idea to compress video. ❖ Teaching Tips: Demonstrate how to record and insert audio. ❖ Teaching Tips: Demonstrate how to change audio settings use the Playback tab, including how to animate an audio sequence

OBJECTIVE TESTS IN MYITLAB To find an objective test to help your students practice for tests, have them sign in to MyITLab: www.myitlab.com.

ADDITIONAL WEB RESOURCES 1. Animate text or objects: https://support.office.com/en-us/article/animate-text-or-objects305a1c94-83b1-4778-8df5-fcf7a9b7b7c6?wt.mc_id=ppt_home

Copyright © 2023 Pearson

2. Create professional slide layouts with PowerPoint Designer: https://support.microsoft.com/en-us/office/create-professional-slide-layouts-withpowerpoint-designer-53c77d7b-dc40-45c2-b684-81415eac0617 3. Add or delete audio in your PowerPoint presentation: https://support.office.com/enus/article/add-or-delete-audio-in-your-powerpoint-presentation-c3b2a9fd-2547-41d99182-3dfaa58f1316?ui=en-US&rs=en-US&ad=US 4. Record your screen in PowerPoint: https://support.office.com/en-us/article/record-yourscreen-in-powerpoint-0b4c3f65-534c-4cf1-9c59-402b6e9d79d0?ui=en-US&rs=enUS&ad=US 5. Add, change, or remove transitions between slides: https://support.office.com/enus/article/add-change-or-remove-transitions-between-slides-3f8244bf-f893-4efd-a7eb3a4845c9c971?ui=en-US&rs=en-US&ad=US

PROJECTS AND EXERCISES Data file Hands-On Exercise 1

p02h1Music.pptx

Save As p02h1Music_LastFirst.pptx

Hands-On Exercise 2

p02h2Children.jpg (in p02Media_folder)

p02h2Music_LastFirst.pptx

Hands-On Exercise 3 Hands-On Exercise 4

p02h4Video.mp4 (in p02Media_folder) p02h4Audio.mp3 (in p02Media_folder)

p02h3Music_LastFirst.pptx p02h4Music_LastFirst.pptx

Practice Exercise 1

p02p1Social.pptx p02p1SocialVideo.mp4 (in p02Media_folder)

p02p1Social_LastFirst.pptx

Practice Exercise 2

p02p2Hiring.pptx p02p2HiringVideo.mp4 (in p02Media_folder)

p02p2Hiring_LastFirst.pptx

Mid-Level Exercise 1

p02m1Design.pptx

p02m1Design_LastFirst.pptx

Mid-Level Exercise 2

p02m2Peru.pptx p02m2PeruVideo.mp4 (in p02Media_folder)

p02m2Peru_LastFirst.pptx

Running Case

p02r1Guidelines.pptx

p02r1Guidelines_LastFirst.pptx

Disaster Recovery

p02d1Predators.pptx p02d1PredatorVideo.mp4 (in p02Media_folder)

p02d1Predators_LastFirst.pptx

Cumulative Exercise

p02c1Oceans.pptx p02c1OceanVideo.mp4 (in p02Media_folder)

p02c1Oceans_Lastfirst.pptx

Copyright © 2023 Pearson

CHAPTER REVIEW/ANSWERS TO END OF CHAPTER MATERIAL Key Terms Matching Answer Key 1. A geometric object, such as a rectangle or an arrow, used to create an illustration or to highlight or provide information.

Q. Shape 2. An object that provides space for text anywhere on a slide; it can be formatted with a border, shading, and other characteristics.

R. Text box 3. A feature that enables the creation of multiple shapes of the same type without selecting the shape each time.

I. Lock Drawing Mode 4. A yellow circle on a shape that is used to change the shape.

A. Adjustment handle 5. A line with connection points at each end.

E. Connector 6. A tool used to match colors in an image or objects on a slide.

F. Eyedropper 7. A solid fill, one with no transparency.

L. Opaque 8. The visibility of a fill.

T. Transparency 9. A fill that contains a blend of two or more colors or shades.

G. Gradient fill 10. The width or thickness of a shape’s outline.

H. Line weight 11. Type of file that can resized without loss in image quality.

O. Scalable vector graphic (SVG) 12. An action used to draw interest to an object in a presentation; a movement that controls the entrance, emphasis, exit, and/or paths of objects in a slide show.

B. Animation Copyright © 2023 Pearson

13. A design principle that uses repeating design elements to create unity.

N. Repetition 14. A specific animation that is applied as a previous slide is replaced by a new slide while displayed in Slide Show view or Reading View.

S. Transition 15. Various forms of media used to entertain or inform an audience.

J. Multimedia 16. A digital video compression scheme used to compress a video and decompress for playback.

D. Codec (coder/decoder) 17. The image that displays on a slide when a video is not playing.

M. Poster frame 18. A method used to mark specific locations in a video.

C. Bookmark 19. Spoken commentary that is added to a presentation.

K. Narration 20. A capture of what is happening on your computer screen and the related audio.

P. Screen recording

Multiple Choice Answer Key 1. Which of the following is included in a well-designed presentation? c. A consistent use of color and images 2. Which of the following would you use to provide space for text anywhere on a slide? a. Text box 3. When you utilize the design principle of alignment, what must the objects in the presentation have? c. An organized placement with other objects on a slide 4. While working on a presentation, if you are not getting any Designer suggestions, what should you check? b. The slide layout

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5. What do you use to match a color from a picture with other parts of your presentation? d. The Eyedropper 6. When you work with a complex animation, it is recommended that you work in which of the following? b. The Animation Pane 7. What is the movement between one slide and another slide called? c. A transition 8. What do you need on your computer to test an audio clip that you have inserted into your presentation? d. A speaker 9. What can you use in a presentation to demonstrate a task that has several steps? a. A screen recording 10. What would you use to copy the formatting of an animation from one object to another object? c. The Animation Painter

Critical Thinking Answer Key 1. Describe the planning guidelines you should consider before designing a presentation.

•

The design should never distract from the message of the slide.

•

The message on each slide should be short and simple. Less is often more.

•

Avoid lengthy complete sentences, edit the text to key ideas.

•

Apply design elements consistently to ensure cohesiveness.

•

Color and font choices should be conducive to your topic.

•

Images should be consistent in style.

•

Backgrounds should have enough contrast between text and objects on the slide to ensure readability.

•

Transitions and animations choices should enhance the message, not distract from it.

2. Explain considerations needed for adding images as backgrounds on slides.

Image size is important when choosing an image as a background. If an image file is too small, the image will become pixelated and blurry. High quality images are recommended but can significantly impact the file size of the presentation. There should be enough Copyright © 2023 Pearson

contrast between the background image and the text on the slide for readability. Adjusting the transparency of the background image can assist with this issue.

3. Explain the four visual design principles and how they can be used in slide design.

Contrast is used to create distinction, interest, or grab the audience’s attention. Contrast can be achieved through color choices, size, font style, line thickness, or text direction.

Repetition is repeating a design element to create a sense of unity and consistency.

Applying the same picture styles to all images in a presentation is an example of repetition.

Alignment is the organized placement of text and objects on a slide. Alignment is used for organization and unity. There are four text alignment options in PowerPoint, flush left, flush right, center, and justified. There are two basic alignments used when aligning objects on a slide: Edge Alignment and Center Alignment. Proximity is used to group related or similar objects together to emphasize a relationship. Visual Chunking is an example of the principle of proximity. Visual Chunking is the concept of organizing information into easily recognizable groups.

4. Describe the value of using connector lines when creating a sequence or process.

Shapes can be used to depict a process or sequential steps. Connector lines join the shapes through the sequence to demonstrate the order in which the sequence should be followed to accomplish the goal. If you move a shape that is joined to another shape using a connector line, the line moves with it, extending or shortening as necessary to maintain the connection.

5. Explain what the Eyedropper tool does and why it is useful in slide design.

The eyedropper tool helps to grab the exact color used in any graphic element on a slide or the entire screen. Instead of trying to visually match a color used in a photo or company logo, you can use the eyedropper tool to determine the exact color to provide unity to your presentation.

6. Explain when you would use icons and illustrations in a presentation and their advantage.

Icons and Illustrations can help create minimalist slides to explain complex topics. Many icons represent universally recognized symbols making it easy to represent a message without the use of Stock Images. Icons and Illustrations are Scalable Vector Graphics (SVG) files that can be sized without a loss of quality. They can be formatted much like shapes with fill colors, outlines, and effects. Some icons and illustrations can be broken down into separate shapes, allowing you to edit each of them individually for further customization.

7. Describe guidelines you should consider before adding animations and transitions to a presentation.

• Content is your first consideration. Animation that is applied should support the content, such as pacing the delivery of information or clarifying a complicated process.

• Animation effects should be used to enhance, not distract from, your content. Keep the animation choices simple. Choose subtle effects like fades and dissolves rather than distracting effects like checkerboards.

• Choose one or two types of animation and make them consistent across the entire presentation. Use the same transition for all slides in a presentation.

Copyright © 2023 Pearson

8. Explain why you might want to rename objects in the Animation Pane.

Object names in the Animation Pane are not always clear as to which item is which. If you rename an item in the Selection Pane prior to adding animation, it will help identify the item you are making modifications to and ensure it is the correct one.

9. Describe the animation effects that are edited and controlled in the Animation Pane.

The Animation Pane summarizes the animation effects used. The effects that can be controlled include the animation order, how the animation starts, the duration of the animation, and the timing of the animation.

10. Explain how adding a video to your presentation can improve the message of your presentation.

Video is a way of providing the audience with a rich multimedia experience. Video can assist with engaging your audience and stimulating interest in the topic, enhancing and reinforcing your message. In some instances, adding video may be the only way to explain a concept to an audience.

11. Explain the difference between embedding a video and linking a video.

When a video is embedded in a presentation, the video is stored within the presentation.

When you link a video, a connection from the presentation to the website or storage device is created. The advantage of embedding video is that it is easier to move or delete the video without impacting your presentation. The advantage of linking a video is that the presentation file size is smaller. Also, the video will automatically update if the original video content is changed.

12. Describe at least two uses for screen recording.

Screen recording can help engage the audience when you are explaining a difficult or complex task on the computer. It is useful when providing instructions or showing how to navigate hard-to-find settings on a computer. It can be useful in a training presentation, online product demonstration, or a class project.

Copyright © 2023 Pearson

Instructor’s Manual Exploring Microsoft 365, PowerPoint 2021, Chapter 3 Resource

Available Instructor Resources File Name

Found

Student Data Files

Various, click link to see file list

Online Instructor Resource Center

Solution Files Answer Keys Matching Multiple Choice Critical Thinking

Various, click link to see file list

Online Instructor Resource Center

p03_answerkey_match.docx p03_answerkey_mc.docx p03_answerkey_concepts.docx

Online Instructor Resource Center

Scorecards

Various, example: p03p2StockData_scorecard.xlsx

Online Instructor Resource Center

Annotated Solution Files

Various, example: p03p2StockData_annsolution.pdf

PowerPoint Presentation

p03_powerpoint_accessible.pptx

Testbank

p03_testbank.doc

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

Instructor's Manual (lesson plans incl.)

p03_instructormanual.docx

Assignment Sheet

p03_assignsheet.docx

File Guide

p03_file_guide.xlsx

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

p03_objectivesmap

Online Instructor Resource Center

Objective Map Grader Project Grader Instruction Grader Data Grader Solution Grader Annotated Solution Grader Scorecard

p03_grader_instruction.docx p03_grader_data.xlsx p03_grader_solution.xlsx p03_grader_annsolution.pdf p03_grader_scorecard.xlsx

Copyright © 2023 Pearson

Online Instructor Resource Center

CHAPTER OBJECTIVES When students have finished reading this chapter, they will be able to: • • • • • • • • • • •

Create SmartArt Modify SmartArt Work with SmartArt Shapes Insert a Table Modify a Table Layout Format a Table Insert and Edit Charts Identify and Modify Chart Elements Modify a Chart Embed Objects Link Objects

CHAPTER OVERVIEW Students will be asked to enhance a PowerPoint presentation. Students will learn to create SmartArt graphics, arrange information in a table, and display data in charts. Then students learn to modify the design and format of their SmartArt diagrams, tables, and charts to best match the look and feel of their presentation. Additionally, students will use the embedding, linking, and copying options available in PowerPoint to bring in content from other Office applications.

The major sections in this chapter are: 1. Work with SmartArt. In this section, students will learn to create SmartArt graphics, then modify the SmartArt by changing layouts, colors, and applying a SmartArt style. Students will also learn to work with SmartArt shapes.

2. Organize Content with Tables. In this section, students will learn to insert tables and add content as well as modify the appearance and layout of a table.

3. Use Charts to Visualize Data. In this section, students will learn to create charts, change the chart type, enter data, format chart elements, and make modifications.

4. Add Content from Other Applications. In this section, students will learn to embed and link objects as well as edit the objects and manage the links.

CLASS RUN-DOWN 1.

2.

3.

4.

5.

6.

7.

Have students turn in homework assignments.

Talk about the chapter using the discussion questions listed below.

Use a PowerPoint presentation to help students understand the chapter content.

Demonstrate PowerPoint 2021 presentation enhancement.

Have students complete the Cumulative Exercise for PowerPoint Chapter 3.

Use MyITLab for in-class work or to go over homework.

Give students the homework handout for the next class period.

Copyright © 2023 Pearson

LEARNING OBJECTIVES At the end of this lesson students should be able to: • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • •

Create SmartArt Add Text to SmartArt Insert Pictures into SmartArt Change SmartArt Colors Apply a SmartArt Style Change the SmartArt Layout Add and Delete Shapes Promote, Demote, and Reorder Shapes Modify Shapes Create a Table Add Text to a Table Insert a Picture into a Table Cell Add and Delete Rows and Columns Merge and Split Cells Change Row Height, Columns Width, and Table Size Apply a Table Style Apply Shading and Border Options Align Text Within Cells, Rows, and Columns Insert a Chart Enter and Edit Data Modify Chart Titles Add Data Labels Modify a Chart Axis Apply a Quick Layout Choose a Different Chart Type Apply a Chart Style and Change Chart Colors Move or Resize a Chart Insert an Embedded Object Edit an Embedded Object Insert a Linked Object Edit a Linked Object Update, Change, and Break Links

KEY TERMS Cell–The intersection of a column and row in a Word table, PowerPoint table, or Excel worksheet.

Chart–A visual representation of numeric data.

Chart element–The different parts that make up the chart.

Copyright © 2023 Pearson

Chart style–A collection of formatting that controls the color of the chart area, plot area, and data series, as well as the font and font size of the titles.

Chart Title–A meaningful, descriptive title to ensure that the audience can interpret the information correctly.

Data point–The cells that contain numeric values.

Data series–A group of related data points.

Destination file–The file that contains the inserted or embedded object.

Embedded object–Becomes part of the destination file; the embedded object creates a connection to the source program and retains the source program formatting.

Linked object–The information is stored in the source file (such as Excel or Word), and the object in the PowerPoint file is updated when the source file changes.

Merge cells–Combining two or more cells together in a table.

Multi-series chart–A chart that represents two or more sets of data.

Object Linking and Embedding (OLE)–A feature in Microsoft 365 where an object from another program can be inserted into a presentation either as a linked object or an embedded object.

Single-series chart–A chart that represents one set of data.

Source file–The file that contains the original data, such as a Word document or an Excel spreadsheet.

Split cells–Dividing a cell into two or more cells in a table.

Table–A grid of columns and rows that organizes data.

Table style–A combination of formatting choices for table components based on the theme of the presentation.

Text pane–A pane that displays beside a SmartArt diagram, enabling you to enter text.

DISCUSSION QUESTIONS • • • • •

How do you convert text to a SmartArt graphic?

Why would you organize information into a table?

What are some elements of a chart?

What are the advantages and disadvantages of embedding objects?

What are the advantages and disadvantages to linking objects?

Copyright © 2023 Pearson

CONNECTIONS PRACTICAL PROJECTS AND APPLICATIONS • • • •

Practice promoting, demoting, and reordering shapes in a SmartArt graphic of your choice.

Practice inserting and removing rows above and below the current row of a table as well as adding and deleting columns to the left and right of the current column.

Experiment with creating a chart and then changing to another chart type and applying different chart layouts and styles.

Experiment with inserting and linking objects from different programs and then editing them to see how the changes are reflected in your presentation.

TEACHING NOTES Work with SmartArt In this section, students will learn to create SmartArt adding text and/or pictures.

A. Create SmartArt • Choose the SmartArt type that best fits your message.

• Enter text into SmartArt using the Text Pane or directly into the SmartArt shape.

• There are several SmartArt layouts available that incorporate images. ❖ Teaching Tips: Point out the nine categories of graphic in the SmartArt gallery as well as the additional layouts from which to choose. ❖ Teaching Tips: Demonstrate how to open and use the Text Pane. ❖ Teaching Tips: Demonstrate how to insert a picture into a SmartArt layout.

B. Modify SmartArt • SmartArt can be modified with the similar tools used for shapes and text boxes. ❖ Teaching Tips: Point out how to change the SmartArt graphic colors. ❖ Teaching Tips: Demonstrate how to change the SmartArt style. ❖ Teaching Tips: Show how to convert a SmartArt graphic layout.

C. Work with SmartArt Shapes • SmartArt will automatically resize shapes and font sizes as shapes are added or deleted.

• You can make modifications to the default shapes in a SmartArt graphic by using the commands on the Shape Format tab. ❖ Teaching Tips: Demonstrate how to add additional shapes or to delete shapes in a SmartArt graphic. ❖ Teaching Tips: Show how to customize SmartArt content by promoting, demoting, or reordering objects. ❖ Teaching Tips: Point out how to change a SmartArt default shape.

