Information Technology Information Technology and it’s Application in and it’s Application in Clerical WorkClerical WorkGILBERT R. HUFANAResource Person

November 7, 2013

What is IT?What is IT?the application of computers and

telecommunications equipment to store, retrieve, transmit and manipulate data.◦Hardware◦Software◦Communications

The Use of ITThe Use of ITInformation Technology that is

formally known as modern office machines are widely been used in our offices today.  

It is usually been used in order to facilitate work and reduces labor cost.

The Secretarial ProfessionThe Secretarial Professioncovers a range of careers that

focus on giving support to key role-players in business, such as Senior Managers and Executives.

These support roles are highly valued and rewarded, as they are acknowledged as essential to the smooth running and success of any business.

Common Tasks PerformedCommon Tasks PerformedClerical Tasks

◦commonly answer telephones◦typing out letters/correspondence◦manage filing systems

Scheduling and Calendaring◦organize & schedule meetings◦coordinate inter-office communications

Management◦anticipate the needs of office personnel,

solve internal problems quickly, and work efficiently to coordinate and bring different people together

The Application of IT in The Application of IT in Clerical TasksClerical TasksInformation technology (IT) has helped the

secretary in the dissemination/execution of his or her daily routine works.

Prior to the technological development in offices, clerical works were done manually.  

But today the invention of some equipment such as word processor, computer, electronic typewriter, facsimile transceiver, accounting machines and telephone etc. have aided the company secretary to become more productive.

The IT-enabled SecretaryThe IT-enabled SecretaryAgomuo and Isu (2003) enumerated

a variety of office skills in electronic offices as ◦ability to use facsimile machine and

other modern means of communication; ◦Use accounting programs such as

spreadsheet, desktop publishing, power point,

◦Organize video conferences, use of the internet etc.

Using MS Office 2007Using MS Office 2007to Enhance Productivityto Enhance ProductivityGILBERT R. HUFANAResource Person

MS WORD 2007MS WORD 2007Word Processing

Topics to discussTopics to discussAutotext/correctionFootnotes/EndnotesMail MergeTracking Changes

Word ProcessorWord ProcessorA word processor is an electronic

device or a computer application software that performs word processing: the composition, editing, formatting and sometimes printing of any sort of written material.

Word processing can also refer to advanced shorthand techniques, sometimes used in specialized contexts with a specially modified typewriter.

AutoText & AutoCorrectAutoText & AutoCorrect AutoText lets you build up a

glossary or collection of commonly-used words or phrases which can be entered using an abbreviation

AutoCorrect is very similar except that the expansion from the abbreviation is automatic. ◦AutoCorrect can also be used to correct

your common spelling mistakes.

MS Office 2007MS Office 2007Advanced FeaturesAdvanced FeaturesGILBERT R. HUFANALecturer

Reference: http://www.reading.ac.uk

AutoText & AutoCorrectAutoText & AutoCorrectFor example, if you often type the

phrase Department of Parapsychology and Paranormal Studies, an abbreviation of dpps could be set up as an AutoText/AutoCorrect entry.

Then whenever you type dpps (and press <F3> if using AutoText) the full phrase will be entered for you.

Note that AutoText and AutoCorrect entries can include formatting, such as bold or italics.

To create an AutoCorrect To create an AutoCorrect entryentry1. Start up Microsoft Word either with a

new or existing document 2. Click on the [Office Button] and then

on [Word Options] at the foot of the menu

3. Click on Proofing then on [AutoCorrect Options…] at the top of the list - the AutoCorrect dialog box appears

4. You can make or edit existing entries.

Creating an AutoText Creating an AutoText entryentryAutoText has changed considerably

in Word 2007 – it’s now included in what’s called Quick Parts.

Building Block OrganizerPress <Alt F3> - the following

dialogue box will appear showing all or part of your selected text

Start typing the AutoText entry (eg IT S) then press <F3> - the full text should appear

Footnotes/EndnotesFootnotes/Endnotes Footnotes and endnotes have many

uses: these range from supplying extra information about a topic within the body of the text to providing a reference for a quotation used within the text. ◦Footnotes - appear at the bottom of the

page on which the reference number appears

◦Endnotes - all appear at the end of the document

Footnotes/EndnotesFootnotes/Endnotes In Word a footnote or endnote is

made up of two parts, a reference number in the text and the actual entry at the bottom of the page (footnote) or at the end of the text (endnote).

Using auto-numbered footnotes or endnotes allows you to delete, insert and re-arrange your footnotes or endnotes without having to worry about the numbering.

