Office XP Professional in the ClassroomOffice XP Professional in the Classroom

Receiving e-mail messages

To receive e-mail messages

1. Double-click Outlook 2002 on the desktop to open it.

2. In the Folder List, click Inbox. Notice that the Preview Pane displays the information in the e-mail message without having to open it.

Receiving E-Mail MessagesReceiving E-Mail Messages

Adding appointments to the Calendar and items to Tasks

To add appointments to the Calendar and items to Tasks

1. To set up the weekly discussion, on the Outlook bar, click Calendar.

2. Since the group usually has their discussions on Monday, click the next Monday on the calendar.

3. Double-click 12:00. The Appointment window opens.

4. Type the subject of the activity, set the length of time, and set a reminder for yourself.

5. Click Save and Close.

6. To add the report deadline to the task list, on the Outlook bar, click Tasks, and then on the Actions menu, click New Task.

7. Type the relevant information to add this assignment to the list of tasks.

8. Click Save and Close.

Adding Appointments to the Calendar and Items to TasksAdding Appointments to the Calendar and Items to Tasks

Creating a personal distribution list

To create a personal distribution list

1. On the File menu, point to New, and then click Distribution List.

2. Type World Markets Team and then click Select Members.

3. 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.

4. Click each name you want to add, click the > button to add them to the Add to distribution list pane, and then click Add.

5. Click OK.

6. Click Save and Close to save the distribution list.

Creating a Personal Distribution List

Creating a Personal Distribution List

Installing file converters on demand

To install file converters on demand

1. On the Outlook bar, click Inbox, and then click to select an e-mail message with an attachment.

2. In the preview pane, double-click the attachment that you want to open.

3. In the Opening Mail Attachment dialog box, click Open It, and then click OK.

4. 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.

Installing File Converters on Demand

Installing File Converters on Demand

Creating a report in Word 2002

To create a report in Word 2002

1. Open Word 2002. A new, blank document appears.

2. In the task pane, under Open a document, click More documents.

3. Navigate to the officexp folder, and then double-click Team Project Report.

4. Make sure that the Print Layout view is selected on the View menu.

5. 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.

6. 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.

7. 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.

8. On the drop-down list of fonts, click Impact.

Creating a Report in Word 2002

Creating a Report in Word 2002

 

Adding information from other sources

To add information from other sources (cont)

15. 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."

16. Paste in the table by clicking the second icon from the bottom on the Clipboard. Click the cell containing 1987.

17. On the Table menu, point to Insert, and then click Rows above.

18. 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.

19. 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."

20. 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.

Adding Information from Other Sources

Adding Information from Other Sources

To add information from other sources (cont.)

8. Scroll down the table showing the yearly values of the major world indices, and select all the data in the years 1987–1997.

9. 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.

10. In Stock Market Indices.htm, select the top row of the table (the table headings), and then on the Edit menu, click Copy.

11. 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.

12. Return to the Team Project Report by clicking the document button on the Windows taskbar.

13. 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.

14. 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

1. In Word 2002, on the View menu, click Task Pane.

2. On the task pane drop-down list, click Clipboard to open the Clipboard task pane.

3. On the Microsoft Windows® taskbar, click Outlook to return to Outlook 2002.

4. Double-click the e-mail message from Marvin Spots to open it. It contains data for the report.

5. 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.

6. 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.

7. In the officexp folder, double-click Stock Market Indices.htm. This opens an HTML file in Internet Explorer.

Preparing the report for publishing on the Web

To prepare the report for publishing on the Web

1. With the document open in Word 2002, on the Format menu, click Theme. Click a theme to see a preview.

2. Click Blueprint to apply the Blueprint theme to this report, and then click OK.

3. Place your cursor just after the chart at the end of the document, and then press ENTER to create a new line.

4. On the Insert menu, click Hyperlink.

5. In the Text to display box, type Click here for the latest international news from MSNBC.com

6. In the Address box, type http://www.msnbc.com/news/intlnews_front.asp and then click OK.

Preparing the Report for Publishing on the Web

Preparing the Report for Publishing on the Web

Publishing the report on the Web

To publish the report on the Web

1. On the File menu, click Save as Web Page.

2. 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.

3. Click Change Title. In the Set Page Title dialog box, type Team Project Report as the Web page title, and then click OK.

4. In the Save As dialog box, in the File Name box, type Markets.htm and then click Save.

5. 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.—or—Double-click the icon on your desktop that is named for the saved Web page.

Publishing the Report on the Web

Publishing the Report on the Web

Collecting Excel data over the Web

To collect Excel data over the Web (cont.):

7. In the Save As dialog box, click Selection: Sheet, and then select the Add Interactivity check box.

8. In the File name box, type MarketData.htm

9. In a real case, you would click My Network Places and save it to your institution’s 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.

