What can you do with Office?

Microsoft Office tips and tricks

to make classroom documents

lifetimes quicker and easier.

Lora O’Neill

Cathy Hudson

Region 4 Tech Apps Conference

October 24, 2007

Posted online at: http://be-a-gameshow-host.wikispaces.com


Office Tips and Tricks for Math/Science Teachers

Table of Contents

Creating Shortcut Keys for Symbols Page 3

Creating Custom Toolbars Page 4

Drawing with AutoShapes Page 5-7

3D Shapes with Fill Page 8

Creating Manipulatives Page 9-10

Creating Tests Using Tables (and hidden text for answers) Page 11

Using Excel for creating Centimeter Cubes Page 12

Centimeter Cubes Example Page 13

Using Excel for creating Graph Paper and worksheets Page 14

Graph Paper Example Page 15

Using Excel for creating printable Algebra Tiles Page 16

Algebra Tiles Example Page 17

5 Second Tips that Save Hours Page 18

Equation Editor Basics Page 19

PowerPoint Game Templates for Your Classroom Page 20


Creating Shortcut Keys for Symbols in Word

Are there symbols you use often in Word but have to go get them to use them? Well then save time by creating Shortcut Keys. This is a feature in Word and does not carry over to other Microsoft programs.

Choose:

Insert à Symbol

Find the symbol you use often then choose

Shortcut Key…

Press the shortcut on your keyboard you want to use.

For Delta, I chose Alt and the letter D because it is something I can easily remember since it relates.

This can be used for anything in the symbols palette including foreign language characters as well as scientific and mathematical notations.

Look for Currently assigned to:

If that shortcut is not used already it will read [unassigned].

Choose Assign.

Choose Close.

Choose Close.

DO NOT PRESS ASSIGN if it is already a shortcut used for something else - when it does not say [unassigned]. Delete what is typed under Press new shortcut key: then press a new combination and check again.

Now when you press your new shortcut key (I’ll press alt and d): Δ

the symbol automatically appears, without all the extra clicks and time!


Creating Custom Toolbars in Word

Are there features you use often in Word but have to search through menus to get to them? Well then save time by customizing your toolbars.

Choose: View à Toolbars à Customize

On the commands tab, find what you are wanting on the right side of the window, then click on it and drag it up into your toolbars at the top.

Detailed Example (Equation Editor):

1.  In Word choose View

2.  Find Toolbars

3.  Find Customize at the bottom

4.  Choose the Commands tab

5.  Choose Insert at the left

6.  Find Equation Editor on the right

7.  Click and hold down on Equation Editor

8.  Move your mouse into your top toolbars (where you want it)

9.  Release the mouse button


Add a shortcut for equation editor, /
increasing and decreasing font size,

superscript and subscripting, /
or hiding spelling and grammar alerts.

Now you have these features accessible with a single click of a button!


Drawing Canvas

When you insert an AutoShape, Word automatically inserts a graphic object known as a drawing canvas. The message “Create Your Drawing Here” will be visible but you can create it anywhere in the document. The drawing canvas will disappear if you place the AutoShape outside of it. You can remove the drawing canvas by pressing the ESC key after you select a drawing tool but before you begin drawing.

All AutoShapes placed within a drawing canvas will not be separated by page breaks or text. You can also move the entire set of AutoShapes as one unit. To insert a blank drawing canvas into a Word document, go to the Insert Menu, choose Picture and click New Drawing.

Disappearing AutoShape

After you insert one or more AutoShapes, diagrams, or organization charts into a Word document they may seem to "disappear" from the document. They do not actually disappear – they are just hidden from view.

Possible Reasons:

·  View is set to Normal or Outline. You need to change the view to Web Layout, Print Layout, Print Preview, or Reading Layout. When you insert the object, Word automatically switches to Print Layout view. If you change to Normal or Outline view, the object seems to “disappear”.

·  The Drawings view option is turned OFF. Go to the Tools menu. Choose Options. Click View tab. Under Print And Web Layout Options select the Drawings check box. If the Drawings view option is turned off, the object will not be visible in any view. However, graphics objects are always visible in Print Preview and Reading Layout view.

More AutoShapes

The More AutoShapes displays the Clip Art task pane so you can insert pictures, other media clips, and additional AutoShapes available in the Clip Organizer.

Background and Printed Watermark

Watermarks / Backgrounds
Intended for printed documents
(not visible on web pages) / Intended for Web pages
Can be sized / Cover the full page area
Can be applied in a document section / Apply to the entire document
Are visible in Print Layout view / Are visible in Print Layout view
Will print with your document / Will print with your document

Backgrounds

To add a background or a watermark to your entire Word document, go to the Format menu, choose Background and select one of the options shown below:

To apply a watermark to one or more sections of the document insert a picture/object in the header and footer area (between the spaces allotted to the header and footer). To add or remove a watermark to or from one section or change the watermark from one section to the next turn off Link to Previous on the Header and Footer toolbar, as shown here, and delete or change the watermark.

To manually add a watermark to the header and footer area, insert or create the graphic directly in the header and footer area and format it to be transparent. Then, with the image selected, on the Format menu click Format Picture (or Format WordArt, etc.). Click Layout.

Watermarks must be formatted using the Behind Text layout in order to appear as a watermark. After formatting click and drag the image to the desired position. When you close the header and footer area, you will see your new watermark behind the document text in Print Layout view or Print Preview.



Note: For Graphics in Word use the In Line with Text wrapping style whenever possible. You will then be able to position graphics as easily as you do text.


Add a Background Grid

Adding a background grid makes it easier to align shapes.

