MS Office 2003

Documentation on the MS Office 2003 applications

MS Word 2003

Using MS Word 2003

Creating a Word Document

Open Microsoft Word. Select Start -> All Programs -> Microsoft Office -> Microsoft Office Word 2003.
Word will open with a blank document.
If you already have Word open, you can create another new document by clicking on the File menu and selecting New. A New Document menu will open to the right of the main Word window.
This menu will allow you to open a Blank Documentas well as a template or an existing document.
To enter text in a blank document, just begin typing. The blinking I-Beam (cursor), positioned at the top of the window, will show you exactly where your text will begin. As you type, Word will automatically wrap text to the next line. If you have finished typing on a line and would like to move to the next blank line, press Enter.

Opening a Saved Word Document

Click on the File menu and select Open.
A directory window will open. Find the document you want to open and highlight it. Click on Open in the lower right corner of the directory window.

Overview of the Word Document Window

The document window:

Title Bar: At the top of the document window is the Title Bar. When the window is active, the Title Bar is blue, unless you’ve changed your screen colors. The title bar contains the following information:

Program Name: To help you quickly identify the type of document that you have open, MS Word displays the application name.
Document Name: The saved file name will be displayed at the left-most side of the title bar. This helps you quickly identify the active document. A default name of DocumentX will appear until you save your document and rename it.
Standard Maximize/Minimize/Close Icons: All Microsoft Office Suite windows will contain these icons. These allow the user to quickly increase or decrease the size of the display, send the application to the taskbar, or close the program entirely.

Menu Bar: Contains a variety of functional options. Clicking on a menu will display a list of options for that function. You can select the option by clicking on it once. Some menu items have keyboard shortcuts assigned to them. For example, you could display the File menu by pressing the Alt + F keys.

NOTE: Although all MS Office products will have File, Edit, View, Tools, Windows and Help menus, the options under these menus may vary. Some functions, such as Save, are identical throughout the MS Office suite.

Standard (and Formatting) Toolbars: Consists of icons which represent commonly used functions. These same functions can also be found on the various Menus. Menu functions such as Open, Save, and Print are represented as icons on the Standard Toolbar.

Note: If you are unsure of what an icon will do, move (or "hover") your mouse pointer over the icon and a descriptive prompt will display.

The Word toolbar default setting displays the most commonly used icons from the Standard and Formatting toolbars in one row. By displaying fewer icons, more space is available to view your document. Once you use a command, its icon is added to the toolbar, replacing another icon that is less often used.

NOTE: To disengage pull-down menus on the toolbar and allow the toolbar to expand to two rows click View - Toolbars - Customize… -Options - deselect “Standard & Format share one row.” The options menu will also allow you to format a toolbar to your needs. Clicking on the Toolbars tab will allow you to choose pre-defined toolbars for different document types. Likewise, the Commands tab will allow you to see the functions of each icon on every toolbar, making customizing easy.

Rulers: Rulers will display at the top and left sides of the document. The rulers help you easily see where you are on a page and how margins and tabs are set up for each document. The Ruler option is a toggle switch, meaning it can be turned on or off. To activate/deactivate this option click View -> Ruler. To view rulers again, repeat these steps. A checkmark next to the ruler means that it is activated. Rulers can be used to:

Set tabs
Adjust margins
Change column widths in a table
Change first line indents and hanging indents.

NOTE: Double-clicking on a tab marker will bring up the Paragraph format menu.

Status Bar: The status bar provides a quick glance at where you are in your document. The Status Bar contains:

Page number
Section number
Exact location of insertion point

Page Setup

Unless you’re opening an existing document, Word will open a blank document using the preset formatting defaults. You can use these defaults as is or you can customize the setting for features such as margins, paper size, and layout through the Page Setup option. To change these settings:

Click on the File menu.
Click on Page Setup.
The Margins tab will be displayed in the Page Setup window. Click on any of the up or down arrows to increase the top, bottom, left, or right margins. You can also set the position for Headers and Footers.
Use the Pages pull-down menu to see layout options for your document.
Click on the Paper tab to change the paper size. (Word’s default is 8 ½” x 11”.)
To change the orientation of the paper, choose either Landscape or Portrait.
By clicking the respective tabs, you can also make Paper Source and Layout changes. Under Layout, you can set margins for headers and footers.

NOTE: As you change the defaults, you will see the changes in the preview window.

Tabs

Setting Tabs

To place a tab stop using the ruler:

Click on the tab button () at the left end of the ruler until it displays the type of tab you want to use (Left Center, Right, Decimal, or Bar).
Click on the ruler at the location of the desired tab to create a stop.

To place or modify a Tab stop using the Tabs Dialog Box:

Click on the Format command and select Tabs.
In the Tab stop position box, type the location on the ruler where you want the tab (i.e.: 1”, 1.5”, etc.) Click set after each entry. The tab positions you set will appear in the column box below the Tab stop position box.
Change the Alignment, if needed, for each respective tab.
From the Leader box, select 1 for None (no dot leaders), 2 for a dotted line, 3 for a dashed line, and 4 for a solid line.
Click OK or enter to confirm the tabs and return to the document.

Removing Set Tabs

Locate the tab you want to remove on the ruler. Click and hold (with the left mouse button) and drag the tab marker beneath the ruler. Then, release the left mouse button. Or… From the Format menu select Tab.
Click on Clear to delete only the tab showing in the Tab set position box or click on Clear All to delete all tabs in the document.
When finished click OK or Enter.

Modifying a Tab Stop for a Specific Paragraph

Select the paragraph by positioning the cursor at the beginning of the first line.
On the ruler, left mouse click the tab to be modified and drag to the new location. The text will move to the new tab stop.

Tab Types and Common Uses

Left Tab () – Text will be aligned to the left with a jagged right.
Right Tab () – Text will be aligned to the right with the left jagged.
Decimal Tab () – Decimals will align at the point of the tab stop.
Bar Tab () – Creates a vertical bar at the tab stop with text printing to the right of the bar. Used when typing columns of data when a table has not been created and a right border is needed.

Headers and Footers

A header or footer is text that prints at the top (header) or bottom (footer) of every page of a document. Headers and footers can be used to show the page number and document file path.

To add a header or footer to your document, or to edit existing headers or footers select Header and Footer from the View menu. Regular document text is dimmed, and the Header and Footer toolbar is displayed.
Enter the header or footer text and format using the normal Word editing techniques.
Click the Close button on the Header and Footer toolbar to return to the document.

