Module 4

I. Module Title: Office Productivity Tools

II. Competency Code
SMCC-BSCS-CS101-07
SMCC-BSIT-IT101-07
III. Platforms of Learning
Online
IV. Number of Hours: 27 hours
V. Introduction of Concepts
Microsoft Office is the commercial giant of productivity software. Experience with
the suite is useful to anybody. Literally millions of users work with its programs and related
file formats. Learning how to use the MS Office suite helps you with everyday tasks, as
well as at work.

VI.
Learning Content Learning Resources Assessment
Outcomes Activities Method

● Demonstrate ● Office ● Problem- ● Personal ● Online quiz

computer Productivity Tools Solving Computer
● Online
operations using - Word Processing ● Internet
● Hands-on examination
Office - Spreadsheet
exercises
Productivity - Presentation
Tools.

VI. Learning Information

MS WORD 2016
Opening Word 2016

• Begin by clicking on the bottom left corner icon on the desktop.

• From All Programs, click on Microsoft Office 2016 → Word 2016

• You have the option of selecting a blank document, opening a recent document, or choosing
from template.
• Blank document is generally selected.
Ribbon

• There are three parts in the Ribbon: Tabs, Groups, and Commands/Buttons. The ribbon is the
work bar located at the top of the document.
• Hiding and unhiding the ribbon is optional by clicking on the upper right-hand corner of the
page.

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File tab

• From the file tab you can open, save or create a new document.
• Templates are available for multiple purposes such as: creating Letters,
Resumes, Fax, Labels, Cards and Calendars.

• To open a template, go into

• You can open existing documents by clicking on Open and browsing for your document.

Save As

• Save As is used to save your document in a specific location. It can be saved anywhere within
your computer or USB drive.
• If you want to save the document with a previous version of Word so that the document is
fully compatible with that version, go to Save As and select Word 97 – 2003 Document.

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Home Tab
Mini Toolbar

• The easiest way to change the font of specific information is by using the Mini Toolbar.
Highlight

Copying Text

• There are various ways to copy text:

- Select the text, right click and select copy.
- Select text and press Ctrl + C
- Select text and press Copy from the home tab.

Format Painter

• You can copy the format from a text to another.

• Select the text whose format such as font, and style you want to copy.
• Click on Format Painter button.
• Drag the painter across the text you want to copy the format to.
Styles

• You have several styles to choose from.

• Select the text and click on the style you would like to add such as a heading, title or
subtitle.

Font and Paragraph Group

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Try it yourself!
1. Open up a blank Microsoft Word 2016 Workbook.
2. Type in the following sentence: “Welcome to Microsoft Word 2016.”
3. Change the font face of the following sentence to Arial Black:
4. Select “Microsoft Word”, click the B button to change the text into bold.
5. Align the text to center.
6. Save this document as Practice Document on the desktop.
Insert Tab

Inserting a Page Break

• A page break places text on to a new page.

• To put a Page Break into a document, click Page Break under the Pages group

Inserting a Table
• To insert a table, click on Table, under Tables group and hover the mouse over the boxes
to get the number of rows and columns you want to insert into the table.

Inserting a Symbol

• Click on the small arrow under the Symbols group and select the symbol you want to insert.
• If the symbol you are looking for is not display, select More Symbols…

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Inserting Header and Footer

• To add a header, go to INSERT →

• Choose the type of header you desire.
• The design tab will appear as soon as you begin to type your text into the header.

• To add a footer, click on the footer button in the design tab.

• Once you are done click on:

Adding Page Numbers

• Click on → →
Inserting and Formatting an Image.

• Click on Pictures from the Insert Tab.

• Browse for the image you want to insert into the document and select Insert.
Inserting and Formatting an Image.

• Click on Pictures from the Insert Tab.

• Browse for the image you want to insert into the document and select Insert.

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 • The image will appear on the document.
• A Format Tab to edit the image appears after you click on the image.

• The images’ position can be specifically defined: Arrange Group.

- Position: Multiple options as per the images’ location on the document is available.
Any text around it will automatically wrap around the image.
- Wrap Text: Feature used to set up how text wraps around the image.
- You can align the image on the page or rotate it.
• Cropping is also an option.

Page Layout

• Layout was renamed after Page Layout in Word 2013.

• Use to set up margin size, paper size, or document Orientation.
• Click on the small diagonal arrow in the lower right-hand corner of the Page Setup group,
and the Page Setup dialog box will appear to make necessary changes.

Column

• The column feature allows you to split the page into two, three, left and right columns.
Breaks

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 • Adding several types of breaks is available.
• Adding a Page Break marks the beginning of a new page.
References Tab

• This tab is mainly used for scholarly papers, writing, and publishing purposes.
• To insert a citation, click on Insert Citation and select Add New Source.

• Type in the information for the required fields and click OK when finished.

• The citation then appears on the document.

Bibliography

• After adding all of the citation sources in the document,

click on Bibliography and select a built-in style.
• You can choose which Built-In bibliography option
you would like to use.
• After selecting a style, the bibliography will appear on
the document.

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Mailings Tab

• This tab is used for creating envelopes and labels and to do the mail merge.

Step 1: Click Start Mail merge.

Step 2: Select Step-by-Step Mail Merge Wizard…

Step 3: Select the document type. Click on Next: starting document.

Step 4: Select the document from current document, template or existing document to begin mail
merge. Click on Next: select recipients.
Step 5: Select Type a new list and click Create.

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Step 6: Type in the names to create a new address list.
Step 7: Save the List to your files.

Step 8: The recipient list will appear. You can sort or filter the list from here. Click OK when you
are done. Continue to step 4 of 6.

Step 9: Write your letter, position your cursor in front of the name of the recipients and click on
Greeting Line. The Insert Greeting Line will pop up. Make any necessary formatting changes and
click OK.

Step 10: You can preview the name of the recipients on your letter by clicking on the ribbon:

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Step 11: Select Finish & Merge from the ribbon → Print Documents to print your merged letters.
Merging letters to Adobe PDF is also available.

Review Tab

• Spelling and grammar can be checked from the Review tab, click Spelling & Grammar
from the Proofing group.
• Comments can be added to proof-read a document and make notes to share with others. To
add a comment on a document, highlight the area where you want to add a comment. Click
New Comment from the Comments group.

• Type the comment within the shaded comment area on the right-hand side.

• You can hide or show the comments by clicking on Show Comments.

• Tracking changes made to a document is available.

View Tab

• The view tab allows you to customize the way in which you view your document.

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Views Group

• There are three ways to view the screen:

- Read Mode: Splits the screen in order for the document to be viewed in two pages.
- Print Layout: This is the default screen in which documents are viewed on the
screen. Documents are printed as shown.
- Web Layout: This screen allows you to view your document as a web page.
• To show the ruler on the document, check Ruler on Show/Hide group.

Zoom Group

• By selecting on Zoom, a window pops up with a variety of sizes to zoom in or out of.

• To see two documents side-by-side just click on View Side by Side icon and two
documents will split on the screen.

The “Quick Access” Toolbar

• Located on the upper left-hand corner of the page. Used to save changes made to a file,
undo or redo any changes made to the document.
• Can be customize to facilitate the quick access to other buttons.

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MS POWERPOINT
Opening PowerPoint

• To open a PowerPoint 2016 presentation, click on the File tab in the upper left corner.

• The most common choices for opening a presentation are:

- New ‐ allows you to open a Blank presentation or you may choose from a
selection of Templates and Themes.
- Open ‐ lets you navigate to an existing file to view and/or modify a presentation
that has already been created.
- Recent – displays a list of your most recently created presentations and their file
locations.
Creating New Presentations
The New selection gives you several options:

- Blank presentation creates a new presentation using default settings for text and color.
Theses slides will not include content or design elements.
- Templates and Themes are used to create a new presentation based on predesigned slide
styles. These options also do not include content.
- New from existing will use the formatting of a previously created presentation.

