Microsoft Word Basics

Microsoft Word Basics

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Introduction

This course is designed to provide all those interested with a solid foundation in the use of Microsoft Word, one of the most widely used tools in the work and academic environment. The following is a clickable interface simulation of Word. Select each option to review. Select the Excel Training button once completed to move forward.

Excel Training

Basics

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Microsoft Outlook

Microsoft Word

Introduction

This course is designed to provide all those interested with a solid foundation in the use of Microsoft Excel, one of the most widely used tools in the work and academic environment. Through this course, you will learn how to manipulate data, create spreadsheets, use basic functions and present information in a clear and organized manner. Excel is a fundamental tool in areas such as administration, accounting, engineering, human resources, sales and more. Mastering its basic functions will allow you to improve efficiency, data analysis and decision making.

Agenda

Objectives

Modules

Objectives

General Objective- To train in the basic use of Microsoft Excel, enabling you to perform simple operations, organize data and use common functions for everyday tasks. Specific Objectives- To recognize the Excel interface and its basic functions. To use basic formulas and functions such as SUM, AVERAGE, MAX, MIN, etc. To apply formatting to cells and spreadsheets to improve data presentation.

Modules

Module 2

Module 3

Module 1

Basic Operations and Simple Functions.

Formatting and Presentation of Data

Introduction to Excel and its Environment

MODULE 1

What is excel and what is it used for?

Microsoft Excel is a spreadsheet application developed by Microsoft. It is part of the Microsoft Office suite and allows you to organize, analyze and visualize data efficiently. It is used in multiple areas such as administration, finance, education, engineering and more. Main uses of Excel:-Perform automatic and complex calculations using formulas.-Organize data in tables.-Create graphs and visual reports.-Perform data analysis using filters, pivot tables and statistical functions.-Automate tasks with macros (advanced level).

User Interface Main Elements:

When you open Excel, you will see the following elements in its interface: Ribbon: Top horizontal bar divided into tabs (Home, Insert, Formulas, etc.) containing commands and tools organized by categories. Formula bar: Displays the contents or formula of the active cell. Here you can type or edit data and formulas. Cells: Basic unit where data is entered. Each cell has an address (such as A1, B3). Rows: Arranged horizontally and numbered (1, 2, 3, ...). Columns: Arranged vertically and labeled with letters (A, B, C, ...).

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Data Types in Excel

In Excel you can enter different types of information, which behave differently: Text: Any combination of letters, numbers and symbols not used in calculations. E.x.: "Customer", "Product A". Numbers: Numerical values that can be used in operations, Ex: 100, 25.5. Dates and times: Excel recognizes certain formats as dates. E.x.: 11/05/2025, 14:30. Reminder: The way you enter data determines how Excel interprets it. For example, typing "12/05" may be interpreted as a date automatically.

Saving a file

• Click File > Save As.
• Select the location (PC, OneDrive, USB).
• Choose a name and click Save.
• Default format: .xlsx.

Open an existing file

• Click under File > Open.
• Select the file from your computer or cloud storage.

Close file or exit Excel

• To close only the current file: File > Close.
• To exit Excel completely: File > Exit or click on the X in the window.

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DIY- Open your Excel Workbook

Open your own copy and follow along- We wil review: - Naming your workbook - Saving your workbook - How to find your workbook

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Module 2

Data Entry and Editing

In Excel, you can enter three basic types of data in a cell: text, numbers or dates. To enter data:

• Click on the desired cell
• Type the content
• Press Enter or select another cell.

To edit existing data:

• Double-click on the cell.
• Or select the cell and edit in the formula bar.

You can also cut, copy, paste or delete data from the context menu (right-click) or by using keyboard shortcuts (Ctrl + C, Ctrl + V, etc.).

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Simple Formulas: Addition, Subtraction, Multiplication and Division

-Addition: =A1 + B1 Adds the values in cells A1 and B1. -Subtraction: =A1 - B1 Subtracts the value in B1 from A1. -Multiplication: =A1 * B1 Multiplies the values in A1 and B1. -Division: =A1 / B1 Divides the value in A1 by B1.

Basic Functions

Excel includes predefined functions that simplify calculations: =SUM: Sums all the values in a range of cells. Example: =SUM(A1:A5) =AVERAGE: Calculates the average of a group of cells. Example: =Average(B1:B5) =MAX: Returns the highest value in the range. Example: =MAX(C1:C5) =MIN: Returns the lowest value in the range.Example: =MIN(C1:C5) These functions can be written manually or inserted using the assist option.

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Status Bar

The status bar is located at the bottom of the Excel window. It displays useful information without the need to type formulas, such as:

• Average
• Sum
• Count

• How it works:
• Select several cells with numeric values.
• The status bar will automatically display the calculations.
• It is ideal for obtaining quick data without the need for formulas.

DIY- Open your Excel Workbook

Open your own copy and follow along- We wil review: - Keyboard Shortcuts - Simple Formulas - Basic Functions

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Module 3

Apply Cell Formatting (Color, Borders, Alignment)

Formatting cells improves the presentation of data and makes it easier to read. Basic formatting options: Fill color: Changes the background of the cell. Font color: Changes the color of the text. Borders: Delimits cells with lines (you can choose the type and thickness). Alignment: Aligns the content to the left, center, or right; you can also align vertically. Number format: Changes the display of data (currency, percentage, date, etc.). 📌 All these options are located in the Home tab, Font and Alignment group.

