Guidelines for Microsoft Office 2013

Your Digital Toolkit
CHAPTER 1 Managing Your Time with Microsoft
Outlook 2013
CHAPTER 2 Using SkyDrive
CHAPTER 3 Using Microsoft OneNote 2013
CHAPTER 4 Taking Screenshots
Chapter 2, Skill 2, of Module 2 teaches you
how to copy a module’s folder of files from the
Student Resources disc to your hard disk, flash
drive, SkyDrive, or other storage medium. You
will need one of those files for Chapter 2 of
this module.
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Guidelines for Getting
I
Start-Up and Shut-Down Procedures
The Guidelines Book Package
Your book comes with a Student Resources disc
that contains (1) files required for completing
the activities and (2) Skills Videos that, step by
step, demonstrate each skill in the book. You also
need access to a computer that has an Internet
connection and the Windows 8 operating system
with Microsoft Office 2013 software installed. The
data files, along with additional references and
resources, are also available at the book’s website at
www.ParadigmCollege.net/Guidelines13.
Hardware and Software
Requirements
Your book is designed for a computer running a
standard installation of the Microsoft Office 365
Home Premium or Small Business and the Microsoft
Windows 8 (Windows 8 Pro, Windows 8 Enterprise,
Windows RT) operating system. To run this suite
and operating system effectively, your computer
should have the following capabilities:
2
•Minimum 1024 x 576 monitor resolution
(or 1366 x 768 to use the Windows 8 Snap
feature)
•Computer mouse, multi-touch device, or
other compatible pointing device
n this book, you learn to use several computer
application programs (also called apps) that
combine to make an application suite. This suite
of programs is called Microsoft Office 2013. The
programs you learn to use, also referred to as
software, work with your operating system to
enable you to perform various types of tasks.
The programs in the suite include Word, a word
processing program; Excel, a spreadsheet program;
Access, a database program; OneNote, an electronic
notebook program; Outlook, a personal information
manager; and PowerPoint, a presentation program.
You also learn the basic features of the Windows 8
operating system and the Web browsers Internet
Explorer, Chrome, and Mozilla Firefox.
•1 gigahertz (GHz) processor or higher;
1 gigabyte (GB) RAM (32-bit) or 2 GB RAM
(64-bit)
•CD/DVD drive, USB port and USB flash drive,
SkyDrive account with a live Internet
connection, or other removable storage
medium
•3 GB of available hard-disk space
•.NET version 3.5, 4.0, or 4.5
• DirectX10 graphics card
You need to know how to turn the computer on
and off and, depending on where you will store
your course work, how to insert a CD or DVD and
flash drive, and how to access SkyDrive.
•
To turn on the computer: Press the power
, which loads the Windows 8
button
operating system. You may need to log in
using an assigned user name and password.
•
To insert a CD or DVD: Press the Open
button on the front panel of the CD or DVD
drive and the tray opens. Place the disc in the
tray with the disc label facing up. Press the
Open button again to close the tray.
•
To insert a flash drive: Insert your flash
drive into a USB port. Note that there is only
one way to insert the flash drive, so you may
have to flip it over so that it fits. Do not force
the flash drive into the port. If you need help
ejecting the flash drive, check with your
instructor.
•
To access SkyDrive: Refer to Chapter 2—
Using SkyDrive.
•
To turn off the computer: When you are
finished working with your computer, press
Win + C, click Settings, click Power, and then
click Shut Down.
CPU
monitor
printer
DVD drive
power button
mouse
keyboard
open button,
DVD drive
laptop
storage media
USB port
(front, back
or side of
computer)
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Started
Using the Student Resources Disc
The Student Resources disc that comes with your
book contains videos demonstrating the steps for
each skill in the book. You can use
the videos to preview the skills
Video I_C1_S01
before you start working or to
clarify how to perform the steps if
you have difficulty completing a skill. To run the skills
video, your computer needs to have a web browser
and the Adobe Flash Player plugin installed. Flash
Player is automatically installed with Windows 8 and is
also available free of charge from Adobe online at
get.adobe.com/flashplayer.
The Student Resources disc also contains files you
need to complete the module or chapter skills,
chapter assessments, and module assessments.
Module 2, Chapter 2 teaches you how to download
or copy each module’s folder of files from the disc to
your hard disk, flash drive, SkyDrive, or other storage
medium. Note that you don’t need any student data
files for Module 1.
