1 Created Revised 6/8/2010 Office on Information, Technology and Accountability 1 Microsoft Office Tools

2 Office on Information, Technology and Accountability 2 Created Revised 6/8/2010 While Waiting (Do Now) Launch the MS Office Tools Go to File, Microsoft Office, Microsoft Office Tools Scroll through the list of tools Open each one to familiarize yourself with the look of each

3 Office on Information, Technology and Accountability 3 Created Revised 6/8/2010 Nine Elements of Digital Citizenship Student Learning and Academic Performance 1. Digital Access: full electronic participation in society 2. Digital Literacy: the process of teaching and learning about technology and the use of technology 3. Digital Communication: electronic exchange of information School Environment and Student Behavior 4. Digital Security & Safety: electronic precautions to guarantee safety/physical well-being in a digital technology world 5. Digital Etiquette: electronic standards of conduct or procedure 6. Digital Rights and Responsibilities: those freedoms extended to everyone in a digital world Student Life Outside the School Environment 7. Digital Commerce: electronic buying and selling of goods 8. Digital Health and Wellness: physical and psychological well-being 9. Digital Law: rights and restrictions

4 Office on Information, Technology and Accountability 4 Created Revised 6/8/2010 Digital Citizenship Links spx spx

5 Office on Information, Technology and Accountability 5 Created Revised 6/8/2010 Standards Addressed Standard 1: Demonstrate proficiency in the use of computers and applications as well as an understanding of concepts underlying hardware, software, and connectivity.

6 Office on Information, Technology and Accountability 6 Created Revised 6/8/2010 Introduction to MS Office Tools By the end of this session you will know and be able to: Organize clips in Clip Organizer Set Language Settings Run Application Recovery Utility Create a Snapshot of a Access report with Access Snapshot Viewer Use Document Scanning to scan a document and edit the document with the document Imaging application Run the Save My Settings Wizard (there is a separate tutorial for MS Office Picture Manager)

7 Office on Information, Technology and Accountability 7 Created Revised 6/8/2010 You Will Demonstrate This By: Completing the following tasks: Organize clips in Clip Organizer Set Language Settings Run Application Recovery Utility Create a Snapshot of a Access report with Access Snapshot Viewer Use Document Scanning to scan a document and edit the document with the Document Imaging application Run the Save My Settings Wizard

8 MS Office Clip Organizer Created Revised 6/8/2010 Office on Information, Technology and Accountability

9 MS Office Clip Organizer Microsoft Clip Organizer is Microsoft's Clip Art organizing software to find drawings, photographs, sounds, videos, and other media clips with presentations, publications, and other Office documents. It is also comes with a variety of stock media clips and offers more selection on the Microsoft Office Online website as well. Created Revised 6/8/2010 Office on Information, Technology and Accountability

10 MS Office Clip Organizer You can let Clip Organizer automatically gather and add clips you can decide which folders and drives will scan for new clips. You can also add clips yourself, specifying exactly which clips to add. Created Revised 6/8/2010 Office on Information, Technology and Accountability

11 MS Office Clip Organizer You can use Microsoft Clip Organizer to gather and store your own photos, animations, videos, and other media files. Created Revised 6/8/2010 Office on Information, Technology and Accountability

12 Adding Clips to Clip Organizer The first time you open Clip Organizer, you can choose to let it scan your computer for photos and other media files and then organize the files it finds into separate collections so that you can easily find them later. Clip Organizer doesn't actually copy or move the files on your computer. Instead, Clip Organizer leaves the files in their original location and simply creates shortcuts for the files in collection folders. These shortcuts let you preview, open, or insert a file without having to go to its installed location. Created Revised 6/8/2010 Office on Information, Technology and Accountability

13 Adding Clips to Organizer You can add clips yourself or choose to let Clip Organizer scan for new clips any time you want. Automatically On my own From scanner or camera Created Revised 6/8/2010 Office on Information, Technology and Accountability