Organize Content with Tables An effective way to organize and convey information in a readable format is by using a table.

A. Insert a Table • A table is used to organize information in columns and rows.

• Be sure the font size in the table is large enough for your audience to read.

Copyright © 2023 Pearson

• ❖ ❖ ❖

Explain why copying and pasting an image into a table cell doesn’t really work.

Teaching Tips: Talk about the various ways to create a table in PowerPoint.

Teaching Tips: Demonstrate how to add text to a table.

Teaching Tips: Demonstrate how to insert a picture into a table cell. Explain how the inserted graphic is pasted as a fill in the table cell.

B. Modify a Table Layout • You can modify the table structure after a table has been created. ❖ Teaching Tips: Demonstrate how to insert and delete rows and columns. ❖ Teaching Tips: Demonstrate how to merge and split cells. ❖ Teaching Tips: Point out how to adjust row height, column width, and table size.

C. Format a Table • Text in a table can be modified the same way any text can be formatted. ❖ Teaching Tips: Demonstrate how to choose a built-in table style. ❖ Teaching Tips: Demonstrate how to apply shading and border options to cells in a table. ❖ Teaching Tips: Demonstrate how to change the alignment within a table to align the text both vertically and horizontally.

Use Charts to Visualize Data Charts are a good way to visually represent data in an easy to interpret format.

A. Insert and Edit Charts • Choose the chart type that best portrays your data.

• After you have selected the chart type and subtype, a linked spreadsheet containing sample data appears. Be sure to delete any unwanted data after you have entered your data. ❖ Teaching Tips: Show how to insert a chart with and without a content placeholder. ❖ Teaching Tips: Demonstrate entering data and then reopening the chart spreadsheet to edit the data.

B. Identify and Modify Chart Elements • Instead of individually changing each chart element, you can select from numerous predefined layouts. ❖ Teaching Tips: Point out how to modify the chart title. ❖ Teaching Tips: Show how to add data labels. ❖ Teaching Tips: Demonstrate how to modify a chart axis. ❖ Teaching Tips: Demonstrate how to apply a quick layout.

C. Modifying a Chart • You can easily apply formatting to an entire chart by choosing an option from the Chart Styles gallery. ❖ Teaching Tips: Demonstrate how to choose a different chart type. ❖ Teaching Tips: Demonstrate how to apply a chart style and change chart colors. ❖ Teaching Tips: Demonstrate how to move or resize a chart.

Copyright © 2023 Pearson

Add Content from Other Applications You can add objects from other Microsoft Office programs into your PowerPoint presentation.

A. Embedding Objects • Explain the difference between linking and embedding. ❖ Teaching Tips: Demonstrate how to insert an embedded object on a slide. ❖ Teaching Tips: Demonstrate how to edit an embedded object.

B. Linking Objects • Emphasize that once files are linked, you cannot rename or move them, or the link will be broken.

• Discuss the options for updating links.

• Teaching Tips: Demonstrate the various ways to link an object. ❖ Teaching Tips: Demonstrate how to edit a linked object. ❖ Teaching Tips: Demonstrate how to update, change, and break links.

OBJECTIVE TESTS IN MYITLAB To find an objective test to help your students practice for tests, have them sign in to MyITLab: www.myitlab.com.

ADDITIONAL WEB RESOURCES 1. Add a picture to a SmartArt graphic: https://support.office.com/en-us/article/Add-a-pictureto-a-SmartArt-graphic-13DBD857-9472-4FF4-B9B7-0F381C2AF5BB 2. Add a table to a slide: https://support.office.com/en-us/article/Add-a-table-to-a-slide34F106C9-5320-4B89-9129-806E64B258AC 3. Change the data in an existing chart: https://support.office.com/en-us/article/Change-thedata-in-an-existing-chart-539c9840-7412-4da3-ab06-fcf318e996df 4. Import content from other applications into PowerPoint: https://support.office.com/enus/article/Import-content-from-other-applications-into-PowerPoint-8165a079-e639-427881be-8b3ee94f81fb 5. Insert Excel data in PowerPoint: https://support.office.com/en-us/article/Insert-Excel-datain-PowerPoint-0690708a-5ce6-41b4-923f-11d57554138d

Copyright © 2023 Pearson

PROJECTS AND EXERCISES Data file

Save As

Hands-On Exercise 1

p03h1VetTech.pptx p03h1Outline.docx (p03h1OutlineMac.rtf)

p03h1VetTech_LastFirst.pptx

Hands-On Exercise 2

p03h1VetTech_LastFirst.pptx

p03h2VetTech_LastFirst.pptx

Hands-On Exercise 3

p03h2VetTech_LastFirst.pptx

p03h3VetTech_LastFirst.pptx

Hands-On Exercise 4

p03h3VetTech_LastFirst.pptx p03h4WishList.docx p03h4Placement.xlxs p03h4Obtained.xlxs

p03h4VetTech_LastFirst.pptx p03h4Placement_LastFirst.xlxs p03h4Obtained_LastFirst.xlxs

Practice Exercise 1

p03p1SecuritySpecialist.pptx p03p1Sales.xlsx

p03p1SecuritySpecialist_LastFirst.pptx

Practice Exercise 2

p03p2Antixiodants.pptx p03p2Orac.xlxs

p03p2Antixiodants_LastFirst.pptx

Mid-Level Exercise 1

p03m1Teamwork.pptx

p03m1Teamwork_LastFirst.pptx

Mid-Level Exercise 2

p03m2Heart.pptx p03m2HeartData.xlxs p03m2Heart.jpg

p03m2Heart_LastFirst.pptx

Running Case

p03r1Guidelines.pptx

p03r1Guidelines_LastFirst.pptx

Disaster Recovery

p03d1Tourism.pptx

p03d1Tourism_LastFirst.pptx

Cumulative Exercise

p03c1BryceAdventureCamp.pptx p03c1Campprofits.xlxs

p03c1BryceAdventureCamp_LastFirst.pptx

Copyright © 2023 Pearson

CHAPTER REVIEW/ANSWERS TO END OF CHAPTER MATERIAL Key Terms Matching Answer Key 1.

The file that contains an inserted object, such as a PowerPoint presentation, with an Excel worksheet embedded in it.

E. Destination file

2.

A chart displaying two or more sets of data.

I. Multi-series chart

3.

A feature that enables you to insert an object created in another application into a presentation.

J. Object linking and embedding (OLE)

4.

A chart displaying only one set of data.

K. Single-series chart

5.

A pane that displays beside a SmartArt graphic, enabling you to enter text.

P. Text pane

6.

An object that is inserted into the destination file and allows editing without changing the source file.

F. Embedded object

7.

An object that is inserted into the destination file that retains a connection to the source file.

G. Linked object

8.

The file that contains the original table or data that is used or copied to create a linked or embedded object, such as an Excel worksheet.

L. Source file

9.

A chart element that contains the data points representing a set of related numbers.

D. Data series

10. An object that organizes information into a series of columns and rows.

N. Table 11. A combination of formatting choices for table components based on the theme of the presentation.

O. Table style

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12. Makes up the different parts of a chart.

C. Chart elements 13. The method to divide a cell in a table into two or more cells.

M. Split cells 14. The intersection of a column and a row.

A. Cell 15. The method of combining two or more cells together.

H. Merge cells 16. A visual representation of numerical data that compares data and reveals trends or patterns.

B. Chart

Multiple Choice Answer Key 1. Which of the following displays information as a graphic? d. SmartArt 2. Enhancing the appearance of a table is made possible by which of the following features? d. Table styles 3. When you press Tab in the last cell of a table, what happens? a. A new row is inserted below the current row.

4. When using Object Linking and Embedding, what is the file that contains an inserted object is called? d. Destination file.

5. Which of the following is a true statement regarding creating charts for display in PowerPoint presentations? b. You can paste a copy of an Excel chart into a PowerPoint slide by using the Paste Special command.

6. A PowerPoint slide displaying a table object that is a copy or representation of a file stored in Excel that does not get updated represents what type of object? a. Embedded object 7. Which of the following is not a layout available from the SmartArt gallery?

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a. Information table 8. To show the portions of each pet type to total pet sales for a pet store, which type of chart should you use? d. Pie 9. Which of the following SmartArt graphic layouts is used to illustrate connections? a. Relationship 10. What is the heading that describes the chart information called? c. Chart title.

Critical Thinking Answer Key 1. Describe how typing text in a SmartArt Text pane works like an outline.

Entering text in a SmartArt Text pane works like an outline because you enter a line of text, press Enter, and then press Tab or Shift+Tab to increase or decrease the indent level.

2. Explain when the option to add a shape to a SmartArt graphic may not be available, and give an example.

Some SmartArt layouts allow for a limited amount of shapes. For example, the Relationship Counterbalance Arrows layout is designed to show two opposing ideas and therefore can only have the two shapes. In this case, you cannot add more content and would need to choose a different layout.

3. Give two suggestions for SmartArt text to ensure consistency in a SmartArt graphic.

Font sizes should be consistent, and words should not be broken between two lines.

4. Explain when it is better to draw a table instead of using the Insert Table feature.

Draw a table when you need flexibility or need to create a complex table.

5. Describe some of the options available to format a table and when they might be used.

You may want to change table styles or apply different shading and border options to a table to add emphasis or to have the table better match the colors and design of your presentation. Changing cell alignment helps with the readability of your table. For variety, you may want to change the text direction.

6. Explain the different ways you can resize a column or row in a table.

You can position the pointer over the table border of a row or column until the pointer changes into a sizing pointer (double-headed arrow) and drag the border to adjust the row or column height or width. If you want an exact height or width, use the Height and Width arrows on the Layout tab to add the size in increments.

7. Describe the most common chart types and their purposes.

• Column chart: used to display values in the vertical columns and categories in the horizontal axis.

• Bar chart: used to display values in the horizontal bars and categories in the vertical axis.

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• •

Pie chart: used to show the proportion of individual data points to the whole.

Line chart: used to show continuous data to depict trends over time.

8. Explain the difference between a single-series chart and a multi-series chart.

A single-series chart represents one set of date. A multi-series chart represents two or more sets of data.

9. Explain what a chart element is, and give three examples.

A chart has several parts that make up the chart. These parts are called chart elements. The legend, chart title, and data labels are three examples of chart elements.

10. Describe the difference between a linked object and an embedded object.

A linked object is a representation of data stored in the source file. An embedded object is an object that has the contents of a source file inserted in it, but it is no longer a part of the source file.

11. Explain what happens if you move the source or destination file when files are linked.

If either of the files are moved, you will receive an error message when you try to edit the data. To fix this problem, you can either change the source of the broken link or break the link.

12. Explain when you would use an embedded object instead of a linked object on a slide.

You would use embedding when the source file will not be frequently updated and is essentially static information or when you do not want the object in the destination file to change.

Copyright © 2023 Pearson

Instructor’s Manual Exploring Microsoft 365, PowerPoint 2021, Chapter 4 Resource

Available Instructor Resources File Name

Found

Student Data Files

Various, click link to see file list

Online Instructor Resource Center

Solution Files Answer Keys Matching Multiple Choice Critical Thinking

Various, click link to see file list

Online Instructor Resource Center

p04_answerkey_match.docx p04_answerkey_mc.docx p04_answerkey_concepts.docx

Online Instructor Resource Center

Scorecards

Various, example: p04p2StockData_scorecard.xlsx

Online Instructor Resource Center

Annotated Solution Files

Various, example: p04p2StockData_annsolution.pdf

PowerPoint Presentation

p04_powerpoint_accessible.pptx

Testbank

p04_testbank.doc

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

Instructor's Manual (lesson plans incl.)

p04_instructormanual.docx

Assignment Sheet

p04_assignsheet.docx

File Guide

p04_file_guide.xlsx

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

p04_objectivesmap

Online Instructor Resource Center

Objective Map Grader Project Grader Instruction Grader Data Grader Solution Grader Annotated Solution Grader Scorecard

p04_grader_instruction.docx p04_grader_data.xlsx p04_grader_solution.xlsx p04_grader_annsolution.pdf p04_grader_scorecard.xlsx

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Online Instructor Resource Center

CHAPTER OBJECTIVES When students have finished reading this chapter, they will be able to: • • • •

Work with Multiple Objects Transform a Picture Animate Objects Apply Advanced Animations and Transitions

CHAPTER OVERVIEW Students will be asked to manipulate objects using alignment and positioning tools, transform pictures to improve their appearance, apply artistic effects, and remove backgrounds. Students will learn how to animate SmartArt graphics, charts, and tables and work with 3D models. Additionally, students will add motion using motion paths, triggers, and the Morph transition.

The major sections in this chapter are: 1. Object Manipulation. In this section, students will learn to ungroup images to edit individual components and then regroup them. Students will also learn to align and position objects precisely on a slide.

2. Picture Transformation. In this section, students will learn to transform pictures by removing backgrounds, use correction tools and recolor images, and apply artistic effects.

3. Animation and Transition Enhancement. In this section, students will learn to animate SmartArt graphics, charts, tables, and 3D models as well as learn about triggers and applying a Morph transition.

CLASS RUN-DOWN 1.

2.

3.

4.

5.

6.

7.

Have students turn in homework assignments.

Talk about the chapter using the discussion questions listed below.

Use a PowerPoint presentation to help students understand the chapter content.

Demonstrate PowerPoint 2021 presentation refinement.

Have students complete the Cumulative Exercise for PowerPoint Chapter 4.

Use MyITLab for in-class work or to go over homework.

Give students the homework handout for the next class period.

LEARNING OBJECTIVES At the end of this lesson students should be able to: • • • • • • •

Group, Ungroup and Regroup Objects Convert SmartArt to Shapes or Text Use Gridlines and Guides to Place Objects on a Slide Align and Distribute Objects Order and Stack Objects Rotate and Flip Objects Remove a Picture Background Copyright © 2023 Pearson

• • • • • • • • • • • •

Correct a Picture Change Picture Color Apply an Artistic Effect Use a Picture as a Slide Background Apply Compression Animate a SmartArt Graphic Animate a Chart Animate a Table Insert and Animate a 3D Model Use a Trigger Apply Motion Path Animation Use Morph

KEY TERMS Align–A feature that enables you do two things: aligned selected objects respective to the slide or each other.

Background–The area of a picture to be removed when removing the background of a picture.

Bitmap image–An image created by bits or pixels placed on a grid to form a picture.

Brightness–A picture correction that refers to the overall lightness or darkness of a picture.

Compression–A method applied to data to reduce the amount of space required for file storage.

Contrast–The difference between the darkest area (black area) and the lightest area (white level) of an image.

Foreground–The portion of the picture that is kept when removing the background of a picture.

Grid–Intersecting lines on a slide that enable you to align objects.

Gridlines–Evenly spaced vertical and horizontal lines making a grid.

Grouping–Enables multiple objects to act or move as though they were a single object.

Guides–Single vertical or horizontal lines that are nonprinting and temporary.

Kelvin–The unit of measurement for absolute temperature.

Morph–A transition that creates a cinematic motion by seamlessly animating between two slides.

Motion Path–Moves an object on a slide from one position to another using a predefined animation path.

Pan & Zoom–A tool that controls how a 3D model fits within the frame.

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Raster image–Images created by bits or pixels placed on a grid or a map.

Recolor–The process of changing a picture by adjusting the image’s colors.

Regroup–The individual components once ungrouped can be moved or resized as one item.

Rule of Thirds–An object placement strategy that breaks a screen into evenly spaced horizontal and vertical thirds like a tic-tac-toe board.

Saturation–A characteristic of color that controls its intensity of the colors in an image.

Selection pane–A pane designed where you can select, show, hide, or change the order of objects on the slide.

Sharpening–A technique that enhances a picture by bringing out the detail by making the boundaries of the content more prominent.

Smart Guide–A dotted red line that displays and then disappears when objects are dragged around on a slide.

Softening–A technique that blurs the edges of the content in a picture to make the boundaries less prominent and less detailed.

Stacking order–The order of layers placed on top of one another.

Tone–A characteristic of lighting in pictures; see also Kelvin.

Trigger–An object that launches an animation when you click an associated object or a bookmarked location in a media object.

Ungrouped–Grouped objects can be broken apart, so you can modify or delete individual pieces.

Vector graphics–Uses a mathematical formula to draw the images.

Zoom–A tool that enables you to move from a landing slide to another slide in the presentation without that slide being sequential to the landing slide.

DISCUSSION QUESTIONS • • • • •

What are some advantages of using vector graphic files?

List several ways of selecting individual objects that you want to manipulate.

Explain the Rule of Thirds and how it works in slide design.

Discuss the various ways to align objects on a slide and when to use each.

Discuss why you would rename objects in the Selection Pane.

Copyright © 2023 Pearson

CONNECTIONS PRACTICAL PROJECTS AND APPLICATIONS • • • • •

Search the web to learn more about the Rule of Thirds and then place objects on a slide utilizing this strategy.

Experiment with PowerPoint’s correction tool options to see what impact they have on an image.

Add a Stock 3D model to a presentation and apply different animation options.

Experiment with adding a trigger to a picture, video, and audio file.

Create a Morph transition to animate characters, words, and objects.

TEACHING NOTES Object Manipulation In this section, students learn that the ability to manipulate objects removes constraints and allows for unlimited creativity.

A. Work with Multiple Objects • Grouping objects enables you to move or apply an effect to multiple elements at the same time.

• SmartArt can be converted to Shapes or Text. Converting SmartArt into separate shapes means it can no longer be edited using the SmartArt tools.

• When you have multiple objects on a slide, alignment is important to keep slide content organized and give it a professional look. PowerPoint has multiple tools to assist with alignment such as the ruler, gridlines, guides, and Smart Guides.

