COMPUTER APPLICATION IN
BUSINESS
Week 2
Productivity Software
Advanced Features
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Learning Outcomes
• Develop and deliver business documents
using word editing software
• Analyze and solve real-world business
situations that require intensive
calculations or analysis using
spreadsheets
• Demonstrate knowledge through original
creation and oral presentations using a
variety of presentation software.
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Topics
• Productivity Software
– Microsoft Office
– Google Suite
• Word Enhancing and Adding Special Elements to a
Document
– Style
– TOC
– Tracing Changes
• Advanced Spreadsheets for Planning
– SUM, MIN, MAX, AVERAGE, COUNT, COUNTA
– ROUND
– COUNTIF, SUMIF, AVERAGEIF
– IF
• Presentation Graphics Concepts
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Productivity Software
• An application program that allow users
to produce documents, spreadsheets,
presentation slides, and notes.
• AKA as Office Suites because it contains
group of related office programs bundled
together for one price.
• Popular Office suites are
– Microsoft Office (2021, 365)
– Google Workspace
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(1)MS Office Applications
• Suite of productivity software
designed by Microsoft.
• Simply known as Office.
• The applications included are Word,
Excel, PowerPoint, Publisher, Access,
OneNote, Outlook, Sway, Vision, Forms
and others.
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Microsoft Office Word
• is a software application
that allows the user to
perform word processing.
• When to use this
application?
– Create professional-
looking documents
– Share documents
confidently
– Go beyond documents
– Recover from
computer problems
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Microsoft Office Excel
• is a computer program
used to enter, analyze,
and present quantitative
data.
• When to use this
application?
– Perform basic
mathematical
operations,
– Find values in a
specified range of
data,
– Graph or chart data.
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Microsoft Office PowerPoint
• is a presentation
software program
that is part of the
Microsoft Office
package.
• When to use this
application?
– Recall aid
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Microsoft Office Publisher*
• is designed to help
businesses create
professional-looking
publications in-house
quickly and easily.
• When to use this
application?
– Create a publication,
– Print your publication,
– Send your publication in
mail or in e-mail,
– Convert your publication
to a Web site.
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Microsoft Office Access*
• a database tool for gathering and
understanding all your information
and providing a convenient way to
enter, navigate, and report out your
data.
• When to use this application?
– To keep track your guest list,
– To collect contact information
accurately from large groups.
– To explore your information
without training.
– To run the same report daily,
weekly, or monthly.
– To know who your most valuable
customers are so you can target
your marketing.
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Microsoft Office OneNote
• the easy-to-use note-
taking and information-
management program
in the Microsoft Office
System.
• When to use this
application?
– Capture your
thoughts and ideas,
– Easily organize,
search, and share
them.
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Microsoft Office Outlook
• is an e-mail client and personal
information manager
(PIM)that's available as part
of Microsoft's Office suite.
• When to use this application?
– To send and receive emails
across the internet,
– To manage tasks and
contacts, organize
appointments and various
calendar items, and
– To keep notes and journals.
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Microsoft Office Sway
• is a Web-based
storytelling application
that allows easy sharing
of interactive reports,
newsletters, personal
stories, and
presentations via .
• When to use this
application?
– Create interactive
contents that don’t
need a presenter
– Embed Sway into
websites.
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Microsoft Office Visio
• A software program that
helps you to create
professional-looking
diagrams for understanding,
documenting, and analyzing
information, data, systems,
and processes.
• When to use this
application?
– Create professional-
looking diagrams easily,
– Integrate data into
diagrams, and
– Show off your data in
data graphics.
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Microsoft Office Forms
• is a software
application for
designing, distributing,
filling and submitting
electronic forms contai
ning structured data.
• When to use this
application?
– Design forms
– Fill out forms
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(2) Google Workspace
• Free cloud-based suite of productivity
tools produced by Google.
• Formerly G Suites
• Built for collaboration.
• Included productivity applications are
Docs, Sheets, Slides, Chat, Forms,
Sites, Keep and many more.
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Google Docs
• Word processor app
that allows users to
create and edit
documents right in
the browser.