14 Finding Clips in Organizer There are several ways to make clips easier to find. Clip Organizer automatically adds certain keywords to media files for example, the name or extension of the file. You may want to modify, delete, or add new keywords, either to a single clip or to multiple clips to ensure that you can find the clips later. When you add clips, Clip Organizer creates collection folders that are named after the folders on your computer where it found the clips. You can choose to add the clips to more than one collection, or move clips from one custom collection to another. Created Revised 6/8/2010 Office on Information, Technology and Accountability

15 Finding a Clip On the Standard toolbar, click Search. In the Search task pane, in the Search for box, type a word or phrase that describes the clip you want or type in all or part of the file name of the clip. To narrow your search, do one or both of the following: To limit search results to a specific collection of clips, in the Search in box, click the arrow and select the collections you want to search. To limit search results to a specific type of media file, in the Results should be box, click the arrow and select the check box next to the types of clips you want to find. Click Go. Created Revised 6/8/2010 Office on Information, Technology and Accountability

16 Add, Change, or Delete Keywords for a Clip You can add, change, or delete keywords for clips that you have added to Clip Organizer. 1 Select a clip. On the Edit menu, click Keywords. 2 In the Keywords dialog box, do one of the following: Add a new keyword In the Keyword list, type the keyword you want to add. To add multiple keywords at the same time, separate the keywords with a comma. Click Add. 3 Change an existing keyword In the Keywords for current clip list, select the keyword you want to modify. In the Keyword list, enter changes to the keyword. Click Modify. 4 Delete a keyword In the Keywords for current clip list, select the keyword you want to delete. Click Delete. See next slide Created Revised 6/8/2010 Office on Information, Technology and Accountability

17 Add, Change, or Delete Keywords for a Clip Created Revised 6/8/2010 Office on Information, Technology and Accountability

18 MS Office Language Settings Created Revised 6/8/2010 Office on Information, Technology and Accountability

19 Language Settings This tool allows you to identify and change language, keyboard, and regional settings for Microsoft Windows, Microsoft Internet Explorer, and Microsoft Office 2003 programs with a single tool. You can compare the settings of these programs and make changes as appropriate. Created Revised 6/8/2010 Office on Information, Technology and Accountability

20 Language Settings This utility can change menus and help page settings in Microsoft Office applications from English to another language. However, special language-specific files must be installed first. This is accessed by going to: Programs » Microsoft Office Tools » Microsoft Language Settings. NOTE: If the language-specific files have not been installed, then this utility will not take effect. Created Revised 6/8/2010 Office on Information, Technology and Accountability

21 Language Settings For example, you can: Change the current or enabled language for all Microsoft Office 2003 programs Change the language preferences for menus and dialogs in the Microsoft Windows User Interface Select location or regional formats for numbers, currency or date and time settings Change the default keyboard language Change language preferences for Microsoft Internet Explorer Display the on-screen keyboard Created Revised 6/8/2010 Office on Information, Technology and Accountability

22 Language Settings This tool will benefit: Users that regularly work in a multilingual environment Users that share the same PC but use different language settings Users that work in one language but communicate with friends and colleagues in another Users that work with Microsoft Windows, Microsoft Internet Explorer, or Microsoft Office 2003 programs in a variety of different languages or regional settings IT administrators or technicians that facilitate multilingual users to resolve language, regional, or keyboard issues Created Revised 6/8/2010 Office on Information, Technology and Accountability

23 Language Settings Choose the language from the Available Languages Click add to enable language You have the option to choose the default language Click OK You will be prompted to restart your computer for the changes to take effect. Created Revised 6/8/2010 Office on Information, Technology and Accountability

24 MS Office Application Recovery Created Revised 6/8/2010 Office on Information, Technology and Accountability

25 Application Recovery When an Office program stops responding, you can start the Application Recovery tool. To do this, click Start, point to Programs, point to Microsoft Office Tools, and then click Microsoft Office Application Recovery. Created Revised 6/8/2010 Office on Information, Technology and Accountability

