Module 4:Integrated Project 1

Carolina Arts Federation:

Integrating Word, PowerPoint,and Excel

Integrated projects are designed to give you an opportunity to prepare jobs that integrate multiple Office applications and use a coordinated theme for all documents in a realistic work environment. The setting for this project is a nonprofit organization that is designed to promote and support the visual and performing arts in North Carolina and South Carolina. The private organization has extensive support from both corporations and individuals. Your position is that of an Events Coordinator, and the entire project focuses on an event—the 50th Anniversary Gala—that you are managing. One of the key events at the Gala is an Art Auction featuring the works of leading North Carolina and South Carolina artists. This fundraising event supports Arts in Education and other programs.

You will complete jobs for the CAF Board of Directors and staff. Many of the board members are corporate executives from major companies in both states. You may not be familiar with the differences between a nonprofit organization and a corporation. Nonprofit organizations operate much the same as any other company, and the employees they hire perform jobs similar to those in businesses. The primary difference is that nonprofit organizations are tax exempt, and they use their resources to support charitable purposes or what is sometimes called support for the public good. Many local companies support nonprofit organizations and serve on their Board of Directors because these organizations enhance the quality of life for all citizens including the employees they hire.

I encourage you read the setting carefully and to try to envision working for this excellent organization. You will prepare eight jobs in this project. The contact information that you need for the project is provided in the setting.

Objectives

  • Prepare Word documents, PowerPoint presentations, and Excel worksheets with a coordinated theme
  • Integrate two or three of the applications in a job
  • Work independently with few instructions

Standard Operating Procedures

The standard operating procedures are tasks that you are expected to do without being told. You are expected to do the following:

  • Prepare all jobs using the CAF custom theme that is a part of the branding and corporate identity of the company.
  • Use the CAF letterhead and memo head for all letters and memos. CAF uses the standard block letter format.
  • As always, you should preview and proofread each document.
  • Remember to create a folder named Integrated Project 1 and to name the files ip1-j plus the job number unless another solution name is provided. Some jobs will require that Word, PowerPoint, and Excel be opened for the same job and that some of the jobs have multiple parts. You need to save and close all open files.When saving files, add your initials.

Jobs

Job 1

The first part of this job is to create a custom theme for CAF. You will apply the CAF theme to all jobs.

The second part of this job is to use the data file caf information and finalize it as a contact information sheet. This document will be saved as a Quick Part that is inserted in its own page in a new category named CAF. This contact information is enclosed with many documents that CAF prepares. You will addyour own information to the sheet in the data file and finalize it. The standard CAF e-mail address is . You should be aware that in many cases for nonprofits, the domain in the e-mail address may be .org (for organization) rather than .com (for commercial).

You will insert the Quick Part you create and save it as a document (ip1-j1) in your solutions files. If your working on the lab computers, the hard drive maybe cleared on the computer used for the project, you will have the contact sheet information stored in this first job.

Job 2

This job is a three-part job that requires you to open and work with both an Excel and a Word data file. The CAF theme is used on all jobs.

The first part of the job requires you to open a worksheet and make a number of changes in it. Skills applied include inserting and formatting data, using formulas to total sets of data, format currency, shade rows, merge cells and center the title, apply Title style, apply heading styles, rename the worksheet tab, and save the workbook.

The second part of the job requires you to open the caf letterhead template and use the information from it to create a new memo form. You copy the letterhead and then add the memo heading (To, From, Date, and Subject) and format the heading appropriately. Then you save the memo form as a Quick Part named CAF memo in the CAF category.

The third part of the job requires you to insert the CAF memo Quick Part in a new document and key the memo shown in the text. Note that the memo has blanks in it. You will look up the information in the Excel worksheet and replace the blanks with the appropriate information. You are directed to attach a copy of the worksheet to the memo. They should add the attachment notation Attachment: Artist List and Bid Prices and the copy notation for Patrick V. Hess.

Remember that attachments are often used with memos and email. Enclosures are more frequently used with letters.

Job 3

You prepare a table that will be used in a presentation and in a report in later jobs. Notice that the table style selected complements the CAF theme. Remember to apply the table style before the formats that are specified for the headings. Also, notice that the table contains bulleted text. When bullets are used in tables, they are generally positioned at the left edge of the column rather than the default indented position.

Skills include applying a table style, merging cells, centering text vertically and horizontally, applying text formats, increasing row height, changing alignment, applying AutoFit Contents, and centering the table.

Job 4

This job requires you to create a presentation theme, prepare a presentation, include in it the Word table created in Job 3, and create a chart from data in the Excel worksheet you prepared in Job 2. Notice you are directed to save the presentation with the name ip1j4a and the worksheet with the name ip1-j4b to avoid having two files with the same filename (though different application types). When the chart is pasted in the presentation, by default it is linked to the Excel file. The Discover box is used to teach you how to show data labels on separate lines.

Specific skills applied in this job include creating and saving a CAF presentation theme, copying and pasting the CAF logo to the slide master, using a variety of slide layouts, animating slides in various ways, preparing bulleted text and converting the text to SmartArt graphics, creating an Excel chart and linking the slide and chart, pasting a Word table on a slide, and adjusting its format.

Job 5

You will use the caf letterhead data file, data source records to key for the address list, text to key for the letter, and the Mail Merge Wizard or ribbon to prepare letters to the sponsors of the Gala.You should submit three files to go along with this job: Data source, Main document and merged document.

Job 6

Open the art auction data file, complete the Art Auction worksheet, and then create six PivotTables and two Pivot Charts. These analyses are prepared at the request of Mr. Hess, Chair of the Board of Directors. The analyses will provide data and charts needed for the formal report to the Carolina Arts Federation Board of Directors.

A variety of Excel skills are applied in this job. You use formulas to complete the worksheet, sort data, format the worksheet, apply landscape orientation and center the worksheet. Then you use the data in the worksheet to create and format six different PivotTables and two Pivot Charts.

Job 7

You will open the data file gala report and then follow directions in comments and in the textbook to insert charts and tables and format them appropriately. A Discover box is used to teach you to insert captions for tables and charts. You will add captions to all tables and charts. You need to create sections, number the pages of the report, and change number format. Then you will generate a table of contents. After all changes have been made, you delete the comments. A Quick Check is provided so that you can check the layout of the report.

Job 8

Finally, open ip1-j4a, the presentation you prepared in Job 4. You will edit the presentation and prepare new slides. You need to paste and adjust tables, link a PivotChart from Job 6, and draw a text box and use Equation shapes for a new slide. You are encouraged to use your judgment in improving the appearance of the tables in the slides.