Inserting a Inserting a Footnote/EndnoteFootnote/Endnote1. Open the document in which you wish to add

the footnote/endnote (or use a new document and type in a couple of paragraphs of text)

2. Position the insertion point at the place in the text where you want the reference number to appear, eg at the end of a paragraph

3. Click on the References tab at the top and click on the [Insert Footnote] icon in the Footnotes group - the insertion point moves to the bottom of the page (footnotes) or end of the text (endnotes), ready for you to type the text

4. Type in some text for your footnote/endnote 5. Double click on the footnote number to move

back up into your text at the point where the footnote reference number has been inserted

Finding Footnote/EndnoteFinding Footnote/EndnoteTo move from one footnote or endnote to the next in a document:

1.Press <Ctrl Home> to move to the start of your document

2.Click on the References tab and then the [Next Footnote] button in the Footnotes group on the ribbon (the list arrow next to this button allows you to go to a previous footnote and move between endnotes)

Deleting a Deleting a Footnote/EndnoteFootnote/Endnote1. Select the reference number in the text

by dragging over it - an easy way to do this is to move the insertion point to immediately before or after the number then hold down the <Shift> key and press the <left arrow> or <right arrow> key once, as appropriate

2. Press the <Delete> or <Backspace> key This will delete both the reference number and the text of the footnote/endnote. Any following notes are automatically renumbered.

Mail MergeMail Merge Mail merge is a very important

facility provided by word processors, especially in the world of business and commerce.

A single document (often a letter) is merged with a data set (often names and addresses) to produce several documents, each of which is personalized using information from the data set.

Creating a DatasetCreating a Dataset

The Mailings TabThe Mailings Tab

There are two ways to carry out the mail merge - you can take command of the process yourself using the buttons on the Mailings tab on the Ribbon or you can seek the help of a Wizard.

Using the ButtonUsing the Button1. Create the document to merge.2. Move to the Mailings tab on the Ribbon

then click on the [Start Mail Merge] button and choose which type of mail merge you want – here, choose Letters

3. Click on the [Select Recipients] button and choose Use Existing List …

4. Click on the My Documents button on the left side of the Select Data Source window

5. Select the file data.docx then press <Enter> for [Open]

6. Using the [Insert Merge Field] button, add the field onto the document.

7. Your document is now ready for the merge - click on the [Preview Results] button

8. Click on [Finish & Merge]

Tracking ChangesTracking Changes Change tracking, which is also known as

reviewing, is a very useful facility when a document is being written or amended by more than one author.

Practical examples of this are where a tutor wants to suggest changes to a student's thesis or where a reviewer puts forward amendments to an academic article.

In the commercial world, several people in an office may be working on the same document and it's important to record who makes which changes.

The head of the project can then decide which of these changes to accept and which to reject.

The Review TabThe Review Tab1. Start up Microsoft Word or, if

Word is already running, click on the circular [Office] button in the top left-hand corner, choose New and then click on [Create]

2. Move to the Review tab on the ribbon at the top and click on the picture above [Track Changes] in the Tracking group

Accepting & Deleting Accepting & Deleting ChangesChanges

Balloons & CommentsBalloons & CommentsWhen you move the mouse cursor over

a tracked change, information about that change is displayed.

This also happens when you print a document except that the information appears in a balloon to the right of the text.

This can be very puzzling for someone who knows nothing about reviewing and who prints a document with it still turned on.

Balloons & CommentsBalloons & Comments

MS EXCEL 2007MS EXCEL 2007Spreadsheet

Topics to discussTopics to discussUsing Equations

SpreadsheetSpreadsheetA spreadsheet is an interactive computer

application program for organization and analysis of data in tabular form. Spreadsheets developed as computerized simulations of paper accounting worksheets.

The program operates on data represented as cells of an array, organized in rows and columns.

Each cell of the array is a model–view–controller element that can contain either numeric or text data, or the results of formulas that automatically calculate and display a value based on the contents of other cells.

Why use Excel Formulas?Why use Excel Formulas?Excel formulas are one of the most

useful features of the program. Formulas can be as simple as

adding two numbers or can be complex calculations needed for high end business projections.

Once you learn the basic format of creating a formula, Excel does all the calculations for you.

Writing the FormulaWriting the FormulaExcel formulas starts with the equal sign ( =

) rather than ending with it. The equal sign always goes in the cell

where you want the formula answer to appear.

The equal sign informs Excel that what follows is part of a formula, and not just a name or a number.