Header and Footer Toolbar Buttons

	Inserts an AutoText entry		Opens the Page Setup dialog box so you can set margins
	Inserts a page number code		Shows or hides document text
	Inserts the total number of pages		Switches between header and footer
	Formats the page number		Shows the previous header or footer
	Inserts a date code		Shows the next header or footer
	Inserts a time code		Closes the Header/Footer toolbar

Saving a Document

As with any computing file, you should save your document frequently. When creating a document, it is recommended that you do not wait until the document is complete before saving for the first time.

Saving for the First Time:

To save the document, select File - Save from thWord Do
e menu bar (keyboard command Ctrl + S).
A directory dialog box will appear allowing you to choose where you want to save the file. Select the appropriate folder from the pull-down menu in the Save in field at the top of the window.
Word will default to the My Documents folder. By default, Word will automatically name your file using the first few words of the document.
To give the document a different name, type a file name in the File name field. File names can be up to 255 characters long and can contain spaces and other characters. You can also use mixed case size in the file name.
The Save as type field will default to Word Document (*.doc), which will give the file name a .doc extension. You can save the file as a different file type by selecting an alternate format from the Save as type pull-down menu.
Click Save to complete the save process.

Saving an Existing Document

Once you have initially created and saved a document, you often need to save further changes to the document. To do this:

Select File - Save from the menu bar or press the save icon (the disk icon) on the toolbar.
The Status bar at the bottom of the page will show that Word is saving the document.
When saving changes to an existing document, it is not necessary to tell Word where to store the document or rename the file. If you want to rename the file or save it to a different place on the computer, use the Save As function.
Select File - Save As from the menu bar and the same dialog box will appear. Then, follow the instructions for saving a new document to rename and/or moving it.

Saving a Document as an HTML File

Word offers a standard option for saving a document to HTML. To save as HTML:

Select File - Save as Web Page… from the menu bar.
Word will open a directory dialog box similar to the Save file dialog box.
Note that the default file extension is .htm (for hypertext markup.)
Click Save to complete the conversion and saving process.

Word’s HTML conversion is not always a clean conversion. Anything you create for web use beyond simple text formatting should be created with a program more specifically designed for web design.

Deleting Saved Documents

Saved documents can be deleted from the File menu. To delete a file:

Choose File - Open from the directory dialog box
Locate and highlight the file you want to delete.
Then click on the delete icon along the window’s menu bar.
Word will ask you for confirmation that you really want to delete the file.
Click Yes or No to finish or cancel the delete process.

Printing Documents

The quickest and easiest way to print a document is to click the print icon on the standard toolbar. This will print the entire document.

To print only a few pages of a long document:

Choose File - Print from the menu bar. A print window will appear.
All (pages) is selected by default. To choose specific pages or page ranges, enter the page numbers in the Page range location.
To print pages that are not in sequence, use a comma to separate the page numbers.
To print selected text from the document, highlight the area in the document that you want to print or choose File - Print from the menu bar. When the print window opens, click the radio button for Selection and click OK.
To print multiple pages on one page, in the Zoom area of the print window, choose the number of pages to print on one page. Click OK. (For example, to shrink a two page document to one page, choose File - Print Preview from the menu bar. When the page preview screen appears, click the multiple page icon on the toolbar. Move the cursor over the pages until the number of pages you need to shrink are highlighted. Click on the shrink-to-fit icon.) If the pages cannot be reduced enough to fit, the office assistant will give you an alert.

Formatting

Formatting Text

Word offers a host of features for customizing your text. To see formatting for selected text, pressing Shift + F1 will bring up the Reveal Formatting Window showing Font and Paragraph attributes.

Fonts

Word lets you vary the look of your document by allowing you to change the font type, style, size, and other elements. Changing fonts (and font characteristics) can be done by selecting Format - Font.

Font characteristics can also be changed from the Formatting toolbar.

The font menu bar also has pull-down menus for changing the font and font size. Simply click on the down arrow beside font or size and choose an alternate. Word displays the font menu selections in the actual font style.

Bold, Italics, and Underlines

Using the Bold, Italics, and Underline icons, you can easily stylize text. Highlight the text you want changed and click one or more of these buttons to show the changes. Or, click on the icon before typing a section of text and then click the icon again to turn off the effect.

Line and Paragraph Spacing

Word lets you adjust the line and paragraph spacing in a document. To format the spacing of a selected piece of text, highlight the text and select Format - Paragraph. The paragraph dialog box will appear giving you a variety of adjustment options including alignment, indentation, and spacing.

There is preview window at the bottom of the box that shows you the adjustments as you make them. From this window, you can:

Adjust alignment for either the entire document or parts of the document.
Adjust indentations including first line and hanging indents.
Adjust Line spacing. Click on the Line spacing down arrow to select from Single, 1.5 lines, double, At least, Exactly, or Multiple. You can determine if the entire document is to be spaced this way, or begin and end the spacing at specific points in the document. Line spacing can also be adjusted by clicking on the line spacing icon on the Format menu. A pull-down arrow will allow you to select Single, 1.5, 2.0, 2.5, 3.
The final option on the pull-down list is “more”. More will take you to the Paragraph Dialogue Box. Keyboard commands for line spacing include: Ctrl + 1 = single spacing Ctrl + 5 = 1.5 spacing Ctrl + 2 = double spacing, etc.

Bullets and Numbers

Word lets you add bulleted or numbered lists to your document. You can use the Word defaults for bullets and numbers or you can choose from a variety of styles.

To change the style of bullets or numbers:

Select Format - Bullets and Numbering.
From the Bulleted tab select a bullet style and click OK.
To select something different from those shown, click the Customize button. Customize lets you choose pictures, symbols, and spacing options.
Click the Numbered tab to see the standard numbering formats.
To select a customized number format, select the Customize… button. From the Customized Numbered List dialog box, you can select the desired font, change the style, and adjust the position of the numbering and text.
The Outlined Numbered tab allows you to choose and adjust the look and style of your outline.

Adding Borders and Shading

Word allows you to add borders and shading to your entire document or parts of the document. Borders and shading help to make elements of the document stand out. Often headers and titles use borders and shading.