26 Application Recovery When the Office Application Recovery tool starts, the Microsoft Office Application Recovery dialog box displays a list of the Office programs that are currently running. Along with the name of the program in its current status, as reported by Task Manager. Note: Only one instance of a program is listed, even if multiple instances of it are running. Created Revised 6/8/2010 Office on Information, Technology and Accountability

27 Application Recovery The Microsoft Office Application Recovery dialog box also contains the following three buttons. Recover Application End Application Cancel Created Revised 6/8/2010 Office on Information, Technology and Accountability

28 Application Recovery The Recover Application Button When you click Recover Application, this action essentially forces the selected Office program to fail and then restart. By failing, the program's recovery features can begin to recover any unsaved data. After these recovery procedures are complete, the Application Error Reporting tool gives you the opportunity to report the problem. When the Application Error Reporting tool starts, you receive the following error message, where program is an Office program: Created Revised 6/8/2010 Office on Information, Technology and Accountability

29 Application Recovery The End Application Button When you click End Application, this action forces the selected program to fail without performing any recovery procedures. Control is given to the Application Error Reporting tool, which gives you the opportunity to report the problem. The Cancel Button When you click Cancel, this action closes the Microsoft Office Application Recovery dialog box, and no action is taken with the program that is not responding. The Application Error Reporting dialog box is not displayed. Created Revised 6/8/2010 Office on Information, Technology and Accountability

30 MS Access Snapshot Viewer Created Revised 6/8/2010 Office on Information, Technology and Accountability

31 Access Snapshot Viewer What is the SnapShot Viewer? Think of Snapshot Viewer as a portable Print Preview. It's a program you use to view, print, and electronically mail a report snapshot. Snapshot Viewer consists of a stand-alone executable program, a Snapshot Viewer control (Snapview.ocx), a Help file, and other related files. You can use the Snapshot Viewer control to view a report snapshot from Internet Explorer version 3.0 or later, or any application that supports ActiveX controls, such as Microsoft Visual Basic for Applications (VBA). Created Revised 6/8/2010 Office on Information, Technology and Accountability

32 Access Snapshot Viewer If you regularly print, photocopy, and mail Access reports to users inside and even outside of your organization, you may want an alternative for distributing these reports that will be more cost-effective. You might prefer to send reports in or post them to a Web site for quick and easy access. Further, you may want your users to view these reports in an enhanced format, including color, fonts, charts, and other embedded objects. Finally, you may want all this without your users' needing a full or run-time Access license to view and print Access reports. The combination of creating report snapshots and having your users view them with the Snapshot Viewer should fit all these needs. Created Revised 6/8/2010 Office on Information, Technology and Accountability

33 Access Snapshot Viewer You use Microsoft Access to create a report snapshot. However, you can view, print, store, publish, distribute, and archive a report snapshot without having an Access license by using a combination of Snapshot Viewer and other programs such as Windows Explorer, an electronic mail program, or a Web browser, such as Microsoft Internet Explorer. Created Revised 6/8/2010 Office on Information, Technology and Accountability

34 Access Snapshot Viewer Create a report snapshot: Note The information in this topic applies to Microsoft Office Access 2003, Access 2002, and Access In the Database window, click the name of the report you want to create a report snapshot from. On the File menu, click Export. 1. In the Save As Type box, click Snapshot Format (*.snp). 2. Click the arrow to the right of the Save In box, and select the drive or folder to export to. 3. In the File Name box, enter the file name. 4. If you want, select AutoStart to display the results in SnapShot Viewer, then click Export. By default, the report snapshot is displayed in Snapshot Viewer. If this is the first time you are creating a report snapshot and you chose not to install Snapshot Viewer during Setup, Access automatically installs Snapshot Viewer for you. Created Revised 6/8/2010 Office on Information, Technology and Accountability