• You can position objects on a slide using Align in the Arrange group on the Format tab.

Objects can be aligned respective to the slide or to each other.

• When objects are positioned on a slide, they are placed on levels according to the order in which they were inserted on the slide. This is referred to as the stacking order. ❖ Teaching Tips: Demonstrate how to group, ungroup, and regroup objects. ❖ Teaching Tips: Demonstrate how to convert a SmartArt graphic to shapes and/or text. ❖ Teaching Tips: Demonstrate how to toggle on the ruler, gridlines, and guides and how Smart Guides work. ❖ Teaching Tips: Demonstrate how to add vertical and horizontal guides to create the Rule of Thirds grid and then place objects on the slide utilizing this concept. ❖ Teaching Tips: Demonstrate the various alignment options using the Align feature. ❖ Teaching Tips: Show how to order and stack objects and how they work in the Selection Pane. ❖ Teaching Tips: Show how to rotate and flip objects.

Picture Transformation There are numerous ways to transform a picture to suit your purpose.

A. Transform a Picture • A picture can be used as a slide background.

Copyright © 2023 Pearson

• • • ❖ ❖ ❖ ❖ ❖

There are two ways to remove a background from a picture dependent on the complexity of the picture.

Using the Correction tools, you can adjust the brightness and contrast of a picture and soften or sharpen a picture.

A picture can be recolored to coordinate the picture with the color scheme being used in the presentation.

Teaching Tips: Point out the tools to adjust images on the Picture Format tab or from the Format Picture pane.

Teaching Tips: Demonstrate how to remove a picture background using Set Transparent Picture.

Teaching Tips: Demonstrate how to remove a picture background using the Remove Background tools.

Teaching Tips: Demonstrate the options available to correct a picture, change a picture color, and add an artistic effect.

Teaching Tips: Show how to apply compression to a picture.

Animation and Transition Enhancement Animation and transitions help the audience engage with your message. Be sure not to overuse these features or it could undermine the professionalism of your presentation.

A. Animate Objects • Besides text, you can animate other objects in the same way.

• To further control animation, you can apply effect options and timings. ❖ Teaching Tips: Demonstrate how to animate a SmartArt graphic. ❖ Teaching Tips: Point out the options on the Animation Pane to further manage movement. ❖ Teaching Tips: Demonstrate how to animate an entire chart or individual elements. ❖ Teaching Tips: Demonstrate how to animate a table so the data is presented incrementally. ❖ Teaching Tips: Show how to insert and animate a 3D model.

B. Apply Advanced Animations and Transitions • Triggers allow you to create a more interactive and personalized experience for the audience.

• When working with Triggers, it is recommended you give the objects unique names in the Selection Pane.

• Motion Path animation moves an object on a slide from one position to another using a predefined animation path. You can use one of the predetermined paths or create a custom path. ❖ Teaching Tips: Explain different uses for a trigger. ❖ Teaching Tips: Demonstrate how to apply a Motion Path Animation. ❖ Teaching Tips: Show an example of a Morph transition using character, words and objects.

Copyright © 2023 Pearson

OBJECTIVE TESTS IN MYITLAB To find an objective test to help your students practice for tests, have them sign in to MyITLab: www.myitlab.com.

ADDITIONAL WEB RESOURCES 1. Animate a set of objects as a group: https://support.office.com/en-us/article/Animate-a-setof-objects-as-a-group-69F4FA42-B7EB-4381-8042-C3A20E0611BB 2. Remove a background of a picture: https://support.microsoft.com/en-us/office/removethe-background-of-a-picture-c0819a62-6844-4190-8d67-6fb1713a12bf 3. Apply an artistic effect to a picture: https://support.office.com/en-us/article/apply-anartistic-effect-to-a-picture-1d4bf84a-ab8b-4b3e-be78-78b0ed9f4ede?ui=en-US&rs=enUS&ad=US 4. Trigger an animation effect: https://support.microsoft.com/en-us/office/trigger-ananimation-effect-651726d6-9454-4bfd-b8e5-11d84767a6da 5. Morph transition: Tips and tricks: https://support.office.com/en-us/article/MorphTransition-Tips-and-Tricks-bc7f48ff-f152-4ee8-9081-d3121788024f

PROJECTS AND EXERCISES Data file

Save As

Hands-On Exercise 1

p04h1Travel.pptx

p04h1Travel_LastFirst.pptx

Hands-On Exercise 2

p04h2RoatanBackground.jpg

p04h2Travel_LastFirst.pptx

Hands-On Exercise 3

p04h3Travel_LastFirst.pptx

Practice Exercise 1

p04p1Lyme.pptx p04p1ClockBackground.jpg

p04p1Lyme_LastFirst.pptx

Practice Exercise 2

p04p2Camping.pptx p04p2CampingBackground.jpg

p04p2Camping_LastFirst.pptx

Mid-Level Exercise 1

p04m1Painting.pptx p04m1PaintingBackground.jpg

p04m1Painting_LastFirst.pptx

Mid-Level Exercise 2

p04m2Training.pptx p04m2PopcornBackground.jpg p04r1Guidelines.pptx p04r1Background.jpg p04d1Dinosaurs.pptx

p04m2Training_LastFirst.pptx

p04c1Ecosystem.pptx p04c1WaterBackground.jpg

p04c1Ecosystem_LastFirst.pptx

Running Case Disaster Recovery Cumulative Exercise

Copyright © 2023 Pearson

p04r1Guidelines_LastFirst.pptx p04d1Dinosaurs_LastFirst.pptx

CHAPTER REVIEW/ANSWERS TO END OF CHAPTER MATERIAL Key Terms Matching Answer Key 1. A technique to break apart a grouped object into individual objects.

S. Ungroup 2. Multiple objects connected so they move as though they are a single object.

F. Group 3. An image created by a mathematical statement.

T. Vector graphic 4. A guide that displays when an object is moved that helps align objects in relation to other objects.

N. Smart Guide 5. Evenly spaced vertical and horizontal lines on a slide that are hidden by default but can be used to align objects.

E. Gridlines 6. A pane designed to help select objects.

L. Selection Pane 7. The order of objects placed on top of one another.

P. Stacking Order 8. An image created by bits or pixels placed on a grid to form a picture.

I. Raster image 9. The portion of a picture that can be deleted when removing part of a picture.

A. Background 10. The portion of the picture that is kept when removing the background of a picture.

D. Foreground 11. A technique that enhances the edges of the content in a picture to make the boundaries more prominent.

M. Sharpening 12. A technique that blurs the edges of the content in a picture to make boundaries less prominent.

O. Softening Copyright © 2023 Pearson

13. A picture correction that controls the lightness or darkness of a picture.

B. Brightness 14. The difference between the darkest and lightest areas of a picture.

C. Contrast 15. A characteristic of color that controls its intensity.

K. Saturation 16. A characteristic of lighting that controls the temperature of a color.

Q. Tone 17. The process of changing a picture by adjusting the image’s colors.

J. Recolor 18. An object that launches an animation that takes place when you click an associated object or a bookmarked location in a media object.

R. Trigger 19. A transition that creates a cinematic motion by seamlessly animating between two slides.

G. Morph 20. An animation that moves an object from one location to another along a predetermined path.

H. Motion path

Multiple Choice Answer Key 1. Which of the following are images that are created by mathematics? c. Vector graphics 2. Which type of compression reduces a file by permanently eliminating certain data? c. Lossy 3. What can you use to assist with aligning objects on a slide? a. Smart Guides 4. Which of the following would help you manage large image files by permanently deleting any cropped areas of a selected picture and by changing the resolution of the pictures? d. Compress Pictures 5. If you cannot read the words on a slide in which a picture has been inserted as a background, what should you adjust?

Copyright © 2023 Pearson

d. Transparency 6. You want to create an animation freehand. What tool would you use? b. Custom path 7. You recently printed a handout using a slide with an image; now you want to project the slide during the presentation. Which image characteristic should you check? a. Brightness 8. What is used to measure the tone of a color in pictures? b. Kelvin unit 9. Which of the following tools would you use to control a 3D image on a slide? d. Pan & Zoom 10. You are creating a presentation about the solar system. What can be used to depict the orbit of the moon around Earth? c. Morph

Critical Thinking Check Answer Key 1. Explain why you would group objects.

Grouping objects assists with the organization of a slide. When you group objects, you can move, resize, and format them as one object. Grouped items can also have effects applied to them such as animation, allowing you to apply the animation as a group instead of several separate items which can be cumbersome and time consuming.

2. Describe how rulers, gridlines, and guides are used when aligning objects.

Rulers give visual cues that enable you to keep objects aligned. Using the rulers, you can see the size of an object or the distance between shapes. The gridlines, which by default are hidden, contain many evenly spaced intersecting lines that can be used to help align objects. A guide contains a single vertical and a single horizontal line that is used to help align objects.

Rulers and guides are useful when you use the Rule of Thirds as an object placement strategy.

3. Explain why the Selection Pane is useful.

The Selection Pane is incredibly helpful when you are working with complex images comprised of overlapping objects. It lists all of the objects on the slide and enables you to select, multiselect, show, hide, or change the order of objects on the slide. Renaming the objects in the Selection Pane can assist you identifying the objects.

4. Explain how a raster image is different from a vector graphic.

Unlike vector graphics, which are created by mathematical statements, raster images are created by bits or pixels placed on a grid or map. Vector graphics can easily be sized and still retain their clarity but are not photorealistic. In a raster image, each pixel contains information about the colors to be displayed and has the realism required for a photograph.

Copyright © 2023 Pearson

Copyright © 2023 Pearson

5. Explain why you should use the Format Background command instead of the Insert Pictures feature when using a photograph as a background.

Using Insert Pictures is more involved because the inserted picture must be resized and the order of the objects on the slide has to be changed to prevent the picture from hiding placeholders.

6. Describe the difference between lossy and lossless compression.

Lossy compression reduces a file by permanently eliminating certain data, especially redundant data. This makes the file smaller but when the file is uncompressed, only part of the original data is still there. The picture can become pixelated when it is enlarged. Alternatively, with lossless compression, data that was originally in the file remains after the file is uncompressed.

All of the compressed data is completely restored.

7. Explain why you would animate a chart.

When you include a chart in your presentation, the chart can be intimidating and confusing if it contains a lot of data. Animating the chart allows you to focus on key points one at a time allowing the audience to focus on key data within the chart.

8. Explain how a trigger works and when you might want to use a trigger in a presentation.

Triggers allow you to initiate animation by clicking on a specific object on a slide. They provide interactivity to a slide and are useful for one-on-one style presentations, such as for e-learning where you can set up games and quizzes in PowerPoint.

9. Describe two benefits of using Morph.

Morph offers a convenient way to represent motion across slides without having to control how the changes occur. Morph saves time and many steps when developing a presentation with cinematic motion.

Copyright © 2023 Pearson

Instructor’s Manual Exploring Microsoft Teams, Chapter 1 Resource

Available Instructor Resources File Name

Answer Keys Matching Multiple Choice Critical Thinking

t01_answerkey_match.docx t01_answerkey_mc.docx t01_answerkey_thinking.docx

PowerPoint Presentation

t01_powerpoint_accessible.pptx

Testbank

t01_testbank.docx

Instructor's Manual (lesson plans incl.)

t01_instructormanual.docx

Assignment Sheet

t01_assignsheet.docx

Found Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

CHAPTER OBJECTIVES When students have finished reading this chapter, they will be able to: • • • •

Apply Microsoft Teams Basics Communicate with Microsoft Teams Conduct Virtual Meetings Collaborate in Virtual Meetings

CHAPTER OVERVIEW The students will utilize Microsoft Teams to connect people and content for communication and collaboration purposes.

The major sections in this chapter are: 1. Introduction to Microsoft Teams. In this section, the student will learn how to use the Microsoft Teams basic interface to communicate with others.

2. Use Virtual Team Meetings. In this section, the student will learn how to share content from their device and assign participants to breakout rooms.

CLASS RUN-DOWN 1.

2.

3.

4.

5.

Have students turn in homework assignments.

Talk about the chapter using the discussion questions listed below.

Use a PowerPoint presentation to help students understand the chapter content.

Demonstrate the Microsoft Teams platform.

Use MyITLab for in-class work or to go over homework.

Copyright © 2023 Pearson

6. Give students the homework handout for the next class period.

LEARNING OBJECTIVES At the end of this lesson students should be able to: • • • • • • • • • • • • • • • • • •

Explore the Microsoft Teams Interface Create a Channel Check Team Activity Use Apps Use the Command Box Chat Use @mention Make Audio Calls Share Files Create a Meeting Join a Scheduled Meeting Start a Meeting from a Chat or Conversation Adjust Meeting Settings Record and Share a Meeting Share Content Share a PowerPoint Presentation Use the Whiteboard Use Breakout Rooms

KEY TERMS @mention–Directs a chat or conversation to a specific individual, group, or channel in Microsoft Teams.

Activity feed–A technology used to store files and to work with programs that are stored in a central location on the Internet.

App–An application that adds additional functionality to Microsoft Teams.

Breakout room–A feature in Microsoft Teams that enables meeting participants to be divided into smaller groups.

Channel–A section within a team that relates to a specific department, project, or topic.

Chat–A form of communication like a text or instant message used in Microsoft Teams.

Command box–Used to search for and access almost anything within a team.

Connector–A type of app that offers frequently updated content.

Meeting–A get-together in real time with others to share audio, video, and screen content.

Microsoft Teams–A Microsoft application that facilitates communication and collaboration in real time between groups of individuals in different locations.

Copyright © 2023 Pearson

PowerPoint Live–A content-sharing method that enables Microsoft Teams meeting participants to view a PowerPoint presentation at their own pace.

Team–A collection of people, conversations, files, and tools in Microsoft Teams.

Whiteboard–A feature that enables users to work collaboratively on a shared canvas.

DISCUSSION QUESTIONS • • • •

What are some best practices before attending a virtual meeting or class?

Provide some virtual meeting etiquette rules.

What are some advantages and disadvantages to conducting virtual meetings?

Why might it be better to share a screen rather than a program?

CONNECTIONS: PRACTICAL PROJECTS AND APPLICATIONS • • •

Research popular virtual meeting platforms and compare their features to Microsoft Teams.

Explore some of the apps that can be integrated into Microsoft Teams and recommend several that you think would be beneficial to an organization.

Create a team with several classmates and practice using various tools to collaborate on a project or homework assignment.

TEACHING NOTES Introduction to Microsoft Teams In this section, students will learn how to communicate with an entire team or an individual as well as share files.

A. Apply Microsoft Teams Basics • You can own up to 250 teams per account.

• The panel on the left is “me” and the panel on the right is “we.”

• Teams allows over 700 different apps to work seamlessly. ❖ Teaching Tips: Show how to create a team. ❖ Teaching Tips: Demonstrate how to create a channel. ❖ Teaching Tips: Point out some apps that might be useful to add to Teams.

B. Communicate with Microsoft Teams • Any text typed in chat can be formatted, read by the Immersive Reader, or translated.

• You can respond to any message in Teams with an emoji reaction. ❖ Teaching Tips: Demonstrate chat features. ❖ Teaching Tips: Show students how to share files.

Use Virtual Team Meetings In this section, students explore sharing a desktop, window, PowerPoint file, and whiteboard as well as using breakout rooms.

Copyright © 2023 Pearson

A. Conduct Virtual Meetings • Meeting organizers and presenters can admit others waiting in the Virtual Lobby.

• You can create recurring meetings.

• Together mode digitally places meeting participants in a shared background. ❖ Teaching Tips: Show students how to schedule a meeting. ❖ Teaching Tips: Talk about various options to join a meeting. ❖ Teaching Tips: Demonstrate how to apply background effects.

B. Collaborate in Virtual Meetings • Only one person can share their screen at a time.

• After you select what you want to share, the shared area will be outlined in red.

• If you’re playing a video or audio file, you need to check the Include System audio box for participants to hear it.

• You can create up to 50 breakout rooms. ❖ Teaching Tips: Demonstrate the different sharing options in Table 1.2. ❖ Teaching Tips: Show how to assign students to breakout rooms.

OBJECTIVE TESTS IN MYITLAB To find an objective test to help your students practice for tests, have them sign in to MyITLab: www.myitlab.com

ADDITIONAL WEB RESOURCES 1. Keyboard shortcuts for Microsoft Teams: https://support.microsoft.com/enus/office/keyboard-shortcuts-for-microsoft-teams-2e8e2a70-e8d8-4a19-949b4c36dd5292d2 2. Schedule a meeting in Teams: https://support.microsoft.com/en-us/office/schedule-ameeting-in-teams-943507a9-8583-4c58-b5d2-8ec8265e04e5 3. Accessibility support for Microsoft Teams: https://support.microsoft.com/enus/office/accessibility-support-for-microsoft-teams-d12ee53f-d15f-445e-be8df0ba2c5ee68f 4. Share content in a meeting in Teams: https://support.microsoft.com/en-us/office/sharecontent-in-a-meeting-in-teams-fcc2bf59-aecd-4481-8f99-ce55dd836ce8 5. Use breakout rooms in Teams Meetings: https://support.microsoft.com/en-us/office/usebreakout-rooms-in-teams-meetings-7de1f48a-da07-466c-a5ab-4ebace28e461

CHAPTER REVIEW/ANSWERS TO END OF CHAPTER MATERIAL Key Terms Matching Answer Key 1. A feature that enables users to work collaboratively on a shared canvas.

M. Whiteboard 2. A feature that enables meeting participants to be divided into smaller groups.

Copyright © 2023 Pearson

D. Breakout room 3. Enables meeting participants to view a PowerPoint presentation at their own pace.

K. PowerPoint Live 4. To get together in real time with others and share audio, video, and screen content.

I. Meeting 5. A section within a team that relates to a specific department, project, or topic.

E. Channel 6. An application that adds additional functionality to Microsoft Teams.

C. App 7. Software that facilitates communication and collaboration in real time between groups of individuals in different locations.