  1. Click Draw on the Drawing Toolbar
  2. Select Grid
  3. Set the following options:

·  Snap objects to grid

·  Grid settings

·  Grid origin (margins)

·  Display gridlines on screen

  1. The grid does not print.

Use AutoShapes and Clipart to Create Anything!

After you complete the drawing do not forget to go to Draw on the Drawing Toolbar and Group the objects before you copy and paste the picture into another application.


Customize 3D Shapes with Fill

If you don’t have the toolbar shown below, right click on a blank space in the toolbars and choose Drawing.

Begin by drawing a rectangle. (If you want a perfect square, hold shift while you draw the box)

Click on the 3D button on the far right end of the drawing toolbar and choose what you are looking for.

Make sure your square is highlighted and choose the Surface button

Choose Wire Frame.

Copy and paste your shape so you have two, then shrink one of the boxes so one partly fills the other.

Click on the Surface button again and choose Matte.

Finally, right click on the shaded shape and choose Order -> Send to back.

To create the circle, instead of dragging to change the depth of the second

shape, adjust the height of the cylinder by using the depth button.


Creating Math Manipulatives

( + ) Positive ( – ) Negative Chips

1.  Open a New Word document

2.  Go to the Table Menu – Insert Table.

3.  Select 6 Columns and 1 Row.

4.  Click and drag on the bottom left corner of the table to make the cells square.

5.  Place your cursor in the first cell.

6.  Click on AutoShapes on the Drawing toolbar. (or go to the Insert Menu à Picture à AutoShapes)

7.  Select Basic Shapes and click on Oval.

8.  Hold down the Shift key.

9.  Drag to create a circle in the first cell.

10.  You may need to adjust the size of the frame or the size of the circle by dragging either the corner of the frame or the corner of the circle.

11.  Right click on the circle.

12.  Choose Format AutoShape.

13.  Change the Fill color to Red and click OK.

14.  Click on the circular object.

15.  Right click on the striped frame around the circle.

16.  Choose Copy.

17.  Right click in the cell to the right.

18.  Choose Paste.

19.  Repeat until all the cells in the first row are filled.

20.  Click in the margin to the left of the first row to select the entire row.

21.  Go to the Format Menu. Choose Borders and Shading à Borders à None

22.  With the entire row still selected go to the Edit Menu

23.  Choose Copy.

24.  Click beneath the first row.

25.  Paste as many rows as you need.

26.  Recreate using a different fill color.

Office Tips and Tricks – O’Neill & Hudson – Page 2

Creating Formatted Tests with Tables

(Using Hidden Text for an Answer Key)

Inserting a table:

  1. Table
  2. Insert
  3. Table
  4. Choose # of rows and number of columns. A good default is 5 by 2.
  5. Place your mouse over the bottom right hand corner of your table until you see a slanted double arrow as shown below.

Hidden text /
  1. Click and resize the table so it fits the entire page. Your cells should automatically adjust themselves to the same size, fitted down the page.
  2. Highlight all of the cells in table.
  3. Click on the numbering button and it will place a number in all the boxes.

Creating Hidden Text: Once you’ve entered your questions and answers onto the document, highlight the first answer.

  1. Format
  2. Font
  3. Checkmark Hidden
  4. OK

To see (or not see) your hidden text:

Turn on the Show/Hide button

Easy formatting of all answers:

  1. Make sure the first answer is showing
  2. Double click on the format painter button
  3. Highlight all of your answers
  4. Click show hide to hide answers and be sure they are all hidden
  5. Press escape to release the format painter

______

Office Tips and Tricks – O’Neill & Hudson – Page 20

To print an answer key:

  1. Tools
  2. Options
  3. Print Tab
  4. Checkmark Hidden text
  5. OK
  6. Print as you usually would


To print a test document:

  1. Tools
  2. Options
  3. Print Tab
  4. UN-checkmark Hidden text
  5. OK
  6. Print as you usually would

Office Tips and Tricks – O’Neill & Hudson – Page 20

Use Excel for Centimeter Cubes

Resizing:

  1. Click the box in the upper left hand corner of the spreadsheet to select the entire page.
  2. There is a light line between column label A and label B. Click on the line and drag till the floating label reads Width: 4.43 (36 pixels)
  3. When you let go, all columns should be the same width as Column A.
  4. Do not click anywhere. If you do accidentally, click again on the corner box to select all. Your spreadsheet should be completely blue.
  5. Click on the line between row 1 and row 2.
  6. Drag down until it reads Width: 27.00 (36 pixels)

Borders and Printing:

  1. Make sure all of your cells are still highlighted. (Or click the corner select all box)
  2. Find the borders button in your toolbar and from the drop down choose all borders.
  3. Choose File – Print Preview
  1. It will read “Excel did not find anything to print.” Press OK.
  1. You should now have hashed edges showing you where the borders of your page are. Scroll over and down until you find the bottom right hand corner of your page. Click in that cell (example shown is cell Q24) and drag back up to the top left hand corner (Cell A1).
  1. File – Print Area – Set Print Area.
  1. Print as you usually would.

** Note for Networked Xerox Printer users ** When printing secure to the Xerox printer, you will have to release every copy you send, when printing from Excel. This may only be for our district but I wanted to have it in print. Send only one copy; then make photocopies of it to save yourself a lot of time (& headache).



Using Excel for Creating Graph Paper

It helps to decide in advance exactly what you want before you start. For this example we are going to make 3 15 by 15 graphs going down the side and space on the right in order to work. The graph will also have the origin labeled.

  1. Resize your columns to 17 pixels wide (explained on page 12).
  1. Highlight a 14 by 14 space in the corner. Look above columns A-C and it will count the rows by columns.
  1. Turn on all borders.