Available in other formats on request.

Sense Scotland, 43 Middlesex Street, Glasgow G41 1EE

Tel: +44 (0) 141 429 0294 Fax: +44 (0) 141 429 0295 Text: +44 (0) 141 418 7170

www.sensescotland.org.uk info@sensescotland.org.uk

Registered as a company limited by guarantee in Scotland 147570 Registered Scottish Charity Number SC022097

IT Users Handbook: Windows

April 2012

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CONTENTS

CONTENTS 2

WINDOWS 5

LOGGING IN 5 THE DESKTOP 5 THE START MENU 5 THE SENSE SCOTLAND NETWORK 9

HOW TO USE WORD 2010 10

OPENING MICROSOFT WORD 2010 10 WHAT THE TOOLS ARE 11

Home 11 Font 11 Paste 11 Paragraph 11 Styles 12 Editing 12 Insert 13 Pages 13 Table 13 Illustrations 13 Links 14 Header & Footer 14 Text 14 Symbols 15

PAGE LAYOUT 16 Themes 16 Page Setup 16 Page Backgrounds 16 Paragraph 17 Arrange (applies to Picture tools as well) 17

REFERENCES 18 Table of Contents 18 Footnotes 18 Citations & Bibliography 18 Captions 18 Index 19 Table of Authorities 19 Mailings 19 Create 19 Start Mail Merge 19 Write & Insert Fields 19 Preview & Finish 20

REVIEW 20 Proofing 20 Language 21 Comments 21 Tracking 21 Changes 21 Compare & Protect 21

VIEW 22 Document views 22 Show 22 Zoom 22 Window 22

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PICTURE TOOLS 23 Adjust 23 Shadow Effects 23 Border 23 Size 24

TABLE TOOLS DESIGN 24 Table Style Options 24 Table Styles 24 Borders – Add borders to the tables 24 Draw Borders 24

TABLE LAYOUT 25 Table 25 Rows & Columns 25 Merge 25 Cell Size 25 Alignment 26 Data 26

EXCEL 2010 27

OPENING MICROSOFT EXCEL 27 HOME 27

Clipboard 27 Fonts 28 Alignment 28 Numbers 28 Styles 28 Cells 29 Editting 29

INSERT 29 Tables 29 Illustrations 29 Charts 30 Sparklines 30 Filter & Links 30 Text & Symbols 30

PAGE LAYOUT 31 Themes 31 Page Setup 31 Scale to fit 31 Sheet Options 32 Arrange 32

FORMULAS 32 Defined Names 32 Calculation 33

DATA 33 Get External Data 33 Connections 34 Sort & Filter 34 Data Tools 34 Outline 35

REVIEW 35 Proofing 35 Language and Comments 35 Changes 35

VIEW 36 Workbook Views 36 Show 36 Zoom 36 Window 36

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MORE INFORMATION ON MICROSOFT EXCEL 2003: 37

HOW TO USE OUTLOOK 2010 38

OPENING MICROSOFT OUTLOOK 38 HOME 38

New 38 Delete 39 Kerio Connect 39 Respond 39 Quick Steps 39 Move 40 Tags & Find 40

SEND / RECEIVE 40 FOLDER 41

New 41 Actions 41 Clean Up 41 Favourites & Properties 41

VIEW 42 Current View 42 Converstations & Arrangement 42 Layout 43 Reading Pane - Reading the items: 43 People Pane & Window 43

SETTING UP YOU SIGNATURE 45 FORMATTING TEXT 50 ADDRESS BOOK 52 SEND MAIL FROM ADDRESS BOOK 52 SHARE CALENDARS 54

DEALING WITH JUNK EMAIL OUTLOOK 2010 61

USB PEN DRIVE 69

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Windows

Logging In

When the PC is switched on and has finished the ‘boot up’ process, i.e. loading required system files; you are presented with a login screen. You will either find your name on the list of users on the machine you will be using, or will be required to type your username and password. Please remember this password, as it is the same password you require for accessing the staff area and webmail facility.

The Desktop

When you have successfully entered your password, you will be taken to the Windows XP desktop, which looks like this:

The Start Menu

When you click the ‘Start’ button at the bottom left of the screen, you are presented with the ‘Start Menu’ this is where you can access the many features Windows provides.

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The start menu is split into two columns; the left hand column provides some quick links to the Internet, Email and to some recently used programs (Word and Adobe Reader in the above picture) as well as ‘All Programs, which is discussed on the next page. The right hand column provides access to features like ‘My Documents’, ‘My Computer’ and the ‘Control Panel’.

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‘All Programs’ When you hover the pointer over the ‘All Programs’ option on the ‘Start Menu’ you are given a list of all the programs available on the computer.

Using ‘All Programs’ is a quick way to access the programs you want to use, by hovering over ‘Microsoft Office’ in ‘All Programs’ you can choose from Excel, Word, PowerPoint and Outlook.