J. Microsoft Teams 8. Used to search for and access almost anything within a team.

G. Command box 9. A summary of all activities within a channel.

B. Activity Feed 10. Directs a chat or conversation to a specific individual, group, or channel.

A. @mention 11. A collection of people, conversations, files, and tools.

L. Team 12. A form of communication like a text or instant message.

F. Chat 13. A type of app that offers frequently updated content.

H. Connector Multiple Choice Answer Key 1. Which of the following is a section of a team that relates to a particular project?

Copyright © 2023 Pearson

c. Channel

2. Which would you choose to find all forms of communication within a team? a. Activity Feed 3. When is an @mention used? b. To direct part of a conversation to a team or channel member

4. Which of the following cannot be done to a channel file? d. Upload the file to a whiteboard

5. Which of the following is not considered good etiquette when participating in a Microsoft Teams meeting? b. Keep your microphone on at all times

6. Which sharing option enables you to share content from your entire screen? b. Desktop

7. Which feature available in a Microsoft Teams meeting acts like a shared canvas? d. Whiteboard

8. Which of the following separates participants into smaller groups in a meeting? a. Breakout room

9. Which sharing feature in a meeting lets participants follow a presentation at their own pace? c. PowerPoint Live

10. Which of the following would be considered a connector app? b. YouTube

Copyright © 2023 Pearson

Critical Thinking Answer Key 1. Explain the difference between a team and a channel.

A team is a collection of people, conversations, files, and tools all in one place. A channel is a section of a team organized around a topic, project, or department.

2. Describe different ways you can communicate with team members.

Team members can chat with each other, like sending text messages. Chats can be sent within a team, a channel, or between individual members. Members can also have channel conversations, make audio calls, or can connect with audio and video.

3. Describe the different ways files can be shared within Microsoft Teams.

Files can be shared within a team or channel. Each channel has a Files tab that holds all files shared with channel members. Files can also be attached within a chat or conversation and are located within the chat as well as in the Files tab of the chat page. New files using Word, Excel, and PowerPoint online applications can be created from within Teams, or existing files can be uploaded to be shared for collaboration.

4. Describe the benefits of participating in a virtual meeting Virtual meetings enable participants from different locations to connect with audio and video and share and collaborate on files. Virtual meetings are often easier and more efficient than trying to arrange in-person meetings.

5. Explain why a whiteboard may be used in a meeting.

A whiteboard is a shared canvas in which all members of a meeting or in a chat can work simultaneously and collaboratively to share ideas and information.

6. Explain why breakout rooms are used in a meeting.

Breakout rooms provide the opportunity for a large group to divide into smaller groups to facilitate discussions and teamwork.

Copyright © 2023 Pearson

Instructor’s Manual Exploring Microsoft 365, Word 2021, Chapter 1 Resource

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Student Data Files

Various, click link to see file list

Online Instructor Resource Center

Solution Files Answer Keys Matching Multiple Choice Critical Thinking

Various, click link to see file list

Online Instructor Resource Center

w01_answerkey_match.docx w01_answerkey_mc.docx w01_answerkey_thinking.docx

Online Instructor Resource Center

Scorecards

Various, example: w01h2StockData_scorecard.xlsx

Online Instructor Resource Center

Annotated Solution Files

Various, example: w01h2StockData_annsolution.pdf

PowerPoint Presentation

w01_powerpoint_accessible.pptx

Testbank

w01_testbank.docx

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

Instructor's Manual (lesson plans incl.)

w01_instructormanual.docx

Assignment Sheet

w01_assignsheet.docx

File Guide

w01_fileguide.xlsx

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w01_objectivesmap.xlsx

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Objective Map Grader Project Grader Instruction Grader Data Grader Solution Grader Annotated Solution Grader Scorecard

w01_grader_instruction.docx w01_grader_data.xlsx w01_grader_solution.xlsx w01_grader_annsolution.pdf w01_grader_scorecard.xlsx

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CHAPTER OBJECTIVES When students have finished reading this chapter, they will be able to: • • • • • • •

Begin and Edit a Document Customize Word Modify a Document Apply Styles View a Document in Different Ways Save and Share Documents Prepare a Document for Distribution

CHAPTER OVERVIEW Students will be asked to create and edit documents using Microsoft Word. Students will learn to reuse text, use a template, navigate a document, find and replace document content, review spelling and grammar, modify Word options, and use AutoCorrect. Students will also apply a document theme, divide a document into sections, format text into columns, and configure page background elements.

Additionally, students will learn to change document views, modify document properties, and get a document ready for distribution.

The major sections in this chapter are: 1. Document Basics. In this section, students will learn to create documents, use templates, insert text, navigate documents, find and replace text, review and correct spelling and grammar errors. Students will also learn to change Word Options.

2. Format a Document. In this section, students will learn to format documents by changing the theme, working with sections and columns, applying and modifying styles, viewing a document, and managing page flow.

3. Document Preparation and Distribution. In this section, students will learn to customize document properties, ensure document accessibility and compatibility, understand document retrieval, and run the document inspector.

CLASS RUN-DOWN 1.

2.

3.

4.

5.

6.

7.

Have students turn in homework assignments.

Talk about the chapter using the discussion questions listed below.

Use a PowerPoint presentation to help students understand the chapter content.

Demonstrate the new features of Word 2021.

Have students complete the Cumulative Exercise for Word Chapter 1.

Use MyITLab for in-class work or to go over homework.

Give students the homework handout for the next class period.

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LEARNING OBJECTIVES At the end of this lesson students should be able to: • • • • • • • • • • • • • • • • • • • • • • •

Create a Document Reuse Text Use a Template Add Text and Navigate a Document Find and Replace Document Content Review Spelling and Grammar Explore Word Options Select a Document Theme Work with Sections Format Text into Columns Configure Page Background Elements Select and Modify Styles Create a New Style Select a Document View Change the Zoom Setting View a Document and Manage Page Flow Save in Alternative File Formats Modify Document Properties Share Documents Electronically Use Language and Translation Features Ensure Document Accessibility Ensure Document Compatibility Run the Document Inspector

KEY TERMS Accessibility Checker–A feature that locates elements in a document that might cause difficulty for people with disabilities to read.

AutoCorrect–A feature that automatically corrects standard spelling and word usage errors as they are typed.

AutoRecover–A feature that enables Word to recover a previous version of a document.

AutoSave–A feature that saves files every few seconds if those files are housed on OneDrive, OneDrive for Business, or SharePoint Online.

Column–A format that separates document text into side-by-side vertical blocks, often used in newsletters.

Document Inspector–A feature that checks for and removes certain hidden and personal information from a document.

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Document property–Data element that is saved with a document but does not display in the document as it is shown onscreen or is printed.

Document theme–A unified set of design elements, including font style, color, and special effects, that is applied to an entire document.

Draft view–A view that shows a great deal of document space but no margins, headers, footers, or other special features.

Insertion point–A blinking bar that indicates where text that you next type will display.

Microsoft Word–A word processing software application used to produce all sorts of documents, including memos, newsletters, forms, tables, and brochures.

Outline view–A structural view of a document that can be collapsed or expanded as necessary.

Print Layout view–A view that closely resembles the way a document will look when printed.

Read Mode–A view in which text reflows automatically between columns to make it easier to read.

Section–A part of a document that contains its own page format settings, such as those for margins, columns, and orientation.

Style–A named collection of formatting characteristics that can be applied to text or paragraphs.

Style set–Predefined combinations of font, style, color, and font size that can be applied to selected text.

Template–A predesigned file that contains preformatted text and/or graphics such as a theme and layout and may include content that can be modified.

Thesaurus–A tool used to quickly find a synonym (a word with the same meaning as another) for a selected word.

Watermark–Text or graphics that display behind text.

Web Layout view–A view that displays the way a document will look when posted on the Internet.

Word processing software–A computer application, such as Microsoft Word, used primarily with text to create, edit, and format documents.

Word wrap–The feature that automatically moves words to the next line if they do not fit on the current line.

DISCUSSION QUESTIONS • •

Why should you not press Enter at the end of every line you type?

When might you use the different types of section breaks?

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• • •

When might you save a file as a PDF and what advantages and disadvantages are there to doing so?

How can you recover a lost document?

What suggestions can you give for creating documents that are readable by everyone, including those with disabilities?

CONNECTIONS PRACTICAL PROJECTS AND APPLICATIONS • • • •

Explore some of the Word templates such as Resumes and Cover Letters. Download two different documents and edit them.

Save a document in various formats.

Create a document, reuse text from a different document, insert a page border, and force a page break.

Check a document for accessibility and attempt to fix any identified issues.

TEACHING NOTES Document Basics In this section, students will be introduced to using Microsoft Word to produce and carefully proofread documents.

A. Begin and Edit a Document • Decide whether to start with a blank document, use a predesigned template, or open a previously saved document.

• Recognize whether to use Backspace or Delete to remove an item positioned either to the left or right of the insertion point.

• Stress the importance of proofreading a document. ❖ Teaching Tips: Demonstrate choosing a blank document, searching for and selecting a template, and opening an existing document. ❖ Teaching Tips: Emphasize the difference between word wrap, a hard return, and a line break and when it is appropriate to use each. ❖ Teaching Tips: Display the nonprinting characters and point out typical symbols. ❖ Teaching Tips: Explain the difference between reusing text and copy/paste and why you would choose each. ❖ Teaching Tips: Show how to position the insertion point using the mouse, keyboard, or finger/stylus. ❖ Teaching Tips: Tell how to use the find and replace features. ❖ Teaching Tips: Point out the tools on the Review tab that help catch errors and improve writing.

B. Customize Word • Talk about some of the Word options that might typically be changed.

• Emphasize that customizations to the ribbon and Quick Access Toolbar are saved only in Word, not other Microsoft Office programs.

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❖ Teaching Tips: Point out the Proofing category and useful AutoCorrect and AutoFormat options. ❖ Teaching Tips: Demonstrate how to add and remove tabs and commands to the ribbon. ❖ Teaching Tips: Show how to add and remove commands to the Quick Access Toolbar.

Format a Document It is important that a document is understandable and attractively presented to its intended audience.

A. Modify a Document • Documents should be organized so they are easy to read.

• The same themes are available in the other Office applications.

• Section breaks allow varied layouts between pages of a document.

• Dress up pages in a document by adding a watermark, background color, or borders. ❖ Teaching Tips: Point out the Themes gallery on the Design tab. ❖ Teaching Tips: Demonstrate having one section of a document in Portrait orientation and another section in Landscape. ❖ Teaching Tips: Show how to format text into columns as well as how to balance the columns. ❖ Teaching Tips: Discuss the tools in the Page Background group of the Design tab.

B. Apply Styles • Preformatted styles can be easily modified.

• Instead of formatting document elements individually, apply a style so changes can be made quickly and uniformly. ❖ Teaching Tips: Point out the Styles gallery from the Styles group on the Home tab as well as the Style sets from the Document Formatting group on the Design tab. ❖ Teaching Tips: Demonstrate generating a table of contents before and after applying Heading 1, Heading 2, etc. ❖ Teaching Tips: Show how to create and modify a style. ❖ Teaching Tips: Explain how to make a style available to all documents.

C. View a Document in Different Ways • Depending on how your document will be distributed, you can view it in different ways to make sure it is structured appropriately.

• Zoom temporarily changes a document’s readability.

• Enter a manual page break rather than pressing Enter repeatedly to manage page flow. ❖ Teaching Tips: Demonstrate how to change layouts from both the View tab and the status bar. ❖ Teaching Tips: Show how to enlarge or reduce the view of text from both the View tab and the Zoom slider. ❖ Teaching Tips: Point out the various ways to insert a page break such as Ctrl+Enter or from the Insert or Layout tabs.

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Document Preparation and Distribution Before distributing a document, you want to ensure it is accessible to others, including individuals with disabilities, and it does not contain personal information.

A. Save and Share Documents • A document is usually developed to be distributed to others.

• Document properties are metadata and are helpful to organize and locate files. ❖ Teaching Tips: Show how to save a document as a previous Word version or RTF or PDF. ❖ Teaching Tips: Display Backstage view and select Info and point out document properties that are automatically updated such as file size, number of pages, and total words. ❖ Teaching Tips: Demonstrate how to customize document properties such as changing the author and adding tags or comments.

B. Prepare a Document for Distribution • Be proactive and save often or set up automatic backups.

• Remove hidden or sensitive information for privacy or security reasons. ❖ Teaching Tips: Demonstrate how to run the Accessibility Checker and make suggested changes. ❖ Teaching Tips: Point out the various ways to try to get an unsaved document back. ❖ Teaching Tips: Discuss tips for making a document accessible to people with disabilities.

OBJECTIVE TESTS IN MYITLAB To find an objective test to help your students practice for tests, have them sign in to MyITLab: www.myitlab.com.

ADDITIONAL WEB RESOURCES 1. What’s New in Word 2021 for Windows: https://support.microsoft.com/en-us/office/whats-new-in-word-2021-for-windows-8f0b9117-8cf4-4677-8cd5-d848dd0e1ac9 2. What’s new in Word 2021 for Mac: https://support.microsoft.com/en-us/office/what-snew-in-word-2021-for-mac-ee054758-cf8d-4fb9-ba07-e105414459d5 3. Save a Word document as a template: https://support.office.com/en-us/article/Save-aWord-document-as-a-template-CB17846D-ECEC-49D4-82EA-A6F5E3E8B9AE 4. Customize or create new styles in Word: https://support.office.com/enus/article/Customize-or-create-new-styles-in-Word-d38d6e47-f6fc-48eb-a6071eb120dec563 5. Make your Word documents accessible to people with disabilities: https://support.office.com/en-us/article/make-your-word-documents-accessible-to-peoplewith-disabilities-d9bf3683-87ac-47ea-b91a-78dcacb3c66d

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PROJECTS AND EXERCISES Data file

Save As

Hands-On Exercise 1

w01h1CoverTemplate.dotx w01h1Letter.docx

w01h1Cover_LastFirst.docx

Hands-On Exercise 2

w01h2Vita.docx

w01h2Vita_LastFirst.docx

Hands-On Exercise 3

w01h3Job_LastFirst.docx w01h3Italian_LastFirst.docx w01h3Job_LastFirst.pdf

Practice Exercise 1

w01p1Therapy.doc w01p1Text.docx

w01p1Therapy_LastFirst.docx

Practice Exercise 2

w01p2Lake.docx w01p2Template.dotx

01p2Lake_LastFirst.docx w01p2Lake_FirstLast.rtf

Mid-Level Exercise 1

w01m1Baskets.doc w01m1Cover.docx

w01m1Baskets_LastFirst.docx

Mid-Level Exercise 2

w01m2Backyard.doc w01m2Fish.docx

w01m2Backyard_LastFirst.docx

Running Case

w01r1NewCastle.docx w01r1News.docx w01d1Business.doc w01d1Text.docx

w01r1NewCastle_LastFirst.docx

w01c1Kite.docx w01c1Info.docx

w01c1Kite_LastFirst.docx

Disaster Recovery

Cumulative Exercise

w01d1Business_LastFirst.docx w01d1Business_LastFirst.pdf

CHAPTER REVIEW/ANSWERS TO END OF CHAPTER MATERIAL Key Terms Matching Answer Key 1. Text or graphic that displays behind text.

Q. Watermark 2. A structural view of a document or presentation that can be collapsed or expanded as necessary.

K. Outline view 3. The feature that automatically moves words to the next line if they do not fit on the current line.

T. Word wrap 4. The feature that enables Word to recover a previous version of a document.

C. AutoRecover Copyright © 2023 Pearson

5. The tool that checks for document readability by people with disabilities.

A. Accessibility Checker 6. A computer application, such as Microsoft Word, used primarily with text to create, edit, and format documents.

S. Word processing software 7. A view in which text reflows to screen-sized pages to make it easier to read.

M. Read Mode 8. The feature that saves documents automatically so they can be retrieved later.

D. AutoSave 9. The word processing application included in the Microsoft Office software suite.

J. Microsoft Word 10. A predesigned document that may include formats that can be modified.

O. Template 11. A view that closely resembles the way a document will look when printed.

L. Print Layout view 12. A set of coordinating fonts, colors, and special effects that are combined into a package for use in document design.

G. Document theme 13. A feature that checks for and removes certain hidden and personal information from a document.

E. Document Inspector 14. A named collection of formatting characteristics that can be applied to characters or entire paragraphs.

N. Style 15. A view that shows a great deal of document space, but no margins, headers, footers, or other special features.

H. Draft view 16. A blinking bar that indicates where text that you next type will appear.

I. Insertion point 17. A tool that enables you to find a synonym for a selected word.

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P. Thesaurus 18. A feature that corrects standard misspellings and word errors as they are typed.

B. AutoCorrect 19. A view that displays a document as it would appear on a webpage.

R. Web Layout view 20. A data element that is saved with a document but does not appear in the document as it is shown onscreen or is printed.

F. Document property

Multiple Choice Answer Key 1. Which of the following activities enables various layout settings to be present within the same document? a. Creating sections 2. What feature would you use to visually coordinate various elements of an entire document at one time, including color, font, and other format settings? b. Document theme 3. Which of the following is necessary before you rely on AutoSave to automatically save a document? d. Save the document to OneDrive, OneDrive for Business, or SharePoint Online.

4. What happens when you modify an existing style? c. The new style settings are automatically applied to text formatted in that style.

