Module A Computing Fundamentals. Using Microsoft Windows 7. For Evaluation Only. Instructional Materials

Transcription

1 IC 3 Module A Computing Fundamentals Using Microsoft Windows 7 Instructional Materials

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3 Unit 2: Using Windows 7 Lesson 9 Lesson 9 Looking at the Windows Desktop Objectives In this lesson, you will be introduced to the Windows desktop and how to navigate around in Windows. On successful completion, you will be familiar with: how to start and exit Windows what the Windows desktop is how to use the Start button Skills Shut down, restart, log on and log off the computer Identify elements of the operating system desktop Manipulate windows Start and run programs how to use the taskbar how to manipulate windows Looking at the Windows Desktop Once Windows loads, the desktop will look similar to the following screen. You will notice several objects or icons on the desktop that will vary from one system to another depending on how the system was set up Desktop Icons 3 Desktop 5 Taskbar 2 Mouse Pointer 4 Start Button 6 Notification Area v CCI Learning Solutions Inc. 55

4 Lesson 9 Looking at the Windows Desktop Desktop Icons Mouse Pointer Desktop Start Button Taskbar Taskbar Notification Area These are shortcuts you can select to open frequently used programs, folders, or files. The arrow that follows the same movement when you move the mouse. Use this arrow to identify which option you want to select or activate. This is the work area or screen on which windows, icons, menus, dialog boxes, and the Sidebar appear. You can customize the appearance of the desktop using features such as wallpaper, themes, pictures, or solid colors, and you can create shortcuts that will take you directly to frequently used folders, files, programs, or Web pages. This is used to start programs, open documents, find items on your computer, and get help, as well as log off and shut down your computer. The taskbar is where the Start button, taskbar notification area, and additional buttons for software programs may appear, depending on what has been set up. As you open a program or file, a button will appear here for each open item. The taskbar is an integral part of Windows multitasking features. Small icons in this area, sometimes called the System Tray, indicate program status, or provide another shortcut to open programs. Using the Start Button The Start button is the primary means of starting programs, finding files, accessing online help, logging off the network, switching between users, or shutting down the computer. You can use the mouse or the keyboard to navigate through the Start menu. To activate the Start button, you can: Click the Start button, or press, or press Pinned Program Area Recently Used Programs (dynamic items that change automatically based on programs used most frequently) Useful System Folders Recently Installed Program 5 Search Box A (triangle) with a command indicates that a submenu will display when you select this item. For example, when you point at the All Programs command, Windows displays a list of all programs available on your system. To return to the main Start menu, click the Back command. Items with a (folder) icon indicate there is another submenu with options for selection. These are listed alphabetically; you can use the vertical scroll bar to move up or down the list v CCI Learning Solutions Inc.

5 Unit 2: Using Windows 7 Lesson 9 Items can be selected from the Start menu using the mouse or keyboard. If using the mouse, click the Start button once. Then click the appropriate command to display another menu or activate that command. If using the keyboard, press the key to display the Start menu. Then press the key to move to the first command in the list, use the arrow directional keys to navigate to the required command, and when it is highlighted, press to activate it. Exiting the Computer Properly From a security perspective, it is extremely important to save your files, close the programs, and log off the computer when you finish working to prevent unauthorized access to your files and, more importantly, to your company s network. Alternatively, you can shut down the computer completely using the Shut down button to prevent others from using it. Never turn off your computer without closing your files and open software programs in the correct manner; this will protect the software and data files from being corrupted or lost. 1 2 Shut down Shut down options Switch user Log off Lock Restart Sleep Hibernate 1 2 Click the to display several options including: Switches to another user account without logging out of the current account. Closes all open items, logs out of the current user account, and returns to the log on screen. Hides the desktop behind a log on screen. Closes all open items and restarts the computer; also called a reboot or warm boot. Puts the computer in a state where it consumes less power without losing your place on the screen; the computer does not shut down in this mode. If you are using a desktop computer, the Sleep command appears as Standby. Available only on notebooks, this saves what is on the desktop and then shuts down the computer completely so it consumes no power. When you restart the computer and log on, the desktop returns to where you left it. Always allow Windows to complete the Shut down or Restart process properly. Reactivating the computer before Windows has completed these processes may cause files to be corrupted and result in a message, the next time you turn on the computer, indicating the machine was not shut down properly. Depending on the Power Options scheme and configuration, your computer may be able to go into Sleep or Standby mode, where the monitor or hard disk turns off after a set interval of time. If a power failure occurs while the computer is in this state, you will lose any unsaved information, so be sure to save your work every time you leave the computer, even if you will not be gone for long. To turn off Standby and return to normal mode, simply move the mouse or press a key on the keyboard. Standby is generally used when you want to leave your computer on but will not be using it for a length of time; for example, you are working on some letters and need to attend a staff meeting but don t want to lose your place in your work. Hibernation is generally only used on notebooks because the need to close the notebook and take it somewhere else is not compatible with Standby mode. Restarting the Computer You may sometimes find that the computer does not respond to a request. When this happens, you need to reboot or restart using the Task Manager v CCI Learning Solutions Inc. 57

6 Lesson 9 Looking at the Windows Desktop To display the Task Manager, use one of the following methods: Press the + + key combination to display a screen with options to lock the computer, switch user, log off, change the password, or start the Task Manager. Click Start Task Manager. Right-click the taskbar and then click Start Task Manager. Note: Do not end any processes unless you are very familiar with the service, subsystem or executable program that you want to terminate. If you end a system service, it may cause some part of the operating system to malfunction. You can use the Task Manager to switch programs, start a program, check which programs are running and their status, or safely close a program when problems are occurring, such as it is no longer responding. The Task Manager is an advanced application; the other tabs in this feature should only be used by an experienced user or network administrator. If the Task Manager does not respond or close down the applications appropriately, you will need to press the + + key combination again to restart the computer. If you can activate the Start menu, you can also use the Restart option from the Shut down command. Exercise 1 Click the Start button, and then click the Shut down options button. 2 Click Switch user. Windows now displays a screen with an icon with your login name and another one called Other User. Depending on how the users are set up by the administrator, you may also need to press + + before you can view this screen. 3 Click your account, and then log on with your password. 4 Click the Start button, and then click Shut down. 5 Allow the computer to shut down completely, pause a few seconds and then turn it back on. Log on with your user account and password. You will now start a program and then, for demonstration purposes, use the Task Manager to end it. 6 Click Start, All Programs, Accessories, and then WordPad. 7 Right-click a blank area of the taskbar and select Start Task Manager. 8 Ensure the Applications tab is active. 9 In Windows Task Manager, click Document - WordPad and then End Task. This closes the WordPad program. 10 Close the Task Manager v CCI Learning Solutions Inc.

7 Unit 2: Using Windows 7 Lesson 9 Using the Taskbar By default, the taskbar is at the bottom of the Windows desktop. It includes the Start button, a notification area, the clock, and a taskbar button for each open program. By default, Windows automatically installs some commonly-used programs in the taskbar for easy access, e.g. Windows Explorer. The notification area displays the time and provides quick access to items such as the volume control or an antivirus program. It can also show shortcuts with information about the status of activities. You can choose which icons to show or hide. You can move the taskbar or change the way it displays as follows: Point the mouse pointer over a blank area of the taskbar and drag it to any side of the screen. To prevent changes to the taskbar, right-click any blank area of the taskbar and ensure Lock the taskbar is active. To customize the properties for the taskbar, right-click the area you want to customize or right-click the Start button, and then click Properties. 1 Start Button 2 Taskbar Buttons 3 Notification Area 4 Show desktop To quickly show the desktop, click the Show Desktop button at the far right of the Task Notification area. You can also quickly redisplay the program you were using last by clicking Show Desktop once more. To see other programs that may be running automatically in the Task Notification area, click the at the front of this area. As you start programs, a button appears in the taskbar as a visual clue that this program is running. As you open files within that program, a preview window appears for each file when you point at the program button on the taskbar. Exercise 1 Right-click the time in the notification area. Select Properties from the shortcut menu. 2 Scroll through the list of items to see what you can adjust, and then click Cancel. 3 Right-click the time in the notification area and review the items on the shortcut menu. 4 Click Start Task Manager. You should have no programs running at the moment. 5 Click the Close button to close the Task Manager. 6 Click the in the notification area to view what other programs may be active. Now try using the taskbar v CCI Learning Solutions Inc. 59

8 Lesson 9 Looking at the Windows Desktop 7 Click the Internet Explorer button. 8 Point at this button in the taskbar to see what appears. Windows displays a small window of the web page you currently have displayed on the screen. Notice also that the button now has a border around it to indicate this program is active. 9 Click the folder button to the right of Internet Explorer. This button represents Windows Explorer, the file management tool for Windows (covered later in this Unit). 10 Point at the Internet Explorer button. Notice how the Web browser is still active even though you started another program from the taskbar. 11 With the Web page window displayed, click the Close button in the window to close this page without having to view the full page in Internet Explorer. 12 Click the Close button for Windows Explorer to close this program. Looking at a Typical Window When programs or folders are opened, they appear on the desktop in individual windows. You can have multiple windows displayed on the screen, but each window will share similar features. 1 2 Back/Forward Navigation Buttons Title Bar Address Bar Command Bar 5 Search Box 6 Control Buttons 8 8 Favorite Links Contents Pane Navigation Pane Details Pane v CCI Learning Solutions Inc.