To add borders and shading to a portion of the document:

Highlight the text you would like to format.
Choose Format - Borders and Shading.
From the Borders tab use Setting to select the outline feature: Box, Shadow, 3-D or Custom).
Choose a line Style, Color, and Width. The preview screen on the right will show how your selections will look. When satisfied with the selections, click OK.
To add borders and shading to the entire document or one page of the document, choose the Page Border tab.

Spelling and Grammar

As you type in your text, you may notice that a yellow box containing suggested information will display above the partially typed word – this is the AutoText suggestion.

You can continue to type the full word or press Enter to accept the AutoText suggestion.
Choose from a list of suggested words (in bold at the top of the menu) to replace the misspelled word.
Choose to Ignore All if the word isn’t really misspelled but Word does not have it listed in its dictionary. (If the word is one that you will be using often, consider adding it to the dictionary using the Add to Dictionary option. Word will then no longer consider the word misspelled.)
If you prefer, you can continue creating your document and make corrections later by selecting Tools - Spelling and Grammar…

Grammatical Errors

Grammatical and/or punctuation errors are identified in much the same way that spelling errors are. These errors will appear with a wavy, green underline. As in the example of a spelling error:

You can elect to ignore the error and correct it later.
You can place the cursor within the green underlined phrase and right-click the mouse. An option of word choices should appear at the top of the box; you can chose to replace the word or words that are in error or ignore them.
Choose Ignore to ignore all errors in the sentence.
If preferred, continue creating the document and make the correction later by selecting Tools - Spelling and Grammar….

To remove the green lines from the document choose Tools - Options - Spelling and Grammar… and deselect Check Grammar as you type.

Word AutoCorrect Spelling Errors

Setting options in AutoCorrect (Tools - AutoCorrect Options) will allow Word to automatically correct typing errors. If you misspell a word that is not set to be automatically corrected, the word will display with a wavy red underline. If this occurs, backspace and retype the word. Or, if you are unsure of the correct spelling, right-click the mouse with your cursor any place within the misspelled word.

Checking Spelling and Grammar Microsoft

Word has a built in spelling and grammar checker with several options for how to proof your document for errors. You can find the spelling and grammar option under the Tools menu (Tools - Spelling and Grammar…)

Spelling Errors - A wavy, red line will underline spelling errors. You can correct the spelling as you type, or you can go back and correct it later. Word also lets you customize how you want it to detect and correct errors.

To see the options, go to Tools - Spelling and Grammar… and click the Options button in the dialog box.
Then, in the options window, choose the options you want to use.

You can also choose to have Word go through the entire document at once and identify each potential error.

Go to Tools - Spelling and Grammar…
Word will search the document and identify potential errors. When the program finds a spelling error, the Spelling and Grammar dialog box will display, often with suggestions for replacing the misspelled word.
Click the button on the menu bar.
Starting from where your cursor is, Word will check your document for spelling and grammatical errors.
Word will tell you when it has finished checking the document, or you may end the process at any point by clicking Cancel.
At this point you can choose from the following options:

Ignore: Allows you to ignore the word and continue the search.
Ignore All: Allows you to ignore all instances of that word within the document. If Word finds this word again, it will simply skip it without notifying you.
Add: Allows you to add the word to the MS Word dictionary. It is often useful to add commonly used names to the dictionary.
Change: Allows you to replace the misspelled word by either entering the correct spelling manually or by choosing from a list of suggested words. Once the user clicks the Change button, the original word is replaced with the new version.
Change All: Allows you to replace all instances of the word without having to approve each change.
AutoCorrect: This option allows you to enter the misspelled word and the correction to the AutoCorrect list so that MS Word will automatically correct it while you are typing.
Cancel: Allows you to cancel out of the spelling and grammar checker.

The spell check program will not recognize correctly spelled words that have been misused grammatically. For example, if the user has typed “filed” and the word should have been “field”, the spell checker will consider the word spelled correctly.

Grammatical Errors A wavy, green line will underline suspected grammatical errors.

You can correct the errors as you type, or you can select Tools - Spelling and Grammar… from the menu bar at any point within the document.
When this option is selected, the program will begin searching the document from where the cursor is currently positioned.
When the program finds a grammatical error, the Spelling and Grammar dialog box will be displayed, offering suggestions for replacing the sentence, phrase, or punctuation error.
The office assistant may also appear and give some grammar rules and suggestions for the sentence or punctuation in question.
The program will stop its search until you select from the following options:

Ignore: Allows you to ignore the phrase, sentence, or punctuation in question and continue the search.
Ignore All: Allows you to ignore all repeated instances of the phrase, sentence, or punctuation and continue the search. The checker will not consider the next instance of use in the document to be in error.
Next Sentence: Allows you to click in the document and manually make the necessary changes. Clicking the Next Sentence button will then continue the search.
Change: Allows you to replace the phrase, sentence or punctuation by clicking on one of the suggested replacement phrases and then clicking Change. Once the user clicks the Change button, the original phrase, sentence or punctuation is replaced with the new version.

NOTE: The Spelling and Grammar… option, depending on how you have customized it, actually checks for spelling and grammar errors concurrently.

Using the Thesaurus

Word has a thesaurus feature that allows you to quickly look up a word’s meaning and/or, if necessary, replace the word with a synonym. This is to prevent overuse of commonly used words within the same document or sentence.

To use the Thesaurus:

Place the cursor anywhere in a word and select Tools - Language - Thesaurus from the menu bar.
The Thesaurus dialog box offers several options.
- Various meanings of the selected word.
- Synonyms for the word.
Use the Look Up command to find the meaning or synonym of the word.

Editing Text

Word allows you to easily manipulate the text in your document by using features such as Cut, Copy, Past, Delete, Undo, and Redo.

Cut: Allows you to remove selected text from one area in a document and move it to another location either within the document, to another file, or to another program. The “Cut” text is stored on the Clipboard and remains there until other text is cut or copied.

The Office Clipboard in Word 2003 can hold up to 24 items. Contents of the clipboard can be viewed by selecting View, Taskpane, Clipboard. Keyboard Command: Ctrl + X or Toolbar Icon.