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Google Sheets
• The online
spreadsheet
program that allows
users to share
formulas and
calculate numbers.
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Google Slides
• Presentation
program that allows
users to create and
edit presentations
online with other
people.
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Google Keep
• Note-taking
program that allows
users to collaborate
notes with other
people on any
device.
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Google Gmail
• The official email
service of Google.
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Google Sites
• The free web page
creation tool
included in the
Google package
designed for
collaboration.
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Google Forms
• An online survey
administration program
with real-time results
designed by Google.
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BREAKOUT ROOM!
WHICH IS BETTER, GOOGLE
WS OR MS 365?
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Formatting
• Is the process of putting effects on the
text, changing the font face, size,
styles, or colors.
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What is Direct Formatting?
• The process of applying direct
formatting.
• Applying formatting in this manner is
tedious.
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What is Style?
• A style is a set of formatting
characteristics, such as font name,
size, color, paragraph alignment and
spacing.
• Styles save time and make your
document look good.
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Style Types
• Character and paragraph styles
determine the look of most of the text in a
document.
– Some styles work as both character and
paragraph types, and these styles are known
as linked styles.
• List styles determine the look of lists.
• Table styles determine the look of
tables.
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2 Built in Paragraph styles
• Normal Paragraph
• List Paragraph
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Refer to exercises1-2
PRACTICE TIME
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Table of Contents
• List of the parts of a book
or document organized in the order in
which the parts appear.
• Reader's map.
• A simple list of chapter titles, or it can
include several heading or outline
levels.
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Anatomy of a TOC
1. The font details, such as size, type,
and color.
2. Position of page numbers.
3. Type of tab leaders.
4. Number of levels.
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TOC two step process
1. Mark the text that you want to appear
in the Table of Contents.
2. Tell Word to insert the Table of
Contents.
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Mark the text in the following
ways:
• Applying heading styles
• Creating a document outline
• Creating custom styles
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Refer to sampleDocument1.docx and exercise4-6
PRACTICE TIME
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Do the following:
• Create your own TOC using
a. Heading Styles
b. Document outline
c. Custom Styles
• Update your TOC
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How do you see revisions on
your computer in Word?
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Turn On Track Changes
• On the Review tab, in the Tracking
group, click Track Changes.
• The background of the Track Changes
button changes color, which tells you
it's on;
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See Revisions
1. Deleted text in a
balloon in the
margin.
2. Inserted text
underlined in the
same color as the
deleted text balloon.
3. Vertical lines in the
left margin indicate
changes in lines
where text was
deleted and
inserted.
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Insert a comment
• On the Review tab, in the Comments
group, click New Comment.
• The difference between a comment
balloon and a deleted text balloon by:
– The solid color background in the
comment balloon.
– The "Comment" label in the balloon.
– The reviewer's initials in the balloon.
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Accept or Reject Changes
• Use the Accept button to accept changes
one at a time or in sequence, or to accept
all changes at once.
• Use the Reject button to reject changes
one at a time or in sequence, or to reject
all changes at once.
• Use the Previous button to review each
item going toward the beginning of the
document.
• Use the Next button to review each item
going toward the end of the document
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Refer to sampleDocument2.docx and exercises7-8
PRACTICE TIME
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Do the following:
• Add revisions to a document
– Delete 5 words/ lines
– Insert 5 words/ lines
– Comment the deleted word/ line
• Change the user initials to cdo
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Spreadsheet
• collection of text and numbers laid out in a
rectangular grid used to store financial data.
• Formulas and functions that are used on this
type of data include:
– Performing basic mathematical operations such
as summing columns and rows of figures.
– Finding values such as profit or loss.
– Calculating repayment plans for loans or
mortgages.
– Finding the average, maximum, or minimum
values in a specified range of data
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A Function is a predefined
worksheet formula
The advantage of
using a function:
– Saves time writing
– Simplifies complex calculations
– Faster execution
– Less chance of typographical errors
– Fewer characters in the formula bar
Example: instead of =C5+C6+C7+C8
use =SUM(C5:C8)
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Functions take arguments and return a result
The general format of a function is -
=FunctionName(arguments)
• Arguments – argument variables are used by
the function to calculate the result.