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My Computer

Clicking on ‘My Computer’, either in the ‘Start Menu’ or on the ‘Desktop’ provides you with access to the various drives on the computer. Here you can browse the various drives like CDs and card media (if you’re PC provides you with this facility)

In here you may also find the ‘S’ Drive, the ‘Sense Scotland Network’, which is explained on the next page

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The Sense Scotland Network

Double Clicking on the ‘S’ drive will bring up the various folders on the Sense Scotland Network, otherwise known as the ‘file server’. The file Server is a powerful computer, which we use to store documents, browsing the file server you should see the folder relevant to your department:

It is a good idea to save your files here, as they can: 1. Be shared with your colleagues with ease 2. Will be backed up every night, and can be restored up to a week after being

deleted. If there are confidential files to be saved to the network, private folders are available. Note: please do not save photos or videos to the file server, as these require large amounts of disk space.

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How to Use Word 2010

Following this Tutorial will give some of the basics of using Microsoft Word.

Opening Microsoft Word 2010

Click on ‘Start’ then ‘All Programs’ then ‘Microsoft Office then ‘Microsoft Word 2003’

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What the tools are Home

In accordance to the Sense Scotland Corporate Style, the font you should be using for documents is Arial and a minimum of point size 12. See font settings below:

Font

Font face, Font size, increase font size, decrease font size | Change case | Clear formatting Bold font, Italic font, underline font, strikethrough font, subscript font, superscript font, | Text Effect, highlight text, Font colour

Paste

Clipboard settings: Cut, copy Paste: Paste, | Paste Options: Keep Source Formatting, Merge Formatting, Keep Text Only, Format painter

Paragraph

Paragraph settings Bullets, Numbering, multilevel list | decrease indent, increase indent | Sort | Show hide text symbols Align Text: left, centre, right, justify | line and paragraph spacing | Shading, borders

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Styles

Styles - There are many to choose from or even save you own style as a click away Make sure you set the default as Arial and a minimum of point size 12 and save it.

Editing

Find a text, replace a word, select a text or select all in the document

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Insert Insert is a tool that places an item into the document.

Pages

Cover Page – Create a simple cover page at the start of document Blank page- a Simple blank page Page break- simple break the page into two parts

Table

Insert table – Let you to apply how many columns and rows you would like Draw table - lets you draw a box Convert Text to table – selected text is into a box Insert an Excel Spread sheet you can do calculations in them. Quick table - choose a template of tables.

Illustrations

Picture – Lets you place a picture from a file into the document Clipart – Choose from many clip arts from Microsoft website Shapes – Add various shapes SmartArt – choose diagrams Charts – Choose from bar to pie charts

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Screenshot – Add your current screenshot

Links

Hyperlink – add a website link to a word rather than full website address Bookmark – save bookmark and name Cross-reference – will add a cross reference to bottom of the page as small print

Header & Footer

Header – add a style header or customize your own Footer – as above Page number – add a page number

Text

Text box – add a style text box anywhere on the page that will not be in line with the text Quick parts – Insert reusable fields, content or title that is common use in the document WordArt – add some style to your text or use it for fancy cover Drop Cap - add a drop cap like books below

Once upon a time

Signature line example:

X

Date & Time – insert current date and time to document example: 02/04/2012 15:54 also an option to update it automatically Object – Insert and embedded object

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Symbols

Equation - for maths or science methods

Symbol - add copyrights© or trademarks™ or the Euro Sign or Happyface €

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Page Layout

Customize the current page

Change the outcome of your page

Themes

Themes – Change the design of entire document’s colours, fonts and effects (must be selected at start of document) Colours – Change the colours of current theme. Font - Change the font of current theme Effects – add effects to the document

Page Setup

Margins1 – set the defaults margins for entire document or current selection Orientations – chose between Landscape or Portrait style. Size2 – Choose paper size Columns – spilt text into 2 columns or more Breaks – insert selections or page breaks Line numbers – add line numbers in margins alongside each line of document Hyphenation – Helps to break lines between syllables of words

Page Backgrounds

Watermark – Make ghost text behind words Page colour – Colour the background of the page Page Borders – add borders to the page

1 Margins may print over headed paper. See the IT team for more information on this 2 This may also mess up printer configurations See the IT team for more information on this.

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Paragraph

Indent – add indent to text left or right Spacing3 - add line spacing between each line

Arrange (applies to Picture tools as well)

Position – position selected object on page mostly objects are images or clipart Text Wrap – text wrap around the object Bring Forward – bring the object in front/on top of text or anther object Send backward – send the object behind/below text or another object Selection Pane – lets you customize the object with the mouse Align – Align the edges of selected object(s) Group – add objects as a group/batch Rotate - Rotate object 90º or 180º or flip object

3 The default set is 4pt by Microsoft Word after installation.

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References

Make your document professional or formal

Table of Contents

Table of Contents – add a table of contents to let the user jump to specfic a page the reader wants to read Add Text – add a piece of text to the table of contents Update Table – update the table of table of contents if a you add a new page or move a heading to a different page

Footnotes

Insert Footnote – Add a footnote to the page as I have done above Insert Endnote – Add endnote at document Next Footnote – Navigate to next footnote in the document Show Notes – Scroll the document to show notes

Citations & Bibliography

Insert Citation – Where the source is from Manage Source – View the list of source cited in document Style – Style of the citation used in the document Bibliography – Add a bibliography which listed the entire source citied in the document

