Want to become an Office Administrator or Accounting Clerk? The most important training you can obtain includes office procedure training and use of Microsoft Office programs. Get training in Microsoft Office to take your career to the next level.

What is Microsoft Office?

Microsoft Office is an office suite of applications, servers, and services developed by Microsoft. Microsoft Office includes Word, Excel, Access, PowerPoint & Outlook. Microsoft Office can be used with both Microsoft Windows and Apple Macintosh operating systems.

Microsoft Word

A word processor developed by Microsoft. Microsoft Word offers enhanced features to create professional-quality documents, easier ways to work together with people, and almost-anywhere access to your files.

Microsoft Word helps you organize and write your documents more efficiently. In addition, you can save documents online and access, edit, and share them from almost any Web browser.

Top Functionality of Microsoft Word

Smart Art – Clip art, shapes, diagrams and charts are offered on Microsoft Word. SmartArt is a comprehensive business diagram tool.

Visual Charts – Create charts in Microsoft Word with the chart engine.

Add Hyperlinks – in Microsoft Word, you can insert hyperlinks on images and text to make documents interactive. Very useful when sending documents with Microsoft Outlook.

Headers & Footers – Add logos, images and page numbers in the header and footer of a Microsoft Word document.

Find & Replace – Find particular words in Microsoft Word to replace on a grand scale. Make sure to also use Spell Check to make sure you replaced the word with the correct spelling.

Spell & Grammar Check – Microsoft Word 2016 has a robust spelling and grammar check tool that can even offer keyword definitions if you are in doubt about which spelling or term to use.

Create PDFs – You don’t need a PDF creator since Microsoft Word can save any document into a PDF. Make a document available without letting users make changes.

Microsoft Excel

A spreadsheet program used to store and retrieve numerical data in a grid format of columns and rows. Microsoft Excel is ideal for entering, calculating and analyzing company data.

Top Functionality of Microsoft Excel

Formulas – use formulas to manipulate data within a group of cells in Microsoft Excel. Some of the more common formulas include merge, trim, word length, if/then statements, and count formulas. Over 100 formulas in all included in Microsoft Excel 2016.

Charts & Graphs – make visual charts and graphs in Microsoft Excel. Charts included in Microsoft Excel include bar graphs, line graphs, pie charts, scatter graphs, bubble graphs, waterfall graphs and surface graphs to visually represent data.

Conditional Formatting – format Microsoft Excel spreadsheets with colors, bold and italics to emphasize different data. Microsoft Excel also allows you to remove duplicates from a column.

Hyperlink Insertion – add hyperlinks to the cells for users to easily get additional information.

PivotCharts & PivotTables – A pivot table, in Microsoft Excel, allows you to reorganize and summarize selected columns and rows of data in a spreadsheet or database table to obtain a desired report. A pivot chart is the visual representation of a pivot table in Microsoft Excel. Pivot charts and pivot tables are connected with each other.

Spell Check & Thesaurus – Use Microsoft Excel to make sure you are using the correct spelling or a word or if there is a synonym that offers a more powerful meaning.

Microsoft Access

Microsoft Access is a database management system that serves as an electronic filing system. With Microsoft Access, the user is easily able to modify any data within the database, produce reports from the database and submit queries about all information stored into it.

Top Functionality of Microsoft Access

Create Tables & SharePoint lists – A SharePoint list is a container for information, similar to a very simple database or spreadsheet. Using a list is the most common way to manage information in a SharePoint site. In a list, data is gathered in rows, and each row is known as a list item.

Compatible with Microsoft Office – You can upload data or create an excel spreadsheet from a Microsoft Access database.

Microsoft PowerPoint

A presentation program created by Microsoft. The presentation is made up of a series of slides. The slides that you create using Microsoft PowerPoint can also be presented as overhead transparencies or 35mm slides. In addition to slides, you can print audience handouts, outlines, and speaker’s notes.

Top Functionality of Microsoft PowerPoint

Animations – add some animation to your presentation to keep viewers visually active with Microsoft PowerPoint.

Edit Graphics – Microsoft PowerPoint gives you the option to resize, crop and group images with overlays to create pictures for use in presentations, on websites and in other Microsoft Office programs.

SmartArt – Create templatized diagrams and charts to visual data in your Microsoft PowerPoint presentations.

Notes – Add notes to the slideshow that only you can see while you are presenting with Microsoft PowerPoint.

Microsoft Outlook

Microsoft Outlook is a personal information manager from Microsoft, available as a part of the Microsoft Office suite. Although often used mainly as an email application, it also includes a calendar, task manager, contact manager, note taking, journal, and web browsing.

Top Functionality of Microsoft Outlook

Calendar – Get meeting alerts and keep track of anything using the calendar on Microsoft Outlook.

Task Manager – Remember to do that word document or presentation by creating a task in Microsoft Outlook.

Contact Manager – Keep track of your contacts’ name, email address and other important information within the contact manager of Microsoft Outlook.

Email Management – Create folders, set out-of-office vacation auto-replies, create signatures and manage third-party mail servers including Yahoo! Mail and Gmail. You can also flag specific emails as important or unread using Microsoft Outlook.

The use of Microsoft Office is integral in the everyday tasks of an Office Administrator and Accounting Clerk. Training in Microsoft Office is important for every Office Administrator and Accounting Clerk to master. The following explains what an Office Administrator and Accounting Clerk does on a day-to-day basis in addition to using Microsoft Office.

What does an Office Administrator Do?

According to the U.S. Bureau of Labor Statistics, the Office Administrator performs clerical and administrative duties. The Office Administrator organizes files, prepares documents, schedules appointments, and supports the staff. Office Administrator typically do the following:

• Use Microsoft Word, Microsoft Excel, Microsoft Access, Microsoft PowerPoint and Microsoft Outlook
• Answer telephones and take messages
• Schedule office appointments and update event calendars
• Arrange company staff meetings
• Handle all mail and faxes
• Prepare memos, invoices, or reports
• Edit documents and spreadsheets
• Maintain databases and filing systems
• Perform basic bookkeeping and accounting

What does an Accounting Clerk Do?

According to the U.S. Bureau of Labor Statistics, bookkeeping, accounting, and auditing clerks produce financial records for organizations. They record financial transactions, update statements, and check financial records for accuracy. Bookkeeping, accounting, and auditing clerks typically do the following:

• Use Microsoft Word, Microsoft Excel, Microsoft Access, Microsoft PowerPoint and Microsoft Outlook
• Use bookkeeping software, databases and online spreadsheets
• Enter financial transactions into the computer software
• Receive and record cash, checks, and vouchers
• Put costs and income into the software, assigning each to an appropriate account
• Produce reports, balance sheets, income statements, and totals by account
• Check for accuracy in figures, postings, and reports
• Reconcile and report any differences they find in the records

Upon completion of the Computer Operations diploma program at Gwinnett College, college graduates will be able to seek entry-level positions as office administrators, accounting clerks, and document processors. Gwinnett College graduates from the Computer Operations diploma program can transfer all of their credits into the Associate of Science Degree in Business, Computer Information concentration training program and complete their associate degree in three additional quarters. Learn more about computer training now.