Excel formulas look like this:=3 + 2rather than: 3 + 2 =

Cell References in Cell References in FormulasFormulasWhile the formula in the previous step

works, it has one drawback. If you want to change the data being calculated you need to edit or rewrite the formula.

A better way would be to write formulas so that you can change the data without having to change the formulas themselves.

To do this, you need to tell Excel which cell the data is located in. A cell's location in the spreadsheet is referred to as its cell reference.

Cell References in Cell References in FormulasFormulasTo find a cell reference, simply look at the

column headings to find which column the cell is in, and across to find which row it is in.

The cell reference is a combination of the column letter and row number -- such as A1, B3, or Z345. When writing cell references the column letter always comes first.

So, instead of writing this formula in cell C1: =3 + 2 write this instead: = A1+A2

Updating Excel FormulasUpdating Excel FormulasWhen you use cell references in Excel

formulas, the formulas will automatically update whenever the relevant data in the spreadsheet changes.

For example, if you realize that the data in cell A1 should have been an 8 instead of a 3, you only need to change the contents of cell A1.

Excel updates the answer in cell in cell C1. The formula, itself, doesn't need to change because it was written using cell references.

Changing the data Changing the data 1. Click on the cell A1 2. Type an 8 3. Press the ENTER key on the keyboard

The answer in cell C1 where the formula is, immediately changes from 5 to 10, but the formula itself is unchanged.

Mathematical FormulasMathematical FormulasCreating formulas in Microsoft

Excel is not difficult. Just combine the cell references of your data with the correct mathematical operator.

The mathematical operators used in Excel formulas are similar to the ones used in math class.

Mathematical Operators Mathematical Operators Subtraction - minus sign ( - ) Addition - plus sign ( + ) Division - forward slash ( / ) Multiplication - asterisk (* ) Exponentiation - caret (^ )

Order of Operations Order of Operations Excel will follow to perform these

mathematical operations. This order of operations can be changed by adding brackets to the equation.

An easy way to remember the order of operations is to use the acronym: BEDMAS

The Order of Operations is: BracketsExponentsDivisionMultiplicationAdditionSubtraction

Order of Operations: How?Order of Operations: How?Any operation(s) contained in brackets will be

carried out first followed by any exponents. After that, Excel considers division or

multiplication operations to be of equal importance, and carries out these operations in the order they occur left to right in the equation.

The same goes for the next two operations – addition and subtraction. They are considered equal in the order of operations. Which ever one appears first in an equation, either addition or subtraction, is the operation carried out first.

Built-in FunctionsBuilt-in FunctionsBuilt-in functions in Excel can be used to perform calculations Built-in functions in Excel can be used to perform calculations on spreadsheet data. on spreadsheet data. There are many functions such as SUM, COUNT, AVERAGE, There are many functions such as SUM, COUNT, AVERAGE, MAX, MIN etc.MAX, MIN etc.

Built-in FunctionsBuilt-in FunctionsBuilt-in functions in Excel can be accessed

through:

List the commonly used functions in Excel. Selecting “More Functions” will reveal the other functions that may be used for calculations.

Commonly used FunctionsCommonly used FunctionsSUM – adds up the values of

selected cellsAVERAGE – takes the average

value of selected cellsCOUNT – counts the number of

selected cellsMIN – returns the minimum value

of selected cellsMAX - returns the minimum value

of selected cells

Other FunctionsOther FunctionsExcel functions are classified into

the ff:◦Financial◦Date & Time◦Math & Trigo◦Statistical◦Lookup & Reference◦Database◦Text◦Logical◦Information◦Engineering

Using a FunctionUsing a Function1. Select the cell

in which the function will be calculated.

2. Select the function you want to use by clicking on the toolbar.

Using a FunctionUsing a Function1. Select the

function to be used and place the necessary arguments needed.

Description of the function and its required arguments.

Using the SUM Function Using the SUM Function 1. Select cell B13. 2. Type " = sum( " in

the cell. 3. Use the mouse point

to drag select cells B9 to B12.

4. Type the closing round bracket " ) " to complete the function.

5. Press the ENTER key on the keyboard.

Using the Auto SUM Using the Auto SUM CommandCommand

1. Select cell C13. 2. Click on the Auto SUM button on the standard toolbar. 3. Check to make sure that the range that was auto selected by the command is C9 to C12. 4. If it is, press the ENTER key on the keyboard. 5. If it is NOT, use the mouse pointer to drag select cells C9 to C12 and then press the ENTER key. 6. Use Auto SUM to calculate the total for cell D13 using the steps listed above.