Captions

Insert Caption – Insert a caption as an image Insert a table of figure – Insert more than one image as a figure Update Table – Update the table of figures Cross-reference – refer items just as ‘See figure 1’ or ‘Turn to Page 8’

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Index

Mark Entry – Include selected text in index Insert Index – Insert an index to back of document with a list of words where they can be found Update Index – Update the index page

Table of Authorities

Mark Citation – Add selected text as an entry to Table of Authorities Insert Table of Authorities – Add a Table of Authorities to the document Update Table – Update the Table of Authorities

Mailings

Create

Envelopes – create and print Envelopes Labels – create and print Labels

Start Mail Merge

Start Mail Merge – Start a Mail Merge you intent to send to more than 2 people Select Recipients – Choose the list of people to indent to send the letter to Edit Recipients list – Make changes to the list of recipient and decide who should receive the letter

Write & Insert Fields

Highlight Merge Fields – Highlight fields you have insert into document Address Block – Add an address lines to you document

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Greeting Line – Add a greeting line to your document Insert Merge Field – Add any merge field such as Tel No. or Country to the document Rules – Specify rules to add decision making using AND, IF and ELSE Match Fields – Train word that two words mean the same thing Update Labels – Update labels to current recipients list

Preview & Finish

Preview Results – Shows the outcome of the mail merge

Find Recipient – Find and preview a recipient by searching for a text Auto Check for Errors – Specify how to handle errors that occur when completing the mail merge Finish & Merge – Complete the Mail Merge

Review

Revise your document before sending, saving or printing it.

Proofing

Spelling & Grammar – Check the document for grammar or spelling mistakes Research – Search through reference material and encyclopaedias

First Record

Previous Record

Last Record

Next Record

Record Number

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Thesaurus – Suggest other word that mean the same or similar Word Count – Word checks how many characters, words, pages etc...

Language

Translate – Translate a word to a different language Language – Select Language Options

Comments

New Comment – Add a comment about the selection Delete – Delete all the comments or just the selection comment Previous – Go to previous comment Next - Go the next comment

Tracking

Track Changes – track all changes made to this document like a history of word Final: Show Markup – Choose how to view the proposed document before and after changes were made. Show Markup – Choose what kind of mark-up to show in document Reviewing Pane – Show revisions in separate window

Changes

Accept – Accept current change and move to next change Reject – Reject current change and move to next change Previous - Move to previous change accepts or reject nothing Next - Move to next change accepts or reject nothing

Compare & Protect

Compare – Compare or combine multiple version of documents Block Authors – Block other authors from making changes to selection text

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Restrict Editing – Restrict how people edit or formatting parts of the document

View

Document views

Print Layout – View as it will be printed out Full Screen Reading – View the document full screen for reading Web Layout – View the document as a webpage layout Outline – View the document as an Outline and show the outlining tools Draft view - To view as a draft and quickly edit text

Show

Ruler – Show Ruler around the document Gridlines – Show Gridlines around the document Navigation Pane – Show Navigation Pane around the document

Zoom

Zoom – Zoom in or out the document and will have a preview how it will look on your screen 100% - Zoom the document as a 100% of normal size One page – View as one page Two Pages- View as two pages like an open book Page Width – View as full width as the page

Window

New Window – Open Document in new window Arrange All – Tile all Open Document one screen side by side Spilt – Spilt the window into two parts so you can view different parts of the document at the same time

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View Side by Side – View two documents side by side can compare them Synchronous Scrolling – Synchronous scrolling at the same time Reset the window Position – If move any of the side to side bigger or smaller reset it by clicking this button Switch Windows – Switch windows and different documents Marcos – View a list of Marcos you can run or create your own or delete one

Picture Tools

Picture tools only display when you click on a picture

Adjust

Brightness – Increase or decrease the brightness of a picture Contrast – Increase or decrease the contrast of a picture Recolor – Give the picture different effects Compress – reduce the size of the pictures, saves memory Reset Pictures – discard any changes you made to the picture

Shadow Effects

Shadow Effects – Add Shadow to the shape Move Shadow - Up/Down/Left/Right on or off

Border

Picture Border – Add a border round a picture Dashes – Add a line style around picture Weight – how thick you want the line to look

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Size

Crop – Cut or hide any part of a part of a picture Height/Width – you custom size

Table Tools Design

Table Style Options

Header Row – Display special formatting for first row of the table First Column - Display special formatting for first column of the table Total Row – Display special formatting for the last row of the table Last Column – Display special formatting for the last column of the table Banded Rows – Makes the rows different from other rows and easier to read Banded Columns – Makes the columns different from other columns and easier to read

Table Styles

Styles - Choose from many styles may make it look easy on the eyes and easy to read Shading – Add shading to the table’s cells Borders – Add borders to the tables

Draw Borders

Style – What style you want dashes, solid or none Weight of the line - How thick you want the line to be around the borders Pen color – Different colour of line Draw Table – Draw borders of the table Eraser – Erase borders of the table.