9 Unit 2: Using Windows 7 Lesson 9 Back and Forward Buttons Title Bar Command Bar Address Bar Search Box Control Buttons Favorite Links Navigation Pane Contents Pane Details Pane Exercise Allow you to navigate back or forward to display different views of files and folders. Displays the name of the currently active feature or application program. (In this example, the name for this window appears in the Address Bar, showing you the contents of the computer at this location). Provides commands you can use to organize, view, or protect your data. Facilitates quick and easy navigation. Also known as the eyebrow menu or breadcrumb trail, this feature allows you to click the name of any folder visible in the trail so that you can go to that folder, or click the arrow that appears next to any item and see other items at the same level in the folder hierarchy. Provides an area into which you can enter criteria to search for a file or folder. Change the way currently open windows are displayed, as follows: (Minimize) Temporarily closes the window, replacing it as a button on the taskbar. Click the button on the taskbar to open or restore the window. (Maximize) Displays the window full screen. (Restore Down) Restores the window to the size it was before it was maximized. (Close) Closes the window. (If you see a box that only displays a (Close) or (Help) button, you are seeing a feature window, with a message about what you must do before the computer will allow you to do anything else.) Displays folders or locations you use often as links that will take you directly to them. Displays folders and drives that you can double-click in order to see their contents. Displays the contents of the folder or drive selected in the Navigation Pane. Displays properties or details about the selected file or folder in the Contents pane. 1 Click Start, and then click Computer. 2 Click the (Maximize) button at the top right corner of the window. 3 Click the (Minimize) button. Notice that the window seems to have disappeared but it actually was moved to the taskbar. 4 Click the Computer button on the taskbar to redisplay the window. The window is now maximized, occupying the entire screen, and the 5 Click the (Restore Down) button. 6 Click the (Close) button. (Restore Down) button appears. The Computer window is now closed from the screen v CCI Learning Solutions Inc. 61

10 Lesson 9 Looking at the Windows Desktop Moving a Window You can move a window anywhere on the desktop using the mouse or keyboard. Point the mouse pointer anywhere on the title bar and then drag the window to a new location. With the keyboard, press + to activate the control icon; it is not visible on the screen but the menu appears once it s activated. Press the key to select the Move command and press. Using the arrow direction keys, move the window to the new location and then press to exit the action. You can only move a window that is not full screen. Maximized windows cannot be moved as they occupy the entire screen. Sizing a Window On occasion you may want to change the size of the window so that you can see more or less of multiple windows. You can use the mouse or the keyboard to size a window. Position the mouse pointer anywhere on the border (side) to be sized. When you see the mouse cursor change to a (vertical double-headed arrow) for the top or bottom border, or (horizontal double-headed arrow) for the left or right border, drag the mouse to the desired size. To size the vertical and horizontal sides at the same time, position the mouse cursor on any corner of the window, and then drag to the desired size for the window when you see or (diagonal double-headed arrow). Some windows are set to a specific size and cannot be altered. With the keyboard, press + to activate the control icon; it is not visible on the screen but the menu appears once it s activated. Press the key to select the Size command and press. Using the appropriate arrow direction key for the side you want to size, press that direction key until the window is the size you want, and then press to exit the action. You will need to repeat this action for every side to be sized. Using Scroll Bars If a window is too small to display all the contents, scroll bars will automatically appear vertically on the right side of a window, or horizontally at the bottom. A scroll bar consists of three parts: an arrow button at each end of the scroll bar, a scroll box, and the scroll area. The scroll box is also called a thumb or an elevator. The position of the scroll box within the scroll area provides an approximate gauge of where the information currently displayed in the window is in relation to the entire window s contents. Scroll Box Use one of the following methods to move around with the scroll bars: Click in the lighter shaded area above or below the scroll box to display the previous or subsequent screen of information. Click the arrow at either end of the vertical scroll bar once to display a line of information in that direction. Click the arrow at either end of the horizontal scroll bar once to display a column of information in that direction. Click and hold down the mouse button on the arrow at either end of the scroll bar to have the screen scroll in that direction. Drag the scroll box to a specific area in the scroll area to move directly to that location. Depending on the program, you may also see a tip showing where the cursor will be placed when you release the mouse button v CCI Learning Solutions Inc.

11 Unit 2: Using Windows 7 Lesson 9 Exercise 1 Click Start, and then Computer. 2 If necessary, restore the Computer window. 3 Point the mouse pointer on the title bar of the Computer window. 4 Click and drag the window to a new position on the desktop. 5 Practice moving the window around to several different locations. 6 Move the mouse pointer to the right edge of the window and hold the mouse over the border until the pointer changes to a (horizontal double-headed arrow). 7 Drag the border to approximately one inch (2.5 cm) from the right side of the screen. 8 Move the mouse pointer to the lower right corner of the window and drag the corner of the window until the window is approximately half the current size. 9 If necessary, resize the window smaller if you do not currently see the vertical and horizontal scroll bars in the window. Notice that the window was resized vertically and horizontally at the same time. 10 Click the arrow button at the bottom of the vertical scroll bar in the Folders list. 11 Click the arrow button at the top of the scroll bar. 12 Drag the scroll box up and down to view the information in the window. 13 Resize the window so that all of the contents are visible and the scroll bars disappear. It is not necessary to perform step 13 before closing the window; the step is provided here for you to practice sizing windows as well as to prepare for forthcoming exercises. 14 Click (Close) to close the Computer window v CCI Learning Solutions Inc. 63

12 Lesson 9 Looking at the Windows Desktop Summary In this lesson you learned about the common elements shared by all windows, regardless of whether they are application windows or windows that open after activating a command. You should now be familiar with: how to start and exit Windows what the Windows desktop is how to use the Start button Review Questions how to use the taskbar how to manipulate windows 1. The best way to shut down the computer is simply to press the power switch on the computer case to turn it off. a. True b. False 2. Use the Task Manager to: a. End a program that has stopped responding b. Check the power usage on your computer c. Check which programs are running and their status d. Any of the above e. a or c 3. To see the programs installed on your system, which option from the Start button would you use? a. Documents b. All Programs c. Search d. List of Quick Start items 4. If you wanted to make the window smaller than the full screen, which button would you use? a. b. c. d. 5. What would you do to move the window? a. Click and drag the Control Icon to move to the new location b. Click and drag the Title bar to move to the new location c. Click anywhere in the window to move to the new location d. Click on the button v CCI Learning Solutions Inc.

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14 Solid technical content, powerful graphics, and hands-on exercises in this textbook will provide you with the fundamental knowledge and skills for working with computers. This textbook will also prepare you for the Computing Fundamentals IC³ certification. What is IC³? IC³ the Internet and Computing Core Certification tests basic computer skills and understanding of the Internet to promote success in school, work and life. Developed by Certiport, the IC³ program enjoys worldwide recognition as the global standard for digital literacy. Computing Fundamentals using Windows 7 Recognizing Computers This unit introduces you to different types of computers, the basic parts of a computer, basic troubleshooting techniques, what to look for when buying a computer, and how software works. Using Microsoft Windows 7 This unit introduces the Windows operating system including the Desktop, installing and running applications, managing files and folders, and customizing settings. Key Applications using Microsoft Office 2010 Common Elements This unit explains the features which are common to each Microsoft Office 2010 application including starting and exiting either the Word, Excel, or PowerPoint application, modifying the program options, using the Ribbons, and getting help. Using Microsoft Word 2010 The Microsoft Word unit shows you how to create documents, manipulate and format text, insert pictures and work with objects. Using Microsoft Excel 2010 The Microsoft Excel unit introduces you to working with formulas, formatting a worksheet, using charts and printing your worksheets. Using Microsoft PowerPoint 2010 The Microsoft PowerPoint unit enables you to create presentations, manage the slides, work with text and pictures and enhance your presentation with animations. Living Online using Windows 7 Getting Connected This unit sets out the background to the Internet, introduces the basics of networks, and provides an understanding of the fundamentals of and Microsoft Outlook Using the Internet This unit explains Internet usage and includes common terminology, finding information using web browsers and search engines, minimizing the risk of viruses and using the Internet responsibly. IC 3 The Pathway to Success The Certification Pathway provides tools that allow you to benchmark skills while providing a personalized plan to help you learn the concepts and skills needed to meet the standard. When ready, you can validate your new found knowledge and skills by achieving certification, which provides a vital foundation for further advancement. IC 3 Global Standard 3 Current and Relevant This third installment of the regularly updated IC³ standard includes new content that addresses: Tools that emphasize communication and collaboration such as instant messaging, Web conferencing, social networking, wikis and blogs. The updated user interface and navigation reflected in Windows 7 and Microsoft Office The common and practical uses for word processing, worksheet and presentation software. Courseware # ISBN#: CCI Learning Solutions Inc Internet safety protocols that guard against fraud and protect privacy.