The AVERAGE FunctionThe AVERAGE FunctionExcel’s AVERAGE function

is one of the “Statistical Functions” that are included with the program.

The AVERAGE function can be used to find the average, or arithmetic mean, of values in a selected range of cells.

The function is written as follows:

= AVERAGE (argument)

The COUNT FunctionThe COUNT FunctionExcel’s COUNT function

can be used when you need to total the number of cells in a selected range.

The COUNT function will add up the number of cells in a selected range that contains numbers.

The function is written as follows: =COUNT(argument)

The MAX FunctionThe MAX FunctionThe MAX function, one of

Excel’s statistical functions, is used to find the largest value in a given list of arguments.

The syntax for the MAX function is: =MAX( argument1, argument2, ... argument30 )

The MIN FunctionThe MIN FunctionThe MIN function, one of

Excel’s statistical functions, is used to find the smallest value in a given list of arguments.

The syntax for the MIN function is: =MIN ( argument1, argument2, ... argument30 )

Inserting Excel into WordInserting Excel into WordYou can do the usual thing that

you do in MS Excel in MS Word:

MS POWERPOINT MS POWERPOINT 20072007

Presentation

Presentation SoftwarePresentation SoftwareA presentation program is a

software package used to display information in the form of a slide show.

It has three major functions: an editor that allows text to be inserted and formatted, a method for inserting and manipulating graphic images, and a slide-show system to display the content.

Topics to discussTopics to discussAnimating TextAnimating ObjectsLinking

Animating TextAnimating TextStart up PowerPoint or, if it is

already running, press <Ctrl n> for a new presentation

Click on Click to add title and type Text Animation as the main title for your slide

Move to the Animations tab In the Animation group, click on

the [Fade] button

Custom AnimationCustom Animation1. Firstly, click on the [Animation

Pane] button in the Advanced Animation group on the Ribbon - the Animation Pane appears on the right

2. Click somewhere within the Main Title

3. Click on the [Add Animation] button to see the various types of effect available

Animating ObjectsAnimating Objects Both text and objects can be

animated in a similar way on a PowerPoint slide.

SmartArt GraphicsSmartArt Graphics SmartArt Graphics provide various

types of graphic that can be added to any Microsoft Office document, including PowerPoint.

These include List, Process, Cycle, Relationship, Matrix, and Pyramid graphics as well as Organization Charts (called Hierarchy from 2007 onwards).

When added to a slide in a PowerPoint show, all have built-in animation effects designed specifically for that particular type of graphic.

SmartArt GraphicsSmartArt Graphics

Animating a Cycle Graph Animating a Cycle Graph 1. Start up PowerPoint or, if it is already

running, press <Ctrl n> for a new presentation

2. Click on the [Layout] button in the Slides group on the left of the Home tab

3. Click on [Title and Content] in the first row

4. Click where it says Click to add title and type Animating a Cycle Graphic

5. In the middle of the lower placeholder, click on the third icon in the first row for Insert SmartArt Graphic.

Animating a Cycle Graph Animating a Cycle Graph 6. Click on [Cycle] in the list on the left

then select the second icon in the first row for a Text Cycle – press <Enter> for [OK]

7. Move to the SmartArt Tools Design tab and click on the [Text Pane] button if the pane isn’t showing

8. Type First in the top line in the Text Pane then press <Enter> - an extra placeholder is added

9. Repeat step 8 for 4 more placeholders, typing Second, Third, Fourth and Fifth respectively

Animating a Cycle Graph Animating a Cycle Graph 10. In the Text Pane, press the <Delete>

(or <Backspace>) key to remove them 11. [Close] the text pane on the left (either

by clicking on the x or by using the [Text Pane] button in the Create Graphic group on the SmartArt Tools Design tab)

12. Click on one of the arrows to select the whole cycle graphic, then move to the Animations tab and click on the [Add Animation] button in the Advanced Animation group

13. Under Entrance, click on Appear– a number 1 (in a square) should show on the slide indicating the animation effect

Sample 1Sample 1

Sample 2Sample 2

LinkingLinking It is sometimes useful to link one

PowerPoint presentation to another. This may be to give the presenter/reader the

opportunity to view additional information, if required or if time allows. Another use might be to create a dynamic link through which information can be updated at any time.

A third example might be to break up a talk into distinct sections, each with its own layout.

This is achieved by linking several presentations, each of which has its own Slide Master.

LinkingLinking

END OF END OF PRESENTATIONPRESENTATION

Thank you very much for listening!