Arguments appear in a specific order.
• Syntax – specific format required to use a
function its name and order of arguments
• Result – the value calculated by the function
• Algorithm – a step-by-step procedure for
accomplishing some end task.
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The SUM Function
• Syntax: SUM(range) or SUM(num1, num2,
…)
Can type into cell, use AutoSum toolbar button
or function wizard
• Argument: Value or Range of cells to be
summed
• Algorithm: Arithmetic sum of all values
listed in the range argument
Example: In the formula =SUM(B2:B8) * 3 Excel will
add the values in cells B2 through B8 and then
multiple the result by 3.
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Arguments of a SUM function
Valid Range Arguments for a SUM
function
– A1:A4 - Range along a column
– A1:D1 - Range along a row
– A1:D4 - A two-dimensional range
(Block)
– A1, D3:D5, 7 - non-contiguous cells*
* not all range arguments of functions can
be used with non-contiguous cells
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Using functions
A B C D E F G H
1 Grade Book
2 Lab1 Lab2 MT Final Total Percent
3 Total Possible points Honors 10 20 100 200 330
4
5 Blue H 9 15 88 186 298 90.3%
6 Jones 5 77 155 237 71.8%
7 Smith H 10 18 91 190 309 93.6%
8 Grey 7 10 75 155 247 74.8%
9
10 Highest Score 10 18 91 190 309 93.6%
11 Lowest Score 5 10 75 155 237 71.8%
What formula is written in cell G5 and copied
down the column to determine the total points
earned by the corresponding student? (grades.xls)
=SUM(C5:F5)
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Function Wizard
• Function wizard: A short-cut to all the
functions in excel (use fx toolbar
button) that walks you through building
a function
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Common Functions- with only a range argument
SUM(number1,[number2],…) Adds the numbers in a range of cells
AVERAGE(SUM(number1,[number2],) Calculates the arithmetic mean of a
list of values
MIN(SUM(number1,[number2],…) Returns the smallest number of a
range of values
MAX(SUM(number1,[number2],…) Returns the largest number of a range
of values
COUNT(value1,[value2],…) Determines the number of cells in a
range that contain numbers
COUNTA(value1, [value2],…) Counts non-blank cells
Where number1, number2 are 1 to 255 numeric arguments.
Arguments can either be numbers, ranged names or ranges
of cell references which contain numbers.
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How a function’s algorithm can affect the
resulting value
• How does the
Average function
A
algorithm treat blank 1 10
cells? 2 20
• What value will 3
result in cell A5 if it 4 30
contains the formula 5 =AVERAGE(A1:A4)
=AVERAGE(A1:A4)?
Blank cells are ignored à the resulting
value is 20
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How many Honor students are there?
=COUNT(B5:B8)?
The COUNT function ignores blank cells and
text à the resulting value is 0
Use =COUNTA(B5:B8) à 2
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If scores should only be reported as
integers.. How can we fix this in Excel?
The Increase/Decrease
decimal buttons do NOT
change a value only how
the value is displayed.
Use the ROUND function to change
the precision of a value
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The Round Function changes the precise
value of a number, not just its display
Syntax: Round (number, num_digits)
– = Round (24.44,1) results in the value 24.4
• The ROUND function can be part of a
larger formula:
– What value results: =Round (B2,0)*10 if cell
B2 contains the value 81.3?
à 810
– How would your write a formula to round the
average value in cells Cl:C10 to the nearest
ten?
à ROUND(AVERAGE(C1:C10),-1)
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The num_digits argument
• Positive
num_digits round
to the specified
number of
decimal places
• A zero results in a
whole number
• Negative
num_digits round
values to tens,
hundreds etc.
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Notice the Σ SUM gives different results
when adding rounded values
The formula in cell C2 is =B2 – copied down
The formula in cell D2 is =Round(B2,0) – copied down
The formula in Cell B5 is =SUM(B2:B4) - copied across
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Counting the number of honor
students
How can we count the number of honor
students if regular students have the
letter R in the honor’s column? Before
we used a COUNTA and ignored blanks
but counted text.