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Table layout

Table

Select – Select current cell, row, column or entire table View Gridlines – View table gridlines Properties – View properties of this table or cell

Rows & Columns

Delete – Delete a row, column or entire table Insert Above – Insert a row above current selected cell Insert Below – Insert a row below current selected cell Insert Left – Insert another column left to current selected cell Insert Right – Insert another column right to current selected cell

Merge

Merge Cells – Merge selected cells into one cell Spilt cells – Spilt cells into multiple new cells Spilt table – spilt table into another table

Cell Size

Autofit – Auto fix the Column size to the length of text in the cell Height and Width – Customize your own size of cells Distribute Rows and columns - make the size equally along them all

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Alignment

Text Direction – Change the text direction within a cell Cell Margins – Change the margins of the cells

Data

Sort – Sort the data ascending or descending Repeat Header rows – repeat the header row on every page Covert to text – Covert cell to regular text Formula – Insert a Formula to current cell such as SUM, AVERAGE, IF, COUNT More information on Microsoft Word 2010: The Microsoft Windows website has various articles, tips and how-to’s on Word 2003: http://office.microsoft.com/en-us/word/FX100649261033.aspx

Align text left

Align text centre Align text right Align text centre

Align text top

Align text centre

Align text bottom

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Excel 2010

Following this Tutorial will give some of the basics of using Microsoft Excel.

Opening Microsoft Excel

Click on ‘Start’ then ‘All Programs’ then ‘Microsoft Office then ‘Microsoft Excel 2010’

Home

Basic tools of Excel 2010

Clipboard

Cut, copy Paste: Paste, | Paste Options: Keep Source Formatting, Merge Formatting, Keep Text Only, Format painter

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Fonts

Font face, Font size, increase font size, decrease font size | Change case | Bold font, Italic font, underline font, | Border/cell settings | Fill cell colour, Font colour

Alignment

Top Align – Align text at top of cell Middle Align – Align text cantered between top and bottom of cell Bottom Align – Align text at bottom of cell Orientation – Rotate text to diagonal angle or vertical orientation Wrap Text – Make all text visible within a cell by using multiple lines Align Left – Align the text to the left Align Centre – Align the text to the center Align Right – Align the text to the right Decrease Indent – Decrease the indent between the border and the text in the cell Increase Indent – Increase the indent between the border and the text in the cell Merge & Center – combine two columns of rows together and make text center of it

Numbers

Number format – Choose how you would like the format to be like as in currency, date/time, percentage etc. Accounting Number Format – Choose alternate currency format from Pounds Sterling, Euro or Dollars % Percentage style – Show cell as percentage style , Comma Style – Show cells as comma style such as 1,000 Increase decimal – Show more detailed values but more decimal places Decrease decimal – show less detailed values less decimal places

Styles

Conditional formatting – Highlight interesting cells, unusual values, colour scales Format as Table – Quickly format range of cells and convert to tables by using pre-defined table styles Cell Styles – Quickly format a cell by choosing pre-defined styles

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Cells

Insert – Insert another row or column or another sheet to the workbook Delete – Delete a row, or column or a sheet Format – Change any of the row, columns sizes or even hide them and protect a cell

Editting

AutoSum – Display the Sum after select cells Fill – Continue a pattern into one or more adjacent cells. Fill cells in any directions Clear – Clear contents in the selected cell Sort & Filter – Arrange the data for it to easier analysis the data Find & Select – Find a specify text or formatting within the document

Insert

Tables

PivotTable – Arrange the table so you can summarize complicated data Table – To sort, filter or format another table in the spread sheet

Illustrations

Picture - Place a picture in the documents Clipart - Insert a clipart from the internet or Microsoft site Shapes – Add shapes to the document SmartArt – Add Smart art to the document Screenshot – Add Screenshot to the document

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Charts

Column – Add a column chart to the sheet or insert it as another sheet Line – Add a line chart to the sheet Pie – Add a Pie Chart Bar – Add a Bar Chart Area – Add a Area Chart Scatter – Add a Scatter Chart Other – Many more charts to choose from you suit your needs

Sparklines

Line Chart - Insert a line chart within a single cell Column Chart – Insert a Column Chart within a single cell Win/Loss – Insert a Win/Loss Chart within a single cell

Filter & Links

Slicer – Insert a slicer to filter data interactively. Also makes it easier and faster to filter PivotTables and Cube Functions Hyperlink – Add a link from a website Text & Symbols

Text box – add a style text box anywhere on the page that will not be in line with the text Header & Footer – Add text to the bottom or the top of the part WordArt – add some style to your text or use it for fancy cover Signature line example:

X

Object – Insert and embedded object Symbols Equation - for maths or science methods

Symbol - add copyrights© or trademarks™ or the Euro Sign or Happyface €

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Page Layout

Themes

Themes – Change the design of entire document’s colours, fonts and effects (must be selected at start of document) Colours – Change the colours of current theme Font - Change the font of current theme Effects – add effects to the document

Page Setup

Margins4 – set the defaults margins for entire document or current selection Orientations – chose between Landscape or Portrait style. Size5 – Choose paper size Print Areas – Select or set print area Breaks – Add Page Break Background – Choose an image to display on background of sheet Print Titles – Specify rows and columns to be printed on each page

Scale to fit

Width: - Shrink the width of printed output to fit maximum number of printed pages Height: - Shrink the height of printed output to fit maximum number of printed pages Scale: - Stretch of shrink the printed output to a percentage of its actual size

4 Margins may print over headed paper. See the IT team for more information on this 5 This may also mess up printer configurations See the IT team for more information on this.