35 Access Snapshot Viewer Create a report snapshot: Created Revised 6/8/2010 Office on Information, Technology and Accountability

36 Access Snapshot Viewer Open a report snapshot (The information in this topic applies to Microsoft Office Access 2000, 02 & 03) Start Snapshot Viewer from the Windows Start menu. In the viewer, click Open on the File menu or you can double-click the report snapshot file in Windows. In the viewer, you can do the following: Move between pages by clicking the navigation buttons at the bottom of the viewer. You can also type a page number to go to a specific page in the report. Switch between the current magnification and Fit by clicking anywhere on the report snapshot. You can also right-click the snapshot, point to Zoom, then click Fit, Fill, or a magnification percentage. Print the report by clicking the Print button at the bottom of the viewer. Created Revised 6/8/2010 Office on Information, Technology and Accountability

37 Access Snapshot Viewer right click for zoom options navigation buttons Created Revised 6/8/2010 Office on Information, Technology and Accountability

38 MS Office Document Scanning and Imaging Created Revised 6/8/2010 Office on Information, Technology and Accountability

39 Document Scanning and Imaging Microsoft Office Document Imaging actually has two components a scanning component and an imaging component listed separately in the Windows Start menu as Microsoft Office Document Scanning and Microsoft Office Document Imaging. Created Revised 6/8/2010 Office on Information, Technology and Accountability

40 Document Scanning The scanning component allows you to scan documents and make them available on your computer by using any installed scanner. This component provides scanning presets that control your scanner by using settings that are optimized for specific purposes. For example, the Black and white scanning preset will give you the best OCR (Optical Character Recognition) results when scanning pages of text, while the Color scanning preset is best for scanning full-color pictures or artwork. OCR is automatically performed on text documents immediately after scanning, and you can easily scan multiple pages into a single file. You can use it to gain access to text that is readable if you use a screen reader or TTS/Text-to-Speech tool. Created Revised 6/8/2010 Office on Information, Technology and Accountability

41 Document Scanning You can scan a page directly into the Microsoft Office Document Imaging tool Launch the Microsoft Office Document Imaging tool - click Start, point to Programs, point to Microsoft Office Tools, and then click Microsoft Office Document Imaging. Insert your page into the scanner. From the File Menu choose to "Scan new document." Created Revised 6/8/2010 Office on Information, Technology and Accountability

42 Document Scanning You will be prompted to identify the scanner. Once you identify the scanner you are returned to the Scan new document dialog to make further choices. Created Revised 6/8/2010 Office on Information, Technology and Accountability

43 Document Scanning A screen reader will identify the scan button which looks like a scanner with a document in it. To scan the page or pages, activate the Scan button. You can add other pages by reactivating this button once the current page has been scanned. When you are finished scanning pages, move to and activate the close button in the Scan new document dialog. Your page or pages will appear in the Thumbnail and Page panes of the Document Imaging tool. Created Revised 6/8/2010 Office on Information, Technology and Accountability

44 Document Scanning The page scanned directly into the Microsoft Office Document Imaging tool. Since the document was scanned directly into the Microsoft Office Document Imaging tool, it has already been recognized using OCR. Created Revised 6/8/2010 Office on Information, Technology and Accountability

45 Document Imaging The imaging component makes it easy to view scanned documents on the screen, rearrange multi-page documents, select and manipulate recognized text, annotate scanned documents and online faxes, and send documents to others by or fax. Imported documents can also be edited with MS Document Imaging Created Revised 6/8/2010 Office on Information, Technology and Accountability

46 Document Imaging Tool Bar 1.Scan more documents 2.Undo & Redo 3.Reading View 4.Find text in the document 5.Recognize text using OCR 6.Send text to MS Word 7.Next or previous page 8. Select 9. Pan 10. Zoom in & Out 11. Rotate Left & right 12. Pen & Highlighter 13. Insert text 14. Insert picture 15. Select annotations Created Revised 6/8/2010 Office on Information, Technology and Accountability

