Inside Microsoft Office PDF

References Inside Microsoft Office References Table of Contents S. No. Sessions Page numbers 1. Session 1: Getting Started with Windo...

References Inside Microsoft Office References Table of Contents S. No. Sessions Page numbers 1. Session 1: Getting Started with Windows 10  The Benefits of Upgrading to Windows 10 3 2. Session 2: Introducing Microsoft Office 2019  MS Office 2019 Top Features: Master the Office Pro Plus 5 Tools  What’s the Difference Between Microsoft Office for 7 Windows and MacOS? 3. Session 3: Working with Microsoft Word – Part I  How to Create and Format a Text Box in Microsoft Word 10 4. Session 4: Working with Microsoft Word – Part II  How to Use Microsoft Word’s Compare Feature 12 5. Session 5: Working with Microsoft Word – Part III  Convert Web Page to Word Document 14 6. Session 6: Introduction to Microsoft Excel 2019  Overview of Microsoft Excel 16 7. Session 7: Formulas, Functions, Charts, and Additional Features in Excel 2019  Formulas 29 8. Session 8: Data Analysis and Security of Data in Microsoft Excel 2019  Conditional Formatting 33 9. Session 9: Pivot Table and Pivot Charts in Microsoft Excel 2019  Creating PivotTables 40 10. Session 10: Understanding Microsoft PowerPoint 2019 – I  Creating Effective PowerPoint Presentations 47 11. Session 11: Understanding Microsoft PowerPoint 2019 – II  Recording an Individual or Group Presentation With PowerPoint 365 or 2019 49 12. Session 12: Understanding Microsoft OneNote 2019  5 Great Reasons for Students to Use OneNote 51 13. Session 13: Using Microsoft Outlook 2019  Sending and Receiving Emails and Attachments 53 14. Session 14: Skype, Skype for Business, and Microsoft Teams  Schedule a Team Meeting without Outlook 58 15. Session 15: Using Microsoft OneDrive 2019  How OneDrive Works: The Very Basics 60 V 1.0 © Aptech Limited 2 Inside Microsoft Office References Session 1: Getting Started with Windows 10 The Benefits of Upgrading to Windows 10 Source -https://labs.supinfochina.com/en/the-benefits-of-upgrading-to-windows-10/ Date of 29/04/2022 Retrieval Windows 10 is the most recently released operating system for personal computers. It was officially released for commercial use in mid-July of 2015, and has since received mostly positive feedback from users. For those who are still yet unfamiliar with the newest upgrade to hit the Microsoft OS market, this article will definitely help you out. Let’s have a quick rundown of the essentials that you need to know about Windows 10. For starters, it’s available as a free upgrade for users who are already running on either Windows 7 or Windows 8.1. If your current OS is an older version or you missed out on the one year guarantee, you can grab it for either $119 or $199 for Windows 10 Home and Pro, respectively. If your device isn’t that old, then Windows 10 should work fine, though there are some softwares that might not be compatible with the upgrade. As long as your computer has the following specifications, you should be fine: a processor that is 1GHz, RAM that is at least 1GB, and a minimum of 16GB free in the hard drive.If you’ve got multiple devices running on the Microsoft OS, don’t worry about it. The goal of Windows 10 is to be functional across any device – whether it’s a computer, smartphone, or tablet. This is what they call the Continuum feature. Even if you have one of those 2-in-1 devices that are convertible from laptop to tablet, the Windows 10 system will be able to detect your interaction options and will adjust accordingly. Whether there’s a keyboard and a mouse or a touchscreen interface, Windows 10 is compatible. As for phones, there will be a Windows 10 Mobile, but there’s no word yet as to how that will function. The apps taken from the Windows Store will function across all your devices, again adjusting to the functionality of the device that you’re using. If you’re currently a Windows 8 user, the full- screen apps that you’re used to are optional with Windows 10. Don’t worry though, they are adjustable to Windows 10, so there’s no problem. If you’re using a tablet, they’ll function as usual but if you’re using a computer, they’ll change to a windowed app. Now let’s talk about functionality for work. The Snap function has been improved, allowing a four-way quadrant display of up to four different apps simultaneously. It’s now also possible to have multiple virtual desktops to support having work-related activities on one desktop, and then personal activities with one quick swipe. Lastly, there’s now a task view button on the taskbar. With one click, you’ll be able to see open files, programs, and desktops. V 1.0 © Aptech Limited 3 Inside Microsoft Office References Cortana, the Microsoft virtual assistant, has now also made it onto desktop. All you have to do is turn on the voice recognition feature, greet it with a “Hey, Cortana”, and then let the intelligence of the toll help execute your commands. It can send emails that are dictated, ask for real-time directions, and even automatically get the location of a place as soon as you start searching it. Finally, there’s just a general improvement in the user interface and style of Windows 10. It’s much more modern, easy to use, and aesthetically pleasing. For example, the background of the Start menu is somewhat translucent, allowing the desktop background to show through. This gives it a sleeker look. It’s now also back to pre-Windows 8 style, so it’s much easier to access the apps, programs, and places most visited. Looking at all of these features of the new Windows 10, it’s now up to you to decide whether these are pros or cons of upgrading. You may prefer the Live Tile Start menu of Windows 8, or you might prefer the “new” old Start menu of Windows 10. It all comes down to personal preference, but consider this: Windows 10 has been promised to be an ongoing software for improvement, with continuous upgrades and tweaks. There’s not much risk for things going wrong there, and if you don’t like it, just switch back. ~~~ End of Article ~~~ V 1.0 © Aptech Limited 4 Inside Microsoft Office References Session 2: Introducing Microsoft Office 2019 MS Office 2019 Top Features: Master the Office Pro Plus Tools Source https://www.indiefolio.com/project/5f113dfa008d8/ms-office-2019-top-features-master- the-office-pro-plus-tools Date of 29/04/2022 Retrieval Microsoft Office 2019 is used by millions of users around the globe. Microsoft has launched its latest version with several new features for the end-users. The new version of MS Office is all set to deliver all the latest attractive new features for the end-users. In this article, we will discuss all the latest functionalities of MS Office 2019. The features that will help you master the highly used productivity and documentation tools in the world. Let's discuss the top new features that are provided with Office Pro Plus Tools 2019. The support of SVG files With MS Office 2019 tools, Microsoft has added the support for SVG icon inside Word, Excel, and PorwerPoint. The users can add life to any blend document by adding creative icons to their documents. The functionality can be accessed from the Insert tab. There, the user will have an option to add an icon button to add those cool shapes to their document. Use those cool icons in your documents and make them even more interesting to read. Microsoft translator is here to help Microsoft translator was available for quite some time now. But it was not directly integrated with the MS Office tools. Now, they have added this functionality to their office tools too. In Word, Excel, and PowerPoint, the user will be able to translate the text in their preferred language. To use this feature, go to the review tab of the document and then click on the translate section. The translators are not quite perfect and grammatically accurate but it fills their purpose. And to improve the experience, Microsoft is also improving the translator's capabilities regularly. Better management of spam in Outlook The majority of the emails that we receive are spam or sales offers. To avoid these un-wanted emails, the Outlook is availing different layers of filters to accurately move spammy and sales emails to the junk folder. To use this functionality, click on the left corner of the outlook. Then click on home tab >> Delete group >> Junk >> Junk E-mail Options. And then, one dialog box will open showcasing the different levels of email protection. Select the one that fulfills your needs. Higher the protective layer, the more email will be moved to the junk email. Such features help a lot in improving the user experience. For professionals, such features will come very handy. V 1.0 © Aptech Limited 5 Inside Microsoft Office References The bottom line The above were a few of the most highlighting features of MS Office 2019. The overall experience of using the MS Office 2019 has come with a whole lot of benefits for the end-users. The presentation capabilities of PowerPoint 2019 has improved quite a lot. Microsoft has even enabled the functionality of adding funnels chart in Word, Excel, and Powerpoint. Microsoft Excel has also seen quite improvements. I hope this article will help you understand all the leading features that are provided by MS Office 2019 in a better way. Let us end this article by availing you the most affordable source for buying MS Office tools. Visit the Software Codes official website. They are one of the most reputable