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Sheet Options

Gridlines – View the gridlines on screen and an option to printed Headings – View the headings on screen and an option to print

Arrange

Bring Forward – bring the object in front/on top of text or anther object Send backward – send the object behind/below text or another object Selection Pane – lets you customize the object with the mouse Align – Align the edges of selected object(s) Group – add objects as a group/batch Rotate - Rotate object 90º or 180º or flip object

Formulas

Insert Function – Edit formula in the current cell but choosing formula or edit the arguments Autosum – Display sum after selected cells directed after the selected cells Recently Used – Browse and select from a list of recently used functions Financial – Browse and select from a list of financial functions Logical – Browse and select from a list of logical functions Text - Browse and select from a list of text functions Date & Time - Browse and select from a list of date and time functions Lookup & Reference - Browse and select from a list of lookup and reference functions Maths and Trig - Browse and select from a list of maths and trigonometry functions More Functions – browser and select from a list of cube, engineering, information and statistical

Defined Names

Name Manager – Create, edit, delete and find all the names you used in your workbooks e.g. =SUM(MySales) Define Name – Name cells so can you refer them as formulas by that name Use in Formula – Choose a name use in Workbooks use as formula Create from Selections – Automatic generates name from selected cells

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Formula Auditing

Trace Precedents – Shows arrows that indicate what cells affect the value of currently selected cell Trace Dependents - Shows arrows that indicate what cells are affected by the value of current selected cell Remove Arrows – Remove the arrows drawn but both traces Precedents and Dependents Show Formulas – Display formulas using formula without display final results Error Checking – Check for errors that occur in formulas Evaluate Formula – Show the Evaluate formula dialog box to debug a formula by evaluating each part of the formula individually Watch Window – Monitors the value of the cells as each change is been made

Calculation

Calculation Options – Specify when formulas are calculated Calculate Now – Calculate the workbook now Calculate sheet – Calculate current sheet now

Data

Get External Data

From Access – Import data from Microsoft Access Database From Web – Import data from web page From Text – Import data from a text file From Other Sources – Import data from other data sources Existing connections – Connect to an external data source by using an commonly use sources

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Connections

Refresh All – Update all information that coming from a data sources Connections – Display all data from the data source on the worksheet Properties – Specify how cells connected to a data source will update, what will be displayed and how the row and columns will be handled in the workbook Edit Links – View links this spread sheet is linked to and update the links

Sort & Filter

Sort A to Z – Sort in lower value to top value Sort Z to A – Sort in top value to lower value Sort – Shoe the dialog box with more sort options Filter – enable filtering on selected cells Clear – Clear filter on cells Reapply – Add the filter to other cells Advanced – specify complex criteria to limit which records are in results to the query

Data Tools

Text to Columns – Separate the contents of one Excel cell into separate columns Remove Duplicates – Delete duplicates rows from a sheet Data Validation – prevent invalid data been insert into cell Consolidate – Combine values from multiple ranges into one new range What-If Analysis – Try out various formulas in your sheet and select which is best

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Outline

Group – Tie a range of cells that can be collapse or expand Ungroup – Released the range of cells you have tied as a group Subtotal – Make a subtotal to the current cell with selected cells Show details – Expand a collapsed group of cells Hide details – Collapse a group of Expanded cells

Review

Proofing

Spelling – Check spelling in worksheet Research – Search through reference material and encyclopaedias Thesaurus – Suggest other word that mean the same or similar

Language and Comments

Translate – Turn selected text into different language New Comment – Add a new comment to the cell (will have a mark on top right corner of cell) Delete – Remove comment Previous – Find previous comment Next – Find next comment Show/Hide comment – Show or hide comment attached to current cell Show All Comments – Show all comments on selected sheet Show ink – Show or hide any ink annotations on the sheet

Changes

Protect sheet – Prevent any changes being made to current worksheet Protect Workbook – Prevent any changes being made to entire workbook Share workbook – Allow multiple people work in the workbook at same time must be shared on network place where many people can access it

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Protect and Share workbook – Share it but password it and access it at same time Allow users to Edit Ranges – Allow specify people make changes to ranges and protect it at same time Track Changes – Track all changes made including deletions and insertions

View

Workbook Views

Normal – View it as normal Page Layout - View it as a page layout Page Breal Preview – View it as page breakages Custom View – Customize your own view save a set if page view and print view Full Screen – View the spreadsheet as full screen

Show

Ruler - Show Ruler at top of screen Gridlines – Display gridlines of sheet Formula Bar – Display the formula bar Headings – Display headings

Zoom

Zoom – Zoom in and out of sheet 100% - See the spreadsheet 100% as it will print Zoom to selection – Zoom to your selection

Window

New Window – Open workbook in new window Arrange All – Arrange window side by side Freeze Panes – Keep a portion of the sheet visible while rest of the sheet scrolls Spilt – Spilt the window into mutliple resizable panes contain views of your worksheets Synchronous Scrolling – Synchronous scrolling at the same time Hide – Hide the current window so it can not be seen Unhide – Unhide any windows that has been turned on by hide feature

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View Side by Side – View two documents side by side can compare them Reset the window Position – If move any of the side to side bigger or smaller reset it by clicking this button Save Workspace - current layout of all Windows can be restored later Switch Windows – Switch windows and different documents Marcos – View a list of Marcos you can run or create your own or delete one

More information on Microsoft Excel 2003:

The Microsoft Windows website has various articles, tips and how-to’s on Excel 2003 at: http://office.microsoft.com/en-us/excel/FX100646961033.aspx

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How to Use Outlook 2010

Following this Tutorial will give some of the basics of using Microsoft Outlook.