47 Document Imaging Created Revised 6/8/2010 Office on Information, Technology and Accountability

48 Document Imaging Insert a picture Although you cannot remove or change the size of scanned images on a page, you can add a picture as an annotation on a page, and then move, resize, or remove that picture. On the Annotations toolbar, click Insert Picture In the Open dialog box, locate the folder that contains the picture that you want to insert, and then click the picture file. Created Revised 6/8/2010 Office on Information, Technology and Accountability

49 MS Office Save My Settings Wizard Created Revised 6/8/2010 Office on Information, Technology and Accountability

50 Save My Settings Wizard The Wizard backs up user settings for an MS Office XP installation to a secure Web site or to a file. The Save My Settings Wizard stores information about program options and preferences, custom templates and dictionaries, and AutoCorrect lists to a secure location on the Internet or to a file. You can also use the Save My Settings Wizard to restore settings to an Office XP installation. Created Revised 6/8/2010 Office on Information, Technology and Accountability

51 Save My Settings Wizard NOTE: When you start the Save My Settings Wizard, you will be prompted to quit any Office XP programs that may be running. Quit all Office XP programs before you perform this procedure. To back up Office XP settings by using the Save My Settings Wizard, follow these steps: Start the Save My Settings Wizard. To do this, click Start, point to Programs, point to Microsoft Office Tools, and then click Save My Settings Wizard. On the first page of the wizard, click Next. Click the Save the settings from this machine option, and then click Next. Click one of the following options: Save the settings to the Web Save the settings to a File NOTE: If you choose the Save the settings to a File option, the settings are stored in an Office Profile Settings (OPS) file on your computer's hard disk when you click Next, and the wizard will finish. If you choose the Save the settings to the Web option, you will be prompted to type a Microsoft Passport ID when you click Next. (you must have a MS Passport Account to have a Passport ID) Click Next. Type your Passport sign-in name and password, and then click OK. Microsoft stores your settings on the Web for three months. If you want to receive notification before the expiration date, type your address, and then click Next. If you do not want to receive this notification, leave the address box blank, and then click Finish. Created Revised 6/8/2010 Office on Information, Technology and Accountability

52 Office on Information, Technology and Accountability 52 Created Revised 6/8/2010 Your Turn Complete the following tasks: Organize clips in Clip Organizer Set Language Settings Run Application Recovery Utility Create a Snapshot of a Access report with Access Snapshot Viewer Use Document Scanning to scan a document and edit the document with the document Imaging application Run the Save My Settings Wizard Assess your progress with the rubric on the next slide

53 Office on Information, Technology and Accountability 53 Created Revised 6/8/2010 Word I MS Office Tools Rubric Below ExpectationsMeets ExpectationsExceeds Expectations Organize clips in Clip Organizer Can do with direct assistanceCan do with teacher directionCan do independently Set Language Settings Can do with direct assistanceCan do with teacher directionCan do independently Run Application Recovery Utility Can do with direct assistanceCan do with teacher directionCan do independently Create a Snapshot of a Access report with Access Snapshot Viewer Can do with direct assistanceCan do with teacher directionCan do independently Run the Save My Settings Wizard Can do with direct assistanceCan do with teacher directionCan do independently Document Scanning Can do with direct assistanceCan do with teacher directionCan do independently Document Imaging Can do with direct assistanceCan do with teacher directionCan do independently

54 Office on Information, Technology and Accountability 54 Created Revised 6/8/2010 Resources ISTE Publications, Digital Citizenship in Schools by Mike Ribble and Gerald Bailey, copyright 2007, ISBN No: boards/microsoft.html boards/microsoft.html crosoftDocumentImagingTools.pdf crosoftDocumentImagingTools.pdf