Using Special Formatting in Excel

Creating a Printable Form in Word

Setting the Out of the Office Message

Use of PowerPoint in Blackboard Courses

Working with the Slide Master

Smart Classroom Assistance Web Page

Using Special Formatting in Excel
In Microsoft Excel, you can use number formats to change the appearance of numbers, including dates and times, without changing the number behind the appearance. For example, you can display a number such as .08 as 8%. Excel contains many built-in number formats you can choose from. The General format is the default number format used when you simply type data into a cell.

To see a complete list of these formats, click Format-->Cells, and then click the Number tab. The formats appear in categories on the left, including accounting, date, time, fraction, scientific, and text. When appropriate, category types appear in the area on the right side of the dialog box.

A frequently asked question is "Why does Excel remove the leading zero in my zip code?" The reason is that Excel sees the zip code you entered as a number. In general, the zero is not required to display the value of the number. However, since number formats are not about the value, they are about the appearance, you can use a special format to retain the leading zeros, 00000. To access the special number formats used for zip codes, follow these steps:

1. Open Excel and enter the following data in cells A1 down to A5: 11772, 11205, 01234, 09876, 99999
2. Select the range of cells where you want to apply a special number format (cells A1:A5).
3. Click Format-->Cells, then the Number tab.
4. Click Special from the category list on the left and then click Zip Code from the type area on the right.
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5. Click the OK button and the leading zero is retained.

In addition to the 00000 Zip Code number format, Excel also has 00000-0000 for Zip-Plus-Four, 000-00-0000 for Social Security numbers, and (000)000-0000 for telephone numbers.

If those formats don't meet your needs, you can add a custom format. For example, none of Excel's built-in Date formats will insert hyphens between the numbers. To add a custom number format, follow these steps:

1. Open Excel and enter the following data in cells B1 down to B5: 12312005, 05012007, 03162006, 10052006, 04012004.
2. Select the range of cells where you want to apply a special number format (cells B1:B5).
3. Click Format-->Cells, then the Number tab.
4. Click Custom from the category list on the left and then type in
   00-00-0000 in the type text box on the right side. Notice that your formatted date appears in the Sample area.
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5. Click the OK button and the number format is updated.

In the same way that you apply other formats available in the Format Cells dialog box, you can format a selection, column or range of cells before or after entering any numbers. Note that the custom number format you create isn't available in other workbooks; you have to re-create it for other sheets.

Creating a Checklist in Word

1. Open Word and click Table-->Insert-->Table.
2. In the Number of columns and Number of rows boxes, type or select 2 columns and the number of rows that you want. You need one row for each item in your list.
3. Click the OK button.
4. Don't worry about the size of the columns or the border lines in the table. You can fix those later.

1. Click in the top left cell in the empty table.
2. Click View-->Toolbars-->Forms.
3. On the Forms toolbar, click Check Box Form Field.
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4. Click the next cell where you want to insert a check box, and then press CTRL+Y to insert another check box.
5. After you insert a check box for each item that you want, click the top right cell in the table and type the text for the first item.
6. Repeat this step for each item in the list.

1. Right-click inside the table, point to AutoFit, and then click AutoFit to Contents.
2. Right-click inside the table again, click Table Properties, and then click the Table tab.
3. Click Options, and in the Left and Right boxes, type or select a number that will provide a little bit of space between the check box and the text, such as .02, and then click the OK button.
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4. Back on the Table tab, click Borders and Shading, and then click the Borders tab.
5. Under Setting, click None, and then click the OK button.
6. At this point, you can print the Word document and use the old fashion way to mark the boxes - with pen or pencil.

Setting the Out of the Office Message

1. Log into your Webmail account.
2. Click once on the Settings icon located in the upper right side of the screen.
3. Click once on the Rules link located just below the date and time.
4. Type an out of the office message into the white text box.
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5. Click once on the Enable button to turn on the vacation message.
6. Click once on the Update button to update this setting in your email account.

The enable button will now appear as a check box with a check mark in it. You have successfully enabled your vacation message.

Turning OFF a Vacation Message
Upon returning to the office, it is important to turn off the vacation message and clear the "Replied Addresses" list. Clearing the replied addresses list will ensure that the next time you turn on your vacation message each email sender will receive your new vacation message.

1. Log into your Webmail account.
2. Click once on the Settings icon.
3. Click once on the Rules link.
4. Click once on the check mark located in front of the wording Vacation Message.
5. Click once on the Update button to update this setting in your email account.
6. Click once on the Clear 'Replied Addresses' List button located below the message text box.

Use of PowerPoint in Blackboard Courses
One of the most popular content items added to Blackboard are PowerPoint presentations. When adding PowerPoint into Blackboard, you need to be mindful of the format you are using to post the presentation. The format you choose may limit how the student can view and/or print the presentation.

There are three ways that you can post PowerPoint presentations into your Blackboard course: convert to a PDF file, package the presentation, or upload the actual presentation. These formats, along with an explanation, are listed below in the order most easily accessible to students.

File Formats for Posting in Blackboard
Converting PowerPoint to PDF
Using PDF format, students can easily view and print the slides using the free Adobe Acrobat Reader software. When printing, students have the option within the print dialog box to print multiple pages per sheet. While converting a PowerPoint to PDF format, the instructor can select to provide notes pages and handout views with – two, three, four or six slides to a page. A PDF file is also smaller in size. You can convert PowerPoint to PDF by using Adobe Acrobat Professional, or by installing PDF995, a free download. See the instructions below on how to easily convert PowerPoint to PDF using PDF995.

Packaging the PowerPoint Presentation
This format will allow students to view the presentation without having the PowerPoint application or the PowerPoint Viewer installed. A presentation in this format cannot be easily printed. When using this format, a "printable version" of the presentation should also be posted. Please refer to Converting PowerPoint to PDF.

1. Open your PowerPoint Presentation
2. Select File-->Print
3. From the Printer Name drop down list, select PDF995
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4. Under Print What, select one of the following options:
   Handouts, if you would like to include multiple slides per page. You will then select the number of slides to include on each page-2, 3, 4, or 6.
   - OR -
   Notes Pages, if you have included notes in your presentation for your students to view.
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5. Click on OK
6. Name the file and click Save.

In anticipation of this change, we are giving you a sneak peak at some of the changes and new features common to each program in Office 2007. (Click here to view changes - PDF)

Training Opportunities
Check your SJC e-mail this summer for more details regarding training sessions to get you up to speed, animated tutorials you can watch in your browser, and the availability of revised training documentation and assistance. We will be ready to help people quickly feel at home in the new Office user interface and rapidly become accustomed to the new way these applications work.