Opening Microsoft Outlook

Click on ‘Start’ then ‘All Programs’ then ‘Microsoft Office then ‘Microsoft Outlook 2010’

Home

New

New E-mail – Create/Send a new email

New items:- E-mail Message – Create a new email message Appointment – Create a new appointment for the calendar Meeting – Arrange a new meeting in the calendar Contact – Add a new contact details Task – Create a new task to do and keep track of them

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Delete

Ignore – Move current and further conversations to deleted items folder Clean Up – Remove redundant Message in the selected conversation Junk – Mark the current email as junk Delete – delete the selected message(s)

Kerio Connect

Spam – Mark current selected Message as Spam and will mark further similar message as spam Not Spam – Confirm that selected message is not spam and will delivery to inbox Out of Office – Create an out of office Message if you will be at meetings or annual leave let people who email you are not in the office.

Respond

Reply – send a reply to the current message Reply all - Send a reply to all the users who are contained in the email as CC:; and BCC: Forward - Send the selected message to another person Meeting – Respond to a meeting which to will attend or will not More – Forward the message as an attachment from the drop down menu

Quick Steps

To Manager – Forward selected email to manager Team E-mail – Setup a team message system to other users in the team Done – Marks email as complete, moves email to a folder or mark as read Reply & Delete – Reply to email and then delete it Matthew – Add selected email to a folder name ‘Matthew’ (custom made folder) Create New – Customize a new Quick Step

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Move

Move – Move message to a folder Rules – Create a rule base on sender, recipients, subject, words contain in message to move to specify folder OneNote – Send selected message to OneNote

Tags & Find

Unread/Read – Mark message as Read or Unread Categorize – Create a group of emails with different colours make it easy to organize Follow Up – Set it as a follow up to remind you to do it later Find a contact – looking for a specific contact type the name in here and it will search the address book for you

Send / Receive

Send/Receive All Folders – Check and send any emails came to your mailbox Update Folder – Send and receive items in current folder Send All – Send All Unsent Mail Send/Receive Groups – Send and Receive items in a particular group. Show Progress – Show the progress of send and receive items from the mail server Cancel All – Stop receiving or sending mail Download Headers – Download all mail headers for the current folder Mark to download – Mark this mail to be downloaded from the server Unmark to download – Unmark the selected item not to download from server Process Mark Headers – Download the content of all mark headers in this folder Dial up connection - for slow with 56k modem or for those who have mobile broadband e.g. Internet on laptop Work Offline – create email but don’t send it save it in drafts for sending later

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Folder

Folder options

New

New Folder – Create new Folder under selected item New Search Folder – Search for a file often make search folder so it find folder with same name or content same words will be save in a search folder

Actions

Rename Folder – Rename/change a folder name Copy to folder – copy an item to another folder as well as keeping the same one in current place Move Folder – Move folder to different place Delete Folder – Delete the selected folder

Clean Up

Mark All as Read – Mark all items in selected folder as read Run Rules now – Run a rule on selected folder Clean up Folder – Remove Redundant items from folder Delete all – Delete all the items in selected folder Recover Deleted Items – Recover items deleted from this folder

Favourites & Properties

Show in Favourites – Show folder in favourites AutoArchive Settings – Specify when items in current folder to be archive and where they are stored Folder Permissions – View and Editing Sharing permissions of current folder Folder Properties - View folder properties

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View

Customize your view of Outlook 2010

Current View

Change view – Change current view to another view

Compact

Single

Preview Manage Views – Create, Change and apply views to this folder Save Current View as a New View –Save the new view Apply Current View to Other Mail Folders – Use the same view in other folders

Views Settings – View the settings of view Reset View - Change back to default settings

Converstations & Arrangement

Show as Conversations – Show messages arrange by conversations Conversations Settings - Customize the settings Sort the conversations by:-

Date

From

To

Categories

Flag: Start Date

Flag: Due Date

Size

Subject

Type

Attachment

Account

Importance Reserve Sort – Reserve the Sort of order to current view Add Columns – Choose which fields to be shown in current view Expand/Collapse – Expand or Collapse items in the list

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Layout

Navigation Pane - Navigation list of folders on left side:

Show

Hide

Minimize

Off Reading Pane - Reading the items:

Right

Bottom

Off To Do Bar – Bar of task and Calendar upcoming appointments:

Normal

Minimize

Off

People Pane & Window

People Pane – The people pane at the bottom of the screen Reminder Window – Show the reminder window Open in New Window – Open current folder in a new window Close all items – Close all items

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The Inbox This will be the screen that will greet you once you have opened Microsoft Outlook. The item that appears in your inbox was sent to you when the program was set up.

