This project involves a case study based on a fictional firm. You'll assume the role of a director of training (Jo Bill) responsible for creating promotional literature for the firm, named Learn-2-Compute, Inc. The promotional documents will be mailed to a potential customer of the firm. The customer is being personally invited to a training seminar on the new features of Word 2013. For this project, you'll complete four sections of the promotional literature package. The sections consist of a cover letter introducing the firm and inviting the potential customer to the training session, a fact sheet highlighting the new features of Word 2013, a flier promoting the training, and a registration form. Detailed instructions for completing and editing the promotional items follow. CREATE AND EDIT A COVER LETTER
1. Open a new document and save it with a new name.
• Open Word and start a new document. The goal of this project is to make you thoroughly familiar with how to plan and format a letter from scratch. Note, however, that various templates are available in Word for generating already formatted business documents. After completing the project, feel free to explore the templates.
• Save the new document as cover letter. Remember to save the document periodically as you work on it. You can set Word's AutoRecover feature for a short cycle. This doesn't take the place of saving the document yourself, so consider also getting into the habit of pressing Ctrl + S to save your work whenever you pause while typing. 2. Click on the Show/Hide ¶ button on the main toolbar to display the hard returns in your document. 3. Set the paragraph style (font), line spacing, and margins for the entire document, as follows:
• From the Font group, select Times New Roman font. If you don't have this font, you may choose a similar font. Select Automatic (black) for the Font color. Select a 12-point size.
• From the Paragraph group, click the Line Spacing button and select 1.0.
• From the Page Layout tab, click Margins and select Normal for 1" margins (Figure 1).
4. Now type the text in Figure 2 as the promotional package's cover letter.
5. Insert the current date at the top on the left edge of the page.
• You'll insert the date as a field that will update automatically. First highlight and delete the current date of the letter. From the Insert tab, click Date and Time. Choose the Month, Date, Year format, the third selection. Make sure Update Automatically is checked (Figure 3). Click OK. The Date and Time dialog box will reflect your system's current date.
6. Emphasize key text with special formatting.
• Convert the list of new features into a bulleted list. Place a hard return after the colon following the word "features" in the first paragraph. Delete the space and the colon. Also place a hard return after each item separated by a comma. Delete the commas, the word "and," the period after "Web,"and any extra spaces Make every mention of the company name, LEARN- 2-COMPUTE, Inc., into bold and italic. Try using Word's Navigation feature to search for the phrase throughout the document. When reformatted, the bulleted list in the letter should look like Figure 5. FIGURE 5-The Formatted Bullet List Adjust wording.
• After reviewing your on-screen document, you decide that you prefer the word "seminar" to "session" or "sessions." Use Word's Find/Replace feature to search for every instance of "session" or "sessions," and replace with the word "seminar" or "seminars" 8. Adjust the closing to leave more room for the signature.
• You should have three hard returns after the word "Sincerely."
9. Check the spelling and grammar, and make any appropriate corrections.
10. After some time has passed, proofread the entire document. Inspect the overall layout, and try to spot and correct any errors that Word's grammar checker may have missed. 5 FIGURE 6-Word's Find and Replace Feature FIGURE 5-The Formatted Bullet List Note: If the signture runs over to a second page, check the spacing on the inside address. Highlight the address and click on the down arrow in the paragraph panel. Change the Before and After spacing to 0 pts. CREATE A FACT SHEET ABOUT WORD 2013
1. Create a new document and name the document fact sheet.
2. Type the text from Figure 7. Note that each system is different, so your document may appear slightly different. Type the entire document in Times New Roman, 12 point, double-spaced. Be sure to save your work frequently. New in Word 2013 Fact Sheet Reading Mode This view allows users to flip through documents like a book, without Word toolbars as distractions. This is a handy tool for tablet users. Bookmarks Bookmarks are placed where you last read. So when you reopen a document, you can continue where you left off. Edit text in PDFs in Word You can edit PDF documents directly in Word.