5. Which of the following is a reason to use the Accessibility Checker? b. To comply with federal legislation related to disabilities 6. Suppose you find that a column heading within a newsletter is displayed at the end of a column, with remaining text continuing at the top of the next column. How would you keep the heading with the text so that it is not divided awkwardly? c. Insert a Column break before the heading.

7. In which of the following situations would you consider inserting a soft return instead of a hard return? a. At the end of a single line of an address, with more address lines to follow 8. Why might you want to display nonprinting characters? c. To assist with troubleshooting a document and modifying its appearance 9. Why might you consider saving a document in PDF format? a. When uploading a document to a proprietary website for easy accessibility by others Copyright © 2023 Pearson

10. To identify a document as a draft, and not in final form, which of the following would you most likely add to the document? b. Watermark

Critical Thinking Answer Key 1. Provide a rationale for using a Word template instead of beginning with a blank document.

A Word template is a predesigned document that often includes sample wording and general formatting. Some word processing tasks, especially those that are well-defined in purpose (such as a job search cover letter or a resume) can be begun with a template that is then modified in wording and formatting to suit the task at hand.

2. Describe the process of reusing text from another document and compare the process to that of copying and pasting text.

A document can incorporate text from another document where appropriate. Text can be selected and then copied to a destination document, or all text from a document can be reused at one time.

The choice of which method to use depends upon whether all text is to be brought into the destination document, or only part. If all text is to be reused, it is much easier to insert text as a file so that the source document does not have to be opened and text does not have to be selected, as would be the case with a copy and paste procedure.

3. Explain why Word’s Editor might not catch all word usage errors in a document.

A word or words in a document might be spelled correctly, but used incorrectly, which is a mistake that Word’s Editor is not likely to catch. For example, using the word “house” when the word “horse” was intended is not a spelling error, and because both words are nouns, Word would most likely not flag the mistake.

4. Describe how the use of AutoCorrect might make it easier to list long titles or names.

The AutoCorrect feature is useful in automatically correcting common misspellings, such as changing “taht” to “that.” Such common misspellings are often the result of simple typos. In addition, AutoCorrect can be used to simplify the typing of lengthy names or terms. For example, a law firm named “Mason, Grenaldi, Brooks, and Alim” could be included in the AutoCorrect database as MGBA. That way, simply typing MGBA would immediately be transcribed into the full law firm name, saving time and possible typos.

5. Why might you choose to use a document theme instead of an individual style to modify formatting of a document?

A document theme is a collection of formatting characteristics and color choices that are applied to an entire document at once. A theme cannot be applied only to selected text. However, an individual style, such as Heading 1 or Title, can be applied to a current paragraph or selected text so that the entire document is not affected. So it depends upon the purpose of the formatting— whether it should affect an entire document or a selection only.

6. Describe a document that would benefit from the use of a watermark. Explain why that is the case.

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A watermark can be used to identify the purpose of a document, or perhaps to ascribe ownership.

Suppose a document is developed as a sample only, so the designer wants to make sure readers understand that it is not intended for widespread distribution. He or she could place a “Sample” watermark on each page to clarify the purpose.

7. Describe a type of document that would benefit from page formatting, such as page color and border, as well as a document that would not.

Certain unwritten rules of thumb apply to documents. Most are driven by the document’s audience and purpose. Business documents such as letters, memos, reports, or manuals are typically more conservative than other more vibrant items such as newsletters and flyers. A conservative document is not usually colored or bordered, whereas more informal documents often sport a brighter, more colorful design.

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8. Describe a situation in which inserting a page break would be beneficial.

A page break is inserted wherever a page would not normally end, but where a break is required.

For example, a research report might end halfway down a page, with a bibliography required to begin on the next. Inserting a page break at the end of the report would enable a bibliography to occupy a page of its own. Similarly, a cover page should be shown on a single page, so a page break ending the cover page would facilitate that.

9. Explain why you might want to remove document properties from a file, especially because those document properties are not actually printed or shown when the document is onscreen.

Document properties are not designed to be shown on a document. Instead, they can be used to identify ownership of a document and to further describe it by subject, title, comments, and tags.

Document properties make it possible to search for documents later, simply by searching them. For documents that are distributed widely, however, one may want to consider removing personal document properties simply for privacy reasons. Even though they are not typically printed, they are saved with the document and are accessible to others.

10. Explain the importance of using the Accessibility Checker for a document that you plan to distribute. Provide an example of what the Accessibility Checker might look for.

Documents are often distributed widely, even to those with some level of vision impairment. Not only is it good practice to consider that possibility when distributing documents, it is often federally required to make certain documents as accessible as possible. Checking a document for accessibility might reveal misplaced and hard to read graphics or maybe the lack of alt text describing an item that might be difficult to read for some.

11. Provide a rationale for why OneDrive is the default location for saving documents (if a user is signed onto a Microsoft account). In other words, what advantages might there be to saving files to OneDrive instead of local storage such as a hard drive or flash drive?

OneDrive has several advantages over saving a document to local storage. If a document is placed on OneDrive, it is automatically saved every few seconds as the document is edited, making it highly unlikely that it would be lost for any reason. In addition, a document saved to OneDrive can be shared with others so that simultaneous editing can occur as the file is being continually saved online.

12. Provide an example of why you might want to share a document online instead of simply sending it as an attachment through email.

A document sent as an email attachment cannot be edited simultaneously by several people. In addition, it is not a shared document, so if more than one person is responsible for the file, there may be several iterations being distributed. The task of pulling all edits together in one document can easily become monumental, especially if more than a few people are working on the project. On the other hand, a file shared online, perhaps on OneDrive, is shared in a way that all can work on the single copy at a single time, resulting in quicker completion, ease of access, and less possibility of overlooking some edits or losing connection.

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Instructor’s Manual Exploring Microsoft 365, Word 2021, Chapter 2 Resource

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Student Data Files

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Solution Files Answer Keys Matching Multiple Choice Critical Thinking

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w02_answerkey_match.docx w02_answerkey_mc.docx w02_answerkey_thinking.docx

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Scorecards

Various, example: w02h2StockData_scorecard.xlsx

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Annotated Solution Files

Various, example: w02h2StockData_annsolution.pdf

PowerPoint Presentation

w02_powerpoint_accessible.pptx

Testbank

w02_testbank.docx

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

Instructor's Manual (lesson plans incl.)

w02_instructormanual.docx

Assignment Sheet

w02_assignsheet.docx

File Guide

w02_fileguide.xlsx

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w02_objectivesmap.xlsx

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Objective Map Grader Project Grader Instruction Grader Data Grader Solution Grader Annotated Solution Grader Scorecard

w02_grader_instruction.docx w02_grader_data.xlsx w02_grader_solution.xlsx w02_grader_annsolution.pdf w02_grader_scorecard.xlsx

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Online Instructor Resource Center

CHAPTER OBJECTIVES When students have finished reading this chapter, they will be able to: • • • •

Apply Font Attributes Format a Paragraph Work with Graphic Objects Modify Graphic Objects

CHAPTER OVERVIEW Students will modify a Word document by selecting font options and changing text appearance, modifying paragraph alignment, indenting text, setting tabs, applying borders and shading, and creating bulleted and numbered lists. Additionally, students will insert and modify objects.

The major sections in this chapter are: 1. Format Text and Paragraphs. In this section, students will learn to adjust character-level and paragraph-level settings.

2. Graphic Objects. In this section, students will learn how to insert a variety of graphic objects found on the Insert tab and work with tools that enable adjustments to objects.

CLASS RUN-DOWN 1.

2.

3.

4.

5.

6.

7.

Have students turn in homework assignments.

Talk about the chapter using the discussion questions listed below.

Use a PowerPoint presentation to help students understand the chapter content.

Demonstrate formatting processes in Word 2021.

Have students complete the Cumulative Exercise for Word Chapter 2.

Use MyITLab for in-class work or to go over homework.

Give students the homework handout for the next class period.

LEARNING OBJECTIVES At the end of this lesson students should be able to: • • • • • • • • • • • •

Select Font Options Change Text Appearance Insert Symbols and Special Characters Select Paragraph Alignment Select Line and Paragraph Spacing Select Indents Set Tab Stops Apply Borders and Shading Create Bulleted and Numbered Lists Insert a Picture Insert a Screenshot Insert SmartArt Copyright © 2023 Pearson

• • • • • • •

Insert WordArt Insert a Text Box Insert a Shape Insert a 3D Model Format an Object Resize and Position an Object Group, Layer, and Rotate Objects

KEY TERMS Alignment–The positioning of text relative to the margins.

Alignment guide–A horizontal or vertical green bar that displays as you move an object, assisting with aligning the object with text or with another object.

Border–Lines that display at the top, bottom, left, or right of a paragraph, a page, a table, or an image.

Bulleted list–A list of points that is not sequential; each point is typically identified by a graphic element that itemizes and separates bulleted items.

Center alignment–A setting that positions text horizontally in the center of a line, with an equal distance from both the left and right margins.

Column–A format that separates document text into side-by-side vertical blocks, often used in newsletters.

Crop–The process of trimming edges that you do not want to display.

Cropping handle–Location on the top, bottom, left, right, or any corner of a selected image that can be dragged to remove a portion of the image.

First line indent–A setting that marks the location to indent only the first line in a paragraph.

Font–A combination of typeface and type style.

Formatting–The process of modifying text by changing font and paragraph characteristics.

Group (Word)–The process of combining selected objects so they display as a single object.

Hanging indent–A setting that aligns the first line of a paragraph at the left margin, indenting remaining lines in the paragraph.

Indent–A setting associated with how part of a paragraph is distanced from the margin.

Justified alignment–A setting that spreads text evenly between the left and right margins, so that text begins at the left margin and ends uniformly at the right margin.

Layer–The process of placing one object on top of another.

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Leaders–The series of dots or hyphens that leads the reader’s eye across the page to connect two columns of information.

Left alignment–A setting that begins text evenly at the left margin, with a ragged right edge.

Left indent–A setting that positions all text in a paragraph an equal distance from the left margin.

Line spacing–The vertical space between lines in a paragraph.

Live Layout–A feature that enables you to watch text flow around an object as you move it, so you can position the object exactly as you want it.

Live Preview–An Office feature that provides a preview of the results of a selection when you point to an option in a list or gallery. Using Live Preview, you can experiment with settings before making a final choice.

Numbered list–A list that sequences items by displaying a successive number beside each item.

Object–An item, such as a picture or text box, that can be individually selected and manipulated in a document.

Paragraph spacing–The amount of space before or after a paragraph.

Picture–A graphic file that is retrieved from storage media or the Internet and placed in an Office project.

Pull quote–A phrase or sentence taken from an article to emphasize a key point.

Right alignment–A setting that begins text evenly at the right margin, with a ragged left edge.

Right indent–A setting that positions all text in a paragraph an equal distance from the right margin.

Sans serif font–A font that does not contain a thin line or extension at the top and bottom of the primary strokes on characters.

Screenshot–A picture of a device display.

Serif font–A font that contains a thin line or extension at the top and bottom of the primary strokes on characters.

Shading–A background color that appears behind text in a paragraph, page, or table element.

Shape–A geometric or non-geometric object, such as a rectangle or an arrow, used to create an illustration or highlight information.

Sidebar–Supplementary text that displays along the side of a document.

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Sizing handle–A series of dots on the outside border of a selected object; enables the user to adjust the height and width of the object.

SmartArt–A visual representation of information that can be created to effectively communicate a list, process, or relationship.

SmartArt Text pane–A pane that displays beside a SmartArt diagram, enabling you to enter text.

Style set–Predefined combinations of font, style, color, and font size that can be applied to selected text.

Stylistic set–Embedded appearance options that enable subtle changes in style, character appearance, and other settings.

Symbol–A character or graphic not normally included on a keyboard.

Tab selector–The small box at the leftmost edge of the horizontal ruler.

Tab stop–A marker on the horizontal ruler specifying the location where the insertion point stops after Tab is pressed to align text in a document.

Text box–A rectangular object that contains text and that can display in any location within a document; if text changes, the box dimensions automatically adjust to accommodate.

Text wrapping–The way text flows around an image.

Three-part indent marker–An icon located at the left side of the ruler that enables you to set a left indent, a hanging indent, or a first line indent.

Ungroup–A process that divides a combined single object into individual objects that comprise it.

WordArt–A feature that modifies text to include special effects, such as color, shadow, gradient, and 3-D appearance.

DISCUSSION QUESTIONS • • • • •

Why are certain fonts or borders not appropriate for use in professional documents?

What are the three different ways to apply a font style such as bold, italics, or underlining?

When might you use the different types of tabs?

Is there a difference between a pull quote and a sidebar?

Explain why you shouldn’t use pictures obtained through Google Images or found on just any website?

CONNECTIONS PRACTICAL PROJECTS AND APPLICATIONS • • •

Practice setting indents and tab stops using the ruler.

Experiment with applying borders and shading to a document.

Explore visually displaying the same text using various SmartArt layouts.

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•

View the variety of symbols available under different fonts.

TEACHING NOTES Format Text and Paragraphs In this section, students will learn to apply font attributes and format paragraphs.

A. Apply Font Attributes • Fonts contribute to a document’s design and readability.

• There is character-level formatting, such as the font size and italics, where the formatting is stored in the character; and paragraph-level formatting, such as alignment and bullets, where formatting is stored in the paragraph mark.

• Special characters such as a nonbreaking hyphen and nonbreaking space allow hyphenated words and names and dates and other pertinent information to not word wrap inappropriately. ❖ Teaching Tips: Demonstrate Live Preview to see the different fonts and font families. ❖ Teaching Tips: Point out the commands in the Font group on the Home tab as well as the additional options in the Font dialog box. ❖ Teaching Tips: Show how to insert symbols used in foreign words as well as special characters such as an Em Dash.

B. Format a Paragraph • Alignments, line and paragraph spacing, and indents are some of the ways to alter how paragraphs look. ❖ Teaching Tips: Point out the commands in the Paragraph group on the Home tab, the additional options in the Paragraph dialog box, as well as the settings in Paragraph group on the Layout tab. ❖ Teaching Tips: Demonstrate different alignments. ❖ Teaching Tips: Show how to change line and paragraph spacing. ❖ Teaching Tips: Explain the different ways to indent text. ❖ Teaching Tips: Describe the difference between when to use bullets or numbers.

Graphic Objects In this section, the student will insert graphic objects such as pictures, SmartArt, WordArt, text boxes, shapes, 3D images, and adjust an object’s appearance.

A. Work with Graphic Objects • Objects can be used to enhance a document.

• Shapes can be combined to create a more complex image. ❖ Teaching Tips: Demonstrate how to insert a picture and change the text wrapping options. ❖ Teaching Tips: Show how to capture a screenshot. ❖ Teaching Tips: Point out the contextual tab that appears on the ribbon after inserting an object and the options given to modify and enhance the selected object.

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❖ Teaching Tips: Review the different styles of text boxes. ❖ Teaching Tips: Create new or format existing text as WordArt. B. Modify Graphic Objects • The size, shape, and placement of objects can be easily modified. ❖ Teaching Tips: Point out that objects can be resized by using the sizing handles or by using precise settings on the Format tab. ❖ Teaching Tips: Explain that cropping is not the same as resizing—cropping removes unwanted portions of the graphic object or image. ❖ Teaching Tips: Show how grouping allows you to treat several objects as if they were a single object. ❖ Teaching Tips: Demonstrate how layering allows you to change the order of objects that may be placed on top of each other.

OBJECTIVE TESTS IN MYITLAB To find an objective test to help your students practice for tests, have them sign in to MyITLab: www.myitlab.com.

ADDITIONAL WEB RESOURCES 1. Add clip art to your file: https://support.office.com/en-us/article/add-clip-art-to-your-file0a01ae25-973c-4c2c-8eaf-8c8e1f9ab530?wt.mc_id=otc_tips 2. Insert Pictures: https://support.office.com/en-us/article/insert-pictures-3c51edf4-22e1460a-b372-9329a8724344?ui=en-US&rs=en-US&ad=US 3. Insert WordArt: https://support.office.com/en-us/article/insert-wordart-1c2ddb98-a711487e-b4e0-c30f1d002b26?ui=en-US&rs=en-US&ad=US 4. Get creative with 3D models: https://support.office.com/en-us/article/get-creative-with-3dmodels-ec5feb79-b0af-47f6-a885-151fcc88ac0a 5. Create a SmartArt graphic: https://support.office.com/en-us/article/Create-a-SmartArtgraphic-FAC94C93-500B-4A0A-97AF-124040594842

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PROJECTS AND EXERCISES Data file

Save As

Hands-On Exercise 1

w02h1Studio.docx

w02h1Studio_LastFirst.docx

Hands-On Exercise 2

w02h2Winter.jpg

w02h2Studio_LastFirst.docx

Practice Exercise 1

w02p1Campus.docx w02p1Campus.jpg

w02p1Campus_LastFirst.docx

Practice Exercise 2

w02p2Arbor.docx

w02p2Arbor_LastFirst.docx

Mid-Level Exercise 1

w02m1Festival.docx w02m1Balloon.jpg

w02m1Festival_LastFirst.docx

Mid-Level Exercise 2

w02m2Dentist.docx w02m2Tooth.jpg

w02m2Dentist_LastFirst.docx

Running Case

w02r1NewCastle.docx w02r1Digital.jpg

w02r1NewCastle_LastFirst.docx

Disaster Recovery

w01d1Fairhope.docx

w02d1Fairhope_LastFirst.docx

Cumulative Exercise

w02c1Pool.docx

w02c1Pool_LastFirst.docx

CHAPTER REVIEW/ANSWERS TO END OF CHAPTER MATERIAL Key Terms Matching Answer Key 1. How text is positioned relative to document margins.

A. Alignment 2. Represented by a dot on each corner and in the center of each side of a selected object.

N. Sizing handle 3. A list of points that is not sequential.

C. Bulleted list 4. An item, such as a picture or text box, that can be individually selected and manipulated.

K. Object 5. A marker on the horizontal ruler specifying the location where the insertion point stops after Tab is pressed to align text in a document.

Q. Tab stop

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6. A typeface or complete set of characters.

F. Font 7. A visual representation of information that can be created to effectively communicate a message or idea in one of many visually appealing layouts.

O. SmartArt 8. A mark that indicates the location to indent only the first line in a paragraph.

E. First line indent 9. The amount of space before or after a paragraph.

L. Paragraph spacing 10. An Office feature that provides a preview of the results of a selection when you point to it.

J. Live Preview 11. The vertical space between the lines in a paragraph.

I. Line spacing 12. A boxed object that can be bordered and shaded, providing space for text.

R. Text box 13. An icon located at the left side of the ruler that enables you to set a left indent, a hanging indent, or a first line indent.

S. Three-part indent marker 14. Two or more objects that are collected into a unit that can be managed as an entity.

G. Group 15. The first line of a paragraph begins at the left margin, but all other lines in the paragraph are indented.

H. Hanging indent 16. Typeface that does not include the thin lines on characters that several other selections include.

M. Sans serif font 17. The process of trimming edges of a picture.

D. Crop 18. Text, a graphic, or a foreign language character, not typically located on a keyboard, that can be inserted into a document.

P. Symbol Copyright © 2023 Pearson

19. Decorative text feature that is especially useful for designing banners or headings.

T. WordArt 20. A top, bottom, side, or all-around outline that enhances a selected paragraph.

B. Border

Multiple Choice Answer Key 1. Why is paragraph spacing necessary for some documents? c. To ensure that paragraphs can be differentiated from one another, particularly if the first line of each paragraph is not indented.

2. How would you identify a series of sequential steps to several levels? c. Create a multilevel list.

3. When might it be necessary to use a dot leader when setting a tab? a. When you want to draw a reader’s eye across the page from one area to another.

4. What kind of indent is often used in preparing a bibliography for a research paper? b. Hanging indent 5. What object is most useful for drawing attention to such items as contact information or store hours? a. Text box 6. Which type object would you include in a document describing a house that should be visible from all angles within the document? d. 3D model 7. Why might you choose to use tabs when arranging text? b. To align text in columns 8. Which of the following objects is best suited to diagramming an organization chart? d. SmartArt 9. What feature enables you to apply special formats such as shadow, outline, reflection, or glow to text? c. Text Effects 10. What would you consider adjusting to correct for text that flows to the side of a newsletter heading (WordArt object) that you intended to occupy a line by itself? b. Text wrapping Copyright © 2023 Pearson

Critical Thinking Answer Key 1. Explain why you might select a serif font, instead of sans serif, for a printed document.

If developing a printed document, it would be best to use a serif font because the serifs, or thin lines at the top or bottom of primary characters, assist in leading the eye from one printed character to the next. It simplifies the reading task.

2. Explain why you would choose to use paragraph spacing in a document, such as a report, in which paragraphs are not indented.

If paragraphs in a report are not indented, but begin at the left margin, it could be difficult to tell where one paragraph ends and another begins. However, if paragraph spacing is included, ensuring additional spacing between paragraphs, each paragraph would be clearly delineated.

3. Describe the type of tabs you would use in developing a table of contents listing chapters of a book and corresponding pages. Provide rationale for the choices you are describing.

One option in developing a menu would be a left tab set off a bit from the left margin, where the food item could be listed and left aligned. Even if the food item is instead begun at the left margin, it would be necessary to also place a right tab nearer the right margin, where the price could be aligned at the right. The right tab should also be formatted with a dot leader, which would lead the eye from the food item to its price.

4. Explain whether you would choose bullets or numbering to list items required for an upcoming camping trip, providing rationale.

A list of items necessary for a camping trip would be formatted with bullets. Numbers would not be used because the list is not in numerical order. That is, one item is not necessary before the next, at least not necessarily in that order.

5. Describe the type of text wrapping that might be best for a WordArt banner that serves as a newsletter heading, providing rationale for your choice.

Text wrapping controls the way text is positioned around or behind or through an object such as a picture, WordArt, or shape. When the object in question is a WordArt banner that serves as a newsletter heading, you would most likely select Top and Bottom text wrapping. That way, the newsletter heading is guaranteed to remain on a line by itself, with all remaining body text flowing below it (if the WordArt object is shown at the top of a page).

6. Explain how a text box differs from simple shaded text.

Unlike shaded and possibly bordered text, a text box is considered an object. As such, it can be repositioned, with text wrapping around it as you see fit. Conversely, shaded text is not a separate entity, cannot be moved as a unit within its shading, and is not associated with a ribbon tab that contains style and format options unique to the boxed or shaded text.

7. Explain why WordArt is most often used to format headings or titles and not text in the body of a document.

Although WordArt is designed to format new or existing text in a stylish manner, with decorative text and effects, it is not well suited to being incorporated within body text. A WordArt object does not adjust with a change in margins or paragraph formatting, except with limited application if the WordArt object is separately selected. WordArt is managed separately from outside text but is very well suited for quick design as text that is to stand out from surrounding text, as in the case of newsletter titles or banners.

Copyright © 2023 Pearson

Instructor’s Manual Exploring Microsoft 365, Word 2021, Chapter 3 Resource

Available Instructor Resources File Name

Found

Student Data Files

Various, click link to see file list

Online Instructor Resource Center

Solution Files Answer Keys Matching Multiple Choice Critical Thinking

Various, click link to see file list

Online Instructor Resource Center

w03_answerkey_match.docx w03_answerkey_mc.docx w03_answerkey_thinking.docx

Online Instructor Resource Center

Scorecards

Various, example: w03h2StockData_scorecard.xlsx

Online Instructor Resource Center

Annotated Solution Files

Various, example: w03h2StockData_annsolution.pdf

PowerPoint Presentation

w03_powerpoint_accessible.pptx

Testbank

w03_testbank.docx

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

Instructor's Manual (lesson plans incl.)

w03_instructormanual.docx

Assignment Sheet

w03_assignsheet.docx

File Guide

w03_fileguide.xlsx

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

w03_objectivesmap.xlsx

Online Instructor Resource Center

Objective Map Grader Project Grader Instruction Grader Data Grader Solution Grader Annotated Solution Grader Scorecard

w03_grader_instruction.docx w03_grader_data.xlsx w03_grader_solution.xlsx w03_grader_annsolution.pdf w03_grader_scorecard.xlsx

CHAPTER OBJECTIVES When students have finished reading this chapter, they will be able to: • • •

Insert a Table Format a Table Manage Table Data Copyright © 2023 Pearson

Online Instructor Resource Center

• • •

Enhance Table Data Create a Mail Merge Document Complete a Mail Merge

CHAPTER OVERVIEW Students will explore how tables are used to organize and present information as well as how to modify their appearance even after the table has been created. Additionally, students will apply mail merge to create personalized documents.

The major sections in this chapter are: 1. Tables. In this section, students will learn to create or draw a table, modify the appearance of a table, and adjust table position and alignment.

2. Advanced Table Features. In this section, students will learn to include borders and shading, formulas and functions, captions, and sort data.

3. Mail Merge. In this section, students will learn to create a main document, a data source, and combine the two into a completed, merged document.

CLASS RUN-DOWN 1.

2.

3.

4.

5.

6.

7.

Have students turn in homework assignments.

Talk about the chapter using the discussion questions listed below.

Use a PowerPoint presentation to help students understand the chapter content.

Demonstrate table processes in Word 2021.

Have students complete the Cumulative Exercise for Word Chapter 3.

Use MyITLab for in-class work or to go over homework.

Give students the homework handout for the next class period.

LEARNING OBJECTIVES At the end of this lesson students should be able to: • • • • • • • • • • •

Create or Draw a Table Insert and Delete Rows and Columns Merge and Split Cells Change Row Height and Column Width Apply and Modify Table Styles Adjust Table Position and Alignment Format Table Text Use a Formula Use a Function Sort Data in a Table Include Borders and Shading Copyright © 2023 Pearson

• • • • • • •

Convert Text to a Table and Convert a Table to Text Include a Table Caption Select or Create a Recipient List Use a Data Source Edit a Data Source Insert Merge Fields Complete a Merge

KEY TERMS Argument–A positional reference contained within parentheses in a function such as a cell reference or value, required to complete a function and produce output.

Border Painter–A feature that enables you to choose border formatting and click on any table border to apply the formatting.

Caption–A descriptive title for a table.

Cell–The intersection of a column and row in a Word table, PowerPoint table, or Excel worksheet.

Data source–A list of information that is merged with a main document during a mail merge procedure.

Field–An item of information in a data source record.

Form letter–A document used in a mail merge process including standard text that is personalized with recipient information.

Formula–A combination of cell references, operators, values, and/or functions used to perform a calculation.

Function–A predefined computation that simplifies creating a complex calculation and produces a result based on inputs known as arguments.

Header row–The first row in a data source that contains labels describing the data in rows beneath.

Insert control–An indicator that displays between rows or columns in a table, enabling you to insert one or more rows or columns.

Mail Merge–A process that combines content from a main document and a data source.

Main document–A document that contains the information that stays the same for all recipients in a mail merge.

Merge field–An item that serves as a placeholder for the variable data that will be inserted into the main document during a mail merge procedure.

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Order of operations–A set of rules that controls the sequence in which arithmetic operations are performed. Also called the order of precedence.

Range–A group of adjacent or contiguous cells in a worksheet. A range can be adjacent cells in a column (such as C5:C10) or row (such as A6:H6), or a rectangular group of cells (such as G5:H10).

Record–A group of related fields representing one entity, such as data for one person, place, event, or concept.

Table–A grid of columns and rows that organizes data.

Table alignment–The horizontal position of a table between the left and right margins.

Table style–A named collection of color, font, and border designs that can be applied to a table.

DISCUSSION QUESTIONS • • • •

Why might you create a table rather than just set tabs to align information?

How can you tell if a table includes a recurring header?

When would you use Border Painter instead of Format Painter?

Are there benefits to creating recipient lists in one program versus another?

CONNECTIONS PRACTICAL PROJECTS AND APPLICATIONS • • • • •

Create your résumé in a table and hide the borders.

Experiment with using tabs, commas, Enter, and other symbols to separate text.

Practice converting text to a table and then converting the table back to text.

Explore using mail merge for personalized emails.

Create personalized labels or envelopes using mail merge.

TEACHING NOTES Tables In this section, students will learn to insert and position a table, modify table structure, and apply table styles.

A. Insert a Table • You can create a uniformly spaced table or one with varying heights and widths. ❖ Teaching Tips: Demonstrate the various ways to create a table. ❖ Teaching Tips: Point out the options on the Table Tools Design and Layout tabs. ❖ Teaching Tips: Remind students that some of the options to modify table structure are also available from the shortcut menu when right-clicking.

B. Format a Table • Tables are objects and their size, alignment, and placement can be easily modified.

• You can apply many of the character-level and paragraph-level formatting options learned in the previous chapter to text in table cells.

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• ❖ ❖ ❖

Table styles are a quick and easy way to enhance the appearance of a table.

Teaching Tips: Point out the Table Styles gallery.

Teaching Tips: Show how to modify a table style.

Teaching Tips: Explain how to make a table style available for use in other documents.

Advanced Table Features In this section, students will learn to manage table data and enhance a table’s readability.

A. Manage Table Data • Word can include formulas and functions in tables. Unlike Excel, Word does not automatically update a formula when cell contents are changed.

• Review the order of operations as it relates to formulas. ❖ Teaching Tips: Explain using cell references when referring to table content. ❖ Teaching Tips: Demonstrate using the Formula dialog box to insert formulas and functions. ❖ Teaching Tips: Show how to sort data in a table by up to three fields.

B. Enhance Table Data • Borders and shading enhance a table even if you are using a table style.

• Borders can be applied to all or a portion of a table.

• Custom border choices change to match the document theme. ❖ Teaching Tips: Show how to use the Borders and Shading dialog box. ❖ Teaching Tips: Point out the different delimiters (special characters) that can be used to separate text. ❖ Teaching Tips: Demonstrate adding a caption to a table as well as how to manually update if needed.

Mail Merge Mail merge enables you to send a personalized letter, invitation, or email to multiple recipients.

A. Create a Mail Merge Document • Mail you receive at home with your name and personal information inserted is a prime example of mail merge. ❖ Teaching Tips: Review the terminology associated with mail merge. ❖ Teaching Tips: Explain the various sources that a recipient list can be obtained from. ❖ Teaching Tips: Demonstrate doing a Mail Merge. ❖ Teaching Tips: Show how to sort and filter a data source.

B. Complete a Mail Merge ❖ Teaching Tips: Stress the importance of matching field names in the data source to those in the main document. ❖ Teaching Tips: Emphasize the need to include spaces and punctuation around the merge fields in the main document. ❖ Teaching Tips: Explain to students that they should go back and edit the main document if they find an error rather than edit each individual document.

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❖ Teaching Tips: Tell students that in the real world it is not necessary to save the completed merge as it can be easily recreated from the main document and data source if need be. ❖ Teaching Tips: Demonstrate adding merge fields to a document.

OBJECTIVE TESTS IN MYITLAB To find an objective test to help your students practice for tests, have them sign in to MyITLab: www.myitlab.com.

ADDITIONAL WEB RESOURCES 1. Insert a table: https://support.office.com/en-us/article/Insert-a-table-A138F745-73EF-4879B99A-2F3D38BE612A 2. Add, format, or delete captions in Word: https://support.office.com/en-us/article/addformat-or-delete-captions-in-word-82fa82a4-f0f3-438f-a422-34bb5cef9c81 3. Convert text to a table or a table to text: https://support.office.com/en-us/article/Converttext-to-a-table-or-a-table-to-text-b5ce45db-52d5-4fe3-8e9c-e04b62f189e1 4. Use mail merge for bulk email, letters, labels, and envelopes: https://support.office.com/enus/article/use-mail-merge-for-bulk-email-letters-labels-and-envelopes-f488ed5b-b8494c11-9cff-932c49474705 5. Set up a new mail merge list with Word: https://support.office.com/en-us/article/Set-up-anew-mail-merge-list-with-Word-1a752328-b1b5-4865-96a2-e0acd561fe6f

Copyright © 2023 Pearson

PROJECTS AND EXERCISES Data file Hands-On Exercise 1

w03h1Oakley.docx

Hands-On Exercise 2

Save As w03h1Oakley_LastFirst.docx w03h2Oakley_LastFirst.docx

Hands-On Exercise 3

w03h3Letter.docx w03h3Trustees.xlsx

w03h3Merged_LastFirst.docx w03h3Letter_LastFirst.docx

Practice Exercise 1

w03p1Academics.docx w03p1Faculty.xlsx w03p1Sponsors.docx

w03p1Academics_LastFirst.docx w03p1AcademicsMerged_LastFirst.docx

Practice Exercise 2

w03p2Coffee.docx w03p2Coffee.accdb

w03p2Coffee_LastFirst.docx w03p2CoffeeMerged_LastFirst.docx

Mid-Level Exercise 1

w03m1Football.docx w03m1Universities.xlsx

w03m1Football_LastFirst.docx w03m1FootballMerged_LastFirst.docx

Mid-Level Exercise 2

w03m2BMI.docx

w03m2BMI_LastFirst.docx

Running Case

w03r1NewCastle.docx w03r1Clients.xlsx

w03r1Newcastle_LastFirst.docx w03r1NewCastleMerged_LastFirst.docx

Disaster Recovery

w03d1Boston.docx

w03d1Boston_LastFirst.docx

Cumulative Exercise

w03c1Tourism.docx w03c1Members.xlsx

w03c1Tourism_LastFirst.docx w03c1TourismMerged_LastFirst.docx

CHAPTER REVIEW/ANSWERS TO END OF CHAPTER MATERIAL Key Terms Matching Answer Key 1. The horizontal position of a table between the left and right document margins.

S. Table alignment 2. A descriptive title for a table.

C. Caption 3. A document used in a mail merge process with standard information that you personalize with recipient information.

M. Main document 4. The first row in a data source.

J. Header row

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5. A named collection of color, font, and border design that can be applied to a table.

T. Table style 6. Area of information including variable data that is included in a data source.

F. Field 7. A combination of cell references, operators, and values used to perform a calculation.

H. Formula 8. The intersection of a column and row in a table.

D. Cell 9. A process that combines content from a main document and a data source.

L. Mail merge 10. Contains the information that stays the same for all recipients in a mail merge.

G. Form letter 11. An indicator that displays between rows or columns in a table, enabling you to insert one or more rows or columns.

K. Insert Control 12. Organizes information in a series of rows and columns.

R. Table 13. A list of information that is merged with a main document during a mail merge procedure.

E. Data source 14. Determines the sequence by which operations are calculated in an expression.

O. Order of operations 15. Serves as a placeholder for the variable data that will be inserted into the main document during a mail merge procedure.

N. Merge field 16. A pre-built formula that simplifies creating a complex calculation.

I. Function 17. Feature that enables you to choose border formatting and click on any table border to apply the formatting.