Copy: Allows you to duplicate text from one part of the document to another or to another file or program. The “Copied” text is stored on the Clipboard and remains there until other text is cut or copied. (Keyboard Command: Ctrl + C or Toolbar Icon.)
Paste: Allows you to insert cut or copied text into a document from the Clipboard. (Keyboard Command: Ctrl + V or Toolbar Icon.)
Delete: Allows you to permanently remove text from a document. To delete text, highlight the word or words and select the Delete button on the keyboard. You can also use the backspace key to delete character by character.
Undo: Allows you to reverse changes that have been made to your document. You can undo the last change made to your document by clicking the Undo button or use the Undo pull-down arrow to display a list of the changes that can be reversed. (Keyboard Command: Ctrl + Z or Toolbar Icon.)
Redo: Allows you to reverse the Undo. You can undo the last change made to your document by clicking the Redo button or you can click the Redo pull-down arrow to display a list of the changes that can be re-done. (Keyboard Command: Ctrl + Y or Toolbar Icon.)

Word allows you to move (cut) or copy up to 24 items to the clipboard. You can paste the items in any order into various documents or paste them all in one place, all at one time. To locate the expanded clipboard go to: View - Taskpane - Clipboard.

Working with Images and Graphics

Word includes an extensive gallery of clip art images that you can use in your documents. Word can also utilize picture files created by many other graphics applications.

Adding Word ClipArt

Move the cursor to the document location where you want the image.
Select Insert - Picture Clip Art to open the Microsoft Clip Gallery dialog box.
In the clip art window that appears to the left, search for images by keyword. Scroll through the image list until you find the image you want. Click on it and it will be inserted into your document.

Adding a Graphic Image Other than Word ClipArt

Move the cursor to where you want to insert the graphic. Look
Select Insert - Picture - From File.
The Insert Picture dialog box appears. If necessary, click the Look In pull-down arrow to specify the folder where the graphic file is located.
The large box in the center of the dialog box normally lists all graphics files in the specified directory. To have the list restricted to certain types of graphics files, click the Files of Type: pull-down arrow and select the desired file type from the list.

Deleting, Moving, and Copying Graphics

To delete, copy, or move a graphic, you must first select the graphic by clicking on it. A selected graphic is surrounded by eight small white squares called sizing handles.
To delete a graphic, select it and press Delete.
To move or copy a graphic to a new location follow these steps:
- To copy, press Ctrl+C or select Edit - Copy, or click the Copy button on the toolbar menu at the top of the window.
- To move, press Ctrl+X or select Edit - Cut or click the Cut button on the toolbar. Move the cursor to the new location for the graphic. Press Ctrl+V or select Edit - Paste, or click the Paste button on the toolbar.

Cropping and Resizing a Graphic

To resize or crop a graphic:

Select the graphic.
Point at one of the resizing handles. The mouse pointer changes to a double-headed arrow.
Do either or both of the following, depending on how you want to modify the image:
- To resize the graphic, press the left mouse button and drag the handle until the outline of the graphic reaches the desired size. (You can either enlarge or shrink the graphic.) To maintain image poportion while resizing, use the the Shift + any corner handle while resizing.
- To crop the graphic, select the crop icon from the Picture toolbar. Click on one of the dark black handles and drag the handle to delete the desired portion of the graphic.

Customizing the Toolbar

Customizing the Toolbar

It is possible to display a number of Toolbars in Word. To view a list of the available toolbars, select View - Toolbars. A pull-down menu of available toolbars will display. Clicking on any toolbar will activate (display) a toolbar related to the topic checked. The Standard and Formatting toolbars are currently displayed on the Word window.

Select View - Toolbars - Customize. (An alternate way to select this would be Tools - Customize.)
The Customize dialog box appears. With the Toolbars tab selected, click New.
Select the document name from the Make toolbar available to: menu. Click OK. A new, empty toolbar will display.
Click the Commands tab. A list of Categories with corresponding Commands will display. Click the desired category, choose a command, and drag it to the new toolbar. You can customize your toolbar with the commands you use most. The toolbar will lengthen as you add more commands.
Click the Close Button. The new toolbar will display in the named document. To move the new toolbar to the top of the page with the other toolbars, click on and drag it using the Title bar until it “snaps” into place.
NOTE:You can remove command icons and menus the same way you add them, by dragging them below the format toolbar/ruler at the top of your window

Macros

Macros Creating a Macro
Let’s begin by creating a closing for a letter.

Begin by opening a new word document.
From the toolbar choose Tools - Macro - Record New Macro.
After opening, a dialog box should appear.
Begin the macro by creating a name. Macro names must begin with a letter and can be up to 36 characters long. Do not use spaces.
Replace Macro1 with “BobsLetterClosing”. Change the description to read: “Bob’s letter closing”
Once you’ve changed the above fields, click OK. A small tape icon will appear next to the cursor arrow to indicate you are now recording the keystrokes to create your macro. Type: Sincerely, (press enter) Bob Smith, Office Manager XYZ Corporation (press enter) BS/aw (press enter)
Click the “stop recording” icon from the macro toolbar that appeared when you began the macro. You can also choose Tools - Macro - Stop Recording from the menu bar.

TIP: If you commit an action during macro recording that you didn't intend, you can use the Undo command.

Running Macros

Choose Tools - Macro - Macros from the toolbar or keyboard command Alt + F8.
Select BobsLetterClosing from the list of macros.
Select Run. The macro stored will appear in your document where your cursor is at the time you select Run.

Editing Macros

Choose Tools - Macro - Macros from the toolbar and choose the name of the macro to edit. Select BobsLetterClosing.
Click on Edit.
A window will open that contains all the coded contents of the Macro along with the title and description (below).
Delete the word Bob and type Robert as shown above.
Save the changes by clicking on the save icon on the toolbar. Close the window by using the “X” in the upper right corner. Re-run the macro to make preview your changes.

Assigning a Macro to the Keyboard

Instead of using the toolbar to run a macro, you can also assign a macro to a keyboard command. This is a real time-saver, especially for those who predominately use their keyboard instead of their mouse. Follow the steps below to set up your macro to run from a keyboard command.

Choose Tools - Customize - Keyboard from the toolbar.
Scroll through Categories until you find Macros and click on it.
Select the macro in which you want to assign a keyboard command.
Place your cursor in Press new shortcut key: and type a command as you would want to type it when accessing the macro. In this case we will click the Alt key and C. The command will appear in the Current keys field.
Press Assign and Close to complete the process.
After closing the Customize window, test the keyboard command.
Assigning a keystroke command can also be done when creating a macro. After assigning a name and description to your macro, click the keyboard icon . The Customize keyboard window will appear. Follow the same steps as above to assign a keystroke. When you close the window the record icon will appear.