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PowerPoint Slides

When you choose to create a blank presentation, PowerPoint will open a presentation with a Title
Slide. Once the Title Slide is open, you’ll see a slide with two placeholder text boxes for a title and
a subtitle. Click inside the placeholder box and type to add the title. If you want a subtitle, click
and type inside the smaller placeholder. If you don’t want a subtitle, you can just ignore its
placeholder box.

To add a New Slide, make sure you’re on the Home tab. The New Slide button will add slides to
your presentation.

The New Slide button has two parts:

Clicking on the top part will automatically insert a new slide. If you have just created a Title slide, the
new default layout will be a Title and Content slide (for details, see the section on slide layouts).

Clicking on the bottom will give you a choice of layouts. You can choose which layout you want
for your next slide. Select a slide layout by clicking on its image in the Office Theme gallery.

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Slide Layouts

There are several standard slide layouts to choose from when adding new slides. A unique layout
can be chosen by clicking on the bottom half of the New Slide button in the Home tab. When the
layout gallery opens, click on the style you want and a new slide with that layout will appear in
your presentation.
Each layout caption describes the layout type. Content can be text, tables, charts, graphics, pictures, clip
art, or video. If you decide later that the layout you chose doesn’t work well for a particular slide, select
the slide by clicking on it in the Thumbnail pane. Next, click on the Layout button in the Slides group
of the Home tab. Click on a new layout and it will change the layout of the slide.

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Applying a Theme

Once a new presentation has been created, a design or color scheme can be added. Remember to use
color carefully to enhance your presentation, not detract from it. You will want to maintain good contrast
between the background color and the text color. Consider using a light-colored background and dark
text (or vice versa), but avoid busy backgrounds and primary colors. Use sans serif fonts like Arial,
Calibri, and Helvetica for titles and size them between 44 – 60 points. Sub‐ headings should be between
32 – 40 points, and body text between 18 – 32 points. Try not to use more than two fonts. PowerPoint
has many pre‐set designs and themes that include complimentary colors and fonts. To add a theme
to a presentation, go to the Design tab in the ribbon. There are several themes immediately available.
To use one of the built‐in themes, just click on its thumbnail.

On the right side of the Theme thumbnails, there’s a scroll bar and an Arrow Down button, which
will offer more designs, as seen below. If you’re online, you can get more themes from Microsoft
Office Online. (Your office program must be a genuine Office product to get online templates).

If you don’t want to use a theme, you can add Background Styles. From this selection, you can
add some preset background styles that change according to the colors you’ve chosen.

Using the Format Background feature, you can choose fill colors, gradients, transparencies,
textures, or pictures for your background.

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When you have the desired background fill effect, select Close to apply it to the selected slide or
choose Apply to All to add the background to all of the slides in the presentation.

Designs can be added to all of the slides or to selected slides. To select multiple slides, click on a
slide in the Thumbnail pane of the navigation bar and then hold down the control key and click on
any other slides you want to apply the design to.

Adding Content

Text is the default content of the slide below. The format for the default text is a bulleted list. To
add text, click and begin typing. To add other content, click on the icon within the content group
on the new slide. Each icon will open the appropriate dialog box or task pane in the Drawing Tool
s contextual tab.

The icons represent the six standard graphical elements that you might want to insert.

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Clicking on an icon will open the associated dialog box. Note that these icons, as well as several
other insertion options, are also displayed in the Insert tab on the Ribbon.

Charts

Select the type of chart you want and click OK. Once inserted into the slide, you can click on the
chart to activate the Chart Tools contextual tab, where you’ll find tools for editing chart data and
changing layouts and styles.

SmartArt Graphics

SmartArt graphics are shapes that are designed to represent the relationship between things or
people. You might use SmartArt for an organizational chart or a timeline. SmartArt styles and
layouts can be formatted in the SmartArt Tools contextual tab.

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Videos / Media
You can embed a video or link to a video from your presentation. If you want to limit the size of
your file, you can link to a video file on your local drive or to a video file that you uploaded to a
web site, such as YouTube or Hulu. All options to insert video or audio are located on the Insert
tab, in the Media group.

Viewing Presentations
There are four different ways to view your presentation in PowerPoint. The views can be accessed
using the buttons in the status bar, or by using the View Tab on the Ribbon.