Starting an Office 2013 Application
Program
The first module in your book uses the Outlook and
OneNote programs. To start Outlook or another
program in the Office suite, follow these steps:
1 Press Win + C to display the Charms bar.
2 Click the Search charm.
3 Type the name of the app in the search box.
4 Click Apps in the Search pane if it is not
already selected.
5 Click the name of the app in the Apps results list.
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3
5
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Chapter 1
Managing Your Time with
Microsoft Outlook 2013
Developing good organizational and time management skills can help you succeed in both
school and your career. Personal information management software, such as Outlook, can
simplify the organization of personal and business activities and help you stay on top of
things. Outlook contains tools for organizing appointments, managing email, and keeping
track of people.
One aspect of managing time involves keeping an organized schedule. Calendar is an Outlook
scheduling tool that you can use to keep track of appointments, create reminders about
events, and schedule meetings.
Knowing where to quickly find email addresses or phone numbers for personal and business
contacts is also an essential organizational and time management skill. People is an Outlook
tool for creating an electronic address book that stores contact information for the people
you communicate with. Because People is linked to your Outlook email address book and the
Outlook Social Connector, you can stay up-to-date on your social networks without leaving
Outlook.
You may have noticed that a Calendar app and a People app are installed with Windows 8.
These apps are also designed to help you manage your time. However the focus of this chapter
is Outlook, which is part of the Microsoft Office 2013 suite.
Skills You Learn
1
2
3
4
5
6
Open Outlook and use Peeks
Display the Calendar
Schedule an appointment
Schedule a meeting
Add people
Search for people and appointments
Files You Need
For these skills, you do not need any student data files.
What You Create
In this chapter, you learn how to use Outlook to organize your personal, school, and career
life. You schedule an appointment and a meeting in Outlook’s digital Calendar. You then send
an electronic invitation to others, inviting them to attend a scheduled meeting. You also add
your personal and business contacts to Outlook’s People list and you learn how to always have
schedule and contact information at your fingertips.
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Scheduled Appointment
Completed Skill 3
Scheduled Meeting
Completed Skill 4
People
Completed Skill 5
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Chapter 1
Open Outlook and Use Peeks
Skill 1
Video
Outlook contains four main
views—Mail, Calendar, People, and
Tasks. When you start Outlook, Mail
view displays by default. Use the
Navigation bar in the bottom left
I_C1_S01
Steps
1-4
Another Way
You may have an Outlook
2013 tile on the Start
screen. If you do, click this
tile to start Outlook 2013.
of the screen to switch to Calendar
view. You can also use a feature
called Peeks to view your Calendar,
People, or Tasks without having to
switch views.
1 From the Start screen, press Win + C to display the Charms bar.
2 Click Search in the Charms bar.
➧Tip See page 3 for an
illustration of Steps 1–4.
3 Type Outlook in the search box.
➧Tip To pin Outlook
2013 to your Start screen,
right-click Outlook 2013 in
the Apps results list and
then click Pin to Start.
4 Click Outlook 2013 in the Apps results list.
5 Hover over the Calendar button in the Navigation bar to peek at the
Calendar.
➧Tip If you do not have
an Outlook account, you
will be prompted to set
one up.
6 Move the mouse off the Calendar button to make the Calendar peek
disappear.
7 Hover over the Calendar button again to reopen the Calendar peek.
➧Tip When a peek is
pinned within a view, it
only displays in that view.
For example, if you want
to see the Calendar peek in
both the Mail view and the
People view, you will need
to pin it in both views.
8 Click the Dock the peek button to pin the Calendar peek to the right edge
of the Outlook window.
9 Click the Remove the peek button to remove the Calendar peek.
Taking It Further
Customizing the Look of Your Navigation
Bar By default, the Navigation bar displays
buttons for four views: Mail, Calendar,
People, and Tasks. The number of view
buttons displayed and the order in which
the buttons appear can be changed by
clicking the ellipsis
on the Navigation
6
bar and then clicking Navigation Options. To
change how many buttons appear, change
the maximum number of visible items.
To change the order in which the buttons
appear, click a button and then click the
Move Up or Move Down button.
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Chapter 1
Skill 2
Video
I_C1_S02
Display the Calendar
You can display your calendar in a
daily, weekly, or monthly view. You
can also navigate to different days
using buttons on the HOME tab
or using the Date Navigator. While
you are viewing your calendar, you
are also able to view your local
weather forecast on the Weather
bar.
Steps
1
Shortcut
Display Calendar
Ctrl + 2
1 With Outlook open, click the Calendar button on the Navigation bar to
display Calendar view.