Conditional Styles and Formats

Conditional formatting automatically applies styles to cells based on certain conditions. Examples of use:

• Color values less than 50 in red.
• Highlight cells with expired dates.
• Use data bars or color scales to visualize trends.

How to apply:

• Select the range of cells.
• Go to the Home tab > Conditional Formatting.
• Choose a rule type (highlight cells, top/bottom rules, data bars, etc.).
• Customize if necessary and click OK.

Info

DIY- Open your Excel Workbook

Open your own copy and follow along- We wil review: - Font Color - Borders - Alignment - Conditional Formats

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Sort and Filter Data

Sort

• Allows you to organize data from smallest to largest, largest to smallest, or alphabetically.
• Applies per column.
• Example: sort a list of products by price.

Filter

• Allows you to display only data that meets certain criteria.
• Excel adds arrows to the headers so you can select which data to view.
• Very useful in tables with many records.

How to: Select your data > Home tab > Sort & Filter > Filter (Excel automatically adds a filter to the headers).

Introduction To Graphs

Excel allows you to create charts to visualize information in a clear and attractive way. Basic types of charts:

• Column chart: Compares values between different categories.
• Bar chart: Similar to a column chart, but horizontal.
• Pie chart: Shows proportions of a total.

Steps to create a chart:

1. Select the data (including headers)
2. Go to the Insert then Charts tab.
3. Choose the type of chart you want.
4. Customize with titles, colors or legends if desired.

DIY- Open your Excel Workbook

Open your own copy and follow along- We wil review: - Sorting and Filtering Data - Graphs Available - How to Create a Chart

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Microsoft Outlook

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Excel Training

Microsoft Word

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Searching for Emails

Responding to Emails

Reading Emails

Inbox Structure and Organization

Outlook Layout and Navigation

10

Scheduling Meetings with Others

Creating Calendar Items

Calendar Views and Availability

Using Copilot

Manage Meeting Requests

AI with Copilot

Copilot

This section focuses on how to use Copilot and AI responsibly and effectively across Microsoft 365. AI can help save time, improve professionalism, and support learning while reinforcing that users remain responsible for all work produced by:

Helping in Excel

Formatting and Drafting Professional Emails

Summarizing and Clarifying Information

Expert Guiding in Microsoft 365

Drafting and Formatting Emails Professionally

Copilot can assist with drafting emails by generating an initial version based on a short prompt. This is especially helpful when you know what you want to communicate but are unsure how to phrase it clearly, professionally, or appropriately for your audience. Users can ask Copilot to draft emails for common scenarios such as scheduling meetings, following up on requests, or providing status updates. Copilot can also rewrite existing drafts to improve tone, making messages more professional, more concise, or more friendly as needed. In addition to drafting content, Copilot can help improve email formatting by suggesting clearer structure and layout. This includes adding professional greetings and closings, organizing content into readable paragraphs, and improving overall clarity. AI suggestions can help transform long or unclear messages into well structured emails that are easier to read and understand. Even when using Copilot, emails should remain brief, clear, and appropriate for the recipient. All AI generated email content must be reviewed, edited, and approved by the sender before being sent.

Helping in Excel

Copilot can be used in Excel to explain formulas, suggest functions, and help users understand what a formula is doing. This is especially useful for learners who are not comfortable with Excel syntax or are unsure which function to use. Users can ask Copilot for help creating basic formulas, understanding existing formulas, or identifying more efficient approaches to calculations. Copilot acts as a learning aid and guide rather than a replacement for understanding the data itself. Copilot is most effective when used to learn how Excel works, not just to produce an answer.

Expert Guide for Microsoft 365

Copilot can answer questions about how to use Microsoft 365 applications such as Word, Excel, Outlook, and Teams. It can guide users on where features are located, when to use certain tools, and how to complete common tasks. Think of Copilot as a built in expert that helps you navigate Microsoft 365 more confidently, especially when working with unfamiliar tools or features. It is useful for learning workflows, understanding options, and finding the right tool for the task.

Summarizing and Clarifying Information

Copilot can help summarize and clarify information to save time and improve understanding. This includes summarizing long emails, documents, or threads, and highlighting key points or action items. Users can also ask Copilot to rephrase or simplify information when content feels unclear or overly technical.

Summaries should always be reviewed to ensure accuracy and completeness before being shared or acted upon.

REMEMBER

When Not to Use AI and Confidentiality

AI is a Tool Not an Authority

AI should never be used to generate or process sensitive or confidential information. Do not enter: • Personal or employee data • Confidential business information • Financial or payroll data • Passwords or security details • Information that should not be shared outside the organization

• Copilot provides suggestions, drafts, and explanations but does not understand full business context, policies, or consequences. AI output may be incomplete, inaccurate, or inappropriate for certain situations.
• Users are always responsible for reviewing AI generated content, applying judgment, and ensuring accuracy before using or sharing it.