eCommerce store selling all the leading software products. Buy Windows OS, Office Pro Plus Tools 2019, Antivirus software, and many more coolest software products at lowest rates only at Software Codes. ~~~ End of Article ~~~ V 1.0 © Aptech Limited 6 Inside Microsoft Office References What’s the Difference Between Microsoft Office for Windows and MacOS? Source https://helpdesk.commons.gc.cuny.edu/whats-the-difference-between-microsoft-office- for-windows-and-macos/ Date of 29/04/2022 Retrieval Let us end this article by availing you the most affordable source for buying MS Office tools. Visit the Software Codes official website. They are one of the most reputable eCommerce store selling all the leading software products. Buy Windows OS, Office Pro Plus Tools 2019, Antivirus software, and many more coolest software products at lowest rates only at Software Codes. The Windows version of Microsoft Office has actually always been the gold standard for office suites, as far as functions are worried. Office exists on other platforms too, like the Mac– however those versions are missing out on some products and functions. Microsoft just recently revealed a big update to Office 2016 for Mac. Take a look at that link for a breakdown of updates, but the big stuff includes bringing some long past due features to the macOS version, like collective real-time modifying, automatic saving of files stored in the cloud, and Google Calendar and Contacts assistance in Outlook (lastly). That stated, there are still functions (and whole apps) that you might lose out on if you’re dealing with the Mac variation. If you’re switching in between Windows and Mac (perhaps utilizing one at the workplace and one in your home), or maybe thinking about moving from Windows to Mac, it’s worth comparing the readily available functions in the 2 variations. The huge question is do you require to install Windows on your Mac utilizing Boot Camp or Parallels so that you can run the Windows variation of Office, or can you manage with simply buying the Mac variation (or, much better, utilizing one of the installations that comes with your Office 365 membership)? What Products Are Missing from the Microsoft Office Mac Suite? Microsoft sells Office for Windows in various editions. Almost all editions come with Word, Excel, PowerPoint, and OneNote. Depending on the edition you purchase, you may likewise get apps like Outlook, Publisher, and Access. If you’re utilizing a Mac, however, there are couple of Office apps (and Office-related apps) that you simply can’t get: And while we’re on the subject, there are also a couple of greater end “Office-adjacent” apps that aren’t available on macOS: If you truly require any of the particular apps we’ve noted here, you’re going to require run Windows and the Windows version of Office. V 1.0 © Aptech Limited 7 Inside Microsoft Office References What Features Are Missing from the Mac Versions of Word, Excel, PowerPoint, Outlook, and OneNote? So what about the core Office apps that are readily available on the Mac? While there are a number of extremely small features missing out on (things that impacts extremely couple of individuals), most of the functions you discover in the Windows versions are present in the macOS variations. Here are the main things you’ll miss out on, though. There are a number of relatively big features that, while not missing out on entirely from the Office suite for Mac, are not quite up to their Windows counterparts: There are, obviously, some other missing suite-wide functions, however they actually relate to setups that belong to a company network. For instance, roaming (the capability to utilize Office on different computers and have your setup follow you) is not available for macOS. However, if your system becomes part of a company network, these things have likely been considered beforehand. Secret features of Word that are missing out on from the macOS variation consist of: Fortunately, the variation in between the Windows and Mac variations of Excel are minimal. Both variations support all the significant functions. Here are a couple things to note, though: These are some quite “power user” features, so it’s likely you will not miss them much. The Windows and Mac variations of PowerPoint are also mostly in parity. That said, there is one function worth keeping in mind that’s missing on the macOS side of things: video and animation triggers. These triggers let you make an animation impact start playing when you click the object being animated, or instantly at the start of an audio or video clip. Keep in mind that the Mac version does include all the exact same animations, and does let you activate animations with a basic click or by setting a timer. It just does not consist of the sophisticated triggers that the Windows version does. The majority of the Outlook includes missing out on from the Mac variation have to do with innovative functions you see when connected to an Exchange server. These include things like access to public calendars, circulation lists, retention and compliance features, invoice tracking, and various social features like voting buttons. There are likewise a couple of other missing out on features worth noting: That isn’t a great deal of missing out on functions (unless you’re part of an Exchange-based organization), however how essential they are depends on you. And, as we pointed out in the past, the most recent update to Office 2016 for macOS now brings assistance for Google Calendar and Contacts– a pretty huge missing feature for great deals of individuals. The basic performance of OneNote exists in both the Windows and Mac versions (and, in the mobile variations, for that matter), however there are still a couple of differences: If you’re not utilizing any of these functions, then you‘d be fine using the Mac version of OneNote. As you can see from our lists, the features mainly missing on the Mac side of things are little, rarely-used features or genuine “power user” features mainly used in office settings. If you don’t require those features, and you do not require the couple of apps missing out on from macOS (and we think that uses to over 90% of our readers), you’re probably great going with the Mac V 1.0 © Aptech Limited 8 Inside Microsoft Office References version of Office 2016 or Office 365. And it sure beats jumping through hoops to get the Windows variation running on your Mac! ~~~ End of Article ~~~ V 1.0 © Aptech Limited 9 Inside Microsoft Office References Session 3: Working with Microsoft Word – Part I How to Create and Format a Text Box in Microsoft Word Source https://helpdesk.commons.gc.cuny.edu/how-to-create-and-format-a-text-box-in- microsoft-word/ Date of 29/04/2022 Retrieval Text boxes let you highlight or bring focus to particular text in a Microsoft Word document. You can pick from a range of preformatted text boxes, or draw and format your own. They’re great for adding things like pull quotes, or perhaps for laying out text and images on things like flyers. Word has a number of predefined text box styles you can utilize, or you can draw your own. Regardless of which way you create the text box, you can then format it to suit your needs. Here’s how they work. Place a Built-in Text Box Switch to the “Insert” tab on Word’s Ribbon, and after that click the “Text Box” button. This opens a dropdown menu with a selection of predefined text box designs. There are a variety of styles and formatting to choose from, consisting of text boxes with borders, shading, font colors and other attributes. Click one to place it into your file. And do not fret, you’ll have the ability to change the format and colors later. When you place the text box, the text within is instantly selected, so you can start typing something right now to change that placeholder text. The predefined text boxes likewise include preselected design alternatives, including their size and positioning on a page. After placing one, it’s easy to resize it or move it to another area. You can drag any of the handles at the 4 corners or sides to resize package. The rotate handle at the top of the box (the circular arrow) lets you rotate package. And to move it elsewhere in your document, simply position your cursor on the edge of the box until you see a four-headed arrow, and then you can drag it anywhere you want. You can also alter how (and if) routine document text twists around your text box– just like you can with any other shape or things. We’ve got a complete guide on working with photos, shapes, and graphics in Microsoft Word if you’re interested in finding out more about that. Draw Your Own Text Box You can also draw your own text box if you currently have a size and placement in mind. Switch to the “Insert” tab on Word’s Ribbon, and then click the “Text Box” button. In the dropdown menu, click the “Draw Text Box” command. V 1.0 © Aptech Limited 10 Inside Microsoft Office References Your tip modifications into a cross-hair symbol. Press and drag your mouse to draw your text box. After you produce the new text box, you can start typing your text right away. Something that’s various about drawing your own text box is that Word defaults to putting it in front of any text. This is fine if you’re just drawing and arranging text boxes on a textless page so you can do some specialized design. But, if you do have text on your page, you’ll want to click the “Layout Options” button that appears to the right of the text box, and after that select among the other design options. Format a Text Box To format your text box, there are a range of formatting alternatives on the “Format” tab on the Ribbon. To apply text box designs, point to a design to see what it will appear like. Click the style to use it to your text box. Next, begin exploring other formatting alternatives like Shape Fill, Shape Outline, and Change Shape– all of which are also available on the Format tab. Be sure to click on the edge of the text box to make sure the box is picked. Choose a formatting choice from the Format tab. In addition, you can use Shadow Effects and 3-D Effects to your text box. To alter the font style, font color or other typeface attributes, utilize the formatting options in the Font group in the Home tab. You would apply font credit to your text the very same method you format other text in your document. Simply pick your text, and after that click on a formatting option to change the font style, font color, or font size, or apply other formatting qualities consisting of vibrant, italics, underline, shadow, or highlighting. In no time at all, you can personalize your text box to suit your requirements. Text boxes let you highlight or bring focus to specific text in a Microsoft Word file. You can also change how (and if) routine file text wraps around your text box– just like you can with any other shape or object. To format your text box, there are a variety of formatting options on the “Format” tab on the Ribbon. Be sure to click on the edge of the text box to make sure the box is chosen. You would use typeface qualities to your text the same way you format other text in your document. ~~~ End of Article ~~~ V 1.0 © Aptech Limited 11 Inside Microsoft Office References Session 4: Working with Microsoft Word – Part II How to Use Microsoft Word’s Compare Feature Source https://helpdesk.commons.gc.cuny.edu/how-to-use-microsoft-words-compare-feature/ Date of 29/04/2022 Retrieval If you’re on a collaborative team of workers, or you’re simply dealing with numerous modifications of your own work, it’s essential to be able to track incremental changes. In Microsoft Word, the capability to compare every difference in 2 nearly-identical documents is built in to the Compare tool. Here’s how to utilize it. Initially, open Word and any document file. (It can be one of the ones you’re comparing, another document entirely, or just a blank job.) Click the “Review” tab at the top of the screen to open the ribbon menu, then click the “Compare” button– it will be near the best side of the menu. Click “Compare” once again if another menu opens. Then in the new window, choose your two files: the “Original” (or earlier) document, and the “Revised” (or later on) document. If you don’t see either in the dropdown menu, click the folder icon on the right to search to the file using your file browser. Under “Label modifications with,” you can set a note to help you keep track of which difference belongs to which record. Here I’m going to identify my own “later” since it’s the latest modification of the manuscript. You can just add a tag to the modified document, however you can switch in between them with the double-arrow icon. Click the “More” button to see innovative alternative. The majority of these are obvious, and all choices are made it possible for by default. Keep in mind the “Show changes at” alternative, which reveals individual changes either one character at a time (very slow) or one word at a time. Click “OK.” Word will open a complicated-looking choice of panes in a single file. From left to right, you have a made a list of list of changes, a complete view of the “Revised” document with red marks on the left margin indicating changes, and a double pane showing the initial and revised files stacked. Scrolling with your mouse wheel will scroll all 3 of the primary panes simultaneously, but you can utilize the scroll bars on the right of each to scroll the individual panes to each. The Revisions pane is the most helpful here. It reveals each modification, what was eliminated, and what was added, in order from the top of the file to the bottom. It’s a wonderful way to see the differences in the text and formatting at a glimpse. Clicking any of the entries in the Revisions pane will instantly scroll the other panes to the relevant position. Cool! As soon as you’ve utilized the Revisions tab to discover the specific revision, you can right-click on the appropriate text in the center pane. Click “Accept” or “Reject” (followed by the matching action) to keep or go back the modification, respectively. V 1.0 © Aptech Limited 12 Inside Microsoft Office References You can conserve this compared file as a different file that won’t impact either of the documents you’re presently viewing. Just click File>> Save as, and save it like any other Word file. Note that the Compare function isn’t readily available if either document has password security or its changes are secured in Word. You can change this setting in the private files by clicking Review>> Track Changes. ~~~ End of Article ~~~ V 1.0 © Aptech Limited 13 Inside Microsoft Office References Session 5: Working with Microsoft Word – Part III Convert Web Page to Word Document Source https://code.makery.ch/library/convert-web-page-to-word/ Date of 29/04/2022 Retrieval This is the best way I found to convert an HTML page to a Word docx file. You can use this approach if you need a Word version of any web page. 1. Save the Web Page as HTML Navigate to the page you want to convert. Open the menu in your browser and choose Save page as… (or use Ctrl+S) and save it somewhere on your computer. 2. Open the Web Page in Word You should now have an.htm or.html file. Right-click this file and choose Open with.. | Microsoft Word. 3. Save as DOCX Go to the File Menu and choose Save as…. Change the file type to.docx and save. (If you see an info dialog, just click ok). 4. Embed Images If the document contains images those images might only be linked. Usually you’ll want all images to be embedded inside the Word document. Go to the File Menu and choose Info. If there are linked images you should see a link icon on the right. Click on Edit Links to Files. In the dialog select all images you want to embed in the list (use shift-key to select multiple images). Click the Break Link button and then OK. All links are removed and the images are embedded in the document. V 1.0 © Aptech Limited 14 Inside Microsoft Office References 5. Clean Up We can do some clean up to get rid of unwanted elements. Just delete the navigation, website logo, etc. The web page usually opens in Web Layout View in Word. Change to the “normal” Print Layout View to see how it would fit on printed pages. After some layouting you should have a pretty good word document of the web page. Note: The heading Styles are automatically applied so you can just change the Styles and they will be applied to all headers. ~~~ End of Article ~~~ V 1.0 © Aptech Limited 15 Inside Microsoft Office References Session 6: Introduction to Microsoft Excel 2019 Overview of Microsoft Excel Source https://openoregon.pressbooks.pub/beginningexcel19/chapter/1-1-overview-of- microsoft-excel/ Date of 29/04/2022 Retrieval Microsoft® Office contains a variety of tools that help people accomplish many personal and professional objectives. Microsoft Excel is perhaps the most versatile and widely used of all the Office applications. No matter which career path you choose, you will likely need to use Excel to accomplish your professional objectives, some of which may occur daily. This chapter provides an overview of the Excel application along with an orientation for accessing the commands and features of an Excel workbook. MAKING DECISIONS WITH EXCEL Taking a very simple view, Excel is a tool that allows you to enter quantitative data into an electronic spreadsheet to apply one or many mathematical computations. These computations ultimately convert that quantitative data into information. The information produced in Excel can be used to make decisions in both professional and personal contexts. For example, employees can use Excel to determine how much inventory to buy for a clothing retailer, how much medication to administer to a patient, or how much money to spend to stay within a budget. With respect to personal decisions, you can use Excel to determine how much money you can spend on a house, how much you can spend on car lease payments, or how much you need to save to reach your retirement goals. We will demonstrate how you can use Excel to make these decisions and many more throughout this text. Figure 1.1 shows a completed Excel worksheet that will be constructed in this chapter. The information shown in this worksheet contains sales data for a hypothetical merchandise retail company. The worksheet data can help a retailer analyze the business and determine the number of salespeople needed for each month for example. Figure 1.1 Example of an Excel Worksheet V 1.0 © Aptech Limited 16 Inside Microsoft Office References STARTING EXCEL 1. Locate Excel on your computer. 2. Click Microsoft Excel to launch the Excel application where you are presented with workbook options to help get you started. 3. Click the first option; “Blank Workbook”. EXCEL FOR WINDOWS VS EXCEL FOR MAC The Excel for Windows and Excel for Mac software versions are very similar. Most of the features, tools and commands are available in both versions. There are, however, some differences with the Excel interface. There are also a few features that are not available in the Excel for Mac version. The screenshots and step-by-step instructions in this textbook are specific to Excel for Windows. We have attempted to provide alternate screenshots and instructions for the Mac version when the differences are significant. When you see this icon , it means we are providing information specific to Mac users. The Excel Workbook A workbook is an Excel file that contains one or more worksheets (referred to as spreadsheets). Excel will assign a file name to the workbook, such as Book1, Book2, Book3, and so on, depending on how many new workbooks are opened. Figure 1.2 shows a blank workbook after starting Excel. Take some time to familiarize yourself with this screen. Your screen may be slightly different based on the version you’re using. Figure 1.2 Blank Workbook V 1.0 © Aptech Limited 17 Inside Microsoft Office References Figure 1.2a Blank Workbook (right-side) Your workbook should already be maximized (or shown at full size) once Excel is started, as shown in Figure 1.2. However, if your screen looks like Figure 1.3 after starting Excel, you should click the Maximize button, as shown in the figure. Figure 1.3 Restored Worksheet V 1.0 © Aptech Limited 18 Inside Microsoft Office References NAVIGATING WORKSHEETS Data are entered and managed in an Excel worksheet. The worksheet contains several rectangles called cells for entering numeric and non-numeric data. Each cell in an Excel worksheet contains an address, which is defined by a column letter followed by a row number. For example, the cell that is currently activated in Figure 1.3 is A1. This would be referred to as cell location A1 or cell reference A1. The following steps explain how you can navigate in an Excel worksheet: 1. Place your mouse pointer over cell D5 and click. 2. Check to make sure column letter D and row number 5 are highlighted, as shown in Figure 1.4. Figure 1.4 Activating a Cell Location 1. Move the mouse pointer to cell A1. 2. Click and hold the left mouse button and drag the mouse pointer back to cell D5. 3. Release the left mouse button. You should see several cells highlighted, as shown in Figure 1.5. This is referred to as a cell range and is documented as follows: A1:D5. Any two cell locations separated by a colon are known as a cell range. The first cell is the top left corner of the range, and the second cell is the lower right corner of the range. Figure 1.5 Highlighting a Range of Cells V 1.0 © Aptech Limited 19 Inside Microsoft Office References 1. At the bottom of the screen, you’ll see a sheet tab indicated by “Sheet1″. Clicking on the + adds additional worksheets. This is how you open or add a worksheets within a workbook. To see how this works, click on the + to add another worksheet so that you now have two sheets 2. Click the Sheet1 worksheet tab at the bottom of the worksheet to return to the worksheet shown in Figure 1.5. Keyboard Shortcuts |Basic Worksheet Navigation  Use the arrow keys on your keyboard to activate cells on the worksheet.  Hold the SHIFT key and press the arrow keys on your keyboard to highlight a range of cells in a worksheet.  Hold the CTRL key while pressing the PAGE DOWN or PAGE UP keys to open other worksheets in a workbook.  Mac Users: Hold down the Fn and Command keys and press the left or right arrow keys. THE EXCEL RIBBON Excel’s features and commands are found in the Ribbon, which is the upper area of the Excel screen that contains several tabs running across the top. Each tab provides access to a different set of Excel commands. Figure 1.6 shows the commands available in the Home tab of the Ribbon. Table 1.1 “Command Overview for Each Tab of the Ribbon” provides an overview of the commands that are found in each tab of the Ribbon. Figure 1.6 Home Tab of Ribbon The Excel for Mac ribbon, as shown in Figure 1.6a below, has two primary differences:  The older dropdown menu structure is still available with Excel for Mac.  The specific commands and tools within each tab are slightly different between the two Excel Ribbons. Some of the commands found within the Excel for Windows Ribbon tabs are located within the dropdown menu structure in the Excel for Mac version. So, if you can’t find the tool on the Excel for Mac Ribbon, then try to find the tool by looking through the dropdown menu instead. Figure 1.6a Home tab of Excel for Mac Ribbon with dropdown menu structure V 1.0 © Aptech Limited 20 Inside Microsoft Office References Group Title Names on the Ribbon If you look closely at the Excel Ribbon (See Figure 1.6 above), you will see that the Ribbon is separated in groups of tool buttons, and each group has a title name. On Home tab, the group title names are “Clipboard”, “Font”, “Alignment”, “Number”, “Styles”. “Cells”, “Editing”, etc. The tool buttons within each group are all related to the group title. Mac Users Only: The default “View” for the Excel for Mac ribbon does not display these “group title names”. Notice in Figure 1.6a above, there are no group title names. It is a good idea to change this “view” so you can see the group title names. Here are the steps: 1. Click the “Excel” menu option at top left above the Ribbon 2. Choose “Preferences” 3. Click the “View” button 4. Scroll down and check the box for “Group Titles” 5. Close the “View” dialog box. The group title names should now display as shown in Figure 6.1 (not Figure 6.1a) above The Ribbon shown in Figure 1.6 and Figure 1.6a (above) is full, or maximized. The benefit of having a full Ribbon is that the commands are always visible while you are developing a worksheet. However, depending on the screen dimensions of your computer, you may find that the Ribbon takes up too much vertical space on your worksheet. If this is the case, you can minimize the Ribbon by clicking the button shown in Figure 1.6. When minimized, the Ribbon will show only the tabs and not the command buttons. When you click on a tab, the command buttons will appear until you select a command or click anywhere on your worksheet. To hide the Ribbon with Excel for Mac you can use the keyboard shortcut: Hold down the “Command and Option” keys and tap the “R” key The same keyboard shortcut will unhide the Ribbon as well. HOW TO CUSTOMIZE THE EXCEL RIBBON Here are the steps to add additional tabs to the Excel Ribbon 1. Click the File tab and choose Options 2. Click on “Customize Ribbon” at the left side of the Options screen 3. Click the checkbox next to the Tab name that you want to add (See Figure 1.7 below) V 1.0 © Aptech Limited 21 Inside Microsoft Office References Figure 1.7 Customize the Ribbon Dialog Box Keyboard Shortcuts| Minimizing or Maximizing the Ribbon  Hold down the CTRL key and press the F1 key.  Hold down the CTRL key and press the F1 key again to maximize the Ribbon.  Mac Users: Hold down the Command and Option keys and press R QUICK ACCESS TOOLBAR AND RIGHT-CLICK MENU The Quick Access Toolbar is found at the upper left side of the Excel screen above the Ribbon, as shown in Figure 1.7. This area provides access to the most frequently used commands, such as Save and Undo. You also can customize the Quick Access Toolbar by adding commands that you use on a regular basis. By placing these commands in the Quick Access Toolbar, you do not have to navigate through the Ribbon to find them. To customize the Quick Access Toolbar, click the down arrow as shown in Figure 1.8. This will open a menu of commands that you can add to the Quick Access Toolbar. If you do not see the command you are looking for on the list, select the More Commands option. V 1.0 © Aptech Limited 22 Inside Microsoft Office References Figure 1.8 Customizing the Quick Access Toolbar In addition to the Ribbon and Quick Access Toolbar, you can also access many commands by right clicking anywhere on the worksheet. Figure 1.9 shows an example of the commands available in the right-click menu. There is no “Right-click” option for Excel for Mac. To access the same commands with Excel for Mac, hold down the Control key and click the mouse button. Figure 1.9 Right-Click Menu V 1.0 © Aptech Limited 23 Inside Microsoft Office References THE FILE TAB The File tab is also known as the Backstage view of the workbook. It contains a variety of features and commands related to the workbook that is currently open, new workbooks, or workbooks stored in other locations on your computer or network. Figure 1.10 shows the options available in the File tab or Backstage view. To leave the Backstage view and return to the worksheet, click the arrow in the upper left-hand corner as shown below. Figure 1.10 File Tab or Backstage View of a Workbook Included in the File tab are the default settings for the Excel application that can be accessed and modified by clicking the Options button. Figure 1.11 shows the Excel Options window, which gives you access to settings such as the default font style, font size, and the number of worksheets that appear in new workbooks. V 1.0 © Aptech Limited 24 Inside Microsoft Office References Figure 1.11 Excel Options Window To access these same options in Excel for Mac, you must click the “Excel” menu option and choose “Preferences” (see Figure 1.12 below). Figure 1.12 The Excel for Mac “Excel” menu option SAVING WORKBOOKS (SAVE AS) Once you create a new workbook, you will need to change the file name and choose a location on your computer or network to save that file. It is important to remember where you save this workbook on your computer or network as you will be using this file in the Section 1.2 “Entering, Editing, and Managing Data” to construct the workbook shown in Figure 1.1. The process of saving can be different with different versions of Excel. Please be sure you follow V 1.0 © Aptech Limited 25 Inside Microsoft Office References the steps for the version of Excel you are using. The following steps explain how to save a new workbook and assign it a file name. SAVING WORKBOOKS IN EXCEL 365 If you have not done so already, open a blank workbook in Excel. 1. Click the File tab and then the Save As button in the left side of the Backstage view window. This will open the Save As dialog box. 2. Determine a location for saving on your computer by clicking Browse on the left side to open the Save As dialog box. 3. Click in the File Name box near the bottom of the Save As dialog box. Type the new file name: CH1 Merchandise City Sales Data 4. Review the settings in the screen for correctness and click the Save button. Figure 1.13 Save As Dialog entries for Excel 365 THE STATUS BAR The Status Bar is located below the worksheet tabs on the Excel screen (see Figure 1.13). It displays a variety of information, such as the status of certain keys on your keyboard (e.g., CAPS LOCK), the available views for a workbook, the magnification of the screen, and mathematical functions that can be performed when data are highlighted on a worksheet. You can customize the Status Bar as follows: 1. Place the mouse pointer over any area of the Status Bar and right click to display the “Customize Status Bar” list of options (see Figure 1.14). V 1.0 © Aptech Limited 26 Inside Microsoft Office References Mac Users: use “Control-click” on the Status Bar to display the “Customize Status Bar” options. 2. Select the Caps Lock option from the menu (see Figure 1.14). 3. Press the CAPS LOCK key on your keyboard. You will see the Caps Lock indicator on the lower right side of the Status Bar. 4. Press the CAPS LOCK on your keyboard again. The indicator on the Status Bar goes away. Figure 1.14 Customizing the Status Bar EXCEL HELP The Help feature provides extensive information about the Excel application. Although some of this information may be stored on your computer, the Help window will automatically connect to the Internet, if you have a live connection, to provide you with resources that can answer most of your questions. You can open the Excel Help window by clicking the question mark in the upper right area of the screen or ribbon. With newer versions of Excel, use the query box to enter your question and select from helpful option links or select the question mark from the dropdown list to launch Excel Help windows. V 1.0 © Aptech Limited 27 Inside Microsoft Office References Figure 1.15 Excel Help Window ~~~ End of Article ~~~ V 1.0 © Aptech Limited 28 Inside Microsoft Office References Session 7: Formulas, Functions, Charts, and Additional Features in Excel 2019 Formulas Source https://openoregon.pressbooks.pub/beginningexcel19/chapter/2-1-formulas/ Date of 29/04/2022 Retrieval This section reviews the fundamental skills for entering formulas into an Excel worksheet. The example used for this chapter is the construction of a personal budget. Most financial advisors recommend that all households construct and maintain a personal budget to achieve and maintain strong financial health. Organizing and maintaining a personal budget is a skill you can practice at any point in your life. Whether you are managing your expenses during college or maintaining the finances of a family of four, a personal budget can be a vital tool when making financial decisions. Excel can make managing your money a fun and rewarding exercise. OPEN THE DATA FILE 1. Open the Data file named CH2 Data and use the File/Save As command to save it with the new name CH2 Personal Budget. Figure 2.1 shows the completed workbook that will be demonstrated in this chapter. Notice that this workbook contains four worksheets. The first worksheet, Budget Summary, serves as an overview of the data that was entered and calculated in the second and third worksheets, Budget Detail and Loan Payments. The second worksheet, Budget Detail, provides a detailed list of all the expenses and the third worksheet, Loan Payments, provides information regarding car payment and mortgage payment amounts. The last worksheet, Prepare to Print, has data that is unrelated to the budget worksheets but will be used in Section 2.4 – Preparing to Print. Figure 2.1 – The completed Budget Summary worksheet V 1.0 © Aptech Limited 29 Inside Microsoft Office References CREATING A BASIC FORMULA When formulas and cell references are used Excel will automatically recalculate when data is changed. Formulas are used to calculate a variety of mathematical outputs in Excel and can be used to create virtually any custom calculation required for your objective. Furthermore, when constructing a formula in Excel, you use cell addresses that, when added to a formula, become cell references. This means that Excel uses, or references, the number entered into the cell location when performing the calculation. As a result, when the numbers in the cells that are referenced are changed, Excel automatically recalculates the formula and produces a new result. This is what gives Excel the ability to create a variety of what-if scenarios, which will be explained later in the chapter. To demonstrate the construction of a basic formula, we will begin working on the Budget Detail worksheet, which is shown in Figure 2.2. To complete this worksheet, we will enter some data, and then create several formulas and functions. Table 2.1 provides definitions for each of the spend categories listed in the range A3:A11. When you develop a personal budget, these categories are defined on the basis of how you spend your money. It is likely that every person could have different categories or define the same categories differently. Therefore, it is important to review the definitions in Table 2.1 to understand how we are defining these categories before proceeding. Figure 2.2 Budget Detail Worksheet The amount of money spent each month for each category, as well as the amount of money spent last year, is already entered into the worksheet. We will write formulas that will calculate the annual (yearly) amount spent, the percent of the total spent each category represents, as well as the percent change from last year’s spending to the current year. V 1.0 © Aptech Limited 30 Inside Microsoft Office References The first formula will calculate the Annual Spend values. The formula will be constructed so that it takes the values in the Monthly Spend column and multiplies them by 12 (the number of months in a year). This will show how much money will be spent per year for each of the categories listed in Column A. Since the first category is Utilities, we will start by creating the formula to multiply the Monthly Spend amount in B3 by 12. This formula will be created in D3 – the Annual Spend cell for the Utilities category. This formula will be written as: =B3*12 1. Switch to the Budget Detail worksheet if needed. Click cell D3. 2. Type an equal sign = When the first character entered into a cell is an equal sign, it signals Excel to perform a calculation. 3. Type B3. This adds B3 to the formula, which is now a cell reference. Excel will use whatever value is entered into cell B3 in the calculation. 4. Type the *. This is the symbol for multiplication in Excel. As shown in the mathematical operators in Excel are slightly different from those found on a typical calculator. 5. Type the number 12. This multiplies the value in cell B3 by 12. In this formula, a number, or constant, is used instead of a cell reference because it will not change. In other words, there will always be 12 months in a year. 6. Press the ENTER key. This enters the formula into the cell. AUDITING FORMULAS Excel provides a few tools that you can use to review the formulas entered into a worksheet. For example, instead of showing the outputs for the formulas used in a worksheet, you can have Excel show the formula as it was entered in the cell locations. This is demonstrated as follows: 1. With the Budget Detail worksheet open, click the Formulas tab of the Ribbon. 2. Click the Show Formulas button in the Formula Auditing group of commands. This displays the formulas in the worksheet instead of showing the mathematical outputs. 3. Click the Show Formulas button again. The worksheet returns to showing the output of the formulas. You can also toggle Show Formulas on and off using the keyboard. Hold down the CTRL key while pressing the ` key. Figure 2.8 shows the Budget Detail worksheet after activating the Show Formulas command in the Formulas tab of the Ribbon. As shown in the figure, this command allows you to view and check all the formulas in a worksheet without having to click each cell individually. After activating this command, the column widths in your worksheet increase significantly. The column widths were adjusted for the worksheet shown in Figure 2.8 so all columns can be seen. The column widths return to their previous width when the Show Formulas command is deactivated. V 1.0 © Aptech Limited 31 Inside Microsoft Office References Figure 2.8 Show Formulas Command ~~~ End of Article ~~~ V 1.0 © Aptech Limited 32 Inside Microsoft Office References Session 8: Data Analysis and Security of Data in Microsoft Excel 2019 Conditional Formatting Source https://openoregon.pressbooks.pub/beginningexcel19/chapter/3-3-conditional- formatting/ Date of 29/04/2022 Retrieval You now have all the calculations you need in your CAS 170 Grades spreadsheet. There is a lot of data here. To make it easier to pick out the most important pieces of data, Excel provides Conditional Formatting. The best thing about Conditional Formatting is that it is flexible, applying specified formatting only when certain conditions are met. Select the values in the Total Points column (O5:O24). At the bottom of your selection, click on the Quick Analysis Tool. On the Formatting tab, select Data Bars (see Figure 3.18). Mac Users: as stated previously, there is no Quick Analysis Tool for Excel for Mac. Use the alternate steps as shown below. Excel places blue bars on top of your values; long blue bars for larger numbers, shorter ones for smaller numbers. This makes it easier to see how well each student did in the class – without having to look at the specific numbers. Figure 3.18 Data Bars on the Quick Analysis tool Another way to apply Data Bars is to: V 1.0 © Aptech Limited 33 Inside Microsoft Office References  Select the range that needs data bars  On the Home tab, in the Styles group, select Data Bars from the Conditional Formatting tool.  From there you can select data bars of different colors and opacities (see Figure 3.19). Mac Users: Alternate Steps:  On the Home tab select Data Bars from the Conditional Formatting tool.  From there you can select data bars of different colors and opacities (see Figure 3.19). Figure 3.19 Data Bars on the Conditional Formatting tool It is even more important to highlight the students who are failing in the class. To practice further with Conditional Formatting we will do that in two places, in the Percentages column and on the Letter Grade column. To start with, we want any F letter grades to be formatted with a light red fill color and dark red text. 1. Select the Letter Grades (R5:R24). 2. On the Home tab, in the Styles group, select Highlight Cell Rules from the Conditional Formatting tool (see Figure 3.20). 3. Select Equal To 4. Fill out the Equal to dialog box so that cells that are equal to: F have Light Red Fill with Dark Red Text (see Figure 3.21). V 1.0 © Aptech Limited 34 Inside Microsoft Office References Figure 3.20 Conditional Formatting Equal To Figure 3.21 Conditional Formatting Equal To Dialog Box Let’s try that one more time – to highlight those students who are passing the class. This time we will use the Pass/Fail text in the Pass/Fail column. If the text for a student is Pass we want the cell to be formatted with a yellow fill with dark yellow text. 1. Select the Pass/Fail grades (Q5:Q24). 2. On the Home tab, in the Styles group, select Highlight Cell Rules from the Conditional Formatting tool (see Figure 3.20). 3. Select Equal To V 1.0 © Aptech Limited 35 Inside Microsoft Office References 4. Fill out the Equal to dialog box so that cells that are equal to: Pass have Yellow Fill with Dark Yellow Text. (To find the Yellow Fill with Dark Yellow text option, click the the down arrow at the end of the last (with) box). You do not have to use the default styles to make your data stand out. You can set any formatting you want. When you do, it is probably a good idea to include other styling in addition to color. Your spreadsheet might be printed in black and white. You would hate to lose your Conditional formatting. Now we are going to use conditional formatting to display any Percentages that are less than 60% with red text formatted in bold and italic. 1. Select the Percentage grades (P5:P24). 2. On the Home tab, in the Styles group, select Highlight Cell Rules from the Conditional Formatting tool (see Figure 3.20). 3. Select Less Than 4. Fill out the Less Than dialog box so that cells that are less than.6 will be have conditional formatting. But, instead of using the default red text on a light red fill, press the down arrow at the end of that box and select Custom Format. 5. On the Font tab of the Format Cells dialog box, in the Font style box, select Bold Italic. In the Color box, select Red (see Figure 3.22). 6. Press OK. Then press OK again. Figure 3.22 Conditional Formatting Custom Format Cells Dialog box V 1.0 © Aptech Limited 36 Inside Microsoft Office References Conditional Formatting is valuable in that it reflects the current data. It changes to reflect changes in the data. To test this, delete DeShea’s final exam score. (Select N5. Press Delete on your keyboard.) Suddenly, DeShae is failing the course and the Conditional Formatting reflects that. This is a little unfair to DeShae – who has worked so hard this quarter. Let’s give him back his grade. Press CTRL Z (Undo). His test score reappears and the Conditional formatting reflects that as well. MAKING CHANGES What if you have made a mistake with your Conditional Formatting? Or, you want to delete it altogether? You can use the Conditional Formatting Manage Rules tool. In our example, we want to remove the conditional formatting rule that formats the Pass text with yellow. We are also going to modify the minimum passing percentage for the conditional formatting rule that is applied to the percentages. 1. On the Home Tab, in the Styles Group, select Manage Rules at the very bottom of the Conditional Formatting drop-down list. 2. Show formatting rules for: This Worksheet (see Figure 3.23). 3. We don’t really need to highlight the students who are passing the class, so select that rule in the Rules Manager and press the Delete Rule button. Mac Users should click the minus symbol – at bottom left corner to delete the rule. Figure 3.23 Conditional Formatting Manage Rules V 1.0 © Aptech Limited 37 Inside Microsoft Office References In a previous exercise (the IF function), we decided that students were failing if they got a percentage score of less than 70%, so the Conditional Formatting rule in the Percentage column needs repair. 4. Select the rule that reads Cell Value Options and choose “Customize Ribbon.”  On the right side list of Main Tabs scroll down to Recording, check the box next to it, and click “OK.” 2. Record your presentation Open your PowerPoint file, go to the Recording tab, and click the “Record Slide Show” button to start recording.  Check and make sure your microphone and webcam (if using) are recording properly by clicking the small microphone and video camera icons at the bottom right of the recording screen.  Click the red “Record” button at the top left to start. You can stop after each slide and review your recording or you can continue through the whole presentation. If you continue, make sure to pause between slides. The 1-2 seconds of silence allow PowerPoint to tell what audio goes with what slide.  When you are done, click the “X” at the top right to finish. 3. Export your presentation as a video file When all the slides have been recorded, go to the Recording tab and click the “Export to video” button. V 1.0 © Aptech Limited 49 Inside Microsoft Office References  Select the quality you would like the video to be. Normally 1080p (the default) is fine and leave “Use Recorded Timings and Narrations” selected.  Click “Create video” and tell PowerPoint where to save your video file. The small black status bar at the bottom of PowerPoint will show you the progress of your export. Do not do anything else in PowerPoint while a video is processing or it will cancel the job.  Once the video has been processed, you are ready to upload your video to Kaltura and submit. See submitting a previously recorded video for instructions. Group Recording with PowerPoint If your group prefers to record the individual sections independently and at least one person has Office 365 or 2019 or can access it at a computer lab, you can compile your separate recordings in PowerPoint. Each person in the group would 1. begin with a copy of the master PowerPoint file, 2. delete the slides that they are not responsible for recording, 3. record their audio and/or video on their slides only, and 4. send the file with their recorded slides to the group member responsible for putting together the slide deck. The person putting the slides together would add the other members’ slides into their PowerPoint file and export it to video. Recording tips Team members using PowerPoint for Mac or an older version of PowerPoint for Windows can record audio onto their slides by using the “Audio” option on the “Add” tab on the Ribbon. To do this, 1. open your PowerPoint file in the version of PowerPoint that you have 2. go to the Insert tab, 3. click the Audio button and choose “Record audio”  Starting from the same PowerPoint file is very helpful for the person who is compiling the recorded slides.  After your video is created, the person who will submit the assignment for the group will upload the video file to their Kaltura account. ~~~ End of Article ~~~ V 1.0 © Aptech Limited 50 Inside Microsoft Office References Session 12: Understanding Microsoft OneNote 2019 5 Great Reasons for Students to Use OneNote Source https://blogs.sussex.ac.uk/tel/2017/10/31/5-great-reasons-students-use-onenote/ Date of 29/04/2022 Retrieval Whether you are a tutor or a student, and whatever your discipline, it’s likely that you are going to have to make notes. Paper and pen can be convenient and it’s something we’re all used to, but digital notes have a lot to offer. 1. OneNote is free for Sussex University students and staff Staff and students at the University of Sussex have access to a free Office 365 account which includes the Microsoft Office suite of software for personally-owned computers and mobile devices as well as 1TB of cloud storage. You may be familiar with Office programs such as Word, Excel and Powerpoint, but perhaps you haven’t explored Microsoft’s digital notebook, OneNote yet. 2. Go beyond text You can use OneNote to collect and organise a wide range of content, whereas your paper notebook can really only cope with text, drawings and perhaps glued-in pictures. OneNote can go further, allowing you to clip content from websites, add audio notes and link to videos. 3. No more lost notebooks Paper notebooks not only get bulky once you’re into several volumes but are also prone to loss and damage. OneNote notebooks are stored in the cloud (in your OneDrive) and automatically saved and synchronised, so you can access them on any web-enabled device. Not only can you read or edit your notes on the go, but you can work on notes at home then find them waiting for you when you log in on campus. 4. No more hunting through notebooks OneNote uses a structure of notebooks, sections and notes so it is easy to create an organisation that works for you, but even with the best system there will be times when you cannot remember where you saved that really important quote. Instead of spending hours leafing through paper notes you can use the search function to find that elusive entry. 5. Share notes for group work Another really useful feature of OneNote is the ability to share notes or notebooks with other people. This could be great for collecting material for a group project. This interactive guide from Microsoft will take you through how to share with OneNote. How can students get started with OneNote? Head to the ITS webpages to install OneNote on your own computer (it’s already installed on the computers in cluster rooms). V 1.0 © Aptech Limited 51 Inside Microsoft Office References When you first open OneNote, a notebook is created for you. You can create new notebooks any time—and you can have as many notebooks as you want.  Click File > New to display the New Notebook options.  Choose OneDrive – University of Sussex to create a notebook in OneDrive.  If you choose ‘This PC’ your notebook will only be available on that machine, not your other devices.  Follow the onscreen prompts.  When the new notebook has been created, it will show up in your list of notebooks. Each new notebook contains one section which contains one blank page. How you organise your notebooks, sections and notes is up to you, but if you are starting to use OneNote as a student this is a simple structure that should get you started.  First, create a notebook for each module.  In each module notebook, create a section for each week or topic.  In each weekly section add pages for your notes. These could be one note for each lecture, seminar reading etc. So it could look like this: ~~~ End of Article ~~~ V 1.0 © Aptech Limited 52 Inside Microsoft Office References Session 13: Using Microsoft Outlook 2019 Sending and Receiving Emails and Attachments Source https://courses.lumenlearning.com/wm-computerapplicationsmgrs-2/chapter/sending- and-receiving-emails/ Date of 29/04/2022 Retrieval Email Client Free web-based email using a webmail interface is available to anyone. There is no software needed to download or install on your computer. To create a new email account, you can use your internet browser and choose from web-based email providers such as Microsoft’s outlook.com, Google’s gmail.com, and Yahoo!’s mail.yahoo.com. Each of those sites will guide you through the steps needed to create an account. Free email accounts are often linked to other services such as instant messaging and cloud storage. Those services will be covered later in this module. In addition to web-based email, Microsoft Outlook can also be downloaded as a desktop application on your computer, also known as an email client. It still sends and receives emails using the internet, but allows you to open your email using the Microsoft Outlook application instead of using an internet browser. If you use the desktop email client, the email server sends you a copy of the message and stores it locally. Then when you are offline, you can still open and see recent emails that have been stored locally, as well as draft emails that will be sent later when you are online. In this module, we will focus on using email in the Microsoft Outlook email client because it is a common application used by businesses, but similar capabilities are available in other email applications and in the web-based Outlook email. Inbox When you first open Microsoft Outlook, you will be in your Inbox. V 1.0 © Aptech Limited 53 Inside Microsoft Office References 1. Folder pane. The folder pane shows all your folders. The bold numbers indicate the number of unread messages in that folder. 2. Message list. This lists your messages in chronological order. 3. Reading pane. The reading pane displays the currently selected email (the one with the light blue background on the message list). 4. Ribbon. Outlook has a ribbon similar to other Microsoft applications such as Word and Excel. The screenshot above shows the Home tab of the ribbon. You can click on each tab and navigate the ribbon to find various actions and settings. 5. Search box. The search box allows you to search for an email by keyword, sender, recipient, etc. Composing a New Email To send an email, select New Email. This will open a new window where you can compose your email. 1. Email body. Type your message in the email body. 2. Subject line. Type the subject line of the message. 3. Recipients. Add recipients for the message. Remember, it’s a good idea to add recipients last so you don’t accidentally send a message before it is completed. 4. Attachments. Attach any necessary attachments. 5. Send. Select Send when you are ready to send your email. Remember to review your email to ensure it is adequate and appropriate before sending. Attachments To attach a file, look for the paper clip icon and select either Attach File or Include>Attach File (it may appear differently depending on how large your new message window is). You can select which file to attach from that menu one of the following ways:  Recent items will appear at the top and you can select one of them.  Attach Item lets you attach a business card or Outlook Item (e.g. another email).  Browse Web Locations allows you to search for files on web locations linked to your email account such as OneDrive or SharePoint. V 1.0 © Aptech Limited 54 Inside Microsoft Office References  Browse This PC to search your folders for the file. You can also drag and drop the file from your desktop or another folder on your computer into the body of the email to attach it. Email attachments can be almost any common file type, including Word documents, Excel spreadsheets, Powerpoint presentations, PDFs, and images such as JPEG and PNG files. Email attachments generally have a size limit of 10 MB (for business email accounts) or 20 MB (for internet email accounts). If you try to send an email with an attachment that is too large, you will receive a warning message. If your file is too large to attach, there are a few options to send it: 1. Upload your file to a cloud storage site, such as OneDrive, Google Drive, Dropbox, or iCloud, and share the link instead. 2. Compress or zip the file. This can be done in the file explorer by right clicking and selecting Send to>Compressed (zipped) folder. 3. For images, you can reduce the image file size by attaching the image, then clicking File>Info, and then in the Image Attachments section, selecting “Resize large images when I send this message”. Recipients There are three different ways to send a message to a recipient. 1. Entering a recipient in the To field is most commonly how you will want to send emails to an individual. 2. Entering a recipient in the Cc field allows the recipient to receive and view the email just like any recipients in the To field. “Cc” stands for carbon copy, which was a term used previously when paper copies were created using a typewriter and carbon paper. It is typically used when a recipient should be aware of the information contained in the email but is not the person being directly addressed in the message. 