Computer Using Educators Conference

Computer Using Educators Conference

Thursday March 6th, 2008 (8:00 – 11:00 AM)

Palm Springs Hilton

Handouts Created by: Gary Hensley, Antioch Middle School

Antioch Unified School District, Antioch CA 94509

Presented by: Theresa Nierlich, Professional Development Specialist, CTAG

Eileen C. Walters, Professional Development Specialist, Technology

GRAPHIC GOODIES

Insert clip art or a picture from the Task Pane, a desktop file or from the drawing tool bar

INSERT menu --> PICTURE --> choose source of pictures (I often store pictures in a project folder.)

Change the text-wrapping style for a picture or drawing object (comes in as "In-Line Text")

1.  Click the picture or drawing object. (It should have Black dots for all corners.)

2.  On the Format menu, click the command for the type of object selected, for example, AutoShape or Picture, and then click the Layout tab.

3.  Click the text-wrapping style you want. (Doggy icons – Square or Tight allows text to wrap.)

4.  For more text-wrapping options, click Advanced, and then click the Text Wrapping tab.

5.  On the Picture Position tab change the Horizontal and Vertical both from Column and Paragraph to Page which prevents the text from shoving the picture around

6.  Remember: FORMAT PICTURE--->LAYOUT TIGHT--->ADVANCED--->PAGE AND PAGE

Once the picture is inserted - format it with the Picture Toolbar

If you click on the picture and don’t see the picture tool bar, click View, Toolbars, Picture

Use the following tools to get your picture to do exactly what you want:

1.  Color (Grayscale, B&W or washout)

2.  Contrast and Brightness (very useful when importing images from the internet)

3.  Crop (horizontal and vertical) and Rotate (90 degree increments)

4.  Line Style (for a picture frame) and Compress (change resolution for printing or internet)

5.  Format (just like the Format menu ---> Picture

Using the Drawing Tools and other tricks to enhance your document

There are several drawing tools available in Microsoft Office. Select one of the tools, and drag out the shape on your document.

AutoShapes offers an assortment of shapes that you can use. Choose from Basic Shapes, Block Arrows, Flow Chart, Stars and Banners and Callouts. The default setting is to draw the shape in front of the text. To adjust the grouping, alignment, rotation, or order of the shape, select the Draw tool. All of the AutoShapes can have Text added. Draw in the shape then type onto it. If the AutoShape doesn’t allow typing at first then right click and choose add text.

Graphic organizers are easily created from the Drawing Toolbar and great tools for allowing students, teachers, or administrators to organize all kinds of information

Callouts can also be used for making comments on documents that are submitted to me for correction or advice. Sometimes I also use Highlighting (on the Formatting toolbar) or Animating (Format-->Font) to do it.

Text Tricks

Check Readability of the Document Text

1.  In the Tools menu, select Options

2.  Click on the Spelling and Grammar Tab

3.  Check “Readability Statistics”

In the Tools menu, select Spelling and Grammar. The Readability Statistics window should automatically appear when the spelling and grammar check has been completed.

The readability statistics gives students information they need to self check their writing projects before they turn it in to you. The Flesch-Kincaid grade level is based on the average sentence length and number of syllables per word.

Hidden Text for Assessment or Review Purposes

1.  After highlighting the desired text, go to Format --->Font

2.  Now click on Hidden from the Effects section

1. To see hidden text, click the Paragraph symbol on the Standard toolbar.

4.  When printing the document, the Hidden Text can appear by clicking on Options before printing.

This is a great way to make answer sheets or create an interactive review worksheet where the students can check their answers.

Using a Form for Electronic Worksheets

You can use Word to make forms that students will view and complete in Word.

Nine buttons to get the job done: (View menu®Toolbars®Forms)

·  Text form field: Use to create a text field to be filled in on the form.

·  Checkbox: Use to add a check box.

·  Drop-Down: Use to add values from which a student can choose

·  Options: Use to set special options and helps to a field.

·  Table: Use to draw an advanced table.

·  Table Button: Use to set number of columns and rows in a fairly simple table.

·  Insert Frame: Draw a special text box type frame.

·  Field Shading: Use if you want to shade the fields where folks enter information

·  Protect Form: Use when designing the form is finished and you want to begin entering data into the fields. The form must be protected to function as a form.

Tracking Changes for Student Review

Under the Tools menu ---> Protect Document and Track Changes ---

This allows you to be able to alter the document without erasing existing

Text. The student then retypes the red portions accepting changes or advice. Then they must erase the red markings

Super Spreadsheets

Making a Hundreds Chart to Teach Number Patterns (using the fill tool and a formula)

You need to give Excel an idea of the number pattern to create the chart. Type the number 1 in a cell and 2 in the adjacent cell. Use the Fill function, to continue that pattern until you get to 10. Click in the cell below the number 1. Type the formula “=A3+10” and press Enter. Then fill that formula across to complete the hundreds chart. Then it is a matter of coloring in the factor patterns.