Do you have any questions?

We are here to help you. If anything is unclear or you want to explore a topic in greater depth, please do not hesitate to write to us. Your curiosity is also part of the learning process.

Thank you for taking the course!

Outlook Layout and Navigation Outlook is built around multiple work areas that change based on what you are doing. The Navigation Pane on the left is used to move between Mail, Calendar, People, and Tasks. Most daily work happens in Mail and Calendar. The Ribbon at the top changes depending on which area you are in, meaning email tools appear in Mail view and scheduling tools appear in Calendar view. The center of the screen shows either messages or calendar items, and the Reading Pane displays the contents of a selected item. Understanding this layout prevents confusion and makes it easier to find tools quickly without searching menus.

Did you know that...?

• Excel has over 400 functions.
• The LET function allows you to assign names to calculation results.
• The FILTER function filters a range of data according to criteria.
• The UNIQUE function returns a list of unique values in a range.

Did you know ......?

Excel automatically saves changes to a file as you work, creating a backup in case a problem occurs, such as a power outage or application crash.

Scheduling Meetings with Others When scheduling a meeting, attendees are added as Required or Optional depending on their role. The Scheduling Assistant shows participant availability, helping identify suitable meeting times. Checking availability before sending invitations reduces rescheduling and improves participation. Once sent, the meeting appears on both your calendar and attendees’ calendars. This process supports collaboration while respecting others’ time.

Did you know that...?

• Excel has over 400 functions.
• The LET function allows you to assign names to calculation results.
• The FILTER function filters a range of data according to criteria.
• The UNIQUE function returns a list of unique values in a range.

Managing Meeting Requests Meeting invitations require a response to keep calendars accurate. Accepting adds the meeting to the calendar, Tentative reserves time while awaiting confirmation, and Decline removes it when attendance is not possible. If meeting details change, Outlook automatically sends updates to all attendees. Responding promptly helps minimize confusion and scheduling conflicts. Proper meeting management keeps calendars reliable and communication clear.

Did you know that...?

• Excel has over 400 functions.
• The LET function allows you to assign names to calculation results.
• The FILTER function filters a range of data according to criteria.
• The UNIQUE function returns a list of unique values in a range.

Calender Views and Availability The Calendar provides multiple views, including Day, Work Week, Week, and Month, each suited to different scheduling needs. Day and Work Week views are best for scheduling meetings, while Month view is useful for planning and awareness. Reviewing availability before scheduling helps avoid conflicts and supports effective time management. Understanding calendar views makes scheduling tasks easier and more accurate.

Did you know that ...?

Excel allows you to apply different cell formatting, such as colors, borders, etc., to highlight data or create visually appealing layouts.

Creating Calendar Items Outlook distinguishes between Appointments and Meetings. An Appointment is a calendar item that involves only you, such as focused work time or personal reminders. A Meeting includes other people and sends them an invitation. Both types require a subject, date, time, and optionally a location or description. Choosing the correct calendar item ensures accurate scheduling and communication.

Do you know what the main parts of the interface are ?

• The Ribbon
• The Quick Access Bar
• The Formula Bar
• The Name Box
• The Spreadsheet

Reading Emails Not every email requires a full response or immediate action. Outlook allows users to read messages directly in the Reading Pane, helping them quickly determine relevance. Messages can be marked as read or unread to track what still requires attention. Deleting unneeded emails promptly helps keep the Inbox manageable and reduces distractions. Efficient reading practices save time and reduce backlog throughout the workday

Did you know that...?

• Excel has over 400 functions.
• The LET function allows you to assign names to calculation results.
• The FILTER function filters a range of data according to criteria.
• The UNIQUE function returns a list of unique values in a range.

Did you know that...?

• Excel has over 400 functions.
• The LET function allows you to assign names to calculation results.
• The FILTER function filters a range of data according to criteria.
• The UNIQUE function returns a list of unique values in a range.

Responding to Email appropriately Outlook provides three primary response options. Reply sends a response only to the original sender and is the most common choice. Reply All sends the response to everyone included in the email and should be used only when the entire group needs the information. Forward sends the message to someone who was not originally included and is useful for sharing information with new recipients. Choosing the correct response method helps maintain clear communication and prevents unnecessary email traffic.

Did you know that...?

Excel offers table styles to format tables with a single click, including options to highlight the first row, the first column, or apply a complete table style.

Searching for Emails The Search bar is one of the most powerful features in Outlook. Users can search by sender name, subject, keywords, or dates to quickly locate messages. Search is often faster than navigating through folders, especially in accounts with large volumes of email. Using targeted keywords improves accuracy and reduces time spent hunting for information. Effective search skills significantly increase productivity.

Inbox Structure and Organization The Inbox is where new email arrives and is the primary starting point for communication. Below the Inbox are standard folders such as Sent Items, Drafts, and Deleted Items, which Outlook manages automatically. Some users organize email using folders, while others rely mostly on Search. Both approaches are valid, but good organization ensures messages are not lost and important communication is easy to find. The Reading Pane allows messages to be reviewed without opening them in a new window, which supports faster email processing.