You may notice that a folder is in bold this is to highlight that you have an unread message. At this point you should click on Send and Receive (or by clicking ‘Tools’ – ‘Send & Receive’ – ‘Send & Receive All’) to make sure that you have all the latest messages you have been sent.

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Setting up you signature

To setup your signature, click on ‘File’ then ‘Options’ and ‘Mail’ and you should find

Create new and give it a name, you can now type your signature into the ‘Signature text’ box; your signature should be in the following format: -- Your Name Your Job Title Sense Scotland 43 Middlesex Street (please change to appropriate office address) Kinning Park Glasgow G41 1EE Telephone Number Fax Number Textphone Number (if available) Mobile Number (If available) http://www.sensescotland.org.uk

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Make sure Default signature is set as above

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If you have a number of contacts in your address book, you can use the ’Type Name’ box at the top left of the window to search for the person you wish to email, when you have found the person’s name, click on their name and either click on the ‘To’, ‘Cc’ or Bcc’ button to add them to the recipients. When you are finished, click OK

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As you can see above, Matthew Boyle has been added to the ‘To’ field the name in the contact book auto registered what email it will go to, and I have manually typed ‘auser@sensescotland.org.uk‘ into the ‘Cc’ field, as he wasn’t in the contacts list yet (see how to manually add contacts at the end of this guide, or follow the ‘importing an address book on Outlook’ guidance for info on adding contacts)

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The message below is an example of the type of email I would expect to receive from you. Copy the content of the message and follow the formatting examples that will come after.

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Formatting Text

Now you must select or highlight the text you wish to add the formatting to. To do this place the caret (the text cursor) at the start of the text you want to format, press and hold the mouse button and drag the caret over all the words you want to affect. You can see that I have selected the last line of the message. Now click the U button to underline all the selected text.

Next, click the small down-arrow beside the button marked. A list will appear from which you can select a colour for the text you selected.

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Now highlight the words “Testing this” in the first paragraph and click the B button. The words will now appear in bold

Those done, click the Send button, in the top left hand corner. If you are connected to the Internet, the email will most likely be sent immediately. Otherwise, it will remain in your Outbox until you are connected

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Address Book

Our next job is to add an email address to our address book, so click the ‘Contacts’ button on the left toolbar as shown in the picture below, which is found near the bottom left of the main Outlook screen.

Click the New button; this will open the contact details box (shown on next page), which you can then fill in.

Send Mail from Address Book

You can now see my details in the address book. When you have put in all your contacts they will be displayed in a list. Click on the contact you wish to email, this will highlight the contact. Now click ‘Actions’ then ‘New Message’ to this will open the new message box. This is another way to send a message.

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When you have finished working in the ‘Contacts’, remember to click on the ‘Mail’ button on the left-hand toolbar to take you back to your mail folders.

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Share Calendars

This guide was created using Microsoft Outlook 2007, so if you are using a different version, some of the images will look slightly different from your screen, but everything is still located in the same places unless stated. Open up Outlook and click on ‘Calendar’

You can have different views of the calendar, Day, Week and Month. Click on

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'Month' and you should see the following: You are now viewing your own calendar in month view. You will notice on the left hand side you have your 'live' calendar that you can access anywhere through webmail, it is listed under ‘My Calendars’ as ‘Calendar’ – you can ignore ‘Calendar in Public Folders, leave it un-ticked. When we subscribe to other calendars, they will appear here and you will be able to tick whatever calendars you wish to view.

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Click on ‘Tools’ then ‘Account Settings’ (‘Email Accounts’ on some older versions of Outlook)

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The ‘Account Settings’ or ‘Email Settings’ window will open. If it asks you what you want to do, choose ‘view or edit an existing email account’ and you will now see the following window:

Under the email tabs, your email account will be listed. It may be your name, or be similar to above, called ‘kerio connect (koc offline edition). Double click on the account. A new window will open, similar to below:

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Click on the ‘Other Mailboxes’ tab. The ‘Other Mailboxes’ tab lists all the mailboxes (calendars or folders) you have subscribed to. Click ‘Add’

Type the email address or username of the person whose calendar you are subscribing to. In this instance, ‘Anne Other’ is subscribing to ‘Andy User’s’ account. Click OK when you have entered the information.

You will be taken back to the previous window, this time; the user’s details should be in there.

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Click OK and click close on the ‘Account Settings’ or ‘Email Accounts’ Window to return to the main Outlook screen. You will notice a new calendar in the ‘My Calendars’ list on the left side of the screen:

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Click the box to tick the new calendar and you will now see the calendar appear beside your own:

Congratulations! You have now successfully subscribed to a shared calendar. Depending on what rights the other person has given you, you will be able to read/read&write to the calendar.

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Dealing with Junk Email Outlook 2010

If you are getting too many junk emails to handle, there are some ways to manage it. Junk E-mail Protection automatically identifies junk e-mail messages, also known as "spam." It does so by looking for patterns typical of junk e-mail messages, including the presence of certain keywords. Messages that appear to be junk are automatically moved to the Junk E-mail folder. You can choose which level of junk mail protection is right for you. To do so, from the Home tab menu, click Junk in Delete options

Once there then click one of the following options:

The default Low setting catches the most obvious junk messages. Other junk messages are delivered to your Inbox; however, few valid messages are mistakenly moved to the Junk E-mail folder.