15 IC 3 Module B Key Applications Using Microsoft Office 2010 Instructional Materials

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17 Lesson 14 Getting Started Objectives In this lesson, you will learn the basics of a spreadsheet program, and create some documents. On completion, you will be able to: understand and recognize basic terminology create a new workbook open a workbook save a workbook Skills close a workbook enter numeric and text information move around in the worksheet Navigate around open files Create files Open files Switch between open documents Save files in specified locations/formats Close files Insert text and numbers into a file Identify how a table of data is organized in a spreadsheet Identify the structure of a well-organized, useful worksheet Insert and modify data Identify common uses of spreadsheets (such as creating budgets, managing expense reports, or tracking student grades) as well as elements of a well-organized, well-formatted spreadsheet Understanding Basic Terminology An Excel worksheet is similar to a very large sheet of paper divided into rows and columns. Rows are numbered from 1 to 1,048,576; columns are assigned letters or letter combinations from A to Z, and then AA to ZZ, then AAA to AZZ, and so on up to XFD v CCI Learning Solutions Inc.

18 Unit 3: Using Microsoft Excel 2010 Lesson 14 Workbook Worksheet Cell Cell Address Active Cell A single Excel file containing one or more worksheets (Sheet1, Sheet2, Sheet3). A single report or tab in a workbook; each new workbook includes three worksheets. The intersection of a row and a column; can contain one single value (text or number), or formula. The column-by-row intersection designated by the column letter and the row number, such as A1 in the picture above. The cell currently displayed with a thick border, such as cell A1 in the picture above. Use worksheets whenever you need a report or document that tracks numerical information. You might use Excel to create budgets, cash flow analysis reports, revenue and expense reports, financial reports, an inventory analysis, or a document tracking such data as employee vacation time or student grades. Organize the information on the worksheet in a way that will be clear to you and anyone else who may be using or analyzing the content. Include appropriate labels and descriptions in the reports so the audience understands what they are reviewing. As there are a large number of rows and columns available, you can structure your report to show individual data blocks. For example, you may want to set up an inventory report to track stock levels that change every month, but you may also want to view a two-year period at one time. To do this, you can set up columns to show levels for each of 24 months with each row as an individual inventory item. You can also hide every month but the last six months of the previous year, or use a filter command to display information about specific inventory items. You can use design elements to emphasize data areas such as labels, increases in sales or expenses, profit margins, highest or lowest grade, and so on. However, use discretion with design elements to ensure the report does not become difficult to read. Too much color and shading may be hard to read if it is printed on a black-and-white printer. Working with Workbooks When Excel starts, you are ready to begin entering data into a worksheet of a new workbook. You can also choose to open an existing workbook. A file in Excel is a workbook that, by default, contains three worksheets; this is similar to having a binder for a specific topic which then contains reports for this topic. Creating a New Blank Workbook When you start Excel, a new workbook displays and is automatically named Book1. Each time you create a new workbook during the same session, Excel will number it sequentially as Book2, Book3, and so on. When you exit Excel and start it later, the numbering begins at 1. To create a new blank workbook, use one of the following methods: Click the File tab, click New, and then in the Available Templates area, click Blank workbook, and click Create; or press +. Exercise 1 Start Microsoft Excel and press +. Notice that your document title bar now displays the name Book2 rather than Book1, and that there are windows for both of these workbooks when you point at Excel on the taskbar v CCI Learning Solutions Inc. 133

19 Lesson 14 Getting Started Creating a New Workbook from a Template You can create a workbook using a template or pre-designed worksheet provided by Microsoft. This provides a consistent look for specific types of reports. The number of templates on your screen may vary, depending on whether an earlier version of Excel was installed previously. To create a new workbook using a template, click the File tab, and then click New. Exercise 1 Click the File tab and then New. Note that a preview of any selected template displays in the right-hand pane. 2 In the Office.com Templates pane, click Inventories v CCI Learning Solutions Inc.

20 Unit 3: Using Microsoft Excel 2010 Lesson 14 3 Click Home contents inventory list and then click Download. Excel now displays a blank inventory form. You can also select from your own templates, Microsoft s Web site, or other Web sites. 4 Leave the three workbooks open on the screen for the next exercise. Opening Workbooks To work with an existing workbook, you must first open it. You can have more than one workbook open in Excel at the same time. To open a file, use one of the following methods: Click the File tab, then click Open. Select the file you want and click Open; or press + ; or click the File tab to display the most recently used files, and then click the file name to open it. You can change the number of files that display in the list using the option at the bottom of the list of files, or via Options. You can also open a file from within the file management tool or the desktop; the operating system must recognize this file type as one that Excel can open. Exercise 1 Click the File tab, and then click Open. 2 Navigate to where the student data files are located and select the CO2 Emission Estimates workbook. 3 Click Open. Switching Between Workbooks When you have multiple documents open on the screen, you can switch between documents quickly and easily using one of the following methods: On the View tab, in the Window group, click Switch Windows; or click the button for the required document on the taskbar; or if the Document window is in Restore Down view, the open documents may display in a cascading layout; if so, click the title bar for the appropriate document to switch to that document. Closing Workbooks When you no longer want to work with the current workbook, save the changes and then close it to protect it from accidental changes, or to free up system resources for other files. Once closed, Excel displays other open workbooks, or a blank background screen if no other workbooks are open. Exercise 1 On the View tab, in the Window group, click Switch Windows, then click the Book2 workbook. 2 Press + to close it. 3 On the View tab, in the Window group, click Switch Windows, then click the Home contents inventory list1 workbook. 4 Click the CO2 Emissions file on the Windows taskbar to display it. 5 Click Close Window to close this file v CCI Learning Solutions Inc. 135

21 Lesson 14 Getting Started Saving Workbooks To use a file again, you must save the workbook. It is a good practice to save work frequently during a session, especially if the workbook is large, or if you are using a process you have not tried before. There are two types of save commands: Use Save As to save a new or existing file with a new name, location, or file format. Use Save to save changes in the active file, thereby replacing the contents of the existing file in this location. To save the changes made to an existing file, use one of the following methods: Click the File tab and then Save; or on the Quick Access toolbar, click (Save); or press +. The first time you save a file, you will always see the Save As dialog box so that you can give the new workbook a distinct name and select the location where it will be stored, such as the hard drive, network drive, or portable media drive. By default, Excel navigates to the Documents folder as the location to save the file. You can choose this location or navigate to another location using the Save in field. You can also create new folders within Excel during the save process. To save the changes made to an existing file and save it with a new name or in a different file format, click the File tab and then click Save As. To save the file in another file format, click the arrow for the Save as type field to select the appropriate file type. One example of a file format you may need to use is.xltx (Excel Template), which will save the file as a template. A template is a combination of predesigned formats and styles that you customize for a specific type of report and save for future use. Another example of a file type you may need is the.csv (Comma Delimited), which makes it possible for the file to be exported into another program, such as Access. Or you may simply need to save a file to be compatible with an earlier version of Excel, such as Excel Exercise 1 If necessary, select the Home contents inventory list1 workbook. 2 Click the File tab and then Save. Excel presented the Save As dialog box as this is the first time you are saving this workbook. Notice also that the file name highlights in the File name field; whenever a file name is highlighted as seen here, you can type a new name to replace the existing text. You do not have to click the mouse anywhere in the file name area. 3 In the File name field, type: Home Inventory Student. 4 Click Save. The title bar now displays the name Home Inventory - Student. To save the file in a new location other than the default, which is generally Documents, you can move to a different location or create a new folder. In this exercise, you will create a new folder in the same location as your student data files and save the file with the same name. 5 Click the File tab and then Save As v CCI Learning Solutions Inc.

22 Unit 3: Using Microsoft Excel 2010 Lesson 14 6 Click New folder in the Command Bar. 7 Type: Forms as the name of the new folder, press and then click Open. 8 Leave the file name as is and click the Save button. You now have a copy of the same file in the default folder as well as the new folder just created. 9 Press + to close this file. Entering Data in the Worksheet You can insert three types of data into worksheet cells: Labels Values Formulas Text entries appear in the cells exactly as you enter them; default as left aligned. Numeric values; default to right aligned. Composed of cell references, arithmetic operators, and functions that operate on data. Entering these types of data into a single workbook with multiple worksheets allows you to organize the data into a three dimensional structure. For example, when you open a file the main worksheet may summarize company expenses from all departments for one year, but each individual entry may be a total of values from subsequent sheets for each department. Excel provides the flexibility to enter data into different worksheets that link to other worksheets in the same or other workbooks. Entering Text or Labels To enter information, click on the cell to select it and then type the entry. Use the key or key to correct any input errors. When you finish typing, press to move to the next cell below. You can also click another cell or press any arrow key to accept the input in the current cell. The best way to begin any worksheet is to enter labels that identify the values, or an outline of the relationships you will later represent mathematically. For example, the report shown here has a label indicating one of four quarterly intervals. Each row beneath the column labels shows the results for that quarter in the noted region. You can then see how the revenue figures increase or decrease for Region 1 as you follow from Q1 to the Total column. When entering information, consider the following: You can enter or edit data directly in the active cell, or use the Formula bar for long data entries. Labels can be up to 32,767 characters long. If a label is longer than the width of the cell, it will display past the column border as long as the adjoining cells are empty. Entries in adjoining cells cut off the display at the column border. The long text label may not be visible, but it is still in the cell where it was entered. You can easily change the appearance and alignment of any label in any cell. The maximum length of formula contents is 8,192 characters v CCI Learning Solutions Inc. 137

