Tag Archive: Faculty Tutorials

Kronos 7: Timekeeping at Pepperdine

Have you figured out how to use Kronos 7 yet? Perhaps you’re still struggling with the basics of getting around and entering your information correctly. Here are a few resources which you might find helpful.

First, a video introduction to Kronos 7:

The video is helpful, but still limited. So here are some recommended help-guides for more in-depth and user-specific reference (students and adjuncts take special note):

Support for Kronos is provided by the Payroll Department at (310) 506-4636 or check out their Finance and Payroll FAQs.

Please note that while Google Chrome and newer versions of Microsoft Internet Explorer are fine browsers, Kronos still works best in Mozilla Firefox. Whatever browser you use, be sure it is up to date and that you have the most recent Java patches installed for the best experience possible.

Adding Video to PowerPoint, Part 2

This post is a continuation of Adding a Video to PowerPoint: Part One. Here, I will explain how to download a YouTube video and embed it into your presentation.

There may be times when you do not have an Internet connection and/or would like to include a video without having to access the Internet. In those instances, the best option is to download the video to your local computer and embed that video in your PowerPoint.  NOTE: If you save your PowerPoint on a USB drive and take that to class, you will ALSO need to save all downloaded video files as well on the USB. If you do not do this, the files will not play in your PowerPoint presentation.

First, go the video.Then, in the address bar replace the domain name (youtube.com) with (SaveMedia.com). For example, if your video’s URL is: http://www.youtube.com/watch?v=qorfG_CrVkM 

Go into the address bar and take out the www.youtube.com and replace with:http://SaveMedia.com/watch?v=qorfG_CrVkM

Bring your cursor to the end of the URL and hit ENTER/RETURN. You will be taken to the savemedia.com web site and a window will pop up – select RUN (see below).

Running SaveMedia ProgramNow on the savemedia.com web site, you will have the option to either download video (in a variety of formats) or download just the audio.  Select the format that works best for you. I would recommend using at least Medium Quality video and saving as an MP4 file. Selecting Video File OptionOnce you select the format, a window may pop up asking if you want to save to your computer. Choose SAVE FILE then click OK. Depending on the type of computer you are using, this should save the file to your Downloads folder.  I would strongly recommend moving this file to the same folder where your PowerPoint is located BEFORE you add to your PowerPoint presentation. Saving Video File to Local ComputerIn your PowerPoint presentation if you are creating a slide just for the video you can choose the Title and Content slide.  In the content area there is an icon that looks like movie film. Click on that to insert the video. If you bring your mouse over to that icon, it should say Insert Media Clip. See below. Inserting Video into PresentationWhen you click on that, a window will pop up showing you your computer files. Go to the folder where the video file is located and select the video file. Click Insert. Saving File in Local Computer DirectoryIt may take a few minutes to load. Once it loads, you will see the video on your presentation. It should look like a black square with a play button and other buttons at the bottom.  You can resize the video as necessary to fit in your slide. Note that making it larger may cause the picture quality decrease. I would also recommend only resizing the video from the corners (as this will prevent you from distorting the video).

Video Displayed in PresentationDO: In addition to inserting the video to your PowerPoint, it may also be a good idea to include a hyperlink to the video on that slide as well. This way, if you share your presentation with others, they will still be able to access the video.

NOTE: If you share your Presentation file with another person, they will need both the PPT file and the video file in order to play the video correctly on the PowerPoint.

If you want to add a video and you have a blank slide, simply select the Insert tab, and then select Video from the Media section.

Inserting Video using ToolbarThen follow the steps as outlined above when selecting the file from your local computer.

Adding Video to PowerPoint, Part 1

In the next two posts I will explain how to add a video to your PowerPoint presentation. In this post (Part 1) I will describe how to add the video via a hyperlink. This is often the best option when you have a good Internet connection. In Part 2, I will explain how to download a YouTube video and add that to your presentation. That option is ideal when you know you will not have an optimal Internet connection during the presentation.

One of the best options for adding a video to your PowerPoint presentation is simply to include a hyperlink to the video. When you are presenting, you will click on that hyperlink and it will take you directly to the web site. To add a hyperlink, first, highlight the text that you would like to turn into a link.Click on the Insert tab and then select Hyperlink.

Insert Hyperlink in PowerPointA window will pop up (see below). Make sure on the left-hand side that Link to: Existing File or Web Page is selected. Next, enter in the URL in the space to the right of Address: (see below).  Click OK.