The High setting catches more junk messages, but it is more likely to move valid messages to the Junk E-mail folder. You should regularly review the contents of your Junk E-mail folder so that you can move messages you want to receive to your Inbox.

The ‘Safe Lists Only’ setting moves all messages to the Junk E-mail folder that are not from senders whom you have specifically allowed. Messages from contacts in your address book are always allowed, as are messages from addresses in the Mailing List Manager.

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We recommend using the High Setting. You can enhance your junk mail protection by doing the following:

Add message senders to the Address Book. Junk E-mail Protection never classifies messages from contacts in your Address Book as junk.

Tip: To quickly add a message sender to the Address Book, hold down CONTROL and click the sender's name in an open message or the Preview pane. On the contextual menu, click Add to Address Book.

You can exempt all messages from an entire domain from Junk E-mail Protection. The domain is the part of an e-mail address that follows after the at (@) symbol. For example, you can specify "microsoft.com" to make sure that Entourage does not classify as junk any messages from senders whose e-mail address ends with that domain name. To specify domains that you trust, on the Junk menu, click Junk E-mail Options, click Safe Senders, and then follow the instructions in the dialog box.

Use the Mailing List Manager to manage messages from an Internet mailing list. Messages that are handled by a mailing list rule are never classified as junk. To learn about the Mailing List Manager, search Entourage Help for mailing list.

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We will add Sense Scotland to the safe email list.

Click on Safe Senders at the top of the ‘Junk E-mail Options’ window.

Click on ‘Add’ and then type sensescotland.org.uk into the large box and click OK. Taking these precautions can significantly reduce the amount of junk e-mail you receive into your inbox.

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Using the webmail facility If you have a Sense Scotland email address, one way to check your new messages when you aren’t in the office is to use the webmail. You can find the webmail at https://mailhost.sensescotland.org.uk/webmail/login/ or by browsing to the private area (as below) and clicking ‘Click here to Use Web Mail’. The webmail should only be used when you are unable to access the computer which your emails has been setup on, as without checking mail on the computer, your account can reach the limit and you will be unable to send or receive messages.

When you browse to the webmail page, you are asked to enter your username and password. When you have successfully entered your username and password, you will be taken to your inbox. This is where you will see any new messages.

The screenshot above will appear after you click on webmail from the previous

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screen. If you have slow internet connection or connection via 3G network check box the User WebMail Mini. After you login you will see your inbox similar to this below

As you can see, there are various configuration options in here, but the one we need to change is ‘Personal Information’

auser

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In the Personal Information options, please enter your Full Name, Email Address, Reply to Address (which is the same as your email address), your signature, which should be in the following format:

-- Your Name Your Job Title Sense Scotland 43 Middlesex Street (please change to appropriate office address) Kinning Park Glasgow G41 1EE Telephone Number Fax Number Textphone Number (if available) Mobile Number (If available) http://www.sensescotland.org.uk Sense Scotland is a company limited by guarantee, registered in Scotland Number 147570, and a registered Scottish charity, number SC022097.

Please ensure you include all of the above when creating your signature. Last of all please select ‘Yes’ to both ‘Signature Options’ at the bottom and then click ‘Submit’ at the bottom right of the screen to save your options. See the next page for a screenshot of the Personal Information Options screen.

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Above: how the Personal Information Options should look. Once you have saved your options, you can click back on the inbox on the left hand side of the page. By clicking on the message subject, you can now see the message, and have options at the top right area of the screen to either Forward, Forward as Attachment, Reply or Reply All.

Composing a new message To compose a new mail message, click on ‘Compose’ on the top left area of the screen, this will take you to the following screen.

Auser <auser

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The webmail is similar to most email clients with the standard To:, Cc:, Bcc:, Subject:, and main message fields. The webmail also allows you to browse for any files you need to attach to the email then by clicking ‘Add’ it attaches the file, ready to send. Please note the signature hasn’t been setup in this example; please ensure yours is setup properly before you send any messages, using the previous instructions.

Auser <auser

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USB PEN Drive

When you insert your USB device into the PC, it should auto run, and bring up the following Window:

Click on the ‘Run TotalLock.exe’ option from this menu. If this menu doesn’t appear, you will need to browse to the TotalLock.exe file by doing the following:

- Click on the Start Menu - Choose ‘Computer’ or ‘My Computer’ Depending on what version of Windows

you are using - There should be a CD Drive called ‘TotalLock’, double-click on it. - Double-Click on TotalLock.exe

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The Total Lock program will now run, and you will see the following window:

To unlock your drive, you must click on the Unlocked Padlock, and enter your password that has been provided to you by the IT Department.

If you have forgotten your password, please contact IT, as the drive will delete your data after 5 wrong password attempts. When you have successfully entered your password, your USB Drive will now open and you can close the Total Lock program now. The drive will auto-lock on being ejected from the computer. This means no-one can access your data without the password.

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Always remember to eject your device properly by clicking on the icon at the bottom right of your screen, and choosing eject.