Guidelines for Microsoft Office 2010. In this book, you learn to use several computer application programs that combine to make an application suite. This suite of programs is called Microsoft Office 2010. The programs you learn to use, also referred to as software, work with your operating system to enable you to perform various types of tasks. The programs in the suite include Word, a word processing program; Excel, a spreadsheet program; Access, a database program; OneNote, an electronic notebook program; Outlook, a personal information manager; and PowerPoint, a presentation program. You also learn the basic features of the Windows 7 operating system and the Web browsers Internet Explorer 8.0 and Mozilla Firefox.
In the Introduction, you will learn how to manage your time with Microsoft Outlook, use Microsoft OneNote 2010, and take screenshots.
You need to know how to turn the computer on and off and how to insert a CD or DVD and flash drive (if you store your course work on one). Do not force the flash drive into the port. If you need help ejecting the flash drive, check with your instructor.
Your book comes with a Student Resources CD that contains 1) files required for completing the activities and 2) Skills Videos that, step by step, demonstrate each skill in the book. You also need access to a computer that has an Internet connection and the Windows 7 operating system with Microsoft Office 2010 software installed. The data files, along with additional references and resources, are also available at the book’s website at www.emcp.net/guidelines.
Note that you don’t need any files for the Introduction, Module 1, and Module 3.
The first chapter in the Introduction deals with managing your time with Microsoft Outlook 2010.
In this chapter, you learn how to use Outlook to organize your personal, school, and career life. You schedule an appointment and a meeting in Outlook’s digital Calendar. You then send an electronic invitation to others, inviting them to attend a scheduled meeting. You also add your personal and business contacts to Outlook’s Contacts list and you learn how to always have schedule and contact information at your fingertips.
In this chapter, you will open Outlook and display the calendar, schedule an appointment and a meeting in Outlook calendar, add a contact, and search for your contacts and appointments.
Outlook contains four main tools—Mail, Calendar, Contacts, and Tasks. When you start Outlook, the Mail tool displays by default. Use the Navigation pane at the left of the screen to switch to the Calendar tool. You can display the calendar in a daily, weekly, or monthly view.
To move forward or backward a day in Day view, or to move to the next or previous month in Month view, you can use the Forward and Back navigation buttons. The current date will display or be highlighted, depending on the view.
You can also change the time intervals shown in the Calendar by clicking the Time Scale button in the Arrangement group and selecting an interval in the drop-down list. You can also use the Time Scale button to change the time zone.
Calendar can help keep you organized when you use it to schedule appointments. An appointment is any activity that you schedule in your calendar with a starting time and an ending time. You can schedule homework assignments and exams as appointments. If you specify an appointment location, it is shown in parentheses next to the appointment information. You can also set an appointment reminder to help you remember the appointment. You can add appointments in any view.
You can click the All day event check box if the activity lasts the entire day and does not have a start or end time, such as a vacation day. Choose another date for End time in order to schedule a multiple-day appointment, such as a vacation or conference. In the Options group, use the Recurrence button to enter an appointment that occurs on a regular basis, such as daily, weekly, monthly, or yearly.
You can also plan your course work by creating a multi-day appointment with the subject “Chapter 1” to show which days you plan to work on this chapter.
If you need to schedule a meeting, you can use Outlook Calendar to send out a meeting request. A meeting request is an appointment that is sent to other people and can include the meeting location and other important information about the meeting, such as its topic and goals. Sending a meeting request is one way you can integrate the Outlook Calendar and email tools. Responses to your meeting requests appear in your email Inbox folder. Recipients can respond to a meeting request by adding the meeting to their Outlook Calendars or declining the request.
You can also click the To button to select email addresses from your Address Book. Separate email addresses with a comma (,) or semi-colon (;) if you are inviting more than one person to the meeting.
For security purposes most schools do not permit students to configure Outlook.
Contacts is an Outlook tool that you can use to organize and save information about the people and businesses that you communicate with. The information you enter about a contact can include just the contact’s name and email address, or it can include additional information, such as the contact’s street address, cell phone number, picture, birthday, and so forth.
The File as and Display as text boxes are completed automatically after you enter the full name. This entry is used to organize the Contacts list in alphabetical order. If, after typing in the phone number, a Location Information dialog box appears, click Cancel to close the dialog box. If another warning message appears, click OK to close the dialog box.
If both the sender and the recipient use Microsoft Outlook 2010 or Microsoft Office Outlook 2007, the contact’s picture will appear in the email message header. To add a picture, click the Picture button in the Options group on the Contact tab and then click Add Picture. Browse to locate the picture that you want to add, and then double-click the file name.
Being organized means having information at your fingertips and knowing how best to manage it. With Outlook, you can easily find contacts and appointments by using the Search Contacts and Search Calendar text boxes.
You can refine your search by using the buttons on the Search Tools Search tab.
Commands in the Scope group specify which Outlook folders are included in your search. Use commands in the Refine group to narrow your search. Commands in the Options group allow you to reuse previous searches, saving you time and effort retyping search criteria.