MS Outlook 2003

Using Outlook 2003 for your email.

Customizing Outlook

The Navigation Pane

The Navigation Pane has many of the same options as the Folder List. It contains various buttons such as Mail, Calendar, Contacts, Tasks, and so on. If the Navigation Pane is not visible, go to View on the menu bar, and select Navigation Pane.

Use the Navigation Pane Options… to rearrange the display order of the buttons. You can also add or remove buttons by selecting Add or Remove Buttons.

Each button in the Navigation Pane also contains other options. Click on a button to see its options displayed above the Navigation Pane and its contents displayed to the right.

Organizing Your Inbox

Sorting and Arranging E-mail

Arrange By and Current View allow you to organize your incoming emails. To see the various options, click on the Inbox button in the Navigation Pane and then go to Arrange By and Current View under the View pull-down menu.

Arrange By will arrange your emails by the criteria you select: date, subject, from, type and so on.

Current View will sort your email by Sender, or Unread Messages, or all messages received within the last 7 days, and so on. You can also designate the sort option by clicking on the heading at the top of the Inbox window, such as From, Subject, and so on.

Modifying fields in the Inbox

The fields within you Inbox can also be modified. Click on View - Current View - Customize Current View…

In the Customize View: Messages window, click on Fields… to alter the Inbox fields.

In the Show Fields window, you can:

Add additional fields or remove fields.
Rearrange the order of fields by clicking in the “show these fields in this order” column.

To rearrange the field order:

Select the field to be moved by clicking and highlighting it with the left mouse button.
Click on the Move Up or Move Down button. Keep clicking until the category is in the order you want it.
Click OK, and OK again at the next window to exit the Customize View: Messages window.

Working with E-mail

Opening E-mail If you have the preview pane activated (it is by default) you just single-click on the message and the contents is displayed in the lower pane of the information viewer. You can change where the preview window is displayed: View - Reading Pane - Right, Bottom, or Off. Use the toolbar at the top of the screen to manage your e-mail when using the preview pane. If you want to open the message in a separate window, double-click on the message. It will open in a separate window. Right-click on the message (in the top pane) you'll be presented with a shortcut menu to perform functions like reply, forward, etc. Using rules or filters Outlook allows you to create rules to reroute e-mail from particular users to specific locations within Outlook. This feature lets you sort your incoming e-mails or to move low or high priority e-mails from the Inbox to another folder. To set up a rule or filter, select an e-mail by clicking on it once. Click on the Create Rule button on the toolbar. Select the criteria and folder options for the new rule. Click on OK or Advanced Options… to go to the Rules Wizard where you can set more advanced rule options. By clicking Next, continue through the Rules Wizard setting the criteria you desire. You can click Finish at any point to complete the rule setup. Again, continue through the Rules Wizard setting the criteria you desire. You can click Finish at any point to complete the rule setup. Flagging a Message for Follow-up Flagging an incoming e-mail message for follow-up can be used as a reminder to take some sort of action with a particular e-mail at a later time. Select the e-mail that you want to flag. From the Actions pull-down menu, click and hold on the Follow Up arrow to see the Follow Up menu. Select Add Reminder… to get the Flag for Follow Updialog box. Use the pull-downs in the various fields to select your follow up action. You can also flag an e-mail for follow up by clicking on the flag at the right-hand end of the mail message. Deleting an E-mail Message You can delete individual e-mail messages by clicking on it once and then clicking on the X on the toolbar or go to the Edit pull-down menu and select Delete. (This action moves your deleted item into the Deleted Items folder, which can be accessed from the Folder list.) To empty the Deleted Itemsfolder, choose Empty “Deleted Items” Folder from the Tools pull-down menu. Note: Even though you receive a message indicating that your e-mails have been permanently deleted, they still reside on Binghamton University’s Exchange Server for 15 days. To remove them entirely from the Server, or to recover deleted items, open the Deleted Itemsfolder and go to Tools - Recover Deleted Items... Select the item and click on the red X in the toolbar to remove it from the server or click on the yellow envelope icon to recover the item. Finding an E-mail You can search for a specific e-mail by subject or by sender. From the Inbox click on theFind icon on the Toolbar. Do an advanced search by clicking on the down-arrow for Optionsand selecting Advanced Find...

Sending and Replying to E-mail

Replying to an E-mail Message When answering an e-mail message, you can Reply (to the sender), Reply to All, or Reply to all addressees in the e-mail, or Forward the e-mail to another party. Rules for Answering a Listserv At Binghamton University, there are many listservs. Listservs are managed e-mail distribution lists. They usually require that a user subscribe to them in order to be added to the distribution list. When you receive an e-mail from a subscriber of a listserv, the Fromfield will have the name of the listserv and the listserv’s e-mail address. On behalf of will indicate who on the listserv is sending the message. When responding to a listserv message in Microsoft Outlook, using eitherReply, or Reply to All, will send a message to everyone on the listserv. Sending a New E-mail Message Be sure that you are in the Inbox. Click on the icon of the envelope on the left edge of the toolbar (it'll be the first icon on the toolbar). This opens the new message form. You can either click in the To: box and type in an e-mail address, or click on the To: button to open the address book. To spell check the message, press the key or select Spelling and Grammarfrom the Toolspull-down menu. Once you have addressed the message, click Send. Timing an Outgoing Message In Outlook, you can create a new e-mail message and then set a specific time for that message to be sent. Open a new message and click on the Options icon. Check the Do not deliverbefore option, and select a date and time when you want the e-mail to be sent. Within the Message Options window, you can also use the tracking options to request a delivery receipt for your e-mail message. Message settings let you specify the importance and sensitivity of your e-mail message. Creating a Distribution List Creating a distribution list will save you time if you have a list of people that you frequently send e-mails to as a group. Select New from the toolbar and click the down arrow to select a Distribution List. Use the Select Members option to get names from your Contact Listor to access names on theGlobal Address List within Binghamton University’s Exchange Server. Use the Add New option to add names that are not in your contact list or part of the Global Address List. Provide a name for your distribution list. Save and Close. Attaching Files to E-mail Messages Start a new e-mail message. Select Insert from the menu bar. Select File to attach a file. (You may choose from your hard drive, a floppy disk or a network drive.) Once you find the file you'd like to attach, double-click on it. Address the e-mail and send it. That's all there is to it! Using the Out of Office Assistant When you’re away from the office for an extended period of time, you can use the Out of Office Assistant to answer your e-mails for you. From the Inbox using the Toolspull-down menu, select Out of Office Assistant. Click the radio button that indicates you are currently “Out of the Office”. Type the message you would like Outlook to send out while you are away from the office.