23 Lesson 14 Getting Started Entering Numbers or Dates Numbers are constant values such as dollars and percentages; by default, they align to the right side of a cell. If you enter characters other than numbers, Excel treats the entry as a label. Excel displays values with no formatting, allowing you to format them yourself. When entering dates, you can enter them in a numeric form (i.e., ) or as text (i.e., Month day, year). When entering dates, note the following: The default format of the date value is m-d-yy, although you can change this using the Region and Language in the Control Panel. The date value does not have to be the full day, month, and year. It can be just the day and month (formatted mmm-dd), or the month and year (formatted mmm-yyyy). When entering a date, Excel does its best to interpret what you enter, as with these acceptable date values: September 13, 2002 (include the comma and one space) Sep 13, Sep-02 09/13/02 (month, day, year sequence) Sep 2002 Sep 13 If Excel cannot interpret the date value, it will appear as a text label and potentially cause problems in the worksheet if this date value is to be included in any formulas. Moving Around the Worksheet You can move around the cells of a worksheet using one of the following methods: Scroll Bars Click the arrow buttons at either end to move one row or column at a time. Click and drag the scroll box to display another location in the worksheet.,,, Press one of the direction keys to move one cell at a time. Move to column A in the current row. + Move to cell A1. + Move to the last cell in your data. + Display the Go To dialog box to move quickly to a cell reference, range name, or bookmark, or use the Special button to find specific types of information. Exercise 1 Click the File tab and then Open. Notice how Excel displays the last location you used to save or open a file. 2 Navigate to the level for your student data files and then open Home Inventory - Student. 3 Click the File tab and then Save As. 4 Type: Home Inventory JM Student as the new name for this workbook, and then click Save. 5 With the cursor in cell C3, type: Jane Martinez as the name of the owner. 6 Click cell B14 and type: Family Room for the Room/area. 7 Click cell C14 and type: Big screen TV for the Item description. Press three times to move to the Date purchased column and type: March 23, Press once more. Notice how Excel has changed the date to the format this form uses for dates. At this point, you would continue to enter the information you know or have for this particular inventory item. For the purpose of this exercise, you will enter some basic information v CCI Learning Solutions Inc.

24 Unit 3: Using Microsoft Excel 2010 Lesson 14 8 Enter the remaining values as shown in the following: Notice how as you enter the similar values, Excel automatically displays the item so you can press or to accept this value. This is known as the AutoComplete feature where Excel will try to help you with data entry if it detects the entry shares characters in another cell. 9 Save and close the workbook. Summary In this lesson, you learned the basics of a spreadsheet program, and created some new documents. You should now be able to: understand and recognize basic terminology how to create a new workbook open a workbook save a workbook Review Questions 1. There is no difference between a workbook and a worksheet. a. True b. False close a workbook enter numeric and text information move around in the worksheet 2. A cell is: a. Any box in the worksheet b. The grey boxes at the top or left of the worksheet identifying the columns or rows c. The intersection of a column and a row d. All of the above e. a or c 3. Which command would activate the Template dialog box to create a new workbook? a. On the Quick Access toolbar, click New. b. Click the File tab, click New. c. Press +. d. Click the Blank Workbook link on the Getting Started task pane 4. Use the Save command when you want to save changes made to an existing document, and the Save As command when you want the file to have a different file name. a. True b. False 5. It is important to identify the data in the worksheet by using labels to describe what the values represent, such as monthly values, department expenses, and so on. a. True b. False v CCI Learning Solutions Inc. 139

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26 Solid technical content, powerful graphics, and hands-on exercises in this textbook will provide you with the fundamental knowledge and skills for working with Microsoft Office 2010 Key Applications. This textbook will also prepare you for the Key Applications IC³ certification. What is IC³? IC³ the Internet and Computing Core Certification tests basic computer skills and understanding of the Internet to promote success in school, work and life. Developed by Certiport, the IC³ program enjoys worldwide recognition as the global standard for digital literacy. Computing Fundamentals using Windows 7 Recognizing Computers This unit introduces you to different types of computers, the basic parts of a computer, basic troubleshooting techniques, what to look for when buying a computer, and how software works. Using Microsoft Windows 7 This unit introduces the Windows operating system including the Desktop, installing and running applications, managing files and folders, and customizing settings. Key Applications using Microsoft Office 2010 Common Elements This unit explains the features which are common to each Microsoft Office 2010 application including starting and exiting either the Word, Excel, or PowerPoint application, modifying the program options, using the Ribbons, and getting help. Using Microsoft Word 2010 The Microsoft Word unit shows you how to create documents, manipulate and format text, insert pictures and work with objects. Using Microsoft Excel 2010 The Microsoft Excel unit introduces you to working with formulas, formatting a worksheet, using charts and printing your worksheets. Using Microsoft PowerPoint 2010 The Microsoft PowerPoint unit enables you to create presentations, manage the slides, work with text and pictures and enhance your presentation with animations. Living Online using Windows 7 Getting Connected This unit sets out the background to the Internet, introduces the basics of networks, and provides an understanding of the fundamentals of and Microsoft Outlook Using the Internet This unit explains Internet usage and includes common terminology, finding information using web browsers and search engines, minimizing the risk of viruses and using the Internet responsibly. IC 3 The Pathway to Success The Certification Pathway provides tools that allow you to benchmark skills while providing a personalized plan to help you learn the concepts and skills needed to meet the standard. When ready, you can validate your new found knowledge and skills by achieving certification, which provides a vital foundation for further advancement. IC 3 Global Standard 3 Current and Relevant This third installment of the regularly updated IC³ standard includes new content that addresses: Tools that emphasize communication and collaboration such as instant messaging, Web conferencing, social networking, wikis and blogs. The updated user interface and navigation reflected in Windows 7 and Microsoft Office The common and practical uses for word processing, worksheet and presentation software. Courseware # ISBN#: CCI Learning Solutions Inc Internet safety protocols that guard against fraud and protect privacy.

27 IC 3 Module C Living Online Using Microsoft Windows 7 Instructional Materials

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29 Lesson 3 Using Microsoft Outlook 2010 Lesson 3 Using Microsoft Outlook 2010 Objectives In this lesson, you will work with Outlook to send and receive messages and enter contacts. On completion, you will be familiar with: what Microsoft Outlook is recognize elements on the screen how to send and receive messages how to reply or forward a message how to send an attachment with a message Skills work with attachments sort and manage your messages search for messages work with the address book understand mail maintenance options Identify when to use different electronic mail options Read and send electronic mail messages Identify ways to supplement a mail message with additional information Manage attachments Manage mail Manage addresses Identify the purpose of frequently used mail-configuration options (e.g. automatic signatures, out-of-office assistance, blocking messages, etc.) Note: The exercises for this lesson are designed for Microsoft Outlook 2010 and assume you are connected to an internal or external mail server. Please check with your instructor to determine the address you will be using in the class to perform the exercises. If you are using an program other than Outlook 2010, the commands will vary in name, location where the commands are found, or how they are activated. What is Microsoft Outlook? Microsoft Outlook is a personal time and information management program that you can use for: sending and reading messages creating a to do list scheduling appointments tracking time spent on a project managing contacts recording notes Outlook allows you to organize and share information and communicate with others inside and outside of your organization. It provides many features that make it easy to use and which increase productivity, improve security, and simplify information-sharing. Some of these features are: To Do Bar Tasks integrated with Calendar Color categories Integrates your tasks, flagged messages, appointments, and calendar information in one convenient place, enabling you to quickly view priorities. Tasks can be viewed in the Tasks module, on the To Do Bar, and in the Daily Task List of the calendar. Uncompleted tasks automatically carry over to the next day on the calendar until marked as complete. messages, tasks, and other items can be categorized by color to make them easier to find and identify v CCI Learning Solutions Inc.