Add URL to PowerPointNow your text is hyperlinked. Depending on the type of design/theme you have selected for your PowerPoint presentation, it is likely that the text will now be underlined, indicating a hyperlink.

DON’T: Don’t underline other text (non-hyperlinked text) in your PowerPoint presentation if you are going to use hyperlinks.  This will confuse you and/or the student as to which text is in fact a hyperlink. Instead of underlining non-hyperlinked text, consider using bold, italics, or another color to emphasize the text.  Hyperlinks should be the only underlined text in your presentation.

DO: Type a meaningful title of what that URL will link to instead of the URL. Then follow the steps on the previous page to hyperlink that text. The end result will be a much neater presentation of content and no lengthy URLs will be displayed on the screen.

There may be times when you do not have an Internet connection and/or would like to include a video without having to access the Internet. In those instances, the best option is to download the video to your local computer and embed that video in your PowerPoint. Next week I will tell you how to download a YouTube video and post on your PowerPoint presentation.

NOTE: If you save your PowerPoint on a USB drive and take that to class, you will ALSO need to save all downloaded video files as well on the USB. If you do not do this, the files will not play in your PowerPoint presentation.

Pictured above is text that is hyperlinked to a YouTube video.

Pictured above, the URL is displayed rather than text describing what the link is. The slide on the left is neater and takes up less space than a lengthy URL.

Excel Cheats: Part Five

As part of our series, Excel Cheats: What You Didn’t Know!, I will now proceed to share a few more tips and tricks about Excel 2010. Specifically, how to display formulas instead of results in your worksheet and how to instantly add the SUM function.

Display Formulas Instead of Results
Have you ever wanted to see what formulas you have used/created in your worksheet but didn’t want to click on each individual cell to view? Now there is a way to instantly view all formulas on your worksheet. Simply hit CTRL then ~ (this tilde symbol should be located in the top-left corner of your keyboard). This will display all formulas. If you want to go back to your results, simply hit CTRL ~ again. See the differences below. Note: Since some cells did not have formulas, but dates and times, those values were converted as well. You can ignore those columns. In the second image below you can see the Total column displays all formulas.

Image of Excel Worksheet with NumbersExcel 2010 Formulas Displayed

You can also accomplish this same task of alternating between results and formulas by going to the Formula tab, and selecting Show Formulas.See below.

How to Show Formulas in Excel 2010

SUM Formula Shortcut
This last trick will show you how to add the SUM formula quickly and easily without having to type in the SUM function in the cell or formula bar. Simply bring your cursor to the cell in which you want to add the SUM function. Then hit ALT +

The SUM function is now added to that cell and you can select the appropriate cells to sum.

Thanks for reading! Hopefully you have learned a thing or two after reading through Part One-Part Five of the Excel Cheats: What You Didn’t Know! Good Luck with Excel!

 

Excel Cheats: Part Four

In this post, Part Four of the series, Excel Cheats: What You Didn’t Know! I will venture into the world of organizing your data. Specifically, changing the background color of alternating rows in your document. This will help you identify important information quickly and easily!

Alternating Shading using Conditional Formatting
You may already know that with Excel, you can change the style of your worksheet to apply shading to alternate rows. This is often the quickest way to do so and can be accessed by highlighting the appropriate rows of content and clicking on the Format as Table option in the menu bar. See image below.

Excel MenubarHowever, in this post I will focus on applying shading to alternate rows when you use conditional formatting. This will only allow you to select one color for shading, not both colors.

  1. First, highlight/select the cells that you wish to format, or if you want to apply shading to the whole worksheet click the Select All button in the top-left corner.
  2. Select All Button in ExcelNext, click on Conditional Formatting from the menu bar, and then click New Rule. Excel Menu Bar: Conditional Formatting
  3. In the New Formatting Rule window, under Select A Rule Type, click Use a formula to determine which cells to format.
  4. In the Format values where this formula is true box, enter =MOD(ROW(),2)=0
  5. If you want to apply shading to alternate columns, instead enter =MOD(COLUMN(),2)=0
  6. Click Format. New Formatting Rule Box in Excel
  7. In the Format Cells box, click the Fill tab
  8. Select the background color that you want to use for the shaded rows, and then click OK.   Select Background Color in Excel
  9. You should now be able to see the color you selected show up in the Preview window in the New Formatting Rule box.
  10. Click OK.

Your Excel worksheet should now be formatted appropriately!
Alternate Shading in ExcelNote: If you want to make changes at some point, click one of the cells that contains the shading, click Conditional Formatting on the menu bar and then click Manage Rules.