Using The Contacts Function

Using the Contacts Function The Contacts folder is where you will manage all of your personal or business contact information. It's your electronic Rolodex. You can use the information in your Contacts folder for more than just e-mail. You can create mailing lists, mailing labels or mail merges from Word, or create an Access database or Excel spreadsheet containing your information. To create a new contact, click on the Contacts button in the Navigation pane. From the New pull-down menu, select Contact. The New Contact form is fairly self -explanatory so go ahead and fill it out with your personal info. When you're done, click Save and Closeon the toolbar That's it. You've created a new contact! If you entered an e-mail address for this contact, we can let Outlook resolve the e-mail address for us whenever we send e-mail to that person. Instead of typing the whole e-mail address of the contact, we can just type their last name (as an example) and hit the key and Outlook will fill in the e-mail address for us. Creating a Contact from the Sender of an E-mail Within the Inbox, click on the e-mail. Hold down the left mouse button and drag that e-mail into the Contact button in the Outlook Navigation Pane or the Folder List. Outlook will open a business card for you to add additional information about your contact. Save and close. You can also create a contact from an e-mail that has been opened by right-clicking on the senders name and selecting the option Add to Contacts. Again, a business card will open for you to add additional information if necessary. Then save and close. Deleting a Contact To delete a contact, just select the contact by clicking on it once. Then click on theX on the toolbar. Changing the View of the Contacts Folder While you're in the Contacts folder, click on the Viewbutton on the Filemenu . Click on Current View. Click on Phone List. You can see how the view changes into an alphabetical listing of all your contacts, suitable for printing for reference when you're not online. There are many pre-set views available or you can custom build the one you like best.

Using The Calendar

Calendaring Sharing information is what GroupWare is all about. GroupWare is software that allows groups of users to share information in a team-like environment. When Outlook is connected to an Exchange Server, you have the ability to share everything or nothing at all. The choice is up to the user. Adding an Appointment Click on theCalendarbutton on theNavigation Pane. The default view of the calendar is a single day and either one or two month's calendar view on the right-hand side (above the Navigation Pane.) Note: You may change the view to a “work week” (five or seven day), or a “month” view. Click on the center (yellow) section of today's view after 12:00PM, for example, and the area will turn blue. (You can also hold down the left mouse button to drag and select a block of time. Then press .) Type a description of an appointment, such as “meeting with the boss” into the box. Press . The area will turn to white with black letters and a little bell will appear to the left of the text you entered. This tells you that you have an appointment set for the time you chose and a reminder will alert you 15 minutes before. You may also add a new appointment by choosing New - Appointment from the menu bar. Outlook will open a blank appointment card for you to fill in. Keep the Reminder option checked to be reminded 15 minutes prior to your meeting. Or, you can use the down arrow to select a new reminder time. (Reminder times vary from 15 minutes up to 2 days.) Note: By default, Outlook’s time options are on the hour or the half hour. For example, you can plan a meeting for 10:00 AM or 10:30 AM. But, you can adjust the time to any time you’d like just by highlighting over it and typing in the new time. See the examples below. When planning an all day event, check the All day event box. Notice that the time options have disappeared. Please note also that when you select an All day event, your Show time as option will default to Free. You may want to select theBusyoption or Out of Office, etc. You may also add a label (right side of window) to the appointment to designate what it is (i.e. birthday, anniversary, must attend, etc.) Save and Close after you’ve finished entering your appointment information. Calendar Viewing Options You can view your appointments in a variety of ways by selecting View - Arrange By - Current Viewfrom the pull down menus on the toolbar, and choosing the available options. Deleting an Appointment Select the appointment by clicking on it once. Click on the X on the toolbar. Planning a Recurring Meeting Begin a new appointment and click on the Recurrence… option to plan a recurring meeting. Select the date and time of your recurring meeting. (You can use this option to schedule a weekly staff meeting, for example.) The default is for your recurring meeting to have no end date, but this can be changed to up to a maximum of 999 occurrences, or a specific date. Planning a Meeting When planning a recurring meeting, you have the option to Invite Attendees (under the Actions pull-down menu in the Appointmentdialog box.) You can also plan a meeting using the Plan a Meeting… option (under the Actions pull-down menu on the Calendar toolbar.) Select the meeting date, and start and end time. Click on the Add Others button. You’ll be directed to your Personal Contact list. From here you can access the Global Address List, which is a list of all Microsoft Outlook Exchange Server users at Binghamton University. In the example below, Tammy Flynn is planning a meeting and will invite tc01 through tc04 (generic log on’s at the Technology Training Center). Select the names you wish to invite to the meeting. You may choose Required, Optional or Resources. Click OK. You may be asked to join “share your schedule information.” Now click Make Meeting. Outlook will now scan your attendee(s) availability for the specified meeting date and time (providing of course that they are also Outlook Calendar users). You’ll be able to see their status/availability by matching the bars at the top with the color key symbols at the bottom. If attendees have no availability on the day of your meeting, use the AutoPick Next button. The button to the right and left of AutoPick Next will select the next free meeting time based on attendee availability. The attendees will receive an e-mail notification in their Inbox advising them of the meeting. They have the option of accepting, declining, or sending a tentative response to the invitation. After they’ve responded, you will be able to check their availability. Sharing Calendars Right-click on the word Calendar. You'll see a shortcut menu pop open, left-click on the Properties. Click on the Permissions tab. Here, you can give designated users “permission” to access your calendar. Click the Add button. Select which user(s) you want to have permission to access your calendar from Binghamton University’s Global Address List. Click the Addbutton. Click OK. Setting Permissions Now, give the users the level of permissions you want them to have. Use the down arrow by Roles to choose different levels of permissions. Notice that various permission levels change as you choose a different role. (In this example, TC02 through TC05 have been given the role of Publishing Author.) Click OK on each screen as it comes up. Accessing the Shared Calendar Permission to share a calendar was just given, but in order to access that calendar, the user(s) must make that calendar visible on their own folder list. From the Calendar Navigation pane, select Opena shared calendar. Click on Names. Select the name(s) of the shared calendar, click OK and click OKagain. From theCalendar pane, you will see the Other Calendars area with a listing of those calendars you have permission to view. Select the checkbox to remove the person’s calendar from view. Recheck the box to view their calendar.

