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, email 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.
When do I Check my Email? Check your email 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 email open throughout the day
Outlook Client Click on the icon for Microsoft Outlook
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 email in the drafts folder.
Sent Items Any email sent are kept in the sent items folder. You can view these emails by going into the sent items folder.
Deleted Items Deleted emails are in the “Deleted Items” folder (the recycling bin icon). If you accidentally deleted an email 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 emails. 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 email messages from.
Tasks You can create tasks with due dates and set reminders.
Message Pane The middle column of the inbox. Emails that are new and haven’t been read are darker (bold) and emails that have been opened are a lighter color.
Arranging Email You can arrange and sort emails by date, from and subject.
High Importance Emails These emails are identified by a ! on the email and contain important or time sensitive information. These emails should be opened and read immediately.
Emails with Attachments When files are attached to an email, they are identified by a small paper clip. We will get more into attachments later.
Searching the Inbox If you need to find an email from someone or about a particular topic, the search function can quickly find emails. Type a key word or phrase about or in the email. All the emails 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 Email On the ribbon, click New Email.
New Message Recipient of email Carbon copy Subject line Email body
Signature Line At the bottom of all cafeteria emails, a signature line was added with useful information.
Checking Names To find an email address, type the recipients name or part of their name and click check names.
Sending an Email After you compose your email, click send.
General Emailing Tips Spell check (now available with outlook client) Always check the email 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 email Reply All - message to all people on a email Forwarding - sends an email 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 Email With the message open click reply or reply all (depending upon the message)
Forwarding Emails Forwarded emails retain the information of the original email including attachments. Click forward and add any information then send.
Deleting an Email You can delete an email two different ways. With the message open, click delete.
Deleting an Email An email can also be deleted in the message pane, by clicking the email and pressing delete on the keyboard. + Delete
Retrieving a Deleted Email 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 email.
Sending an Attachment You will see your document(s) attached to the email. 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 Email 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 Email To move an email. Left click and hold on an email on the message pane and “drag” the email over to the folder and release the mouse.
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 – Email Excel document as an attachment to your program manager
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.