Training Notes (Office 2000)
Local Documents
These are documents that
you create and store on your own computer.
They may be:
·
for your own use only
·
printed out (e.g.
letters) and sent to someone else.
·
attached to emails for
sending to someone else
They are created using a
program such as MS Word.
They are stored as files
on your hard disc using File Manager / Windows Explorer
Web Pages
Web pages are like
electronic magazines or books. Consider
the whole World Wide Web as a very large library. Each web site is like an individual book and has an address
something like www.name.co.uk (or http://www.name.co.uk).
You access web sites using
Internet Explorer (also known as IE5).
You move from one page to another by clicking on links on the pages.
You save the addresses of
sites you want to use again in ‘Favorites’, within Internet Explorer.
Email is a means of sending
and receiving electronic messages. You
send the messages to individuals’ personal addresses, which look like name@onetel.net.
Email is sent and received
using MS Outlook. (which has better
facilities than Outlook Express)
You save the email addresses
you want to use again in Contacts.
Contacts can also be used to
hold other information, such as phone numbers and postal addresses.
Internet Explorer (IE5)
To start
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Click on the link on the desktop or the toolbar at
the bottom of the screen. |
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If you are not connected
you will also have to click on the BTOpenworld link. |
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To access a new site by typing the address
Type the Internet address
(e.g. www.bbc.co.uk) in the address box
near the top of the screen and hit ‘enter’.
To access a new site that you have already stored as a Favorite
Click on the ‘Favorites’
icon at the top of the screen so that the ‘Favorites’ window is visible at the
left of the screen.
Click on the yellow folder
that represents the category of site you want.
The folder will open and display its contents.
If necessary click on the
sub-folder that represents the sub-category you want and so on until you see
the name of the page you want.
Double-click on that page.
To store a site you have on screen as a Favorite.
Click on the ‘Add’ icon at
the top of the favorites list.
Look at the Name box – if
the name is suitable, leave it.
Otherwise, go to the name box (Alt‑n) and type in a name that you
will recognise in future.
Now go to the ‘Create in’
list (Alt‑i). Move down to the
correct folder (category). If this has
sub-folders (a little ‘+’ to the left) open these up with the à key. Move
down to the correct sub-folder.
When you are happy, store
the address by keying ‘enter’ (or ‘return’)
You can check that it has
been done correctly by looking in the appropriate favorites folder to see if
the new entry is there.
To store a site address that you have found in a magazine
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IE5 is not very good
at this. The best way is to use
Windows Explorer or File Manager (by clicking on its icon. |
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Expand the contents of the C
drive (click on the + sign to the left of the ‘Win98 (C:)’ symbol.
Expand the contents of the
‘Windows’ folder.
Expand the contents of the
‘Favorites’ folder.
Go on expanding sub-folders
until you find the one that you want.
Make sure it is highlighted.
Create a new ‘shortcut’ by
clicking on File > New > Shortcut
(Alt-f,n,s)
In the Command Line box type
the address of the site (e.g. www.bbc.co.uk)
and then click ‘next’ (alt-n).
In the ‘select a name’ box,
type a name that you will recognise in future, then ‘enter’.
Repeat for each of your new
addresses. Check by going into Internet
Explorer and looking at the favorites as above.
To create a new folder in Favorites
In Internet Explorer click
on the ‘Organize’ icon at the top of the Favorites list.
If you want to create the
folder as a sub-folder then move down the folder list to the appropriate
‘parent’ folder. Click on this to
expand the contents.
Click ‘Create Folder (Alt-c)
Click rename (Alt-r)
Overtype the name ‘New
Folder’ with the name of the category you want.
Click Close (Alt-l)
To move an address to a different folder.
In Internet Explorer click
on the ‘Organize’ icon at the top of the Favorites list.
Move down the folder list,
expanding folders as necessary, until you have highlighted the item you want to
move.
Click on ‘move to folder’
(Alt-m)
Move down the new list of
folders until you have highlighted the new folder
Click OK (enter)
Note that you can also move
whole sub-folders like this, not only individual addresses.
To find a web site whose address you don’t know.
First, I suggest you
create a Favorite folder called Search Engines.
In this store an
address www.google.com and name it
‘Google’.
Use this favorite to go
to the Google web site.
In the ‘search’ box
type any key words you are looking for.
This will return a list
of all the sites it can find that contain all the key words you typed.
Look at the short
summaries and when you see something that looks promising click on the title to
that summary (which should be underlined in blue). This will bring up the full web page.
If it’s no good, click
on ‘back’, to go back to the Google results list and look to see if there is
anything else which may be useful.
Remember, if you find a
useful site it is a good idea to store its address as a favorite (see above).
Outlook 2000
You use Outlook to send and
receive email, to file your contacts, to maintain your calendar and to keep
lists of tasks.
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To start Outlook, click on
its icon |
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This should connect you
automatically to the Internet. If not,
you will need to click on the BTInternet icon.
To use summary screen
Click on ‘Outlook Today’ at
the top of the left hand pane.
This will give you a summary
of the next few days calendar, a reminder of any tasks which are due (or
overdue) and will let you know when new messages appear in the Inbox.
If you want to change
anything (e.g. the number of days calendar which is shown) then click on
‘Customise Outlook Today’.
To receive any emails that have been sent to you.
Start Outlook.
Click on Send/Receive
If there is any new mail it
will appear in the ‘Inbox’.
To see it click on ‘Inbox’
in the list of folders.
To read a particular
message, double click on its title in the right hand pane.
Once you have received all
your emails you can disconnect and read the messages at leisure.
To reply to an email you have received.
With the received email
on the screen, click on the ‘reply’ button. (Alt-r).
This brings up a new
message screen with the ‘To’ address and ‘Subject’ already filled in.