10. 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 Mary’s scenario, this function updates the chart each time a team member adds new information.

Collecting Excel Data over the Web

Collecting Excel Data over the Web

To collect Excel data over the Web

1. 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.

2. 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.

3. In the Address box, type file:///c:/officexp/stock market indices.htm and then click Go.

4. Click the yellow arrow next to the Year column heading.

5. Click Import, and then in the Import Data dialog box, click OK.

6. 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.

Staying current through Subscriptions and Notifications

To stay current through Subscriptions and Notifications

1. Open Internet Explorer, and then in the Address box, enter the location of the MarketData.htm Web page.

2. On the Standard Buttons toolbar, click the Discuss icon to view the Discussions toolbar at the bottom of the window.

3. On the Discussions toolbar, click Subscribe to subscribe to the page.

4. In the Notify me when field, click When anything changes.

5. Type your e-mail address in the e-mail address field.

6. In the Time field, click When a change occurs, and then click OK.

Staying Current Through Subscriptions and Notifications

Staying Current Through Subscriptions and Notifications

Collaborating with Web discussions

To collaborate with Web discussions

1. Open the draft report Markets.htm Web page posted by your instructor.

2. On the Standard Buttons toolbar, click Discuss. The Discussions toolbar appears at the bottom of the browser window.

3. Specify a discussion server if this is the first discussion on this document.

4. Click Discussions, click Insert in the Document, and notice the icons for sticky notes that appear in the document.

5. Click one of the sticky notes. In the Discussion subject box, type the subject.

6. In the Discussion text box, type your message. Click OK when you are finished.

7. 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.

8. 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.

Collaborating with Web Discussions

Collaborating with Web Discussions

Editing the source document

To edit the source document

1. In Markets.htm, on the toolbar, click the Edit with Microsoft Word icon on the toolbar to round-trip back into Word.

2. Click Yes when prompted to Revert to Saved.Editing the Source DocumentEditing the Source Document

To present over the Internet

1. On the File menu, click Save as Web Page.

2. 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.

3. Minimize all windows by pressing Windows logo key + M.

4. On the desktop, double-click Global Markets Project.htm to open it.

5. 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.

6. 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.

Presenting over the InternetPresenting over the Internet

To present over the Internet (cont.)

7. 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.

8. Click Slide Show. This displays the presentation in full-screen mode in the browser. Advance through the presentation by clicking the slides.

9. To exit from Full Screen Slide Show mode at any time, right-click a slide, and then click End Show.

Presenting over the Internet

Saving with Pack and Go

To save with Pack and Go

1. On the File menu, click Pack and Go.

2. 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.

Saving with Pack and GoSaving with Pack and Go

Setting up an online broadcast

To set up an online broadcast

1. On the Slide Show menu, point to Online Broadcast, and then click Schedule a Live Broadcast. The Schedule a Presentation Broadcast dialog box opens.

2. Fill out the information on the first page; keep in mind that this screen provides most of the data for the lobby page.

3. If you are new to this process, you might want to click Tips for Broadcast to obtain pointers on your presentation broadcast.

4. Click the Settings button in the lower left of the dialog box.

5. 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.

Setting up an Online BroadcastSetting up an Online Broadcast

To set up an online broadcast (cont.)

6. If you want the viewers to be able to see the speaker’s notes, select the appropriate check box.

7. 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.

8. Click the Advanced tab and choose a remote encoding machine if applicable.

9. To allow the audience to give live feedback, you must specify a chat room URL under Audience feedback.

10. 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.)

11. Click Schedule. An Outlook meeting request screen will appear. Type the addresses of the users you want to attend your meeting.—or—Click 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.)

12. Set the appropriate time for the presentation, and then click Send to send the message.

13. After a brief pause, you will receive a message indicating that the broadcast setup is complete. Click OK.

Delivering an online broadcast

To deliver an online broadcast

1. 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.

2. 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.

3. Click Start when you are ready to broadcast.

Delivering an Online BroadcastDelivering an Online Broadcast

Replaying an archived broadcast

To replay an archived online broadcast

1. Open your browser and navigate to the lobby page for the presentation. You can provide links to the presentations on your class Web site.

2. Click Replay Broadcast and the presentation will begin.Replaying an Archived Online Broadcast

Replaying an Archived Online Broadcast

Safeguarding your crucial software components

To safeguard your crucial software components

1. Close all Office XP Professional applications.

2. Double-click My Computer on the desktop.

3. Double-click the Program Files folder.

4. Double-click the Microsoft Office folder.

5. Select Winword.exe and press the DELETE key. Click Yes in the dialog box to send the file to the Recycle Bin.

6. Double-click the Recycle Bin, and then on the File menu, click Empty Recycle Bin.

7. Double-click a Word document on your desktop. The document will still open!

Safeguarding your Crucial Software Components

Safeguarding your Crucial Software Components