Computer Basics

Agenda Windows 7 Printing Microsoft Outlook Microsoft Excel Staff Resources

Windows 7 All computers were updated to Windows 7 over the summer. Remember your user ID and password.

Printing With the Windows 7 upgrade, you might not be able to use your current printer. If your printer is not listed or OneNote comes up when attempting to print, you will need to be set up on one of the school’s network printer. Talk with your school’s secretary and ask if there is a printer near to the kitchen that you will be able to use.

Printing When you find a printer you can use, your program manager with the location and name (if known) of the printer. For example, Buckman – Annex Office or Bridlemile – Staff Room Your program manager can add the printer which will allow you to print.

Microsoft Outlook

When do I Check my ? Check your for important messages at least 3 times during the day – First thing in the morning – Before lunch service – Before leaving the for the day Keep your open throughout the day

Outlook Client Click on the icon for Microsoft Outlook

Signing Into Outlook

Ribbon 2.Navigation Pane 3.Message Pane 4.Reading Pane

Ribbon The Ribbon is designed to help you quickly find commands you need to complete a task. Commands are organized in logical groups, which are collected together under tabs. Each tab relates to a type of activity

Navigation Pane The navigation pane is on the far left side. Here you will see your inbox, sent items, deleted items and cabinet. You will also find your calendar, contacts, and tasks.

Drafts Incomplete messages are automatically saved in the draft folder. You can start a message and come back to it later by selecting the in the drafts folder.

Sent Items Any sent are kept in the sent items folder. You can view these s by going into the sent items folder.

Deleted Items Deleted s are in the “Deleted Items” folder (the recycling bin icon). If you accidentally deleted an you can retrieve it by going into deleted items.

Cabinet The cabinet contains any folders that have been created. Folders are an easy way to organize s. We will talk about how to create folders later.

Calendar You can change the view of the calendar by day, work week, week and month. A calendar is used to schedule meetings and set reminders.

Contacts A list of all the people you have sent or received messages from.

Tasks You can create tasks with due dates and set reminders.

Message Pane The middle column of the inbox. s that are new and haven’t been read are darker (bold) and s that have been opened are a lighter color.

Arranging You can arrange and sort s by date, from and subject.

High Importance s These s are identified by a ! on the and contain important or time sensitive information. These s should be opened and read immediately.

s with Attachments When files are attached to an , they are identified by a small paper clip. We will get more into attachments later.

Searching the Inbox If you need to find an from someone or about a particular topic, the search function can quickly find s. Type a key word or phrase about or in the . All the s that relate to that key word will be displayed.

Reading Pane If you click on a message, it will appear in the reading pane.

Starting a New On the ribbon, click New .

New Message Recipient of Carbon copy Subject line body

Signature Line At the bottom of all cafeteria s, a signature line was added with useful information.

Checking Names To find an address, type the recipients name or part of their name and click check names.

Checking Names

Sending an After you compose your , click send.

General ing Tips Spell check (now available with outlook client) Always check the before sending Get the person’s name correct Keep it professional DON’T USE ALL CAPS!!! It gives the impression of SHOUTING. Keep it brief and relevant to the subject Avoid abbreviations and emoticons, 

Reply, Reply All and Forwarding Reply - message to just the sender of an Reply All - message to all people on a Forwarding - sends an from your inbox to someone else.

Reply, Reply All and Forwarding When do I use them? Reply – When only one person needs a response Reply All – When you need to inform multiple people Forwarding – Can be used to send attachments to someone. For example scans

Replying to an With the message open click reply or reply all (depending upon the message)

Forwarding s Forwarded s retain the information of the original including attachments. Click forward and add any information then send.

Deleting an You can delete an two different ways. With the message open, click delete.

Deleting an An can also be deleted in the message pane, by clicking the and pressing delete on the keyboard. + Delete

Retrieving a Deleted Click Deleted Items (the recycling bin) in the navigation panel.

Sending an Attachment With a message open, click attach file (the paperclip)

Sending an Attachment Find the file and click insert. You can attach more than one document to an .

Sending an Attachment You will see your document(s) attached to the . After completing the message click send.

Common File Extensions The suffix at the end of a file name that tell the computer which program to use. Excel: xlsx, Word: docx, PowerPoint: pptx Examples Image files - jpeg, png, gif Adobe Reader: pdf

Attachments You can open the attachment by double clicking the file, just in case you need to review the file before sending.

Saving Attachments You can either view a file and/or save it. To save right click on the file and save. You should only save files from trusted sources.

Saving Attachments Choose a location to save the file. For easy access, select desktop then click save

Creating an Folder Right click the cabinet and select new folder and a dialog box will open. Type in the name of the new folder and click OK.

Moving an To move an . Left click and hold on an on the message pane and “drag” the over to the folder and release the mouse.

Outlook Questions?

Microsoft Excel

Spreadsheet application Calculations and formulas – Mathematical, statistics, accounting and etc. Graphs – Bar, pie, line, scatter and etc.

Excel Spreadsheet An Excel spreadsheet contains rows and columns which are made up of cells.

School Profiles We use Excel to complete school profiles. Steps for completion. – Open your school profile – Enter updated information – Save a copy to your desktop – Excel document as an attachment to your program manager

School Profiles

Mileage Reports Payroll requires mileage to be typed (not handwritten) in Excel. Also they need original signatures. Type locations, mileage and purpose into the cells. Print out, sign and send with your drivers to Denise Maki.

Where do I find Help?

Training Resources Quick reference guides (QRG) and all tutorials from lead training are available under staff resources/training.

Forms