30 Unit 1: Getting Connected Lesson 3 Search Attachment Preview Calendar overlays Sharing your calendar Enables you to find information quickly, no matter where the information is located in Outlook or how large or small your mailbox is. This feature allows you to view an attachment without opening it. From this view, you can overlay multiple calendars, such as work and personal for example, in order, to find time to meet without double-booking. This feature enables you to create a snapshot of your calendar and it to others or publish and share your calendar on Microsoft Office Online. Looking at the Outlook Screen When you open Outlook, your screen will look similar to the illustration shown: Contents Pane Search Vertical Split Bars Navigation Pane List Contents Pane 2 Search 3 To-Do Bar 1 2 Displays the contents of the selected item for the active module in the Navigation Pane. For instance, if Mail is active, the Contents Pane lists the messages for the selected folder; if the Contacts module is active, you will see a list of contacts in the Contents Pane. Allows you to enter search criteria and see the results display while you type. Can be dragged to show more or less of the pane on either side (in this case, folders or modules). All vertical panes on the Outlook screen are separated by vertical split bars. When you position the mouse pointer over a split bar, it becomes a split symbol that you can then click and drag to adjust the size of the desired panel. If you maximize the screen, Outlook adjusts the size and number of items you can see in either portion of the Navigation Pane. Allows you to move between different modules or components of Outlook. 5 Displays information for each module or folder. This is the main area of the Outlook screen. In the illustration shown, the Inbox is displayed, but this area could also display Sent Items, Deleted Items, or any other folder displayed in the Navigation Pane List 5 Reading Pane 6 Date Navigator 7 Vertical Split Bar 8 Appointments 9 Task List 10 Navigation Pane v CCI Learning Solutions Inc. 23

31 Lesson 3 Using Microsoft Outlook 2010 Reading Pane To-Do Bar Date Navigator Appointments Task List Displays the contents of any message highlighted in the List. By default, this is displayed on the right of the or tasks list when in Mail or Tasks mode, but it can be relocated to below the list. Displays the date navigator, appointments, and task list. Enables you to quickly switch to Calendar mode and view your schedule for the selected date. Displays a list of upcoming appointments. Displays a list of all your tasks arranged in a sort order you select. The illustration on the previous page shows the Outlook screen in its default configuration when first installed. Because many of the screen sections can be resized, minimized, or turned off, your screen may not look like the example shown. Outlook consists of several modules or components that enable you to perform a variety of tasks: Mail Compose, send, read, and manage messages. Calendar Schedule appointments, meetings, or events. Contacts Manage your contact list, much as you would in an address book. Tasks Track and prioritize your activities. Notes Enter brief notes, similar to sticky notes. Folders List Display all folders in the top portion of the Navigation Pane. Shortcuts Display any shortcuts Microsoft or you may set up for places you want to quick access to, e.g., Microsoft Online, the company s SharePoint. You can enter information into the individual modules or you can integrate one Outlook feature with another. For example, you can send an message directly to a contact while you are working in the Contacts module. This courseware focuses on the module of Outlook although Outlook provides a number of other features as seen here. Creating New Messages Sending an message is similar to the way you traditionally send a letter except that is prepared and sent electronically from your computer, and you need to have an account before you can send or receive . The service you select also determines how quickly or how often you may send or receive messages. Sending a message follows these steps: 1. Create a new mail message. 2. Address the message to the recipient. 3. Type the text for the subject, and then type the message, applying any formatting as required, such as bold text or indented paragraphs). If you need to someone a file, attach it to the mail message. 4. Use the spell checker and proof read your message to eliminate spelling or grammatical errors. 5. Send the message. Once the message is sent, it is temporarily stored in the Outbox until retrieved by the mail server for delivery to the recipient. This is handy when working offline as you can store all outgoing messages until you are ready to send them. HTML or HyperText Markup Language is the default format for new mail messages. Another mail format you can use is Rich Text; both formats enable you to view the message with any formatting used by the sender in the message. To change the mail format within a message, click the Format Text tab, and in the Format group, click the mail format to use. Plain text is another mail format but you cannot apply formatting. It does ensure that all recipients will be able to open and read these kinds of messages. Some programs only recognize the plain text format, and will discard or ignore the formatting used in Rich Text and HTML messages. To change the mail format for all messages for a particular mail format, select File, Options, Mail and then in Compose messages, choose the required mail format v CCI Learning Solutions Inc.

32 Unit 1: Getting Connected Lesson 3 To create a new message, from the main Outlook window, use one of the following methods: On the Home tab, in the New group, click New , or On the Home tab, in the New group, click the arrow for New Items and then click Message, press New Message Ribbon 2 Recipient(s) of New Message 3 Message Pane Once the new message window appears, type in the addresses for the intended recipients or choose a name from the list of contacts stored on your system. Addressing the Message To access the list of contacts from the new message window, click the or buttons v CCI Learning Solutions Inc. 25

33 Lesson 3 Using Microsoft Outlook 2010 Use one of the following methods to select multiple contacts and then click the appropriate address button: To include everyone in a range of names, click the first name in the list, and then press and hold the key as you click the last name you want. Everyone from the first to the last name is selected. To select individual names distributed throughout the contact list, click the first person you want to receive the message, and then press and hold the key as you click the name of each individual contact you want to select. You need to select the names for each address field. Remember that names listed in the Cc field appear in this area of the message when received; names in the Bcc field do not appear anywhere in the message as seen by the recipients. Individuals who receive a Bcc message will see only their own name in the To field. Adding a Subject Line Be brief, but succinct, when entering text in the Subject field. Choose a few words that will sum up the purpose of the message for the recipient. Do not send a message without any text in this line to ensure the message is not blocked by the recipient s server as suspected junk mail. Formatting the Message Text The Message tab contains formatting features you can apply to text in the New Message pane. The Format Text tab contains the same basic formatting plus additional, commonly used Word program features. Formatting features can be applied either as you type or after the text is entered. If you choose to add the formatting after the text is typed, be sure to select the text first. Applying formatting features gives the message a more professional appearance and can be used to emphasize specific areas. Be careful about the features you add as the message text can become distracting. If the recipient uses the Plain Text mail format, they will not see your formatting. Proofing Your Message Outlook can check for misspelled words or words not commonly found in a dictionary, such as names, computer terms, medical terms, abbreviations, and so on. If changes to the message text are necessary, you can use tools such as the thesaurus. To activate this feature or other proofing tools, click the Review tab and then click the appropriate option in the Proofing group: Always try to maintain a professional manner in your messages, even with people you know very well. This reflects well on you and your company, as well as the products or services you provide. To activate the spelling feature, use one of the following methods: On the Review tab, in the Proofing group, click Spelling & Grammar, or press v CCI Learning Solutions Inc.

34 Unit 1: Getting Connected Lesson 3 Setting the Priority Send a message with high priority to ensure the recipient notices its urgency. Priority settings have no impact on how quickly messages are delivered unless a priority preference is set up on the mail server. However, an icon appears with the message to indicate the priority setting chosen by the sender. To set the priority on a message, on the Message tab, in the Tags group, click or. Saving the Message You can save the contents of a message if you are not ready to send the message. When you close the message, Outlook automatically puts it into the Drafts folder for retrieval later. To open a message in the Drafts folder, click the Drafts folder in the Folders list and then double-click the message to edit and then send it. Sending the Message Once the information for the message has been entered into the Address and Subject lines, and the body of the message, you can send it by clicking Send at the left of the address fields. Exercise 1 On the Home tab, in the New group, click New . 2 In the To address field, type: jwoods@tolano.com. 3 Click in the Subject field and type: Information Request. 4 Click in the body of the message and type the following: 5 Beginning at the text, going, click and drag to select the two words, going green v CCI Learning Solutions Inc. 27

35 Lesson 3 Using Microsoft Outlook On the Message tab, in the Basic Text group, click the arrow for (Font Color) and then click Green in the standard colors area. 7 With the text still selected, on the Message tab, in the Basic Text group, click (Bold). 8 Click anywhere away from the selection to view the formatting changes just applied. 9 On the Review tab, in the Proofing tab, click Spelling & Grammar to ensure there are no spelling or grammatical errors in the message. Then click OK when the check is complete. 10 On the Message tab, in the Tags group, click to apply a high priority to this message. 11 Click the Send button. Receiving Messages Most programs will automatically check for new messages as soon as you log into the program. You can also customize the time interval to check for new messages in Outlook. To check if you have received any messages, use one of the following methods: On the Send / Receive tab, in the Send & Receive group, click Send/Receive All Folders, or press. When Outlook finishes sending and receiving all messages, new messages appear in the Contents Pane of the Outlook window. The Inbox folder also displays a number in brackets that indicates the total number of new messages received in the Folders list. Outlook shows the contents of a message in the Reading Pane. The envelope icon changes from to when you open or view a new message. Use the split bar between the Contents Pane and the Reading Pane to show more or less of each pane. You can also double-click a message to view its contents. Open a message to see the message in full, or to access options to reply to the message. Replying to a Message Once you have read a message, you can reply to the sender or to all recipients of the original message. When choosing the Reply or Reply All options, decide whether to reply only to the sender or to everyone else who received the original. To reply to the sender of a message, use one of the following methods: On the Home tab, in the Respond group, click Reply, or press +, or if viewing the message, on the Message tab, in the Respond group, click Reply. To reply to everyone addressed in the original message, use one of the following methods: On the Home tab, in the Respond group, click Reply to All, or press + +, or if viewing the message, on the Message tab, in the Respond group, click Reply to All v CCI Learning Solutions Inc.