➧Tip To move forward
or backward a day in Day
view, or to move to the
next or previous month
in Month view, you can
use the Forward and Back
navigation buttons.
2 Click the Day button in the Arrange group on the HOME tab.
➧Tip If you do not see
the Date Navigator, click
the Folder Pane Minimize/
Maximize button.
5 Click tomorrow’s date in the Date Navigator at the top of the Folder pane.
➧Tip To add another
city to the Weather bar,
click the down arrow
next to the city, click Add
Location, type the name
of the city, and then press
Enter.
7 Hover over Today on the Weather bar to display additional weather details.
➧Tip Depending on
the size of your monitor
screen, you may need to
minimize the Folder pane
to see Tomorrow on the
Weather bar.
8
3 Click the Month button in the Arrange group.
4 Click the Next 7 Days button in the Go To group.
6 Click the Today button in the Go To group to display your calendar for today.
8 Hover over Tomorrow on the Weather bar to display additional weather
details.
Taking It Further
Customizing the Look of Your
Calendar The VIEW tab contains many
options for customizing the look of your
calendar. To change the background color,
click the Color button in the Color group
and then click a background color. You can
change the time intervals shown in the
Calendar by clicking the Time Scale button
in the Arrangement group and selecting an
interval from the drop-down list. You can
also use the Time Scale button to change the
time zone.
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Folder Pane
Minimize/Maximize
button
2
3
Date Navigator
4
Introduction
5
Back and Forward
buttons
6
7
8
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Chapter 1
Skill 3
Video
I_C1_S03
Schedule an Appointment
Your Outlook Calendar can help
keep you organized when you use
it to schedule appointments. An
appointment is any activity that
you schedule in your calendar
with a starting time and an
ending time. You can schedule
homework assignments and exams
Steps
as appointments. If you specify
an appointment location, it is
shown in parentheses next to
the appointment information.
You can also set an appointment
reminder to help you remember
the appointment. You can add
appointments in any view.
1 With Outlook Calendar open, click the Today button in the Go To group on
the HOME tab.
2 If Day view is not active, click the Day button in the Arrange group.
3
Shortcut
Create New Appointment
Ctrl + N
3 Click the New Appointment button in the New group.
4 Type Dentist Appointment in the Subject text box and then press the Tab key.
5 Type Main Office in the Location text box.
➧Tip Click the All day
event check box if the
activity lasts the entire
day and does not have a
start or end time, such as
a vacation day.
➧Tip Choose another
date for End time in order
to schedule a multipleday appointment, such as
a vacation or conference.
➧Tip In the Options
group, use the Recurrence
button to enter an
appointment that occurs
on a regular basis, such
as daily, weekly, monthly,
or yearly.
10
6 Click the Start time option box arrow and click 2:00 PM in the drop-down list.
(Scroll as needed to display 2:00 PM in the list.)
7 Click the End time option box arrow and click 3:00 PM (1 hour) in the dropdown list.
8 Click the Reminder option box arrow in the Options group on the
APPOINTMENT tab.
9 Click 1 hour in the drop-down list.
10 Click the Save & Close button in the Actions group on the APPOINTMENT tab.
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Introduction
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Taking It Further
Organizing Your Calendar To help
organize your school schedule, you can
create appointments for project due dates
and homework assignments. You may want
to add reminders to these appointments to
help you get your work finished on time. You
can also plan your course work by creating a
multiple-day appointment with the subject
Chapter 1 to show which days you plan to
work on this chapter.
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Chapter 1
Skill 4
Video
I_C1_S04
Schedule a Meeting
If you need to schedule a meeting,
you can use Outlook Calendar to
send out a meeting request. A
meeting request is an appointment
that is sent to other people and can
include the meeting location and
other important information about
the meeting, such as its topic and
goals. Sending a meeting request
is one way you can integrate
the Outlook Calendar and Email
tools. Responses to your meeting
requests appear in your email Inbox
folder. Recipients can respond to
a meeting request by adding the
meeting to their Outlook Calendars
or by declining the request.
Steps
1 With Outlook Calendar open, click the Day button in the Arrange group on
the HOME tab.
2 Click the New Meeting button in the New group.
3 Type Project Meeting in the Subject text box and then press the Tab key.
4 Type Conference Room A in the Location text box.
5 Click the Calendar button in the Start time text box and then click the date
that is one week from today in the drop-down list. The date displayed in the
End time text box also changes.
6 Click the Start time option box arrow and then click 1:00 PM in the dropdown list.
7 Click the End time option box arrow and then click 3:00 PM (2 hours) in the
drop-down list.