B. Border Painter

Copyright © 2023 Pearson

18. A positional reference contained in parentheses within a function.

A. Argument 19. A group of related fields representing one entity, such as a person, place, or event.

Q. Record 20. A series of adjacent cells.

P. Range

Multiple Choice Answer Key 1. In which of the following scenarios would you filter a data source in preparation for a mail merge? b. When mailing a promotional document to recipients in a particular zip code, excluding others 2. Which of the following features formats a table with column and row dimensions that accommodate all cell entries, even if resulting widths and heights are not uniform? a. AutoFit 3. A mail merge process requires which of the following? c. A main document and a data source 4. Why might you choose to apply a table style to an existing table? c. To enhance the readability of the table 5. You plan to place a function or formula in cell B4 of a Word table to total the cells in the column above. How would that function or formula display? a. =SUM(ABOVE) 6. Which of the following is a purpose of a caption? c. To provide appropriate citation of a source from which the table was drawn 7. Why is it recommended that a table include column headings if data in the table is to be sorted later? b. Because column headings can be used as categories to sort by 8. Which of the following best describes the purpose of a mail merge process? a. To produce a document or email message in which variable data is drawn from a data source and combined with a main document 9. How could you modify the appearance of a caption so that any changes affect all captions in a document? d. Modify the Caption style.

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10. Having applied custom borders to a table, what feature do you use to copy the border style to another table? c. Border Painter

Critical Thinking Answer Key 1. Explain whether you would format a table of contents for a book by using tabs or a table, providing rationale for your choice.

A table of contents typically includes a topic or chapter designation followed by dot leaders that lead the eye to the page number. Although a table could be used to organize chapters and page numbers in columns, it cannot include leaders. Therefore, organizing a table of contents with tabs that include leaders would be the best choice.

2. Describe a table that would be best designed by drawing instead of inserting.

If an intended table is to include rows or columns of varying height or width, it might be easier to draw the table rather than to insert it. A table that is inserted contains uniform rows and columns which must then be modified to include more variance in height or width.

3. Explain why it would or would not be good practice to distribute rows and columns for every table that you create.

Distributing rows and columns ensures complete uniformity in height and/or width. However, a table with data that varies in those dimensions might need to have varying column widths or row heights to better accommodate cell contents. So, although some tables might benefit from distribution of rows and columns, it is not true of every table.

4. Differentiate between the use of a function and a formula in a table. When would one be preferable to another?

A function is a built-in formula that summarizes a calculation in an abbreviated fashion. For example, the function =SUM(ABOVE) totals all cells in the column above, regardless of how many cells are involved. If a column contains more than a few rows of numeric data, a function is typically preferable to a formula, as the formula would have to list each cell involved. A function does not exist for every possible formula. In many cases, a formula is the only alternative to representing a calculation and should be used instead of a function.

5. Provide an explanation of why a table formula that sums row data does not include data from a newly added row. Explain what can be done to cause the sum to be correct.

A table formula does not automatically update when new data is added that affects the formula. If a formula sums row data, and new data is added in the row, you must force the formula to update by selecting Update Field in a shortcut menu.

6. In a report, you provide a tabbed list of club expenses so that club members can see the total spent each month. However, you are considering converting that list to a table. Provide at least one major advantage to summarizing those expenses in a table rather than a tabbed list.

Copyright © 2023 Pearson

Although a tabbed list can organize text and numbers in columns, resulting in an attractive display, it cannot include formulas. If the purpose of listing club expenses is to also show a total, then converting that list to a table would make that possible. A table can include formulas and functions that total a series of numbers.

7. Explain the importance of giving fields in a data source recognizable headings, such as LastName or Title.

A data source that is to be merged with a main document should contain recognizable headings so that a match can more easily occur. For example, an address block is recognized as including such items as last name and first name. If those headings are evident in a data source, they are more likely to be used as intended in a Word document.

8. Suppose you are running for political office and plan to send a mailing to potential voters asking for support. How could Word’s Mail Merge feature help in that situation?

A form letter—one that contains the same wording and information for every copy—is often used in mass mailings such as those used for a political campaign. Even so, you might want the letter to be personalized for each recipient, perhaps with unique mailing address and salutation. Word’s Mail Merge feature simplifies the combination of a form letter with a database of addresses, resulting in a mailing or email that is contains variable information unique to the recipient.

Copyright © 2023 Pearson

Instructor’s Manual Exploring Microsoft 365, Word 2021, Chapter 4 Resource

Available Instructor Resources File Name

Found

Student Data Files

Various, click link to see file list

Online Instructor Resource Center

Solution Files Answer Keys Matching Multiple Choice Critical Thinking

Various, click link to see file list

Online Instructor Resource Center

w04_answerkey_match.docx w04_answerkey_mc.docx w04_answerkey_thinking.docx

Online Instructor Resource Center

Scorecards

Various, example: w04h2StockData_scorecard.xlsx

Online Instructor Resource Center

Annotated Solution Files

Various, example: w04h2StockData_annsolution.pdf

PowerPoint Presentation

w04_powerpoint_accessible.pptx

Testbank

w04_testbank.docx

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

Instructor's Manual (lesson plans incl.)

w04_instructormanual.docx

Assignment Sheet

w04_assignsheet.docx

File Guide

w04_fileguide.xlsx

Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

w04_objectivesmap.xlsx

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Objective Map Grader Project Grader Instruction Grader Data Grader Solution Grader Annotated Solution Grader Scorecard

w04_grader_instruction.docx w04_grader_data.xlsx w04_grader_solution.xlsx w04_grader_annsolution.pdf w04_grader_scorecard.xlsx

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Online Instructor Resource Center

CHAPTER OBJECTIVES When students have finished reading this chapter, they will be able to: • • • • • • • •

Use a Writing Style and Acknowledge Sources Create and Modify Footnotes and Endnotes Explore Special Features Track Changes Review a Document Use OneDrive Share Documents Collaborate with Word and Word for the Web

CHAPTER OVERVIEW Students will be asked to format and modify a research paper using Microsoft Word. Students will learn how to make edits in a document traceable, manage OneDrive content, and work jointly on shared documents in real time.

The major sections in this chapter are: 1. Research Paper Basics. In this section, students will learn to use a writing style, acknowledge sources, create and modify footnotes and endnotes, and explore special features that can be included in documents.

2. Document Tracking. In this section, students will learn how to review a document containing edits and comments as well as control how tracked changes are displayed.

3. Online Document Collaboration. In this section, students will learn how to use OneDrive and Word for the web, and share a document for online editing and collaboration.

CLASS RUN-DOWN 1.

2.

3.

4.

5.

6.

7.

Have students turn in homework assignments.

Talk about the chapter using the discussion questions listed below.

Use a PowerPoint presentation to help students understand the chapter content.

Demonstrate Word 2021 research paper features.

Have students complete the Cumulative Exercise for Word Chapter 4.

Use MyITLab for in-class work or to go over homework.

Give students the homework handout for the next class period.

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LEARNING OBJECTIVES At the end of this lesson students should be able to: • • • • • • • • • • • • • • • • • • • • • •

Select a Writing Style Format a Research Paper Create a Source and Include a Citation Manage Sources Create a Bibliography Create Footnotes and Endnotes Modify Footnotes and Endnotes Create a Table of Contents Create an Index Create a Cover Page Manage a Table of Figures Use Track Changes Accept Changes Use Markup Add a Comment View Comments Reply to Comments Work with a PDF Document Use OneDrive with File Explorer Invite Others to Share Send as an Attachment Use Word for the web

KEY TERMS All Markup–A markup view that shows the document with all the revisions, markups, and comments using the formats predefined in Track Changes options.

American Psychological Association (APA)–A writing style established by the American Psychological Association with rules and conventions for documenting sources and organizing a research paper (used primarily in business and the social sciences).

Bibliography–A list of sources consulted by an author during research for a paper.

Chicago Manual of Style–A writing style established by the University of Chicago with rules and conventions for preparing an academic paper for publication.

Citation–A brief, parenthetical reference placed at the end of a sentence or paragraph that directs a reader to a source of information you used.

Comment–A note, annotation, or additional information to the author or another reader about the content of a document.

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Comment balloon–A feature that displays as a boxed note in the margin and, when selected, highlights the text to which the comment is applied.

Cover page–The first page of a report, including the report title, author, and other identifying information.

Current List–A list that includes all citation sources you use in the current document.

Endnote–A citation that displays at the end of a document.

Footnote–A citation that displays at the bottom of a page.

Index–An alphabetical listing of topics covered in a document, along with the page numbers on which the topic is discussed.

Markup–A feature to help customize how tracked changes are displayed in a document.

Master List–A database of all citation sources created in Word on a particular computer.

Modern Language Association (MLA)–A writing style established by the Modern Language Association, with rules and conventions for preparing research papers (used primarily in the area of humanities).

No Markup–A markup view that provides a completely clean view of a document, temporarily hiding all comments and revisions, and displays the document as it would if all changes were applied and does not show any of the markups or comments.

OneDrive–Microsoft’s cloud storage system. Saving files to OneDrive enables them to sync across all Windows devices and to be accessible from any Internet-connected device.

PDF Reflow–A Word feature that converts a PDF document into an editable Word document.

Plagiarizing–The act of using and documenting the works of another as one’s own.

Portable Document Format (PDF)–A file type that was created for exchanging documents independent of software applications and operating system environments.

Real-time co-authoring–A Word feature that shows several authors simultaneously editing the document in Word or Word for the web.

Revision mark–A mark that indicates where text is added, deleted, or formatted while the Track Changes feature is active.

Simple Markup–A Word feature that simplifies the display of comments and revision marks, resulting in a clean, uncluttered look.

Source–A publication, person, or media item that is consulted in the preparation of a paper and given credit.

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Style manual–A guide to a writing style outlining required rules and conventions related to the preparation of papers.

Table of contents–A page that lists headings in the order in which they display in a document and the page numbers on which the entries begin.

Track Changes–A Word feature that monitors all additions, deletions, and formatting changes you make in a document.

Turabian writing style–A writing style that originated as a subset of Chicago.

Word for the web–An online component of Office consisting of a Web-based version of Word with sufficient capabilities to enable you to edit and format a document online.

Works Cited–A list of sources cited by an author in his or her work.

Writing style–Provides a set of rules that results in standardized documents that present citations in the same manner and that include the same general page characteristics.

DISCUSSION QUESTIONS • • • •

What is the difference between a parenthetical citation, a footnote, and an endnote?

What are some common formatting features of research papers regardless of the writing style used?

How can you review track changes made by a specific person?

What are the advantages and disadvantages to saving your files on OneDrive?

CONNECTIONS PRACTICAL PROJECTS AND APPLICATIONS • • • •

Share a Word for the web document with students and ask them to edit it simultaneously to experience real-time typing firsthand.

Experiment with creating the same citation in different writing styles.

Search online for a citation generator and compare one citation created in Word with one generated by the site chosen.

Save a document to OneDrive. Make changes to your document and save it offline in File Explorer. Check that the document on the computer and OneDrive eventually get synched.

TEACHING NOTES Research Paper Basics In this section, students will learn to use a writing style for their research paper.

A. Use a Writing Style and Acknowledge Sources • Before starting your research paper, determine whether you will use the MLA, APA, or Chicago writing style.

• To avoid plagiarizing, give credit to the work or thoughts of others.

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•

Even though Word formats citations and a bibliography for you, you should still consult the style manual for accuracy. ❖ Teaching Tips: Point out the Citations & Bibliography group on the References tab. ❖ Teaching Tips: Demonstrate inserting a citation and adding a reference source.

B. Create and Modify Footnotes and Endnotes • Explain the difference between footnotes and endnotes and the type of information typically included in them. ❖ Teaching Tips: Point out that the References tab contains the Insert Footnote and Insert Endnote commands. ❖ Teaching Tips: Demonstrate how to modify footnotes and endnotes.

C. Explore Special Features • Apply heading styles to enable Word to generate an accurate table of contents.

• A table of contents is a field that can be easily updated. ❖ Teaching Tips: Point out the table of contents commands on the References tab. ❖ Teaching Tips: Demonstrate how to mark items to include in an index and then how to generate the index. ❖ Teaching Tips: Show the variety of cover pages available from the Pages group on the Insert tab.

Document Tracking When collaborating with others or just making notes to yourself, the Track Changes feature helps you review a document.

A. Track Changes • Track changes keeps track of all additions, deletions, and formatting changes made to the document. ❖ Teaching Tips: Point out the Comments, Tracking, and Changes groups on the Review tab. ❖ Teaching Tips: Demonstrate revising a document when Track Changes is active. ❖ Teaching Tips: Show how to navigate through the document and accept or reject changes.

B. Review a Document • There are four markup views that can be toggled on or off.

• No Markup temporarily hides all comments and revisions, but changes should really be accepted or rejected and track changes turned off before finalizing a document. ❖ Teaching Tips: Point out revision marks. ❖ Teaching Tips: Demonstrate how to add, delete, and reply to comments. ❖ Teaching Tips: Show how to convert a PDF document into a Word document.

Online Document Collaboration By saving a document to OneDrive, it can be easily shared with others.

A. Use OneDrive Copyright © 2023 Pearson

• •

OneDrive is cloud storage but is also available offline through File Explorer.

You can set files to sync so they’re always available on your computer, even if you’re offline. ❖ Teaching Tips: Demonstrate how to save using OneDrive.

B. Share Documents • Sharing a document through OneDrive is collaborative and interactive with changes synched in real-time.

• As the owner of the document, you can control editing privileges. ❖ Teaching Tips: Demonstrate how to share a document saved in OneDrive. ❖ Teaching Tips: Show how to share a file using a link or email.

C. Collaborate with Word and Word for the Web • Word for the web is a free, scaled down, online version of Word.

• You can choose to open a document in the full featured version of Word. ❖ Teaching Tips: Show how to share a file through Word or Word for the web.

OBJECTIVE TESTS IN MYITLAB To find an objective test to help your students practice for tests, have them sign in to MyITLab: www.myitlab.com.

ADDITIONAL WEB RESOURCES 1. Add citations in a Word document: https://support.office.com/en-us/article/Add-citationsin-a-Word-document-ab9322bb-a8d3-47f4-80c8-63c06779f127 2. APA, MLA, Chicago – automatically format bibliographies: https://support.office.com/enus/article/APA-MLA-Chicago-%E2%80%93-automatically-format-bibliographies-405c207c7070-42fa-91e7-eaf064b14dbb 3. Insert or delete a comment: https://support.office.com/en-us/article/insert-or-delete-acomment-8d3f868a-867e-4df2-8c68-bf96671641e2?ocmsassetID=8d3f868a-867e-4df28c68-bf96671641e2&ui=en-US&rs=en-US&ad=US 4. Track changes in Word: https://support.office.com/en-us/article/Track-changes-in-Word197ba630-0f5f-4a8e-9a77-3712475e806a 5. Collaborate on Word documents with real-time co-authoring: https://support.office.com/en-us/article/collaborate-on-word-documents-with-real-timeco-authoring-7dd3040c-3f30-4fdd-bab0-8586492a1f1d?ui=en-US&rs=en-US&ad=US

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PROJECTS AND EXERCISES Data file

Save As

Hands-On Exercise 1

w04h1Analysis.docx

w04h1Analysis_LastFirst.docx

Hands-On Exercise 2

w04h2WhiteHeron.docx w04h2Entry.pdf

w04h2WhiteHeron_LastFirst.docx w04h2Entry_LastFirst.pdf

Hands-On Exercise 3

w04h3Analysis_GroupName.docx

Practice Exercise 1

w04p1Memo.pdf w04p1Live.docx

w04p1Live_LastFirst.docx w04p1Memo_LastFirst.docx

Practice Exercise 2

w04p2College.docx w04p2Cover.docx

w04p2College_LastFirst.docx

Mid-Level Exercise 1

w04m1Maroney.docx

w04m1Maroney_LastFirst.docx

Mid-Level Exercise 2

w04m2Study.docx

w04m2Study_LastFirst.docx

Running Case

w04r1NewCastle.docx

w04r1NewCastle_LastFirst.docx w04r1NewCastleRevised_LastFirst.docx

Disaster Recovery

w04d1Computers.docx

w04d1Computers_LastFirst.docx

Cumulative Exercise

w04c1Cattle.docx w04c1CoverPage.docx

w04c1CattleRevised.docx w04c1CattleRevised.pdf

CHAPTER REVIEW/ANSWERS TO END OF CHAPTER MATERIAL Key Terms Matching Answer Key 1. 1 An online app that enables you to create and edit Word documents from any Internetconnected computer and across any platform of all sources created in Word on a computer.

S. Word for the web 2. An alphabetical listing of topics covered in a document along with the page numbers where the topic is discussed.

H. Index 3. A list of sources cited by an author in his or her work, shown at the end of a research report.

B. Bibliography 4. A parenthetical note recognizing a source of information or a quoted passage.

C. Citation

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5. A Web-based storage site and sharing resource.

K. OneDrive 6. A page that lists headings in the order they appear in a document and the page numbers where the entries begin.

Q. Table of contents 7. A Word feature that monitors all additions, deletions, and formatting changes you make in a document.

R. Track Changes 8. A writing style used primarily in the fields of business, economics, and social science.

A. APA (American Psychological Association) 9. A view that simplifies the display of comments and revision marks, resulting in a clean, uncluttered look.

O. Simple Markup 10. A note, an annotation, or additional information to the author or another reader about the content of a document, shown in the right margin.

D. Comment 11. A shape that displays on the right side of a paragraph in which a comment has been made.

E. Comment balloon 12. A Word feature that shows several authors simultaneously editing the document in Word or Word for the web.

M. Real-time co-authoring 13. A writing style used primarily in humanities disciplines.

J. Modern Language Association (MLA) 14. Text that displays at the bottom of a page, providing additional detail to text in the document.

G. Footnote 15. A way of viewing tracked changes, enabling you to customize the way edits are displayed.

I. Markup 16. Indicates where text is added, deleted, or formatted.

N. Revision mark Copyright © 2023 Pearson

17. The first page of a report, including the report title, author or student name, and other identifying information.

F. Cover page 18. A publication, person, or media item that is consulted in the preparation of a paper and given credit.

P. Source 19. A set of guidelines that results in standardized documents that present citations in the same manner and that include the same general page characteristics.