Creating Tasks

Creating Tasks To enter a new task, click on the Task button in the Navigation pane. Select New, and type in your task information in the Subject area. You may make this task a recurring task by selecting the Recurrence option and choosing a date and time. An example of a recurring task might be a reminder to have handouts ready for a biweekly staff meeting. Save and Close. Assigning a Task to Someone In Outlook, you can create a task and assign it to another person. Open a new task and fill in the information in the subject area. Next, provide any detailed information about the task, if necessary. Click the Assign Task option. This generates an e-mail message. Type the recipient’s name next to To:, or select it from the Global Address List. Type the subject and any detailed information about the task. Use the Attachment icon to attach a file, if necessary. Use Due/Start date, Status, Priority, and % Complete as necessary. Keep the Send me a status report option checked to receive notification when the task has been completed. Click on the Send button to send the task. The recipient of the task will receive an e-mail notification in their Inbox, which they will open like a standard e-mail. They have the option of accepting the task, declining the task, or assigning that task to another person. Using Outlook Web Access

Using Outlook Web Access

Outlook Web Access is a web interface to the Binghamton University Outlook Exchange server that lets you check your Exchange mail, calendar, contacts and tasks from any Internet Explorer web browser. Many faculty and staff use the Exchange server for Outlook e-mail and calendaring, but some don’t. Who Can Use Outlook Web Access? If you’re unsure of whether you use the Exchange server, the best way to check is to open Outlook on your desktop and pull down the Tools menu. One of the items on the menu should be “Services”. If you don’t see the “Services” option, it means that you don’t use the Exchange server and won’t be able to use Outlook Web Access, but you can still check your mail on the road with Squirrel Mail (smail.binghamton.edu). If you do see the “Services” option, select it and confirm that “Microsoft Exchange Server” is one of the items on the list. If it is, you’re ready to use Outlook Web Access. If you have any questions about access to Outlook Web Access, contact the Help Desk at x76420. Connecting to Outlook Web Access There are currently at two Exchange servers on campus maintained by Computing Services: “BUEXCHANGE” and “bux2k”. If you’re not sure of which one you use, you can find out by checking a setting on your office computer: In Outlook, pull down the Toolsmenu Select Services Select Microsoft Exchange Server Click Properties Note the “Microsoft Exchange Server:” box. It should read either “BUEXCHANGE” or “bux2k” From an Internet Explorer web browser simply enter one of the following addresses in the browser’s address line: http://owacc.binghamton.edu/exchange (for BUEXCHANGE) or http://bux2k.binghamton.edu (for bux2k). If you’re using bux2k, skip to the next step. If you’re using BUEXCHANGE, you’ll see a yellow screen with a log on box on the right side of the screen, enter the name you use to log on to your desktop computer at work. A box will pop up. Enter your domain name (bgm,wtsn,som), followed by a “\” and the user name you use to log on to your office computer. Enter the password you use on your office computer. For your own security, make sure that the “Remember my password” box or “Save this password in your password list” box is unchecked, especially if you’re using someone else’s computer. Click OK. If your password is accepted, Outlook Web Access will open and you’ll see a view that’s probably similar to the Microsoft Outlook you use on your desk. The left hand column, the Outlook Bar lets you switch between your Inbox, Calendar, Contacts and other features. In your Inbox, the middle column shows all of your e-mail folders, and the third column displays your email. Using Remote E-Mail The Inbox display in Outlook Web Access is a simplified version of the one your familiar with in Outlook. Clicking any underlined sender’s name will display that message. A toolbar of icons allows you to perform most of the functions you’re used to. From the left, they are: Compose New E-Mail Message New “Post-It” (A note to yourself) Check for New E-Mail Move copy folder Delete marked items (Mark items by clicking the check box beside them) New Folder Delete Current Folder Empty Deleted Items Floating your cursor over any of these will also reveal their function. Another toolbar is available after you’ve opened an e-mail message. Reply Reply to All Reply to Folder Forward Move/Copy Delete Using the Remote Calendar The Calendar function in Outlook Web Access is also similar to the one in your desktop version of Outlook. Here, the toolbar functionality is a little more limited. Compose New Appointment Compose New Meeting Request Compose New Mail Message Otherwise, you can navigate your calendar very much as you do using the desktop version. Be aware that the Calendar has a tendency to be somewhat slow due to its complexity and the relative speed of the network. Contacts Like e-mail, clicking an underlined name in the Contacts section of Outlook Web Access will open that person’s contact information. The toolbar follows the same pattern we’ve seen with the other functions: Compose Check for New Items Delete Marked Items (as with e-mail, checking the box beside a contact will mark it). Logging Out When you’re through with Outlook Web Access, you should close your browser to end the session.

Configuring Microsoft Outlook Express

Microsoft Outlook Express is the e-mail program that usually comes installed with Microsoft Windows and Internet Explorer. It provides access to multiple e-mail accounts as well as Internet news servers and offers advanced message filtering features to keep your inbox organized. Open Outlook Express by double-clicking on the icon: Click on the Tools menu, and select Accounts… Click on the Mailtab. Then click on Add and select Mail… Outlook Express will launch a wizard to take you step-by-step through the configuration process. On the first panel, enter your name as you would like it to appear on messages you send. Click Next. Enter your Binghamton University e-mail address in the top field. (ex: jsmith1@binghamton.edu). Then click Next. For incoming mail server, select POP3 from the list. The incoming mail server ismail.binghamton.edu. The outgoing mail (SMTP) server is smtp.binghamton.edu. (Home users on Roadrunner should enter smtp-server.stny.rr.com.) Click Next. For Account Name, type in the first part of your e-mail address before the “@” sign. (ex: jsmith1). Type in your password in the Password box. Click Next. Note: If you check the Remember Passwordbox you will not need to enter your password each time your check your mail, however, those with access to your computer would also be able to see read your e-mail without using a password. Click Finish to save your settings. Performing Common Tasks in Outlook Express To create a new message, press Ctrl+N or click: To check for new mail, press Ctrl+M or click: To access the address book, press Ctrl+Shift+B or click:

MS PowerPoint 2003

Using MS PowerPoint 2003.