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Introduction
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8 Type Please bring your research notes. in the body of the meeting request.
➧Tip You can also click
the To button to select
email addresses from your
Address Book.
➧Tip Separate email
addresses with a comma
(,) or semi-colon (;) if
you are inviting more
than one person to the
meeting.
9 Exchange email addresses with a classmate and type the classmate’s email
address in the To text box. NOTE: For steps 9–14, you must be using Outlook
as your email client. These steps will work with either a desktop or web-based
version of Outlook that has been configured for your personal use.
10 Click the Send button.
11 Click the Mail button in the Navigation bar to check your email.
12 Double-click the new email you received from your classmate.
13 Click the Accept button arrow.
14 In the drop-down list, click Send the Response Now to respond to the
meeting request.
Introduction
Taking It Further
Configuring Outlook Outlook needs to be
set up or configured for a specific user. If you
are using Outlook on a shared computer, you
will need to log in to Outlook before you can
14
use it. However, for security purposes most
schools do not permit students to configure
Outlook.
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Chapter 1
Skill 5
Video
I_C1_S05
Add People
People is an Outlook tool that
you can use to organize and save
information about the people and
businesses that you communicate
with. The information you enter
about a person or business can
include just the contact’s name
and email address, or it can include
additional information, such as the
contact’s street address, cell phone
number, picture, and birthday.
Steps
1
Shortcut
Display People
Ctrl + 3
1 With Outlook open, click the People button in the Navigation bar to display
People view.
➧Tip The File as
text box is completed
automatically after you
enter the full name.
This entry is used to
organize the People list in
alphabetical order.
➧Tip The Display as
text box is completed
automatically after you
enter the email address.
➧Tip When you receive
an email message in
Outlook, you can add the
sender as a new contact
by right-clicking the
person’s name at the top
of the message and then
clicking Add to Outlook
Contacts.
2 Click the New Contact button in the New group on the HOME tab.
3 Type Michaela Williams in the Full Name text box.
4 Type Align Computers in the Company text box.
5 Type m.williams@emcp.net in the E-mail text box.
6 Type (561) 555-2322 in the Business text box.
7 Click the Save & Close button in the Actions group on the CONTACT tab.
8 Click the Business Card button in the Current View group on the HOME tab
to change to Business Card view.
Taking It Further
Adding a Picture You can add a picture
of your contact to help you quickly connect
a face to a name or a logo to a business
contact. If both the sender and the recipient
use Microsoft Outlook 2013, 2010, or 2007,
16
the person’s picture will appear in the email
message header. To add a picture, click the
image icon in the New Contact window,
browse to locate the picture that you want to
add, and then double-click the file name.
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Chapter 1
Skill 6
Video
I_C1_S06
Search for People and Appointments
Being organized means having
information at your fingertips and
knowing how best to manage it.
With Outlook, you can easily find
people and appointments by using
the Search Contacts and Search
Steps
Calendar text boxes. You only need
to type in the information you are
looking for—and you can even
search using partial information.
For example, you can type part of
a business name or phone number.
1 With Outlook open, click the Calendar button in the Navigation bar.
2
Shortcut
Open Search Calendar
Text Box
Ctrl + E
➧Tip You can refine
your search by using the
buttons on the SEARCH
TOOLS SEARCH tab.
2 Click in the Search Calendar text box and type Dentist Appointment. Outlook
displays the appointment you created in Skill 3.
3 Double-click the appointment.
4 Change the appointment start time to 2:30 PM.
5 Change the appointment end time to 4:00 PM.
6 Click the Save & Close button in the Actions group.
7 Click the People button in the Navigation bar.
8
Shortcut
Open Search Contacts
Text Box
Ctrl + E
8 Click in the Search Contacts text box and type (561. Outlook displays the
Michaela Williams contact.
9 Click the Close Search button in the Close group on the SEARCH TOOLS
SEARCH tab.
10 Click the Close button to close Outlook.
Taking It Further
Exploring the Search Tools Search Tab When you click in the Search Contacts text
box or Search Calendar text box, the SEARCH
TOOLS SEARCH tab appears, enabling you
to refine your search. Commands in the
Scope group specify which Outlook folders
are included in your search. Use commands
18
in the Refine group to narrow your search.
Commands in the Options group allow you
to reuse previous searches, saving you the
time and effort of retyping search criteria. For
example, click the Recent Searches button
and you will find the search you conducted
in this skill in the drop-down list.
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