Using MS Publisher/MS Excel

Publisher is a great tool for creating various publications such as newsletters, brochures, business cards, calendars, catalogs, and everyday cards. You can begin with a premade template and simply add your content into the text boxes, add your pictures or other graphics, and then format the font and color scheme to your liking. You also have the option to start with a blank document and add your own text boxes, form your own layouts and formatting designs. This program allows for a lot of creativity and design.

Excel is a tool used to display and analyze data. You can create a list of data that incudes but not limited to names, addresses, items, quanity sold, scores, money earned, percent increased/decreased, etc. One the data is typed into the spreadsheet you have a variety of formatting options such font styles, cell styles/colors, spacing of columns and rows, and hiding/unhiding various pieces of data. You can also use various formulas to manipulate your data to determine other bits of information. Once you have completed the entering and formatting of your data you can create various types of graphs (bar, column, line, pie, and more) to complete further analysis of the data.

Publisher/Excel Technology Session Evaluation

publishersign.jpgPublisher: Helpful Hints

  • Explore the templates and choose the publication type that you are creating.
  • Complete the wizard – it asks you several questions such as color schemes, number of pages, dates; page size or layout;
  • Choose “create”
  • To begin, you must click inside a text box in order to begin typing or highlighting text to change something

Text Boxes

  • Pre-made templates already have text boxes where “THEY” think you should put text; it doesn’t mean you have to have it there
  • Click and drag a text box to move it or use the small boxes around the shape to resize it
  • To type inside it – double click your cursor on the text box to start typing inside
  • Click outside the box when finished (in the white space)
  • Add a new text box – go to Insert and choose text box
  • Click your mouse and hold the button to draw a new text box where you would like it


  • Change font style (the same as in word)
  • Alignment (left, center, right)
  • Font size or coloring


  • Insert picture: (insert menu) choose clip art or from file (same as in word)
  • Then click on the picture and go to the “Arrange” menu
  • Change text wrapping options (tight, square, etc.)
  • Click and drag the picture where you want it on the page
  • Add a text box around it if you want a caption
  • Click the picture and hold your “shift” key down while clicking on the text box (caption); go to
  • Arrange and choose “group”; now the 2 are hooked together

Linking Text Boxes

  • Your story is too big for the one column text box…..
  • Create a new text box next to the one you are typing in…
  • Click on text box number 1, then click on the “chain link” at the top right corner of your menu bar;
    • next click on what will be text box number 2
  • The extra text will now flow from box 1 to box 2 (just like in a newspaper)

Drawing Tools

  • Display the object toolbar to get various shapes and lines (View menu, toolbars, object)
  • Add a rectangle to provide a border around a picture or text box
  • Use the paint can to fill it a desired color or use fill effects for fancy coloring
  • Next click on the object and go to the “Arrange” menu and go to Order; choose “send to back”; now that object is behind a text box or behind a picture

Shadows/3D Effects

  • On the format toolbar (same bar that has font styles and sizes); look all the way to the right and you will see a square with a shadow behind it – this is for shadowing
  • The cube next to it is for adding 3D effects

Excel: Helpful Hints

publishersign1.jpg* Creating a spreadsheet that can be used in word, PowerPoint or alone

* Click inside a cell in order to type data
* You only need to have a cell selected in order to format the text such as word – font style, alignment, size, color vs. actually highlighting the entire text

= =Copy/Paste=


· Click on a cell or highlight a series of cells – choose copy, choose paste
· If there are any formulas in a cell it will copy/paste that formula unless you right click on paste and choose “paste values”
· For copying – you can use the small black box in the bottom right corner of a cell and drag it down a column to put the same information into the following cells; examples:
o need PA in all cells in that column; use the small box to copy/paste into all cells in that column
o you want a formula that you typed in the first cell to be repeated in the next 5 cells down – drag the box and it will copy/paste that formula; it will also change the numbers in the formula to correspond with the new rows
= =Inserting Columns=


· Click your cursor at the top of a column, clicking on the letter of that column
· Click on insert (found on the far right of your home ribbon) and choose “insert columns”
· This will insert a new column to the left of the column that you clicked on
= =Inserting Rows=


· Click your cursor at the left of your screen, clicking on the number of that row
· Click on insert (found on the far right of your home ribbon) and choose “insert sheet rows”
· This will insert a new row above the row you have highlighted
= =Resizing Columns=


· Highlight the column that needs to be resized
· Place your cursor between the heading letters of that column and the next column
· Double click your mouse and the column will resize to fit all the data that is located within that column
· To do all columns at once – click your cursor on the small square located at the top left corner of your spreadsheet; this will highlight all rows and columns; then double click your mouse between two column headings
= =Formatting Columns=


· Highlight the data that needs formatted
· Under the home ribbon, look under the cells section and choose format, choose cells
· Look under the “number” tab
· Change the data to a percent, currency, date, etc.
= =Sorting Data=


· Highlight the cells that need sorted
· Click on the “data” ribbon
· Choose “sort” either a to z or z to a for a simple sort or choose “custom” to create your own sort options
· If using “custom” you will have to choose the column(s) that you are sorting it by
= =Naming a Range of Cells =


Rather than typing in every cell name (a1, a2, a3, etc.) use a cell range. Type the first cell name, then use a colon, and last type the last cell range. Example you want to use the sum formula to add up the cells in column D and there are 5 cells altogether. =sum(D1:D5)

= =Common Formulas=


·Note = all formulas must start with an = sign ·Sum
· Average
· Concatenate (joining cells together with spaces or commas between words)
· If Then; expression (for example: C1>.80; in the true spot put pass and in the false spot put fail; this formula would like this [=if(c1>.80,”pass”,”fail”)]
· Count – count the number of cells that have a number in them
· Countif – count the number of items in a list such as x’s or yes vs. no (use when you don’t want to sum the data just know how many responses in a column) ex. How many yes responses to a question? =countif(c1:c11,”yes”)
· Counta - count the number of cells that are not blank (ex. number of students in a list)

=sum(_#, _#, _#,..) or =sum(_#:_#)
=average(_#, _#, _#,..) or =average(_#:_#)




= =Graphs=


· Highlight the cells that you wish to create into a graph
· If they are all side by side columns, just click in the first cell and drag until the area is highlighted
· If not, highlight the first part, then hold your control key down while highlighting another column
· Then go to “Insert” and choose the graph you wish to create
· The graph will appear in the spreadsheet and 3 new ribbons will appear at the top of the screen: Design, Layout, Format
· Use these ribbons to modify how the chart looks (adding titles, font changes, size, colors, etc.)
· If you don’t want it to be located on the spreadsheet choose “move” on the “design” ribbon and tell it as a new sheet within this workbook and give it a name

Participant Evaluation: