Office XP Professional in the Classroom

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Office XP Professional in the Classroom
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Receiving E-Mail Messages
Receiving e-mail messages

• To receive e-mail messages
• Double-click Outlook 2002 on the desktop to open
  it.
• In the Folder List, click Inbox. Notice that the
  Preview Pane displays the information in the
  e-mail message without having to open it.

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Adding Appointments to the Calendar and Items to
Tasks
Adding appointments to the Calendar and items to
Tasks

• To add appointments to the Calendar and items to
  Tasks
• To set up the weekly discussion, on the Outlook
  bar, click Calendar.
• Since the group usually has their discussions on
  Monday, click the next Monday on the calendar.
• Double-click 1200. The Appointment window opens.
  
• Type the subject of the activity, set the length
  of time, and set a reminder for yourself.
• Click Save and Close.
• To add the report deadline to the task list, on
  the Outlook bar, click Tasks, and then on the
  Actions menu, click New Task.
• Type the relevant information to add this
  assignment to the list of tasks.
• Click Save and Close.

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Creating a Personal Distribution List
Creating a personal distribution list

• To create a personal distribution list
• On the File menu, point to New, and then click
  Distribution List.
• Type World Markets Team and then click Select
  Members.
• On the Show Names from the drop-down list, click
  the name of the address book that contains the
  members you want to add, for example, Global
  Address List.
• Click each name you want to add, click the gt
  button to add them to the Add to distribution
  list pane, and then click Add.
• Click OK.
• Click Save and Close to save the distribution
  list.

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Installing File Converters on Demand
Installing file converters on demand

• To install file converters on demand
• On the Outlook bar, click Inbox, and then click
  to select an e-mail message with an attachment.
• In the preview pane, double-click the attachment
  that you want to open.
• In the Opening Mail Attachment dialog box, click
  Open It, and then click OK.
• The attachment will open in the program it was
  created in, if you have that program installed.
  If not, you will be guided through steps for
  installing the necessary components.

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Creating a Report in Word 2002
 
Creating a report in Word 2002

• To create a report in Word 2002
• Open Word 2002. A new, blank document appears.
• In the task pane, under Open a document, click
  More documents.
• Navigate to the officexp folder, and then
  double-click Team Project Report.
• Make sure that the Print Layout view is selected
  on the View menu.
• To add a date for the report, double-click the
  document at the right margin, just below the top
  margin, and then type December 2001. Notice that
  you can use the new Click and Type feature to
  start typing anywhere on the page without having
  to use the TAB key. It's helpful to notice that
  the cursor changes to show the alignment that
  will automatically be applied to text on various
  parts of the page.
• Double-click in the center of the page a few
  lines below the date, and then on the Formatting
  toolbar, in the font size drop-down list, click
  24. Type Team Project Report as the title for the
  report.
• Select the title, and then on the Formatting
  toolbar, click the Font drop-down list. Notice
  that this is now a WYSIWYG (What You See Is What
  You Get) dialog box that shows a sample of the
  font style before you choose it.
• On the drop-down list of fonts, click Impact.

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Adding Information from Other Sources
Adding information from other sources

• To add information from other sources (cont.)
• Scroll down the table showing the yearly values
  of the major world indices, and select all the
  data in the years 19871997.
• On the Edit menu, click Copy. Again, if you
  switch back to the Team Project Report, you will
  notice that the clip has been successfully placed
  on the Clipboard.
• In Stock Market Indices.htm, select the top row
  of the table (the table headings), and then on
  the Edit menu, click Copy.
• To collect an Excel chart that tracks the world
  market indices, in the officexp folder,
  double-click World Market Indices.xls to open the
  file. Make sure that the chart toward the bottom
  of the page is selected, and then on the Edit
  menu, click Copy.
• Return to the Team Project Report by clicking the
  document button on the Windows taskbar.
• Add the bulleted list to the report under the
  heading Research Findings by first scrolling down
  the document and clicking the line below the
  Research Findings heading. Then, click the last
  icon on the Clipboard. Notice that the first
  section of data in each clip is displayed in the
  task pane and a thumbnail is visible for any
  graphic content.
• By using the Smart Tag that appears, you can to
  customize the formatting of the pasted text. Just
  click the tag to open a drop-down list.

• To add information from other sources
• In Word 2002, on the View menu, click Task Pane.
• On the task pane drop-down list, click Clipboard
  to open the Clipboard task pane.
• On the Microsoft Windows taskbar, click Outlook
  to return to Outlook 2002.
• Double-click the e-mail message from Marvin Spots
  to open it. It contains data for the report.
• Double-click the attachment to open it, and
  install the converter if necessary. Select the
  bulleted list, and then on the Edit menu, click
  Copy.
• Switch back to the Team Project Report by
  clicking the document button on the Windows
  taskbar. Notice that the Clipboard now has an
  icon indicating that it has collected a piece of
  text.
• In the officexp folder, double-click Stock Market
  Indices.htm. This opens an HTML file in Internet
  Explorer.

• To add information from other sources (cont)
• Scroll down in the report to the last section,
  and place your cursor just under the line that
  says "The following table displays the most
  recent statistics on the macroeconomics project."
• Paste in the table by clicking the second icon
  from the bottom on the Clipboard. Click the cell
  containing 1987.
• On the Table menu, point to Insert, and then
  click Rows above.
• Select all the cells in the top row. Make sure
  not to select beyond the right boundary because
  this will select the entire row instead of
  selecting all the cells in the row. Click the
  second icon (from the top) in the Clipboard to
  paste in the table headings.
• Scroll down and position your cursor just below
  the line of text that says "This chart was
  generated based on the statistics from the above
  table."
• Finally, paste in the chart by clicking the first
  icon on the Clipboard. Notice that the chart
  pastes with the formatting intact, another
  improvement in Office XP Professional.

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Preparing the Report for Publishing on the Web
Preparing the report for publishing on the Web

• To prepare the report for publishing on the Web
• With the document open in Word 2002, on the
  Format menu, click Theme. Click a theme to see a
  preview.
• Click Blueprint to apply the Blueprint theme to
  this report, and then click OK.
• Place your cursor just after the chart at the end
  of the document, and then press ENTER to create a
  new line.
• On the Insert menu, click Hyperlink.
• In the Text to display box, type Click here for
  the latest international news from MSNBC.com
• In the Address box, type http//www.msnbc.com/news
  /intlnews_front.asp and then click OK.

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Publishing the Report on the Web
Publishing the report on the Web

• To publish the report on the Web
• On the File menu, click Save as Web Page.
• In the Save As dialog box, under Save in, click
  My Network Places, double-click your Web site,
  and then navigate to the appropriate saving
  location if you have a Web server available. If
  you don't have a Web server available, pick
  another location to save the file. Mary chooses
  her SharePoint Team Services server.
• Click Change Title. In the Set Page Title dialog
  box, type Team Project Report as the Web page
  title, and then click OK.
• In the Save As dialog box, in the File Name box,
  type Markets.htm and then click Save.
• Start Internet Explorer, and then in the Address
  box, enter the URL of the file you just saved to
  see how the file looks on the Web.orDouble-cli
  ck the icon on your desktop that is named for the
  saved Web page.

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Collecting Excel Data over the Web
Collecting Excel data over the Web

• To collect Excel data over the Web
• Switch to Excel 2002 by clicking on the button on
  the Windows taskbar, and then click the new
  worksheet button on the toolbar, which is the
  leftmost button.
• On the Data menu, point to Import External Data,
  and then click New Web Query. This enables Mary
  to reference Web-based information in her sheet
  and have it dynamically update in Excel.
• In the Address box, type file///c/officexp/stock
  market indices.htm and then click Go.
• Click the yellow arrow next to the Year column
  heading.
• Click Import, and then in the Import Data dialog
  box, click OK.
• This data needs to be available to the rest of
  the group, so you need to save it as a Web page.
  On the File menu, click Save as Web Page.

• To collect Excel data over the Web (cont.)
• In the Save As dialog box, click Selection
  Sheet, and then select the Add Interactivity
  check box.
• In the File name box, type MarketData.htm
• In a real case, you would click My Network Places
  and save it to your institutions Web site, as
  described previously with the Word document.
  However, for the purposes of demonstrating this
  in the workshop, in the Save in box, click
  Desktop, and then click Save.
• Double-click MarketData.htm on the desktop. The
  table will open in Internet Explorer. Notice how
  the data may be modified. If any formulas are in
  the sheet, they will still be active here. In the
  case of Marys scenario, this function updates
  the chart each time a team member adds new
  information.

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Staying Current Through Subscriptions and
Notifications
Staying current through Subscriptions and
Notifications

• To stay current through Subscriptions and
  Notifications
• Open Internet Explorer, and then in the Address
  box, enter the location of the MarketData.htm Web
  page.
• On the Standard Buttons toolbar, click the
  Discuss icon to view the Discussions toolbar at
  the bottom of the window.
• On the Discussions toolbar, click Subscribe to
  subscribe to the page.
• In the Notify me when field, click When anything
  changes.
• Type your e-mail address in the e-mail address
  field.
• In the Time field, click When a change occurs,
  and then click OK.

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Collaborating with Web Discussions
Collaborating with Web discussions

• To collaborate with Web discussions
• Open the draft report Markets.htm Web page posted
  by your instructor.
• On the Standard Buttons toolbar, click Discuss.
  The Discussions toolbar appears at the bottom of
  the browser window.
• Specify a discussion server if this is the first
  discussion on this document.
• Click Discussions, click Insert in the Document,
  and notice the icons for sticky notes that appear
  in the document.
• Click one of the sticky notes. In the Discussion
  subject box, type the subject.
• In the Discussion text box, type your message.
  Click OK when you are finished.
• A discussion post appears in the document. To
  reply to the message, click the sticky note icon
  on the discussion post, and then click Reply.
• In the Enter Discussion Text dialog box, type
  your reply, and then click OK. Notice that the
  reply appears directly under the original post
  but is slightly indented.

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Editing the Source Document
Editing the source document

• To edit the source document
• In Markets.htm, on the toolbar, click the Edit
  with Microsoft Word icon on the toolbar to
  round-trip back into Word.
• Click Yes when prompted to Revert to Saved.

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Presenting over the Internet
Presenting over the Internet

• To present over the Internet
• On the File menu, click Save as Web Page.
• Once again, in a real course you would navigate
  through Web Folders to your server, but for the
  workshop, under Save in, click Desktop, and then
  click Save.
• Minimize all windows by pressing Windows logo key
  M.
• On the desktop, double-click Global Markets
  Project.htm to open it.
• Navigate through the presentation sequentially by
  clicking the left and right arrows near the
  bottom of the window, or by using the hyperlinks
  created from the outline that is displayed in the
  left pane.
• Click Outline to hide or show the outline. Click
  the Expand/Collapse Outline icon to the right of
  the Outline button to display the full outline.

• To present over the Internet (cont.)
• Click Notes to either show or hide the notes for
  each slide. Notice that the Notes button displays
  a red circle with a white check on any slide for
  which there are notes, so a student can choose to
  hide notes and expand the area for the slides but
  still be alerted when there is additional textual
  information available.
• Click Slide Show. This displays the presentation
  in full-screen mode in the browser. Advance
  through the presentation by clicking the slides.
• To exit from Full Screen Slide Show mode at any
  time, right-click a slide, and then click End
  Show.

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Saving with Pack and Go
Saving with Pack and Go

• To save with Pack and Go
• On the File menu, click Pack and Go.
• Step through the wizard and make sure to choose
  whether or not you want to have the viewer
  included with the presentation. Keep in mind that
  this will make the two files larger than what the
  wizard otherwise produces. The PowerPoint
  Animation Player is required for viewing.

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Setting up an Online Broadcast
Setting up an online broadcast

• To set up an online broadcast
• On the Slide Show menu, point to Online
  Broadcast, and then click Schedule a Live
  Broadcast. The Schedule a Presentation Broadcast
  dialog box opens.
• Fill out the information on the first page keep
  in mind that this screen provides most of the
  data for the lobby page.
• If you are new to this process, you might want to
  click Tips for Broadcast to obtain pointers on
  your presentation broadcast.
• Click the Settings button in the lower left of
  the dialog box.
• In the Broadcast Settings dialog box, make sure
  Video and audio is selected. If you do not have a
  camera and appropriate bandwidth, you can instead
  click Audio only. Click the Test button to verify
  the operation of your equipment.

• To set up an online broadcast (cont.)
• If you want the viewers to be able to see the
  speakers notes, select the appropriate check
  box.
• Under Save broadcast files in, type a valid
  location or browse to the location. The default
  location is My Broadcasts in the My Documents
  folder.
• Click the Advanced tab and choose a remote
  encoding machine if applicable.
• To allow the audience to give live feedback, you
  must specify a chat room URL under Audience
  feedback.
• Specify a Windows Media server if one is
  available, and then click OK. Your presentation
  will be limited to 10 attendees without the use
  of a Windows Media server.

• To set up an online broadcast (cont.)
• Click Schedule. An Outlook meeting request screen
  will appear. Type the addresses of the users you
  want to attend your meeting.orClick To and
  select the users you want to attend the meeting
  from the list. (More information is available on
  meetings and Outlook in the Collaborating with
  Others Using Outlook Exchange tutorial.)
• Set the appropriate time for the presentation,
  and then click Send to send the message.
• After a brief pause, you will receive a message
  indicating that the broadcast setup is complete.
  Click OK.

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Delivering an Online Broadcast
Delivering an online broadcast

• To deliver an online broadcast
• About 10 minutes before the presentation is
  supposed to start, on the Slide Show menu, point
  to Online Broadcast, and then click Start Live
  Broadcast Now.
• A few initialization actions will occur, and then
  you can recheck the operation of the microphone
  and camera. Now you are ready to begin the
  broadcast. You can preview the lobby page or send
  the audience a message by clicking the
  appropriate buttons.
• Click Start when you are ready to broadcast.

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Replaying an Archived Online Broadcast
Replaying an archived broadcast

• To replay an archived online broadcast
• Open your browser and navigate to the lobby page
  for the presentation. You can provide links to
  the presentations on your class Web site.
• Click Replay Broadcast and the presentation will
  begin.

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Safeguarding your Crucial Software Components
Safeguarding your crucial software components

• To safeguard your crucial software components
• Close all Office XP Professional applications.
• Double-click My Computer on the desktop.
• Double-click the Program Files folder.
• Double-click the Microsoft Office folder.
• Select Winword.exe and press the DELETE key.
  Click Yes in the dialog box to send the file to
  the Recycle Bin.
• Double-click the Recycle Bin, and then on the
  File menu, click Empty Recycle Bin.
• Double-click a Word document on your desktop. The
  document will still open!

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