This is a feature many have requested in the past. Simple Markup Tracking If you've worked with Word's Track Changes in other versions of Word, you'll note there's a new feature called Simple Markup. It's a cleaner version showing proposed changes. The traditional view of track changes is still there if you choose to view All Markup. Inserting Online Pictures and Video Besides inserting pictures from your computer, you can also search online using the Bing search engine. You can also insert online videos directly into Word documents. To learn these new features, attend a one-day training seminar the week of November 10. For complete details and registration materials, call Jo Bill at, ext. 4471.
3. Select the first two lines and format them as the title of the fact sheet.
• Capitalize the first line of the title. Change the font to Arial.
• The first line should be italic and the second line should be regular. Both lines should be in bold.
• Center the title.
4. Add a horizontal line by pressing the Enter key after the end of Fact Sheet, and then in the Borders and Shading dialog box, click Horizontal Line. After setting your title, it should appear similar to Figure.
5. Select Shapes from the Insert tab and choose a symbol from the Shapes collection and place it to the left of your title. We chose the four-point star. You'll need to resize the symbol you choose to fit between the borders. Repeat the process to insert a matching symbol on the other side (Figure 9). After formatting the first line, you can use the Format Painter feature on the other lines. Delete extra lines between headings and normal text.
6. Format the descriptive text beneath the headings with Normal style and then change the spacing to 1.5.
7. Format the last two lines of text as Normal style and then change the font to Calibri (Body), 12 point, bold. Use center alignment for these lines.
8. Check the spelling and grammar, and make any appropriate corrections.
9. After some time has passed, proofread the entire document so far. Inspect the overall layout, and try to spot and correct any errors that you may have overlooked previously (Figure).
2. Create a special heading. Insert five hard returns between the first line of text "Learn What's New in Word 2013" and the second line "Attend a daylong. . . ." Use WordArt to create the heading. First, delete the first line of text. Then, click WordArt from the Insert tab. Choose the WordArt style in the top row, second column from the left (Figure). When the WordArt text box appears, move the text box so that it's centered and approximately 1½ inches from the top of the page. Type the heading into the text box. Set the font as 28-point Arial. 3. Emphasize key information with special formatting.
• Format the next two lines, beginning with "Attend a daylong . . ." and ending with "new features," and set the font at 18 point. Insert a hard return after "new features."
• Convert the list of features of the workshop to a bulleted list. In the Bullets list, choose the four-smalldiamond design (Figure 13). Format the text of the list at 16 point, bold. Change the spacing to 2.0.
• Insert three hard returns before the last three lines of text on the flier.
4. Format the remaining text at 16 point, bold, italic. Center align the text.
5. Insert text into a table format.
• Place the cursor in front of the word "To" in the first line. From the Insert tab, click Table and then Insert Table. Change the number of columns and rows to 1 (Figure 14). A 1 × 1 table should now appear above the text you selected.
• Cut and paste the lines of text inside the table. You may need to add a hard return to center the text.
6. Select Online Pictures from the Insert menu and choose an appropriate image. Figure 15 shows the image we chose. Use the Picture tools to insert, resize, and position the image to the right of the bulleted list. Note: Please refer back to your Microsoft Word study unit if you're having trouble moving the image.
7. Save your work, making sure the flier fits on one page.
8. Check the spelling and grammar, and make any appropriate corrections.
9. After some time has passed, proofread the entire document so far. Inspect the overall layout, and try to spot and correct any errors that you may have overlooked previously. FIGURE 15-Insert an image to the right of the bulleted list. DESIGN A REGISTRATION FORM 1. Prepare to enter text on a new page by inserting a page break at the end of the flier you created.
2. Create a table to organize the registration form.
• On the new page, insert a table consisting of five columns and seven rows.
• Select the first row of the table. Under the Table Tools layout tab, click on Merge Cells. The cell borders will disappear, leaving one long row. Using Figure 16 as your guide, continue adjusting and merging the cells to form the remainder of the form.
3. Enter the text into the form as it appears in Figure 16. You may need to adjust the size of the cells to create a visually pleasing and useful form.
4. Check the spelling and grammar, and make any appropriate corrections.
5. After some time has passed, proofread the entire document. Inspect the overall layout, and try to spot and correct any errors that you may have overlooked previously. The project requires you to use your Excel skills to create a simple worksheet to calculate the cost of office supplies and to track their increase or decrease in cost over a two-month period.