Absolute Referencing and Multiplication Tables

Use the power of absolute referencing to create a multiplication table for students. First, create the sides of the table by numbering 1 to 10 along the Row 1 (from B to K) and down Column A 1 (from 2 to 11). Insert a $ in front of the row number and column letter to create an absolute reference to a single cell $B$4. In cell B2, add the formula =$A2*B$1 to the very first cell of the table. Then, auto fill the rest of the chart.

Conditional Formatting

This is a powerful tool that will highlight certain data that is above, within, or below a certain range that you have pre-set. After highlighting the data you want to format, go to the Format menu to find this feature. You can set up multiple conditions, use any values and set it for any range you wish. The formatting of these values can take on many forms from font style, size and color to borders and patterns. This will allow you to quickly see the overall picture of a student or the entire class.

IF Formulas

IF formulas can be nested for complex IF-THEN decisions which will allow you to have statements pop-up when certain conditions are met. . For instance, =IF(A2>80,”WOW! That’s really a good score!”, “Try harder to get a good score.”) evaluates a logical statement and prints differing results depending on the value in cell A2. The last quote will print if the first condition (score of 80 or above) is not met.

Interactive Diagramming

Turn plain maps, images, and diagrams into interactive, pop-up diagrams using Microsoft Excel.

Go to the Menu > Format > Sheet > Background… > direct Excel to the location of the image. The image will tile to fit the window, so you will want to resize it before inserting it. Try the US map for this activity!!

You will have better control over the “hot spots” that control the location of the descriptions if you reduce the cell size. Select the entire spreadsheet (click in the corner above row 1 and to the left of column A), place the cursor between two columns, and drag the column border to the appropriate size.

Inserting Descriptions

Click in a cell to locate the mouse over (the upper right corner of the cell will show the comment indicator). Go to the Menu > Insert > Comment. Click off of the text box when you are done. To edit the text, click in the cell, go to the Menu > Insert > Edit Comment > highlight the text to be changed and edit the text. Repeat the process as needed, and save often. (Reviewing toolbar will hide/show all comments.)

If you want the hot spot to extend over several cells, group them before inserting the description. To group cells, highlight the cells > click on the Merge and Center icon. Insert the description by going to the Menu > Insert > Comment.

Power Presenting

Adding Animation to a Chart

1. Select the chart

2. From the Task Pane choose Custom Animation

3. Select Add Effect>Entrance and select a simple effect like Appear

4. Right click on the chart name in the Animation Task Pane

5. Choose Effect Options

6. Choose the Chart Animation tab

7. To bring the data points in one at a time, choose to introduce by series or element or both

Embedding a Word File

1.  Go to the INSERT menu and select OBJECT. The Object dialogue box will appear,

2.  Click the Create from File tab. Then click on the Browse button and locate the Word file you wish to Embed.

3.  After selecting the file to insert, click the Display as icon checkbox.

4.  To change the embedded icon or name of the icon, click the Change Icon button.

5.  In the Change Icon dialog box, select the representation you want to appear and type a name for the icon.

6.  Click OK there and in the Object dialog box. The icon can then be moved or resized on the PowerPoint slide.

(In order to get the embedded Word file to open during a presentation, one more thing needs to be built.)

7.  Right click the icon of the embedded object and choose Action Settings.

8.  Select the Object Action button. Then click the down arrow and select Open. Click OK.

(When your presentation is viewed, now your cursor will turn into a hand when you mouse-over the icon. To open the file during your presentation, double-click the embedded icon.)

Using the Pen During Presentations -- If you would like to do a “John Madden”, you can “draw” on your slides during the presentation. When the presentation is running, Press COMMAND-P (Mac) or CTRL-P (Win), the mouse will turn into a pen and you can write on your slide! (COMMAND-A or CTRL-A switches it back to an ARROW.) If you wish to use a pen color other than black, click on the small box in the lower left-hand corner of the screen. Go to POINTER OPTIONS to PEN COLOR. This can be done for each presentation ahead of time. When you are not running the show, go to SLIDE SHOW to SET UP SHOW. There is a box there to set up the pen color.

Note: Any writing on the slide will not be saved and will disappear when you move to the next slide

Meeting Minder -- If you are using PowerPoint to conduct a discussion, you can use Meeting Minder to keep track of what was decided or assigned. While your presentation is running, CONTROL-CLICK (Mac) or RIGHT-CLICK (Win). A window pops up with two options:

Meeting Minder – Items typed in here can be “EXPORTED TO WORD” which you can then print out for participants.

Action Items – Items added here will automatically be added to a final slide of your presentation and titled “Action Items”. You could also print that slide for participants

Contra Costa County Office of Education - 1 - Facilitators: Theresa Nierlich & Eileen C. Walters