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Use the COUNTIF Function
The COUNTIF function counts the
number of values that meet a
specified criteria:
=COUNTIF(B5:B8, “H”)
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The COUNTIF Function counts the number of
items in a range that meet a specific criteria.
COUNTIF (range*, criteria) –
Range - a continuous cell range
Criteria Syntax:
- A number 6 =COUNTIF(B2:B7,6)
- Text “USA” =COUNTIF(A1:A50,“USA”)
- A cell reference B2 =COUNTIF(C3:C10,B2)
- A Boolean expression “>5”
=COUNTIF(A1:A10,“>5”)
* The comma tells the computer the next argument is the criteria – so
you cannot list individual cells separated by a comma for the range
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How many people scored above 6 points
on either lab?
=COUNTIF(C5:C8,D5:D8, “>6”) X
=COUNTIF(C5:D8, “>6”) √
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The SUMIF Function sums the values in a range
that meet a specific criteria
SUMIF(range, criteria, sum-range)
Range – Continuous range used to compare the
criteria
Criteria – Comparison Criteria
Sum-Range - If criteria is met, the computer will sum
the corresponding entry in this range
The syntax of the criteria is the same as the syntax of
the COUNTIF function:
- a number such as 6
- text such as “Honor”
- a Boolean value such as “<2”
- a cell reference such as A1
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Sumif Function
Write a formula in cell
C9, which can be
copied down the
column, to summarize
the number of courses
being taken by students
in this college
=SUMIF(B$2:B$6,A9, C$2:C$6)
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Use the AVERAGEIF function to average values that
meet a specified criteria – average number of courses
taken by students in each college
=AVERAGEIF(B$2:B$6,A9, C$2:C$6)
AVERAGEIF(range, criteria, averagif-range) –
works identically to the
SUMIF function except it averages the specified range.
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A little harder..calculate the
average cum for students by
college by year
=AVERAGEIF($B$3:$B$9,$B13,C$3:C$9)
Is this equivalent to a sumif/countif?
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Other Categories of Functions
•Statistics:
•Mean, Median, Standard
deviation
•Financial:
•Present value, Future value
•Logical:
•NOT, AND, OR
•Trigonometric:
•COS, TAN,
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The IF statement
• Syntax: IF(logical_test, [val_if_T],
[valu_if_F])
• Argument:
– logical_test- a value or logical expression that
can be evaluated as True or False
– val_if_T – The value to return when the
logical_test is True
– val_if_F – The value to return when the
logical_test is False
• Algorithm: Performs a logical test and
returns one value for a TRUE result and
another for a FALSE result.
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Logical Operators
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The Nested IF statement
• Syntax: IF(logical_test, [val_if_T],
IF(logical_test, [val_if_T],[valu_if_F] ))
• A “nested IF” refers to a formula where at
least one IF function is nested inside another
in order to test for more conditions.
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Refer to ExcelPart1ClassNotes and ExcelPart1Exercises
PRACTICE TIME
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Presentation
• Collection of data and information that
is to be delivered to a specific
audience.
• A PowerPoint or Slides presentation is
a collection of electronic slides that
can have text, pictures, graphics,
tables, sound and video.
• This collection can run automatically
or can be controlled by a presenter.
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Best Presentatation SW Alternatives
• www.canva.com
– Watch on YT https://www.youtube.com/watch?v=zJSgUx5K6V0
• www.visme.co
– Watch on YT https://www.youtube.com/watch?v=g5TaF0h7U7U&t=118s
• https://prezi.com
– Watch on YT https://www.youtube.com/watch?v=AlvWXa_uiZo
• www.beautiful.ai
– Watch on YT https://www.youtube.com/watch?v=Q1DXOpBhepE
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References
1. Microsoft Office 365, Katherine Murray,
Microsoft Press 2011
2. The Ultimate Guide to G Suite, The
Zapier Team, Lean Publishing 2017
3. GCF Learn.com Topics for MS Office,
Using the Cloud , and Google. Retrieved
from https://edu.gcfglobal.org/en/topics
4. Apply Styles Retrieved from
https://support.microsoft.com/en-
us/office/apply-styles-f8b96097-4d25-
4fac-8200-6139c8093109
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