Throughout this project, you'll input specific information in an exact location, ensuring that the formulas and functions reference the proper information. You'll then create a graph to visually display the results. You must enter all functions and formulas using cell references. If at any point in the project you simply enter a value into the cell instead of the proper function or formula, or use a value rather than cell references in a formula or function, that part of the project will be considered incorrect and points will be deducted.
PROJECT SCENARIO The office where you work would like to track the cost of office supplies used for a two-month period. As office manager, you're asked to compare two months' worth of inventory and prepare a graphical representation of the comparison to show the increase or decrease in supply use. You're given the amounts by the purchasing department and must prepare an Excel spreadsheet to be sent to the Chief Financial Officer of your company.
CREATING THE WORKSHEET To begin, launch Excel and create the worksheet shown in Figure 1.
Please be sure to include the shading in cell ranges A17:F17 and H17:K17. (The color choice is yours.) Save your file as Office Supplies. Highlight the range of cells A1:F1, merge the cells, and center the text. Format "January" in Arial, 12 point, bold font. Highlight the range of cells H1:K1, merge the cells, and center the text. Format "February" in Arial, 12 point, bold font. Click in cell A3. Format the text in Arial, 10 point, bold font. Format all the remaining text in row 3 in Arial, 10 point, bold font. Right align the text in the cells. Your worksheet should now look like Figure.
Sort the office supplies alphabetically in ascending order (A-Z). Remember: To make sure all your calculations remain correct, you must select all information in cell ranges A5:K16 before doing the sort. Format columns C and H in the Currency style if you haven't done so yet. Type "% Change from January to February" in cell A21. In cell D21, type the formula to calculate the % change from January to February: =(J18-E18)/ABS(E18). Format the result in the Percentage style and decrease the decimal places if necessary to round the result to the nearest whole percent. Your worksheet will now look like Figure 3. Part 1: Creating Your Memo 1. Open Microsoft Word and create a new document. 2. Save your document as Rockway Memo. 3. Insert the current date at the top of the page in Times New Roman, 12 pt. Make sure you select the Update Automatically option when inserting the date. 4. Type and format the rest of your letter as shown in Figure 1. Be sure to use the following formats and fonts:
• The title Rockway Gifts in Arial, 16 pt, blue color, and boldface font
• TO:, FROM:, and RE: lines in boldface black Times New Roman, 12 pt font, and double-spaced
• The body of the letter in Times New Roman, 12 pt, black color font, and single-spaced
• 12-point spacing after paragraphs May 30, 20XX Rockway Gifts TO: All Employees FROM: Susan Smith, President RE: Annual Company Meeting and Barbeque On June 20, at 2:00 P.M., all employees of Rockway Gifts are invited to attend the annual company meeting summarizing our sales efforts for the past year. The meeting will take place in the large conference room on the second floor. Following the meeting will be our annual barbeque in the courtyard. Feel free to invite your family to the event, which is expected to begin around 4:00 P.M. On behalf of all of us here at Rockway Gifts, thank you for a great year. FIGURE 1-Your memo should appear similar to the one shown here.
Part 2: Creating Your Chart 1. Open Microsoft Excel and create a new worksheet. 2. Save your document as Rockway Chart. 3. Enter the data into your worksheet as shown in Figure 2. Be sure to use the following formats and fonts:
• Type the title Rockway Gifts Sales 20XX in Arial, 16 pt, and boldface font. Use Calibri 11 pt for the rest of the information.
• Format the title to merge into cells A1-D1.
• Enter the figures in column B as accounting.
• Decrease the decimals by two spaces in column B so that only full dollar amounts appear (no cents).
• Adjust column width to fit content. Part 3:
Creating Your PowerPoint Presentation
1. Open Microsoft PowerPoint and create a new presentation.
2. Save your document as Rockway Presentation.
3. Apply the Slice design template to all your slides as seen in Figure.
If you don't have the Slice design template, choose another suitable design template.
6. On your third slide, type "Sales by Month" as the title, and then copy and paste your Rockway Chart from your Excel worksheet as seen in Figure 8. Be sure to select the "Use Destination" theme and "Embed Workbook" as the paste option.