Slide Show Tab

The Slide Show Tab allows you to review the slide show from beginning to end or from the current
(active) slide. You can also control how the show will be presented and rehearse timings in the Set
Up Slide Show drop down box.

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MS EXCEL
Opening Excel 2016

• Begin by clicking on the bottom left corner icon on the desktop.

• From All Programs, click on Excel 2016
• You have the option of selecting a blank workbook, opening a recent workbook, or
choosing a template.
• Blank Workbook is generally selected.

Office 2016 “Ribbon”

•Ribbon: The work bar at the top of the Excel workbook, contains several tabs and commands.

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•The tabs located within the ribbon are the following:

•There are various features allocated inside the ribbon such as style formatting, paragraphs,
formatting numbers, formula insertion, and setting up pages before printing them out.

•Hiding and unhiding the ribbon from the page is possible by going to the upper right hand corner
of the page.

The “Quick Access” toolbar

• Located on the upper left hand corner of the Excel workbook.
• Used to save a file, undo or redo any changes made to the worksheet.

• Can be customized to add or remove buttons from the quick access toolbar.

File Tab

New
•Templates are ready made documents with different styles offered by Excel which can be
modified to suit your needs.

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•To open a new template, click on
•Select any template installed on your computer or download templates by searching for them.

Save As

•Save As is used to save your workbook into a specific location. You can save it on your desktop
or anywhere within your computer.

•Workbooks can be saved to have a backwards compatibility with previous versions of Microsoft
Office, such as Office 2003 and /or PDF formats.

EXCEL Worksheets
Worksheet

• The name of the first Excel file will be Book1 by default and contains one worksheet labeled
sheet1, Title Bar

• The title of the workbook is located on the top middle section of the workbook:
Adding and Renaming Worksheets Cell Reference Copying/Pasting
•At the bottom of the workbook you will see your current sheet. To add more worksheets to the

workbook, click on the + option.

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• To give your worksheet a new name, you need to double-click on the sheet name or right-click

on the sheet for options on this particular worksheet:

Cell Reference

Formatting information: Columns are vertical and are represented by letters. Rows are horizontal
and are represented by numbers. The corner of your worksheet will be a “Cell” with a reference
address of A1:

AutoFill
•Information can be completed for you automatically through the creation of a pattern.

•To auto fill (complete) the remaining cells, select the range of cells where the information to be
filled is located, make sure to see the plus sign arrow on the bottom right corner of the cell.
•Left click, hold and drag the plus sign across the cells.

Cell Reference when copying Formulas or Functions

•When copying information such as equations or formulas across several cells, there are
two types of referencing that can be made: Relative reference and absolute reference.

•Relative reference is used by default in Excel when auto filling information to other cells.
Whenever formulas or functions are copied to other cells, the reference of the formula will
change to match the location where it is currently located.

Example

•Absolute reference makes the location of the cell used in a formula remain constant through the
use of the $. Place it in front of the cell reference when typing it into the formula, and your data to
be calculated does not adjust automatically to its location.
•For example:

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Sorting Information
•Sort & filter utility
•Tool used to quickly organize data.

- Click on any cell where the information needs to be sorted.

- From the home tab, go to the Editing group, click on Sort & Filter

- Click on Custom Sort

- You will also need to check the box that reads: My data has headers, if you haveany titles
in the first row.

Number Formatting
•Numbers can be formatted into various formats:
- Number: Provides an option to add or remove decimal places to a number.
- Currency: Adds a $ symbol to number values, as well as 2 decimal places.
- Accounting: Formats number values to fit the entire column while adding a $symbol and
2 decimal places.
- Date: Formats the visual display of date values.
- Time: Formats the visual display of time and date values.
- Percentage: Multiplies the value by 100 while adding 2 decimal places along with
a% symbol at the end of the value.

Formula Tab

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Date & Time
• There are several ways to input date & time into an Excel worksheet.

• Select Date & Time → and enter the year, month and day.

• Select Date & Time → a function argument prompt appears, select

OK, today’s date will be display.

• Select Date & Time → . A function argument prompt appears, select OK,

today’s date and time will be display.