3. Entering a recipient in the Bcc field allows the recipient to receive and view the email, but none of the recipients can see the names or email addresses of any recipients who were included in the Bcc field. “Bcc” stands for blind carbon copy. This is a good field to use when you are sending an email to a very large group of people or when you want to keep people’s information private. Keep in mind that if a recipient decides to reply all to an email, their reply will not go to anyone who was Bcc’d on the original email. V 1.0 © Aptech Limited 55 Inside Microsoft Office References To enter recipients in the To and Cc fields, you can type them directly into the correct fields. To enter recipients in the Bcc field, you need to first click Cc, then type them into the Bcc field. Once you have included someone in the Bcc field, you can click OK. When you return to the message draft you will now see the Bcc field appear below the Cc field. If you have corresponded with someone using email before, most email applications will start to auto-populate the suggested recipient as you start typing their name or email address. If this happens, you can click on the name in the box that appears instead of finishing typing their email address. Receiving Emails Your emails are shown chronologically in your inbox, with the most recent emails received at the top. The bolded number next to your inbox shows you the number of unread emails in your inbox. By default, emails are grouped as Conversations. This means that when you receive or reply to a message, all replies are grouped together. Grouping emails as conversations is typically preferred as you can quickly see all emails related to that conversation. If you’d like each email to appear separately, this setting can be changed by clicking the View tab and then unchecking the Show as Conversations box. If you are using Microsoft Outlook 2019 or a more recent version, you will see your inbox has two tabs–Focused and Other. Outlook automatically sorts your emails so your most important emails go to your Focused inbox, while others go to the Other inbox. Things like newsletters and machine generated emails will go to the Other inbox. You can easily switch between the two tabs at any time and a banner at the top of the Focused tab will let you know a summary of what has recently arrived in the Other tab. If an email goes into the Other tab that you’d prefer to go into your Focused tab, you can right click on the email and select Move to Focused. Similarly, if an email goes into the Focused tab, you can right click and select Move to Other. V 1.0 © Aptech Limited 56 Inside Microsoft Office References For your protection, many emails will arrive with pictures not displayed. If this happens and you trust the sender, you can click on the warning message at the top of the email and select Download pictures. You can also select Add Sender to Safe Senders List so that emails from that address automatically download pictures in the future. Replying to or Forwarding an Email When you receive an email, you have the option to reply, reply all, or forward. Reply sends a response only to the original sender. Reply All sends an email to the original sender as well as everyone who was included on the original message in the “To” or “Cc” fields (but not anyone who was in the “Bcc” field, that’s why it’s called blind carbon copy). When you reply or reply all to an email, it automatically adds an “Re:” to the beginning of the subject line. Forwarding an email allows you to enter new recipients but copies the original message in a new email. When you forward an email, it automatically adds an “Fw:” to the beginning of the subject line. ~~~ End of Article ~~~ V 1.0 © Aptech Limited 57 Inside Microsoft Office References Session 14: Skype, Skype for Business, and Microsoft Teams Schedule a Team Meeting without Outlook Source https://help.itc.rwth- aachen.de/en/service/468ad37bfd1f4fe19073f4465ea3c685/article/c82bb7e5c46340fb9cb7 090e674c10e4/ Date of 29/04/2022 Retriev al The following workaround enables you to schedule a team meeting without using Outlook. 1. Open a new meeting at the appropriate place in Teams, where the appointment should also take place afterwards. 2. Then click on the three dots (More Actions). V 1.0 © Aptech Limited 58 Inside Microsoft Office References 3. In the menu that opens, click "Meeting Details". 4. An area should now appear on the right-hand side that says, among other things, "Join Microsoft Teams Meeting". This is a link that you can copy by right-clicking it and then choosing Copy Link. 5. Now close the meeting again and make a normal appointment, e.g. on mail.rwth-aachen.de, where you invite all internal and external participants. Then paste the copied link from the team meeting here. Note All participants can click on the link at the appointment and the corresponding meeting will open in teams. The only thing to note here is that even after the meeting, all participants also after leaving the meeting, e.g. be informed and have access to chat messages should this meeting be continued at a later date. However, this applies to all meetings in teams, not just when using this workaround. ~~~ End of Article ~~~ V 1.0 © Aptech Limited 59 Inside Microsoft Office References Session 15: Using Microsoft OneDrive 2019 How OneDrive Works: The Very Basics Source https://askleo.com/how-onedrive-works-the-very-basics/ Date of 29/04/2022 Retrieval OneDrive Basics OneDrive monitors a specific folder on your computer — C:\Users\\OneDrive — for files, folders, and changes. Items added or changes made are automatically uploaded to OneDrive.com cloud storage, where you can access them online. Files not within the OneDrive folder on your computer are not involved in OneDrive in any way. Life without OneDrive Without OneDrive, your files are stored on your computer in the folder(s) you select. For example, you might have a document — I’ll call it “example.docx” — in your Documents folder. On your hard drive, then, that file would live in the folder: C:\Users\\Documents And its full path would be C:\Users\\Documents\example.docx Until you back up your machine or make a copy of this file some other way, that’s the only place it lives; it’s the one and only copy of your file. OneDrive starts with files in a folder on your machine OneDrive starts out the same way; just in a different folder. Say you put your example document in your OneDrive folder. On your hard drive, then, that file would live in the folder: C:\Users\\OneDrive And its full path would be C:\Users\\OneDrive\example.docx V 1.0 © Aptech Limited 60 Inside Microsoft Office References There’s nothing really different about this. It’s just a file in a folder… Until you have the OneDrive app running and are signed in to your Microsoft/OneDrive account. OneDrive automatically copies to the cloud Any file you put in your OneDrive folder is automatically copied to the OneDrive cloud servers and made available in your OneDrive account.1 What that means is that shortly after C:\Users\\OneDrive\example.docx has been created, you’ll find a copy of the file online in your OneDrive cloud storage at OneDrive.com. The file now exists in both places —  On your machine, in the OneDrive folder  In the cloud, in your OneDrive.com account — because you placed the file in your OneDrive folder on your machine. V 1.0 © Aptech Limited 61 Inside Microsoft Office References OneDrive counts subfolders Let’s say you have many files and folders and sub-folders full of documents and more. As long as they’re “underneath” the OneDrive folder on your machine, they’re “in” OneDrive. For example: C:\Users\\OneDrive\Project1\Support Documents\Excuses\reasons-we-fail.docx is “in” OneDrive, because it exists within, or “underneath” the OneDrive folder. That means that all the subfolders and all the files underneath the OneDrive folder are also automatically uploaded to your OneDrive account online. All because you placed those files anywhere within your OneDrive folder. Files elsewhere are unaffected Only files within the OneDrive folder are managed by OneDrive. What this means is that our original example: C:\Users\\Documents\example.docx is not within the OneDrive folder, and thus is not affected by and has nothing to do with OneDrive. OneDrive is nowhere in its path. It’s just a file on your machine, and nothing more. Now we can get to your answer. Copying a file to OneDrive Copying creates a duplicate of the original file. So if we start with our example: C:\Users\\Documents\example.docx and copy it to OneDrive: C:\Users\\OneDrive\example.docx Then there are now two copies of the file: one within OneDrive, and one not. In addition, after the copy is put into the OneDrive folder, OneDrive notices the new file and uploads it to OneDrive.com online. V 1.0 © Aptech Limited 62 Inside Microsoft Office References There are now three copies of the file:  One in Documents, on your machine.  One in OneDrive, on your machine.  One in OneDrive.com, online. If you delete or change the file in Documents, it will have no effect on the file on OneDrive, as they are completely separate files. Similarly, if you delete or change the file in OneDrive, it will have no effect on the file in Documents for the same reason. Moving a file to OneDrive By moving, we are simply changing the location of a file on your hard disk. Once again starting with our example: C:\Users\\Documents\example.docx if we move it to OneDrive: C:\Users\\OneDrive\example.docx Then there is only one copy of the file on your hard disk: within OneDrive. Moving just changed its location.3 In addition, after the move is made, OneDrive notices the file and uploads it to OneDrive.com online. There are now two copies of the file:  One in OneDrive, on your machine.  One in OneDrive.com, online. OneDrive synchronization One feature of OneDrive I’ve not yet talked about is synchronization. It is simply this:  If a file within your OneDrive folder changes or is deleted, it is uploaded to or deleted from your OneDrive.com online. Every time you hit “save” on any document that is stored anywhere in the OneDrive folder on your machine, the saved file is then also uploaded to the cloud. Perhaps as important in terms of your question, this is not true for any files or folders that are not within your OneDrive folder. ~~~ End of References ~~~ V 1.0 © Aptech Limited 63