36 Unit 1: Getting Connected Lesson 3 Notice that Outlook displays a copy of the original message as a reference, and adds RE: to the beginning of the subject line to identify this message as a response. Also notice that Outlook automatically fills in the Address fields based on which Reply command is used. You can customize how the original message appears in a reply using the Mail Options in the File tab. Once you have replied to a message, Outlook displays next to the message in the Inbox to indicate that you replied to this message. The icon is the same regardless of whether you replied to the original sender or everyone addressed in the message. Notice the arrow in the icon points in the same direction as the command. Exercise 1 In the main Outlook screen, on the Send / Receive tab, in the Send & Receive group, click Send/Receive All Folders. 2 Double-click the message from Jane Woods to read the reply and then on the Message tab, in the Respond group, click Reply. Notice the text in the Subject field reflects that you are replying to the message. 3 In the body text area of the message, type: No, he only asked that someone give him a call about what we can do to help with turning his company green. 4 Send the message, and then close the original message. Forwarding a Message Use the Forward option to send the message to someone else for further action or reference. For example, a colleague working with you on a project needs to know when the next production meeting is as he would like to attend. You can then forward this message to your production manager to respond to the colleague with a copy to you for reference. To forward a message, use one of the following methods: On the Home tab, in the Respond group, click Forward, or press +, or if viewing the message, on the Message tab, in the Respond group, click Forward v CCI Learning Solutions Inc. 29

37 Lesson 3 Using Microsoft Outlook 2010 Notice that Outlook automatically adds a FW: to the original message. Unlike a Reply command, the address fields are blank so you can enter the addresses of those who should now receive this message. After forwarding a message, Outlook displays next to the message in the Inbox to indicate you forwarded this message to someone else. Notice the arrow in the icon points in the same direction as the command. Exercise 1 Create and send a new message to Ian Hanover with the following information: 2 When you receive his reply, open the message and then on the Message tab, in the Respond group, click Forward. Notice the Subject field text shows FW to indicate you are forwarding this message to someone else. 3 In the To field, type: nlocklear@tolano.com. 4 In the body text area, type the following text: Hi Nicole, Ian asked me to forward this information to you. I understand you are compiling a list of customer feedback and requests for Shauna. Jane 5 Send the message, and then close the original message. Attaching Files You can send a file to an recipient for reference, or to supplement information provided in the message. Most people appreciate receiving a file they can read at their convenience instead of having to read through a long message. The file can be any type, as long as you know the recipient has the appropriate software to open it. Be careful about the size of the file, as the larger it is, the longer it will take for the message to be sent or received v CCI Learning Solutions Inc.

38 Unit 1: Getting Connected Lesson 3 To attach or insert a file with a message, use one of the following methods: On the Message tab, in the Include group, click Attach File, or On the Insert tab, in the Include group, click Attach File. You can then navigate to the appropriate location and select one or more files to be attached to the message. If you decide not to send the attachment, use one of the following methods to remove the attachment from the message: Select the file name in the Attached field and then press, or right-click the file name in the Attached field and then click Remove. Viewing Attachments When you receive a message with an attachment, Outlook displays a also displays the file name attached. next to the new message. The Reading Pane You can then right-click the attachment to display options for handling this attachment: Click Preview to display a preview of the attachment in the Reading Pane or the message window. Click Open to open the file in a program that recognizes this file type. Click Save As to save this attachment. This can also help to protect your system as you can scan this file for viruses prior to opening it. Exercise There will be occasions when the attachment you receive requires you to click a number of options before you can actually see the contents. For example, you may need to click the Preview File button before you can see the contents of a PDF file. Another example may require you to select a program that enables you to view the contents of the attachment. 1 Create a new message and address it to jchou@tolano.com. 2 In the Subject field, type: Vacation Request 3 In the body text area, type the following: Attached is a record of my request for days off in July. Thank you. 4 On the Message tab, in the Include group, click Attach File. 5 Navigate to the student data files location and then select Absence Request Form JM. 6 Send the message. Suppose you want to open a copy of the attachment you sent to Jeff. 7 In the Folders list, click Sent Items and then click the message to Jeff from the list of messages. 8 In the Reading Pane, right-click the attachment file and then click Open. Microsoft Word should now open and display the document for you in full screen view. 9 Review the document briefly and then click Close. Then close Microsoft Word. 10 In the Folders list, click Inbox v CCI Learning Solutions Inc. 31

39 Lesson 3 Using Microsoft Outlook 2010 Using the Inbox Messages sent to you appear in the Contents Pane with the Inbox highlighted in the Folders list. Use this folder as the main folder to manage your messages. Delete messages you do not need and file the rest. A variety of options are available to help manage your messages. Selecting Items Before you can do anything with any items, you need to select them, as follows: To select one message, click it. To select multiple consecutive messages, click the first message you want, press and then click the last message in the list. All messages between the first and last will be selected. To select multiple non-consecutive messages, click the first message, then press and hold as you click each of the messages to be selected. Changing the View for Messages The view currently used is the default one for Outlook. You can adjust the view by using the options in the Current View group on the View tab. These options offer other ways to keep the Contents Pane clean by showing only those messages you want to list. You can choose to arrange the view of the messages by specific items and groups, or customize the fields used in the view. Marking Messages You can mark messages as read or unread, regardless of whether you actually performed that action. This can be handy to help sort messages by specific actions. To mark a selected message as read, in the main Outlook screen, use one of the following methods: Press +, or right-click the selected message and then click Mark as Read. To mark all messages as read, in the main Outlook screen, right-click the selected message(s) and then click Mark as Read. To mark a message as unread, select the message and then use one of the following methods: Press +, or right-click the message and then click Mark as Unread, or in the open message window, on the Message tab, in the Tags group, click Mark Unread v CCI Learning Solutions Inc.

40 Unit 1: Getting Connected Lesson 3 Exercise 1 In the Inbox, right-click the message from Ian Hanover and click Mark as Unread. Outlook shows the message text in bold, as it did when you first received it. 2 Click the View tab, and in the Current View group, click Change View and then click Single. Notice each message only shows one line now. 3 On the View tab, in the Current View group, click Change View and then click Compact. You should have the same view as when you first started Outlook. 4 On the View tab, in the Current View group, click View Settings. 5 Click Group by. 6 Click Automatically group according to arrangement to turn this off and then click OK twice. Notice your messages are no longer grouped by the date. Now turn off the Reading Pane. 7 Click the View tab, and in the Layout group, click Reading Pane. 8 Click Off. The Reading Pane should no longer appear in the Contents Pane. Flagging Messages Flag or put a reminder on a message for follow-up or to request a reply to your message by a specific date. Flags can be added to any message in any of your folders. To flag a message in the main Outlook screen, use one of the following methods: On the Home tab, in the Tags group, click Follow Up, or right-click the flag at the far right side of the message and click the appropriate option. Evaluation Only To flag a message with the message open, on the Message tab, in the Tags group, click Follow Up. For v CCI Learning Solutions Inc. 33

41 Lesson 3 Using Microsoft Outlook 2010 To add a reminder to the flag, click Add Reminder. You can then set up the date and time for the reminder to appear. If you do not complete an action on a flagged message, the text for the message changes to red as a reminder that an action is still required. Exercise 1 In the Inbox, right-click the flag at the far right of the message from Ian Hanover. 2 Click Add Reminder. 3 Click the arrow for Flag to, and then click For Your Information. 4 Click the arrow for Due date and then choose a date a week from today s date. Click OK. Outlook now has added a reminder symbol at the left of the message and changed the color of the flag. Creating Folders Create folders in the Inbox to store messages for specific topics. You can also assign names to folders for specific projects. The new folder becomes a subfolder in the Inbox. This follows the same principle as creating folders or subfolders within Windows. To create a new folder for the Inbox, ensure Inbox is selected and then use one of the following methods: On the Folder tab, in the New group, click New Folder, or right-click the folder where a new folder will be inserted, and then click New Folder, or press + +. Use the (Expand) button or the (Collapse) button to show the folder structure. These buttons are similar to those in Windows Explorer that allow you to see more or fewer folders. For You can delete folders in the same manner as you delete messages. Select the folder and then press, or drag the entire folder to the Deleted Items folder. Any messages in the folder are then deleted. The Deleted Items folder acts just like the Recycle Bin any messages in there will remain until it is cleaned out. Evaluation Only v CCI Learning Solutions Inc.

42 Unit 1: Getting Connected Lesson 3 Copying or Moving Messages You can copy or move a message to any folder. You will probably move messages from the Inbox to a folder for storage more often than you will copy them. However, you may find you want a copy of a message in multiple folders, such as one for project and another for production process. To move messages to a folder, after selecting the message, use one of the following: Press +, or drag the selected message to the folder. To copy messages to a folder, select the message and then use one of the following: Press +, or right-click the selected message and click Copy, or press and drag the message to the folder. To paste the message into a folder, click the folder and then press +. Exercise 1 In the Folders list, right-click the Inbox folder, and then click New Folder. 2 Type your name as the new name of the folder and then click OK. If the folder does not appear after you create it, click the Expand button at the left of the Inbox to display the new folder. 3 Right-click the folder with your name and click New Folder. Type: Customer Info and press. Now file some of your messages in the new folders. 4 Click the message from Ian Hanover and then drag it onto the Customer Info folder. This message is now stored in this folder. 5 Click the reply message from Jane Woods, and then drag the selection onto the Customer Info folder. You should now have both messages in this new folder. You could also have selected both messages to move to this folder instead of individually as requested in this exercise. 6 In the Folders list, click Sent Items. Then select the message to Jeff Chou. 7 Press and then drag this message overtop your folder in the Folders list. There is now a copy of the original message sent to Jeff Chou in your folder. Sorting Messages One way to find a specific message can be to sort your messages according to different criteria in the Contents Pane. You can sort messages using one of the following methods: Click one of the column headings in the Contents Pane. Right-click the column field and then choose the appropriate sort option. When using a column heading as the sort criteria, the arrow indicates ascending order (A-Z or oldest message at the top down to the most recent at the bottom) and the arrow indicates descending order (Z-A or most recent at the top down to oldest). The normal sort order is descending so that the newest messages which are usually not read yet appear at the top of the list v CCI Learning Solutions Inc. 35