Data Tab

• Sorting and Filtering can also be found in the Data tab as well as copying information from
access, the web, text or other sources.
- Select the Data Tab from the Ribbon
- Add information from the Web by selecting the location where the information should
go. Click on From Web icon:

- Type in the address that you want to import from:

- Click on Import:

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VII. Learning Activities

MS WORD ACTIVITIES
Activity no. 1 - Create a Business Letter
Type the company name and address
Open a blank Microsoft Word document. Type the following information:
Lighthouse Christian Academy
1289 Parkdale Drive
Victoria, BC,V9B 4G9
(250) 474-5311

Select All of the text and use the Font options to format the type:
Tahoma, 12 point, bold, centered, and dark red

Select the first line of type and make it 14 point.

Insert a Picture from ClipArt

Search for a photo or cartoon of a lighthouse
Select an images and Download it.

Use one of the pictures for a company logo

Resize the picture
Center it above the Company name and address

Insert the Date and Time

Remember, the default Date and Time updates automatically. This option is not appropriate for
medical or legal documents that must be date/time stamped, but is fine for this exercise.

Type a sample business letter:

Dear Mr. Chalifour,

Write in complete sentences and in paragraph form 10 things you like about Lighthouse Christian
Academy.

Sincerely,

Your Name

Google search "sample business letters" format your letter to look similar to a business letter.

Save your document and name it: Activity1_Family Name

Activity no. 2 - Working with Pictures

Open a blank Microsoft Word document. You can use Microsoft ClipArt, or Clips Online, to
do the following practice exercises.

Insert a picture of a sun or sunset.

Use Format->Size to resize the picture to 1.5" wide

Use In-Line Text Wrapping

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Next to the picture type: The weather is great!

Insert a picture of a camera.

Change the Text Wrapping to Tight

Resize the picture to be 2.5 inches tall

Place the picture to the bottom of the page

Insert a picture of a beach.

Format Text Wrapping to Tight

Place the picture into the center of the page

Add a thick BLUE border around the picture

Crop the picture .5 inches from the left

Save your document and name it: Activity2_Family Name

Activity no. 3

Objectives:

The Learner will be able to:

1. Format text color, bold, and size at least 75% of the time

2. Insert a file INTO an existing Word document

3. Format text into columns

4. Insert a picture from Clip Art and the Design Gallery Live at least 75% of the time

5. Change text wrapping around a picture at least 75% of the time

6. Apply borders and shading to a whole page using the Format Borders and Shading command

Create a Flier
Make the headline for the flyer

Type the words: Choose a topic to write a flyer about

Format the headline big, bold, centered and dark red
Enter two blank lines after the headline
Type: Sample text
Does the Formatting stay big, bold, centered and dark red?
Change the formatting to Arial, 11 pt, aligned left, black
Briefly research your topic
Write out a 5-10 sentence about your research
Create two columns of text
Select all of the text EXCEPT the headline

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 Go to Page Layout -> Columns
Select the option for 2 columns
Add pictures
Insert a Picture from ClipArt
Look for pictures of which enhance your paragraph
You can use the Google images for pictures
For each picture, change the text wrapping to be tight
Format Borders and Shading

Before you add borders and shading, notice what you have selected on your document. If the
picture is selected, then you will be adding borders to it. If you have text selected, then the
border will be added to your word(s). To add Borders and Shading to an entire page, make
certain you have NOTHING selected!
The default is NONE. Select a Box, Shadow, etc from the right hand side.
To change line style, choose a format from the middle Style window.
To have little pictures instead of a line, select Art and browse through the options.
Width indicates how thick the line (or art) can be.
Click OK to complete this action.