Type you message of
reply.
Click on ‘Send’ (Alt-s)
* Transmit the message
When you have finished
replying to all messages and creating new ones, you must reconnect to
BTInternet, then click on Send/Receive
To send an email to a new address
Click on the ‘New Mail’ icon
(Alt-f,w,m)
This brings up the new
message window.
Type the address in the ‘To’
box.
Type in any extra addresses,
separated by semi-colon.
Type in a suitable subject
line.
Type in the message.
Press ‘send’ (Alt-s)
Transmit the message as in *
above.
To save an email address for future use.
On any email that you have
received or sent click on the name you want to save to highlight it.
Right click on the name
(Shift-F10)
Move down and click on ‘Add to contacts’
This will bring up the new
contacts form with the name, email address and ‘file as’ fields already filled
in.
Add any extra information
you want to save, such as postal address or phone number.
Click on ‘Save and Close’
(Alt-s)
To send an email to an address from Contacts.
Click on the ‘New Mail’ icon
(Alt-f,w,m)
This brings up the new
message window.
Click on ‘To’ (Alt-.) (Alt key and full stop)
Ensure that ‘Contacts’ shows
in the second box of the ‘Select Names’ window. If not, click on the little triangle on the right and then click
on ‘Contacts’ in the drop down menu.
Click on the name you want
in the list on the left. (To find it
quickly type the first few letters in the ‘Type Name’ box.
Click on ‘To>’ (Alt-t)
Repeat as often as necessary.
Click on OK (enter)
Type in a suitable subject
line.
Type in the message.
Press ‘send’ (Alt-s)
Transmit the message as in *
above.
To create new contacts
Contacts can be used to
store all sorts of information, including email addresses, phone numbers,
postal addresses, etc.
In Outlook, click on
Contacts in the left-hand pane.
Click on ‘New Contact’
(Alt-f,w,c)
Fill in the information on
the contact form as necessary.
At the bottom of the screen,
fill in as many categories as will be useful to find the entry later. Categories can be typed in freely, separated
by commas, or they can be selected from the pre-set list by clicking on the
‘Categories’ button (Alt-c).
When complete, click on
‘Save and Close’ (Alt-s)
To find a contact
In Outlook, click on
Contacts in the left-hand pane.
Click on a letter at the
right hand edge to move quickly to the area you want.
Double-click on the contact
name to bring up the details.
To see your contacts in a
different format click on the little triangle to the right of the white box
near the top of the screen. Click on
one of the different ‘views’ displayed.
This will enable you to see contacts organised e.g. by category, or
summarised as single lines.
Different ‘views’ can be set
up by clicking on View > Define Views (Alt-v,d). This is beyond the scope of this paper but I suggest you try it
or we can set some up when I visit.
To dial a contact
Find the details of the
contact as above.
Click on the ‘phone’ icon
(Alt-t,d). Select the correct number,
if more than one. Click on ‘Start Call’
(Alt-s)
Note that you must use the
‘phone to make the call, you cannot use the computer microphone.
To use the Calendar
Click on Calendar in Outlook.
Ensure that the white box at
the top of the screen contains ‘Day/week/Month’.
Click on the icon showing
‘31’ at the top of the screen.
Move around the calendar
with the cursor keys.
Highlight the date you want.
Double-click (Alt-f,w,a)
Type in the ‘subject’
details of the activity you want in the calendar.
Set the ‘All day event’ on
or off by clicking in the box (Alt-y).
If it is off, set the time
of start and end by clicking on the little triangles to the right of the start
and end time.
If you want to be reminded
of this appointment set the ‘reminder’ box on (Alt-r) and set the reminder time
to what you want. (E.g. if you set it
to 1 day, Outlook will pop up a reminder message 24 hours before the
appointment is due. You can set the
reminder to, say, 7d, if you want to be reminded of a birthday in time to go
out and buy a card)
If you have a regular
appointment (e.g. computer lessons once a week) then click on the ‘recurrence’
icon (Alt-n,u)
Fill in the details and
click Enter. Your appointment will automatically
be set up, say, every week for the next month.
To use Tasks
Tasks is a list of things
you have to do. A task does not have to
be done at a specific time (like an appointment) though it may have to be
completed by a particular date. You
will be reminded on that date if you have not already marked the task as
finished.
Click Tasks in the left hand
pane of Outlook.
Click in the box at the top
of the tasks list.
Type in the name of the
task.
Tab to the date and enter
that.
Click on enter.
When the task is complete
click in the box in the column with a tick symbol against the task.
To enter more details (or to
read these details) double-click anywhere in the line containing the task.
Backup
It is a good idea to take a
backup of all the data held on your hard disc at regular intervals. If your hard disc fails it may be impossible
to retrieve any data from it. In this
case you will, at least, have your last back up to fall back on.
You should find that all
your data can be backed up on just 2 or 3 floppy discs (or one zip disc). Keep two backup sets. Use set 1 for your first backup. The following week, say, use the second
set. The week after that go back to set
1. In this way, even if one of your
backup sets developes a fault you will not lose more than two weeks data.
To set up a new
back up job.
Start > Programs >
Accessories > System Tools > Backup
Click on ‘create a new
backup job’ and OK
Click on ‘back up selected
files’ and Next
Select the files and/or
folders you want to backup (see below*)
Click on ‘all selected
files’ and Next
On the next screen set the
top box to ‘file’ and the second one to A: (or the name of your zip drive).
Leave both boxes ticked on
the next screen and Next
Give the job a name (e.g.
Weekly Backup) and Start
Suggested files for backup:
·
My Documents
·
C:\Outlook\outlook.pst (??)
To run an existing
back up job
Start > Programs >
Accessories > System Tools > Backup
Click on ‘open an existing
backup job’
Select the name of the job
Start.