Opening, Saving, and Viewing a PowerPoint Presentation

Opening, Saving, and Viewing a PowerPoint Presentation

Starting PowerPoint
To launch PowerPoint, click Start and select Programs - Microsoft PowerPoint.

A blank PowerPoint slide screen will open.

Saving a PowerPoint Presentation
Like any program file, you should save your work at regular intervals. You can save a PowerPoint presentation by going to File - Save on the menu bar or by clicking on the floppy disk icon on the menu bar.

Selecting a Presentation Format

Selecting a Presentation Format
When PowerPoint opens, to the right of the blank slide, you'll see a menu screen giving you a number of options for creating a new presentation, opening a template or opening an existing presentation.

Presentations…: Find and open an existing presentation for editing or showing.
Blank Presentation: Creates a new blank presentation.
From Design Template: Creates a new presentation based on a selection of design templates.
From AutoContent Wizard: PowerPoint template containing presentation design and sample text that you can replace with your own.

Using the AutoContent Wizard

Using the AutoContent Wizard

The AutoContent Wizard makes authoring your presentation easier. If you're trying to meet a deadline or have writer's block, AutoContent Wizard will help you create a professional presentation. Select AutoContent Wizard and from the New Presentation menu (to the right of the blank slide screen.)

You may be greeted by the Office Assistant offering you help. Use the Office Assistant only if you want step-by-step instructions on using the AutoContent Wizard.

Using a Design Template

Using a Design Template

Click on From Design Template from the New Presentation menu.

A template design menu will appear to the right of the blank presentation slide. Select a design template from the list.

Editing Your Presentation

Editing Your Presentation

Choosing a Slide Layout
At any point you can choose and/or change the slide layout in PowerPoint, whether you've used a design template, a blank presentation or the AutoContent Wizard. To see slide layout options, go to Format - Slide Layout.

Editing Slides

When you start any new presentation there will be two blank slides containing text boxes. These are called placeholders. These placeholders make entering content easier. Placeholders are available for all kinds of presentation objects, including titles, text, clip art, charts, and tables.
To delete a placeholder:

Click inside the placeholder box.
Next press the Esc key.
Then press the Delete key.

To replace a placeholder:

Click on Format - Slide Layout.
Choose a layout and click the Reapply button.

Inserting New Slides
To insert additional slides into your presentation, choose New Slide from the menu bar or go to the Insertpull-down menu and choose New Slide.

The text in each slide is a guide to help you structure the content of your presentation. Like any word processing package, this text can be edited by highlighting and typing over it.

Click on the Outline tab (to the left of the screen) to edit in outline view. As you click on the text of a particular slide in the Outline view, you will be advanced to that slide in Slideview. You can see what your slide looks like as you type.
Click on the Slides tab to edit on the actual slide. An icon listing of your slides will appear to the left of your slide. Click on any slide and that slide will appear to the right. Click in the slide itself to make edits.
Click on the title on the slide to make the text box appear.
Resize your title if necessary by highlighting it and changing the font size.
You can also use your mouse to grab any of the text box anchors to resize the text box.

Adding Effects to Slides

Adding Effects to Slides

PowerPoint lets you add effects to entire slides. For example, you can choose to have your slides fade in, one after another, with or without sound.
To add an effect to a slide, choose Slide Show - Slide Transition to create a special effect for your slide show.
From the dialog box, select the effect, how fast you want it to occur, and a sound to play during the effect if desired.

Click Play to see the effect. Use the Apply to All option to apply the new effect to all of your slides.

Graphics, Images, and Annimation

Graphics, Images, and Annimation

To insert a graphic or image, choose Picture from the Insert pull-down menu.
Choose what type of graphic you want to insert – Clip Art, From File, From Scanner or Camera, Organization Chart, Auto Shapes, Word Art.

Depending on what type you choose, you'll see either a file directory or a selection of shapes or text designs. Find the selection you want and click on it.

Clip Art

From the Insert Clip Art dialog box, enter a keyword to search for relevant clip art and click Search.
From the results, click on the image you want to insert.

The image will be inserted into your slide.
Use the Picture pallet to make adjustments to your image (adjust contrast, brightness, color, crop, etc.)

From File
From the directory window, find and select the file you want to insert and then click Insert.
The image will be inserted into your slide.
Use the Picture pallet to make adjustments to your image (adjust contrast, brightness, color, crop, etc.)

From Scanner or Camera
You must have a scanner or camera connected to your machine to use this option.

Organization Chart
A blank organization chart will be inserted into your slide.
Use the Organization Chart pallet (Insert Shape, Layout, Select) to format and change the pallet.
Click in any of the chart boxes to add text.

Auto Shapes
Click on a shape from any of the shape pallets.
After selecting a shape, the cursor will appear as crosshairs.
Click the crosshair cursor in your open slide.
The shape you selected will be inserted into the slide.

Word Art
Click on a Word Art text design and then click OK.

In the text box, type your text.
Click OK.
Your text will appear as a graphic on your slide.

Inserting diagrams
To insert a diagram, choose Diagram from the Insert pull-down menu.
From the Diagram Gallery, click on the type of diagram you want to.
Click OK and the blank diagram will be inserted into your slide.
Click on any of the text markers in the blank diagram to add your own text.
Use options in the Diagram pallet to make more adjustments to your diagram.
Once your graphic or diagram is inserted into your file, you can move it around or stretch it and so on by using the anchors just as with a text box.

Adding Animation
PowerPoint lets you add animation to images.
Insert your image into your slide.
Select the image on the slide. (You should see the anchors around the image if it is properly selected.)
Choose Custom Animation from the Slide Show pull-down menu.
From the Custom Animation dialog box, click on Add Effect.
Choose the type or direction of motion by moving your cursor over the selection so it is highlighted. Highlighting the selection will open another menu with options for that selection.
Click on Play to test your animation. You can also set the options for how fast the animation plays and what triggers the animation to start.

Using the Slide Sorter

Using the Slide Sorter

Use View Slide Sorter to review your slides.
You can rearrange slide order, copy slides or delete slides using the Slide Sorter (View - Slide Sorter).
Click on the slide you want to move. Hold down the left mouse button, drag the slide to the new location and let go.

Viewing the Slide Show

Viewing the Slide Show
View your slide show by choosing View - Slide Showf rom the menu bar.
Hit the Escape (Esc) key on your keyboard anytime to exit the slide show.