43 Lesson 3 Using Microsoft Outlook 2010 You can also sort your messages by arranging the fields in the Contents Pane using the View tab. Exercise 1 Ensure you are still viewing the messages in the Sent Items folder. 2 Click Received to change the sort order. 3 Click Received once more to change the sort order, this time to descending order or oldest message to newest. 4 Click From to change the sort to ascending order for the sender s name. 5 Click Received once more to set the sort order to ascending by date received. Finding Messages You can locate information quickly using the Search tool. Your search criteria can be specific or general; you can search by names, words, or phrases. To perform a search, click in the Search Inbox field and begin typing your search criteria. As you type, Outlook instantly displays all the results that match the characters entered. As you type more characters, more messages are filtered out and the list becomes smaller. In most cases, you only have to type a few letters to find the message. Outlook searches all parts of the message, including the subject, addresses, message body, and the name of any attachments (but not their contents). By default, the search is specific to the folder you are currently viewing, such as the Inbox. However, if the search criteria you enter does not produce any results, you can click the Try searching again in All Mail Items link. You can also use options in the Search Tools ribbon to set up the search criteria. To clear the results from the search, use one of the following: In the Search field, click (Clear Search), or press. You can also search for messages by using the Search Folders item in the Navigation Pane. Any items Outlook finds that match the criteria are virtual copies of the messages; this means if you delete the search folder, you do not delete the original messages. To create a new search folder, right-click Search Folders in the Navigation Pane and then click New Search Folder v CCI Learning Solutions Inc.

44 Unit 1: Getting Connected Lesson 3 Exercise 1 In the Folders list, click Inbox. 2 Click in the Search Inbox field. Under Search Tools, in the Scope group of the Search tab, click All Mail Items. 3 In the Search Inbox field, type: jane to find all messages containing these characters. Outlook has found all messages you have from or sent by a Jane. The number of messages you see may vary depending on how many messages you may have sent to Jane Woods, or if the login name contains Jane. 4 In the Search Inbox field, click to clear the search results. Now try using the Search Folder feature. 5 In the Navigation Pane, right-click Search Folders and then click New Search Folder. 6 In the Reading Mail area, click Mail flagged for follow up and then click OK. Notice how Outlook now displays any messages that have been flagged; in this case, you should only have the one message that was flagged in an earlier exercise. 7 Right-click the For Follow Up folder in the Navigation Pane and then click Delete Folder. 8 Click Yes. The folder no longer appears. 9 Click the Customer Info folder to ensure the original message is still there. Deleting Messages When messages are no longer needed, delete them to keep your Outlook file small. This includes all folders in your Inbox group. All deleted messages are placed in the Deleted Items folder; you can set this folder to be emptied whenever you exit Outlook, or you can manually delete these messages from this folder. You can delete single or multiple messages. If you no longer need a folder and its contents, you can delete the folder to accomplish this task. Outlook will prompt you with a warning message asking you to confirm that you want to delete the folder and all its contents at one time. To delete items from a folder, select the item and then use one of the following methods: On the Home tab, in the Delete group, click Delete, or press + or, or drag the message to the Deleted Items folder v CCI Learning Solutions Inc. 37

45 Lesson 3 Using Microsoft Outlook 2010 The Deleted Items folder provides a resource to restore the deleted item at a later date, if needed. You can restore an item from the Deleted Items folder by selecting the item in the Deleted Items folder and moving it to another location. To empty the contents of the Deleted Items folder every time you exit Outlook, click the File tab, click Options, and in the Advanced category, click the Empty the Deleted Items folder upon exiting option. To empty the contents of the Deleted Items folder manually, right-click the Deleted Items folder and then click Empty Deleted Items Folder. Exercise 1 In the Folders list, click Sent Items to view the contents of this folder. 2 Select all the messages and then press. 3 In the Folders list click Deleted Items to view this folder. All the messages you sent during this lesson are now in this folder. 4 Click the message you sent to Jeff Chou with the Vacation Request attachment and press. 5 Click Yes. If required, you can move or restore an item from the Deleted Items folder to another location. 6 Click the message you sent to Jane Woods with the information from John Smith and drag this over the Sent Items folder. 7 Click the Sent Items folder to view its contents. The message should now be in this folder. Archiving Messages An option for keeping all your messages but also keeping your Outlook file small is archiving messages. Archived messages are moved from Outlook and stored in a separate file. If you want to refer to one of these messages later, you can click the archive file to display the folders and contents. To archive your messages any time using the manual method, click the File tab, with the Info category selected, click Cleanup Tools and then click Archive v CCI Learning Solutions Inc.

46 Unit 1: Getting Connected Lesson 3 Click the appropriate folder that you want Outlook to archive. For instance, you may want to archive your messages only, or create a backup copy of your entire Outlook data. Depending on the number of messages you have and how long you want to keep messages available, you may want to set the archive date to be six months or older so you have a recent history readily available. After setting options for the archiving process, the status bar displays to show the messages are being archived. On completion, a new folder called Archive Folders appears in the Navigation Pane. You can expand this folder to show the structure of the items you included in the original archive. You can also choose to close this folder from the Navigation Pane; in this scenario, you are only changing the display of the Navigation Pane as the original archive file is saved in the Outlook Files folder in the Documents folder. To automatically archive items, click the File tab, click Options, and in the Advanced category, click AutoArchive Settings. Exercise 1 In the main Outlook screen, click the File tab, click Options, click Advanced in the panel at the left then click AutoArchive Settings. 2 Click Run AutoArchive every to turn this feature on, and set the number of days to be Click OK to accept this change and then click OK once more to leave the Outlook Options window. You have now set that all Outlook items will be archived once a month to a folder in the Navigation Pane called Archive Folders. Outlook will add new items to the Archive Folders file unless you specify otherwise. Working with Contacts The Contacts feature works as an address book. You can use it instead of spending time trying to remember and type in someone s address. You can also set up groups or distribution lists for contacts you use most frequently v CCI Learning Solutions Inc. 39

47 Lesson 3 Using Microsoft Outlook 2010 To access the Contacts feature, click the Contacts group in the Outlook Navigation Pane. Adding a Contact You can enter as much information for the contact as you choose, including multiple phone or fax numbers, addresses, and IM (instant messaging) address. You can also enter details such as department, manager s name, and assistant s name, or personal information, birthday, anniversary, and so on. To create a new contact, select Contacts from the Navigation Pane, and then use one of the following methods: On the Home tab, in the New group, click New Contact, or on the Home tab, in the New group, click the arrow for New Items and then click Contact, or press v CCI Learning Solutions Inc.

48 Unit 1: Getting Connected Lesson 3 Whenever the field displays as a drop-down arrow next to the button, click the arrow to display a list of other field names to rename that button. For example, if you do not want to enter a home telephone number for a contact, but you do want to enter a second business phone number, you can click the drop-down arrow next to Home and then choose Business 2 from the pop-up list instead. If you click on a field name that appears as a button such as Full Name or Business another dialog box will open to allow you to enter this information as components such as first name and last name, or area code, local number and extension. When you have finished entering information into the new contact form, use one of the following methods to save the contact: To save this contact information only, on the Contact tab, in the Actions group, click Save & Close. To save this contact and enter another one, on the Contact tab, in the Actions group, click Save & New. To save this contact and enter a new one for a different contact at the same company, on the Contact tab, in the Actions group, click the arrow for Save & New and then click Contact from Same Company. You can also create a new contact using the address shown in a message. To do this, right-click the address in the message and then click Add to Outlook Contacts to display a new contact window. Making Changes To edit the information for a contact, double-click the contact. When the contact form appears, make the appropriate change. Exercise 1 Click Contacts from the Navigation Pane. 2 On the Home tab, in the New group, click New Contact and then enter the following information: 3 When ready to enter the business address, click Business in the Addresses area and then enter the information as follows (click OK when done): You can then enter another new contact for someone who is at the same company v CCI Learning Solutions Inc. 41

49 Lesson 3 Using Microsoft Outlook On the Contact tab, in the Actions group, click the arrow for Save & New and click Contact from the Same Company. 5 Type the following information: Tess James Project Consultant tjames@tolano.com 6 On the Contacts tab, in the Actions group, click Save & Close. 7 Save and close Jane s information. You can edit the information for a contact at any time. 8 Double-click the Jane Martinez contact. 9 In the Phone numbers area, click the arrow next to Home and then click Business2. Type: (614) On the Contacts tab, in the Actions group, click Save & Close. Using Groups A Contact Group is an address list containing information about a group of people to whom you send messages often. Contact groups are usually created from addresses in your Contacts, although you can add recipients who are not in your Contacts folder but whom you want to receive the . Contact groups can be created in any of Outlook s modules using one of the following methods: On the Home tab, in the New group, click New Contact Group, or on the Home tab, in the New group, click the arrow for New Items and click Contact Group, or press + +. You can add or remove members for a new contact group as well as an existing one, using the appropriate option in the Members group of the Contact Group tab v CCI Learning Solutions Inc.