Save your document and name it: Activity3_Family Name

MS POWERPOINT ACTIVITIES

Activity no. 4 – Make Infographics

Infographics are very visual ways of transmitting information. The verbal/visual mix
makes them very brain-friendly. They can be great ways for students to demonstrate
learning.
You can create an infographic from any business you want to present. Your presentation
must contain at least 10 slides. Make use of the different transitions, effects and design
available.
Save your file and name it: Activity4_Family
Name Activity no. 5 – Make a Lyric Video
Create a lyric video using MS PowerPoint. You can select any Tagalog or English songs
only. Make sure that the images that you are going to attach matches with the meaning
of the song chosen. Use your creativity in creating the video and timing of the lyrics and
audio.
MS EXCEL ACTIVITIES
Activity no. 6
RUBRIC

0 3 5 8 10

Less than 25% More than 25% More than 50% More than 75% All items
of items of items of items of items completed
completed completed completed completed correctly
correctly. correctly correctly correctly

Each step to complete is considered a single item, even if it is part of a larger string of steps.

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Objectives:
The Learner will be able to:
1. Enter data into spreadsheet cells at least 75% of the time
2. Move between spreadsheet cells
4. Explain the names of cells (A1, B1) at least 75% of the time
5. Format cell text at least 75% of the time
6. Format cell text alignment at least 75% of the time
7. Explain that many commands from Word are the same in Excel

Working with Spreadsheets

Working with data in a Spreadsheet
Open a new Microsoft Excel Spreadsheet
Title the sheet: Practice 1
Enter the following information:
Type "January" in Cell A1, press TAB
Type "February" in Cell B1, press TAB
Type "March" in Cell C1, press TAB

Selecting Ranges
Practice using holding your left mouse button to select a range (block) of cells.
Select A1 through C1

Formatting Cells
Format the labels in Cell A1 through C1: Bold
In Cell D1 type: TOTAL
Format the text in Cell D1: Bold, Centered and Blue

Save your spreadsheet and name it: Activity6_Family Name

Activity no. 7
Objectives:
The Learner will be able to
1. Enter data into Excel at least 75% of the time
2. Select specific data for use in a chart at least 75% of the time
3. Create a chart as a new page at least 75% of the time
4. Apply a name to a chart
5. Include labels in a chart
6. Format fill, background fill, and shape effects on a chart

Create a Chart
Add a new sheet to Excel Practice and title it "Practice 2"
Enter the following data into Excel. (Try the fill feature after you type January)
Labels: start in cell B1 January and fill to cell M1, February, March, April, May, June, July,
August, September, October, November, December
N1 Type Yearly Average
A2 Average Temperature
A3 Total Precipitation

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Average Temperature: Total Precipitation

January was 15° January got 18"

February was 27° February got 12"
March was 45° March got 32"
April was 58° April got 29"
May was 64° May got 21"
June was 72° June got 6"
July was 79° July got 10"
August was 83° August got 15"
September was 78° September got 12"
October was 57° October got 8"
November was 42° November got 10"
December was 33° December got 10"

*Use a function in cell N2 and N3 for calculating the average temperature and precipitation.

Create Charts from the Data

Chart 1:
Create a Column chart that shows JUST the Average Temperature.
Make sure to include the labels on your chart
Name the chart "Average Temperature"
Chart 2:

Create a Chart that shows the JUST the Total Precipitation. Highlight cells A1-N1. Click Ctrl and
left click in cell A3-N3. The highlighted section should look like it does below.

Make sure to include the labels on your chart

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 Create the Chart and move the chart to its own sheet title the sheet "Total Precipitation"
and nam e chart the "Total Precipitation"
Format the chart with the colors, shape effects, and background fill of your choice.
Sheet titles should look like the one below:

References

Microsoft Office 2016 | Productivity Apps. (n.d.). Retrieved October 2, 2020, from
https://www.microsoft.com/en-us/microsoft-365/previous-versions/microsoft-office-
2016

Word 2016 Tutorials – Microsoft Word 2016 Tutorials. (n.d.). Retrieved October 2,
2020, from https://www.word-2016.com/

PowerPoint 2016 Tutorial - Learn the Tools on MS PowerPoint 2016 | IT Online

Training. (n.d.). Retrieved October 2, 2020, from
https://www.learningcomputer.com/powerpoint-2016-tutorial/

MS Excel 2016: Basics (Tutorial Complete). (n.d.). Retrieved October 2, 2020, from
https://www.techonthenet.com/excel/tutorial2016_complete.php

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