T. Writing style 20. A process that converts PDF content into a Word document, retaining the original layout.

L. PDF Reflow

Multiple Choice Answer Key 1. How would you choose whether to use a footnote or an endnote? c. You would consult the writing style you are following.

2. Office for the web is a collection of Microsoft Office apps with what primary purpose? a. Group editing of an online document 3. How is Word for the web limited? c. Word for the web is not as full featured as its desktop equivalent, with fewer ribbon tabs and less functionality.

4. Which of the following is not considered an accepted writing style? a. Purdue Owl 5. Why might it be beneficial to show the Reviewing Pane? d. So that you can more easily keep track of all changes and comments in a heavily edited document 6. In which of the following situations would you need to edit a citation? b. If you need to include a page number in the citation 7. Which of the following is an advantage of saving Word documents to OneDrive? a. AutoSave is on, which means a document is automatically saved every few seconds as it is being edited.

8. What is required before a table of figures can be created?

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a. Captions in a document identifying tables and figures 9. Which feature provides the most uncluttered view of comments and tracked changes made to a document? c. Simple Markup 10. How does a table of contents differ from an index? c. A table of contents is based on a hierarchy of headings in a document, shown in page number order, while an index is an alphabetical listing of selected terms and related page numbers.

Critical Thinking Answer Key 1. Explain how the purpose of a footnote differs from that of a citation to a source in a paper.

Although the purpose of a footnote is similar to that of a citation, providing a reader with additional information, a footnote is not limited to citing a research source. Instead, a footnote’s overall purpose is to give additional detail related to a source, statistic, or detail that is noted in the text. By contrast, a citation serves the sole purpose of giving credit to a research source from which information in a report was gleaned. A citation is meant to prevent plagiarism by according credit where it is due. A footnote’s purpose is much broader, giving information on anything for which additional detail would be helpful.

2. Explain how the length of a report or paper might contribute to the necessity, or lack thereof, of an index.

A lengthy report, with much information, is likely to include terms and topics that would be much more easily located with an index to refer to. On the other hand, a short report of only a few pages might not include enough detail to warrant a listing of terms in an index, as there are less pages to search through.

3. Provide rationale for the requirement that both footnotes and endnotes should never be used in the same paper.

As footnotes and endnotes serve the same purpose, with the only difference being where they are placed (footnotes at the bottom of relevant pages and endnotes collected at the end of a paper), including both in a paper would be a duplication. In addition, writing styles typically recommend or require one or the other, so depending upon the writing style in use, you would choose to use either footnotes or endnotes.

4. Discuss why it might be helpful to mark a comment as resolved.

Marking a comment as resolved is not required; yet, it is helpful to do so in certain situations. When a comment requires action, and that action has been performed, a comment can be marked so that an editor knows not to revisit it. In addition, if multiple editors are working with a document, as would be the case if a document were shared for co-authoring, it would help if all were aware that a comment had been addressed, saving time spent and duplication of effort.

5. Explain why a reviewer might choose to change from All Markup to Simple Markup when Copyright © 2023 Pearson

reviewing the content of a document that has been thoroughly edited.

Depending upon the number of changes made and the number of comments included, a document can easily become cluttered with revision marks and comments, to the point where it is difficult to see the result of all edits. Especially if the goal is to proof a final copy, with all suggested edits in place before they are actually accepted, it would be very helpful to minimize the editing detail shown. Simple Markup indicates the location of edits and comments, but reduces them to notations, leaving clean copy in the document. That way, the document can be reviewed without filtering through the clutter of massive edits.

6. Provide rationale for saving a Word document as a PDF file. Conversely, explain why PDF files are often converted into Word files.

Saving a completed Word document as a PDF file facilitates access to the document by those who may not be using Word, or at least not a current version. It also simplifies the placement of a PDF file online, with the assurance that page features are maintained. Typically, saving a Word document as a PDF file is done after most editing has occurred. However, if the goal is to make changes to a PDF document, that process is often simplified by converting the file to a Word document, making the necessary edits, and then either saving it as a PDF file or a Word document—or perhaps both.

7. Explain why you might choose not to sync all files from OneDrive to your computer, preferring to leave some stored only on OneDrive.

Syncing files from a computer or device to OneDrive is an excellent way to ensure file backups.

Although that process is automatic, you can modify OneDrive settings so that only certain files or folders are synced, indicating that some should reside only on OneDrive. The primary reason for doing so is because you may be dealing with limited storage on a device, such as a tablet or phone.

In that case, you would want access to some files only from OneDrive without requiring storage on another device.

8. Explain why, after opening a document in Word for the web on OneDrive, you might choose to continue editing the document in the desktop version of Word.

Word for the web is a free, but limited, version of Microsoft Word. Many of the most commonly used features are available, but there are also numerous items missing. For example, Word for the web cannot open a password protected document, nor can it format text in columns. Some paragraph and font formatting features are missing, as are many Dialog Box Launchers. For a document requiring the more advanced features of Word, or some that are not commonly used you will need to edit the document in a desktop Word version.

9. Explain why you might choose to share a file with others through a link instead of sending the file as a copy through email.

Sharing a file with others through a link facilitates shared access, where multiple people can edit the same document at the same time, even from various geographical locations. The end result is one document, having been possibly modified by several people. Sending the same original file as an email attachment to other authors results in several copies of the same document being edited by multiple authors in other locations, which means that someone has to later pull all of those edits together into

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a single document. Had a link been shared instead, the same editing could have occurred, without the need to manually collect all edits later.

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Instructor’s Manual Exploring Microsoft 365 Windows, Chapter 1 Resource

Available Instructor Resources File Name

Answer Keys Matching Multiple Choice Critical Thinking

win01_answerkey_match.docx win01_answerkey_mc.docx win01_answerkey_thinking.docx

PowerPoint Presentation

win01_powerpoint_accessible.pptx

Testbank

win01_testbank.docx

Instructor's Manual (lesson plans incl.)

win01_instructormanual.docx

Assignment Sheet

win01_assignsheet.docx

Found Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center Online Instructor Resource Center

CHAPTER OBJECTIVES When students have finished reading this chapter, they will be able to: • • • •

Navigate the Desktop Work with Open Windows Find and Organize Files Work with Folders and Files

CHAPTER OVERVIEW The students will be asked to work with Windows and macOS desktop features and view and organize files and folders.

The major sections in this chapter are: 1. Operating System Fundamentals. In this section, students will explore the Windows and macOS desktops and learn to modify how windows display.

2. File Management. In this section, students will learn to create a folder structure and manipulate files using File Explorer and Finder.

CLASS RUN-DOWN 1.

2.

3.

4.

5.

Have students turn in homework assignments.

Talk about the chapter using the discussion questions listed below.

Use a PowerPoint presentation to help students understand the chapter content.

Overview file management systems.

Use MyITLab for in-class work or to go over homework.

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6. Give students the homework handout for the next class period.

LEARNING OBJECTIVES At the end of this lesson students should be able to: • • • • • • • • • • • • • • • • • • • •

Explore the Windows Desktop Explore the macOS Desktop Use the Taskbar Use the Windows Start Menu Resize and Close Windows Snap and Move Windows Use Task View Create a Virtual Desktop Understand the File Explorer Interface Explore the Finder Interface in macOS Navigate File Explorer Use and Modify Quick Access Use the File Explorer View Tab Search for Files in File Explorer Create a Folder Open, Rename, and Delete Folders and Files Select Multiple Files and Folders Copy and Move Files and Folders Compress a Folder Extract Files from a Compressed Folder

KEY TERMS Action Center–Displays notifications from email, calendar reminders, and shortcuts to certain computer controls such as Wi-Fi. Application software–Programs used to complete tasks such as email, gaming, and social networking as well as word processing, presentations, and spreadsheets.

Compressed (zipped) folder–A folder that uses less storage space and can be transferred or shared more easily.

Desktop–The main workspace for the operating system.

Dock–A feature of macOS desktop used to access frequently used apps, files, and folders.

File Explorer–A Windows app that is used to manage folders and files across various storage locations.

File management–An organizational structure for contents stored on a computer.

Finder–A macOS app that is used to manage apps, folders, and files across various storage locations.

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Jump List–A list of program-specific shortcuts to recently opened files, the program name, and pinning options. macOS–The operating system that runs on Apple desktop and laptop computers.

Notification area–A group of icons on the taskbar that relate to settings or program status.

OneDrive–Microsoft’s cloud storage system. Saving files to OneDrive enables them to sync across all Windows devices and to be accessible from any Internet-connected device.

Pin–A command used to add a tile to the Start menu.

Quick access–A feature of File Explorer that contains shortcuts to files and folders used most often.

Search box (Windows)–A feature used to search the computer for programs, folders, files, and Web searches.

Snap Assist–A feature in Windows used to place windows to either side of the screen.

Start menu–Provides main access to all programs and features on the Windows computer.

System software–The essential software that a computer needs to function. System software includes the operating system and utility programs.

Task View–A view that provides a single view of all open windows.

Taskbar–A feature of the Windows desktop that provides quick access to commonly used programs or settings.

Tile–A feature on the Start menu that is a shortcut to launch a program or open a folder in Windows.

Timeline–A log of activities on all devices connected to a Microsoft account available in Task View.

Title bar–The long bar at the top of each window that displays the name of the folder, file, or program displayed in the open window and the application in which you are working.

Virtual desktop–A way to group windows together on separate desktops.

Windows–The Microsoft operating system that is available for desktops, laptops, and tablet computers.

DISCUSSION QUESTIONS • • •

What are some items you recommend pinning to the taskbar?

What are some items you recommend pinning to the Start menu?

Why might you change how you view files?

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•

Explain the benefits of saving files to OneDrive.

CONNECTIONS: PRACTICAL PROJECTS AND APPLICATIONS • • • • • •

Research free Windows 11 Widgets, install several, and share your opinion on their usefulness.

Design an organizational structure that is meaningful for your school or work files.

Customize your desktop and then restore the original settings.

Practice compressing a folder and then extracting the files.

Play around with various Snap layouts.

Create virtual desktops for school and personal use.

TEACHING NOTES Operating System Fundamentals In this section, the student will discover desktop features in Windows and macOS, use the Taskbar, Start Menu, and size and arrange open windows.

A. Navigate the Desktop • You can run Windows on macOS, but you can’t run macOS on Windows.

• Windows 11 offers a new, more Mac-like interface.

• Windows 11 taskbar icons that are newly centered at the bottom of your computer’s display can be moved back to the left side of the screen, if desired. ❖ Teaching Tips: Point out the features of the Windows desktop. ❖ Teaching Tips: Demonstrate changes you can make to the Windows desktop. ❖ Teaching Tips: Talk about differences between Mac and Windows.

B. Work with Open Windows • You can quickly minimize all opened windows in Windows 11 by clicking the tiny vertical line on the far-right corner of the taskbar. Clicking it again will re-open all the windows that were minimized. ❖ Teaching Tips: Demonstrate using the Minimize, Maximize/Restore Down, and Close buttons in Windows. ❖ Teaching Tips: Show students how to use Snap. ❖ Teaching Tips: Discuss virtual desktops and how you might use them.

File Management In this section, the student will learn how to create, open, rename, and delete folders as well as how to move or copy files.

A. Find and Organize Files • The right-click context menu in Windows 11 is redesigned. You can get the classic rightclick context menu back, if desired.

• On a Mac, you can set a default window for Finder. ❖ Teaching Tips: Discuss creating an organized folder hierarchy.

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❖ Teaching Tips: Demonstrate using File Explorer. ❖ Teaching Tips: Point out the parts of the Finder interface.

B. Work with Folders and Files • Windows 11 introduces modern icons for profile folders, “New folder,” and zipped folders.

• There are numerous ways to move files and folders in Windows 10/11 such as drag and drop, using cut/paste from the context menu or File Explorer home menu, and the move to button from the File Explorer home menu. ❖ Teaching Tips: Discuss file and folder naming conventions. ❖ Teaching Tips: Demonstrate several ways to copy and move files and folders. ❖ Teaching Tips: Show how to compress a folder and extract files.

OBJECTIVE TESTS IN MYITLAB To find an objective test to help your students practice for tests, have them sign in to MyITLab: www.myitlab.com

ADDITIONAL WEB RESOURCES 1. See what’s on the Start menu: https://support.microsoft.com/en-us/windows/see-what-son-the-start-menu-a8ccb400-ad49-962b-d2b193f453785a13#WindowsVersion=Windows_11 2. Find and open File Explorer: https://support.microsoft.com/en-us/windows/find-and-openfile-explorer-ef370130-1cca-9dc5-e0df-2f7416fe1cb1 3. Set File Explorer to open to This PC instead of Quick Access: https://support.microsoft.com/en-us/windows/set-file-explorer-to-open-to-this-pc-insteadof-quick-access-b2c7d271-027b-b35f-917e-897f66e68e5c

CHAPTER REVIEW/ANSWERS TO END OF CHAPTER MATERIAL Key Terms Matching Answer Key 1. The operating system that runs on Apple desktops and laptops.

I. macOS 2. The primary working area of an operating system.

C. Desktop 3. A feature of macOS desktop used to access frequently used apps, files, and folders.

D. Dock 4. Microsoft’s cloud storage system.

J. OneDrive 5. A folder that uses less drive space and can be transferred or shared with other users more Copyright © 2023 Pearson

quickly.

B. Compressed (zipped) folder 6. A component of File Explorer that contains shortcuts to the most frequently used folders.

L. Quick access 7. The main access to all programs and features on your computer.

O. Start menu 8. A feature at the top of a window that displays the file name and options to manipulate the display of a window.

S. Title bar 9. The means of providing an organizational structure to file and folders.

F. File management 10. A macOS app that is used to manage apps, folders, and files across various storage locations.

G. Finder 11. A list of program-specific shortcuts to recently opened files and other commands related to that application.

H. Jump List 12. Located on the Windows 11 taskbar, provides a convenient way to look for files or information on your computer or the Web. M. Search 13. Programs that are used for tasks such as email, gaming, and productivity.

A. Application Software 14. The horizontal bar at the bottom of the desktop that displays open applications, Notification area, the Search box, and pinned apps or programs.

Q. Taskbar 15. Prearranged alternatives for how open windows can be displayed on a screen.

N. Snap layouts 16. To add a tile to the Start menu or an icon to the taskbar.

K. Pin Copyright © 2023 Pearson

17. A block icon on the Windows 10 Start menu that is a shortcut to a program or app.

R. Tile 18. A way to organize and access groups of windows for different purposes.

T. Virtual desktop 19. The Windows app that is used to create folders and manage files and folders across various storage locations.

E. File Explorer 20. A feature on the taskbar that enables the user to view thumbnail previews of all open tasks in one glance.

P. Task view Multiple Choice Answer Key 1. Where does a file deleted from OneDrive end up? c. Recycle Bin 2. Which of the following best describes Snap assist? d. Fix an app window(s) to either side or the corners of the screen.

3. Which of the following represent the file management systems on Windows and macOS? d. File Explorer and Finder 4. What are the rectangular icons on the Windows 10 Start menu called? b. Tiles 5. What feature is used to organize and access groups of open windows for different purposes, such as Schoolwork and Entertainment? c. Virtual Desktop 6. Which of the following best describes Snap layouts? b. Prearranged settings for how open windows display 7. Which term describes the process of adding a tile to the Start menu or an icon to the taskbar? c. Pinning

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8. Which of the following is a method of switching between open windows? b. Task View 9. What is the result when you restore down a window? b. Make the window smaller, but keep it displayed on the desktop.

10. What happens when you enter search keywords in the Search box of File Explorer and the OneDrive option is selected? a. The search is limited to that specific location.

Critical Thinking Answer Key 1. Describe the features in both Windows and macOS that provide access to applications such as Word and PowerPoint.

The two features in Windows and macOS that provide access to applications are the taskbar and Start menu in Windows and Finder and the Dock in macOS. The Start menu and Finder provide access to all applications. The taskbar and Dock only provide access to applications that have been pinned (taskbar) or recently used (Dock).

2. Describe how the taskbar in Windows and the Dock in macOS are similar.

The taskbar and Dock are similar in that they provide access to the system’s file management apps (File Explorer and Finder) and can be customized to feature quick access to commonly used programs. In addition, the user can switch between programs and open files by clicking the icons on the taskbar or the Dock.

3. Explain what a virtual desktop is and give an example of how you would use virtual desktops for school, work, or entertainment.

A virtual desktop is a way to organize and access groups of windows for different purposes or tasks into different desktops. For example, if you are working on projects for two different clients you can separate the Excel and Word files for each client into different virtual desktops.

4. Discuss the importance of organizing files and folders using File Explorer or Finder.

File Explorer and Finder provide the means to create folders and to save files into folders so related files remain together. This organizational system helps to find and retrieve files more efficiently.

Folders then can be saved into other folders or saved in specific storage areas such as OneDrive, Documents, or an external storage device such as a flash drive.

5. Describe why it might be more efficient to use the Search box in File Explorer than the Search box on the taskbar to look for a file.

Using the Search box in File Explorer enables you to contain your search to a specific file location or folder rather than searching the entire computer. If a broader search is required, you can use the Search box on the taskbar and limit the search to Documents or another file type such as Photos, Music, or Email.

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6. Explain at least two circumstances in which file compression would be useful, and the process to compress and extract compressed files.

File compression is useful when trying to upload a folder that contains multiple files. Compressing the folder keeps the related files together and may result in a smaller folder size. File compression is also useful with large single files such as a video file or a large PowerPoint presentation as the process will result in a smaller sized file. Both a compressed folder or file makes uploading or sharing a file more manageable.

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