50 Unit 1: Getting Connected Lesson 3 Exercise 1 On the Home tab, in the New group, click New Contact Group. 2 Type: New York Site for the name of the new contact group. 3 On the Contact Group tab, in the Members group, click Add Members. Then click From Address Book. 4 Select Jane Martinez in the list, press and then select Tess James. 5 Click Members and then click OK. You now have a new distribution group to send items to the members of this group. 6 Click Save & Close. Deleting Contacts or Groups When a contact is no longer needed, delete it from the list. Take note that you cannot recover a deleted group from the Deleted Items folder; these are permanently deleted. To delete a contact or group in the Contacts Pane, select the contact or group and then use one of the following methods: On the Home tab, in the Delete group, click Delete, or press. Exercise 1 In the list of contacts, click the New York Site group. 2 Press. The group is now deleted from your list of contacts. Maintaining Outlook Every program is set up when you install it with default options for how your is handled. You can customize these options so that your program functions in the way that works best for you. Outlook provides a number of features to help you customize and maintain your program to be effective and efficient. Changing the Mail Format Outlook displays the contents of messages in a format that is easy to read. Depending on the setup, this could be HTML or Rich Text; both these formats display text formatting, such as italics and bold, as if you were viewing a word-processed document. Occasionally, you may receive a message in plain text; this generally happens when the mail server cannot recognize the formatting used in the original message and converts it to plain text. You can control the mail format for all new messages by changing the default options in File, Options, and then, in the Mail category, choose what you want from the Compose messages area. To change the mail format while creating a message, click in the message body area; then, on the Format Text tab, in the Format group, click the mail format you want to use. However, this format change will only affect the current message. Tracking Options You can set Outlook to send you notices when a message is received or read by others. These can be set for all messages you send, or only individual ones v CCI Learning Solutions Inc. 43

51 Lesson 3 Using Microsoft Outlook 2010 To set the receipts to occur for every message you send, select File, Options, and in the Mail category, click the items you want from the Tracking area. To set the receipts to occur for a message, in the new message window on the Options tab, in the Tracking group, select the appropriate tracking option to use. Note that the recipient s system may not have the ability to track messages, and therefore may not send you these notices even though you have turned these features on. Using Signatures A signature is a piece of text that automatically appears in your messages whenever you create a new message. This saves having to enter your name and information or a product slogan each time you send a message. You can create as many signatures as required, but only one can be set up as a default. To create a signature, select File, Options, and in the Mail category, in the Compose messages area, click Signatures. Click New, enter a name for the signature and click OK. You can then enter the text for the signature and format it as required. You can enter as many signatures as you need at once, or you can add new signatures as you need them for business or personal use, or perhaps for a volunteer role. You can set up a signature to be the default one that appears in every message, or choose different signatures for v CCI Learning Solutions Inc.

52 Unit 1: Getting Connected Lesson 3 replies and forwards. To choose a different signature in a new message, on the Message tab, in the Include group, click the arrow for Signature and then click the appropriate signature. Sending Out-of-Office Notices As a business practice and courtesy, if you plan on being away from the office, send a message in advance to those you deal with regularly to inform them of this. Even if you plan to retrieve your messages during this time, inform people of your absence and offer them the name of a colleague who can assist them. Out-of-office notices should provide details regarding the dates you will be away and who will be handling your work during your absence. Try to send the notice at least two days prior to your departure. You can also set up your messages to automatically be forwarded to someone else to handle during your absence. Sending an away notice to personal contacts is at your discretion. Some programs and mail servers provide the option to send an out-of-office response automatically to anyone who sends you an during this time. You set up the option from your system, and the mail server automatically generates a response that it sends out every time it detects a new message arriving in your Inbox. The main downside to this is that the response will be sent regardless of who the sender is; it could be a company that generates junk or spam mail and your response could tell them that your address is valid. Staying Up to Date If you have Outlook installed on a computer and a PDA, you can stay up to date with all messages on both computer devices using a synchronization feature available with Outlook. Many newer computing devices enable you to synchronize information from different modules in Outlook to the device, such as on an iphone or a Blackberry. How this is set up varies with the computing device. Blocking Messages Use the Junk feature to reduce the number of junk messages you receive. This is similar to the Block feature available with telephone systems. To block messages from an address, on the Home tab, in the Delete group, select Junk, Junk Options. You can specify addresses to be blocked. Once you have set up items on the Blocked Senders tab, you can add or remove items using the Edit or Remove buttons. Backing Up Your Items Outlook saves all your information in a data file. As this file grows in size, this database of information can grow significantly and you may begin to encounter problems with it. This is a good time to look at different ways to reduce the possibility of losing your data in Outlook. One option is to compact the data file; this is similar to pushing all the file folders and their contents to the back of a filing cabinet drawer to try and release space for more items. This will only work for a limited amount of time before you will need to look at an alternative way to access your data. Another option is to make a backup copy of the data file. While this requires a bit more time, the backup copy can become invaluable if anything should happen to your computer or if you need to find an older message v CCI Learning Solutions Inc. 45

53 Lesson 3 Using Microsoft Outlook 2010 If the data files are quite large, consider archiving these files on a CD or other external storage media at set intervals, and then delete unnecessary items from the program to reduce the size of the data file. Regardless of which method you use, make copies of your data file. This is crucial if a backup procedure is not performed on your system (or network) on a regular basis, or if you are running low of space on your computer. Security Issues is an efficient, fast, and inexpensive medium for communicating text, data files, and other information. It can be easy to forget about the privacy and security of messages that you send by , but it s important to remember that there are many ways for individuals with malicious intent to hack into mail servers or intercept messages during transmission. Adding a digital signature to your outgoing messages proves to the recipient that you were the originator and that the message was not tampered with during transmission. To digitally sign a message, you must have a digital ID certificate. Outlook enables you to sign individual messages or all messages digitally. In a new message, on the Message tab in the Tags group, click the Message: Options Dialog box launcher, and then click Security Settings. Summary In this lesson, you used Microsoft Outlook to send and receive messages, as well as enter contacts. You should now be familiar with: what Microsoft Outlook is recognize elements on the screen how to send and receive messages how to reply or forward a message how to send an attachment with a message Review Questions work with attachments sort and manage your messages search for messages work with the address book understand mail maintenance options 1. The Reply function enables you to send a message to all recipients of the original message. a. True b. False 2. Which symbol appears in Outlook to indicate there is an attachment included with the message? a. c. b. d. 3. Adding a contact helps to reduce the amount of time spent entering addresses in messages. a. True b. False 4. A group is a distribution list consisting of names from your contact list so you can send messages to everyone in this group instead of having to type each name individually. a. True b. False 5. Which option would you use to prevent spam messages from being delivered to your Inbox? a. Security Issues c. Block Spam b. Junk d. Mail Format v CCI Learning Solutions Inc.

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55 Welcome to the Internet and Computing Core Certification Guide Solid technical content, powerful graphics, and hands-on exercises in this textbook will provide you with the fundamental knowledge and skills for working with computers. This textbook will also prepare you for IC³ certification. What is IC³? IC³ the Internet and Computing Core Certification tests basic computer skills and understanding of the Internet to promote success in school, work and life. Developed by Certiport, the IC³ program enjoys worldwide recognition as the global standard for digital literacy. Computing Fundamentals using Windows 7 Recognizing Computers This unit introduces you to different types of computers, the basic parts of a computer, basic troubleshooting techniques, what to look for when buying a computer, and how software works. Using Microsoft Windows 7 This unit introduces the Windows operating system including the Desktop, installing and running applications, managing files and folders, and customizing settings. Key Applications using Microsoft Office 2010 Common Elements This unit explains the features which are common to each Microsoft Office 2010 application including starting and exiting either the Word, Excel, or PowerPoint application, modifying the program options, using the Ribbons, and getting help. Using Microsoft Word 2010 The Microsoft Word unit shows you how to create documents, manipulate and format text, insert pictures and work with objects. Using Microsoft Excel 2010 The Microsoft Excel unit introduces you to working with formulas, formatting a worksheet, using charts and printing your worksheets. Using Microsoft PowerPoint 2010 The Microsoft PowerPoint unit enables you to create presentations, manage the slides, work with text and pictures and enhance your presentation with animations. Living Online using Windows 7 Getting Connected This unit sets out the background to the Internet, introduces the basics of networks, and provides an understanding of the fundamentals of and Microsoft Outlook Using the Internet This unit explains Internet usage and includes common terminology, finding information using web browsers and search engines, minimizing the risk of viruses and using the Internet responsibly. IC 3 The Pathway to Success The Certification Pathway provides tools that allow you to benchmark skills while providing a personalized plan to help you learn the concepts and skills needed to meet the standard. When ready, you can validate your new found knowledge and skills by achieving certification, which provides a vital foundation for further advancement. IC 3 Global Standard 3 Current and Relevant This third installment of the regularly updated IC³ standard includes new content that addresses: Tools that emphasize communication and collaboration such as instant messaging, Web conferencing, social networking, wikis and blogs. The updated user interface and navigation reflected in Windows 7 and Microsoft Office The common and practical uses for word processing, worksheet and presentation software. Courseware # ISBN#: CCI Learning Solutions Inc Internet safety protocols that guard against fraud and protect privacy.