Thanks for learning more about Excel in Part Four of the Excel series. I hope you found this cheat useful for your present and future endeavors!

Excel Cheats: Part Three

Welcome to Part Three of the series Excel Cheats: What You Didn’t Know! In this post I will show you how to quickly and effortlessly eliminate duplicate items from your worksheet. Let’s Begin!

Removing Duplicate Items
Let’s say you have a class roster. This class roster contains both students’ first and last names in separate columns. You know that there are duplicate items in your list but it is too long for you to manually go through and remove duplicates. Excel 2010 makes this process quick and easy! Go to the Data tab, and select Remove Duplicates from the Data Tools section.

Remove Duplicates in Excel 2010Next, a window will pop with a variety of options. In my example you can see that the box next to My data has headers is checked (see image below). This is because I have a row of headers: Last Name, First Name, Gender, and Age, that should not be removed. By letting Excel know that your first row is headers, it is also easy to identify which columns you want to check/remove duplicates.If your worksheet does not have headers, then you can remove the check mark from this box and column letters will be used instead for identification purposes.

Remove Duplicates OptionsIn this example, I will click on the boxes next to Last Name and First Name. This is because I am only looking for duplicates among those items. Also, since it is possible that more than one student may have the same last name or the same first name, I DON’T want to just search for duplicates by last name or just by first name. Checking off both will ensure that you only remove duplicates if BOTH the first and last name are the same. Click OK when you are done selecting the appropriate columns.

Remove Duplicates MessageYou should receive a message letting you know how many duplicate items were removed. You now have a list without duplicate items! A Final Thought: It is always a good idea to save both versions of your document. The first version (without duplicate items removed) and the second version (with duplicate items removed). This way you don’t lose any important data and can always go back to the original file at any time. Good Luck!

Excel Cheats: Part Two

This post is Part Two of a series on Excel Cheats: What You Didn’t Know! Today I will show you how to use the AutoFilter feature, which will allow you to easily search and organize information (columns) in your spreadsheet. First, what is an AutoFilter? In the image below, you can see that an AutoFilter inserts a drop-down arrow in the cell and allows you to organize the contents of that column in a variety of ways (i.e., Ascending, Descending, Top 10, etc.). This is a great feature if you want to easily sort or identify data in a specific column. The AutoFilter function also allows you to specify which rows you want displayed, the other rows in the worksheet will be hidden.

Example of AutoFilter in Excel 2010

To Add a Filter to a Column Header
Highlight the column that you would like to filter. Click on the Data tab, then in the Sort & Filter section, click Filter. If your worksheet has multiple columns and you would like all header columns (on the same row) to include an AutoFilter, then bring your cursor to one of the header cells before you click Filter. Excel should automatically find and recognize all of your header columns and add an AutoFilter for you.

Data Tab in Excel 2010

Once you use the drop-down arrow on a particular column to filter that selection, you will notice that the box including the drop-down arrow changes to a drop-down arrow and a symbol of the type of filter that you created. See below: the boxes that are highlighted black have been filtered and you can see that something else is included besides the drop-down arrow. This lets you know that you have filtered these specific columns.

AutoFilter On

To Turn AutoFilter Off: Simply go back to the Data tab and click Filter again in the Sort & Filter section. This will turn off and remove all AutoFilters for that worksheet. Check back again soon for the next Excel Cheat tip!

Excel Cheats: What You Didn’t Know!

Quickly Format Cells

Let’s say you specifically formatted a cell and now want to change the formatting of other cells to be exactly the same as the first.

Rather than individually select each cell and make the changes, you can easily format all cells in a matter of seconds.

First, select the cell that is already formatted. In the example below cell B2 (Date) is already formatted and I would like to change cell C2 (Name), D2 (Age), and E2 (Profession) to look the same. Basically I want to create a nice row of Titles for my list that all look the same. After you select the cell, click on the Format Painter option in the top-left corner. If you move your cursor around, you will now see a paint brush icon next to your cursor and the cell is surrounded by a blinking dotted line. Next, click on (or drag your cursor across) the cell(s) that you would like to change.

Screenshot of excel document

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Presentation Features in Slideshow Mode

The following video will show you many of the features available to you when executing the PowerPoint presentation in slideshow mode using the TurningPoint software (PC or MAC version). This includes:

  • Adding a countdown timer
  • Adding a response grid
  • Adding a non-response grid
  • Viewing specific student data
  • and more!

Important: If possible, please change the settings on YouTube so that you are viewing this video in HD mode.