©2000 ATTA Training & Development

Office 2000 Presentation

Tom McLaughlin mcse, mct, a+, b-admin

tom@mclaughlin.net

http://www.attatraining.com

Similar Look and Feel

All Office programs have a similar look and feel. Looks the same for those who have used to Office 97 products.

There is a tutorial and helps for WordPerfect users.

Word and Excel Word Processing

Word is a word processor application. It is the best choice for text-heavy documents such as letters, reports, resumes, and fax cover sheets.

Keeping Track of DataExcel is a spreadsheet program. It's useful for keeping large quantities of numeric data organized and for performing calculations on that data.

Outlook and PowerPoint

Organizing Your LifeOutlook is a personal organizer that keeps track of your calendar, your To Do list, and your address book, and sends and receives e-mail.

Creating PresentationsPowerPoint is a presentation program. It generates multimedia computer shows, 35mm slides, and overhead transparencies for use in sales presentations and informational briefings.

Publisher and Access

Desktop PublishingPublisher is a desktop publishing program. Like Word, Publisher also focuses on text, but it has fewer text-management capabilities and more layout utilities.

Managing DatabasesAccess is a database management program. Access organizes data in a tabular format, with more features that enable you to enter, organize, edit, and search large amounts of data.

Front Page & Photo Draw

Creating for the WebFrontPage is a Web-site creation program. Use FrontPage to design Web pages for Internet use and to link them together into a cohesive Web site.

Editing ImagesPhoto Draw is an image-editing program. Use Photo Draw to create and modify images for to be used with other Office programs.

Most Recently Opened Files

The four most recently opened files appear at the bottom of the File menu.

If you wish more then the default four, click on Tools/Options/General and type in 9 for the maximum amount.

Or Start / Documents and find the document there.

Special Dialog boxes Publisher, PowerPoint, and Access all start up with

special dialog boxes on the screen that help you open existing files and start new ones.

Menu’s, Toolbars, & ShortcutsIn this section, you will learn about the three main methods

of issuing commands in a program: Menus, Toolbars, Shortcut menus.

Application & Shortcuts Application Menu

Each program has a row of menu names directly under the program's title bar at the top of the screen.

Taking a ShortcutSome commands have a key combination listed next to them (such as Ctrl+X for Cut).

BIC VXZ

Unavailable, Icons, & Ellipsis Unavailable Commands

Some commands appear dimmed, such as Cut shown here.

Icon ShortcutsSome commands have icons to their left. These represent toolbar buttons that serve as alternatives to the command.

Ellipsis (three dots)… This indicates that choosing that command will open a dialog box. Such as Find…

The More Buttons Button

You may often find, however, that the button you need isn't displayed. This is usually not a problem, since you can always access the hidden button you need by clicking the More Buttons button.

• Office Help Assistant

Help is provided either by clicking HELP on the menu bar or pressing F1 on your keyboard.

Here’s another great tip: Shift + F1 over an Icon, your mouse

will turn to a “?” question mark. Click on the icon and it will describe what it does!

Help is a click away!

Drop Down Menus Depending on how

your PC is set up, double arrows may appear at the bottom of the menu.

Saving Files in Office 2000

My Documents By default, the data files that you

create in Office programs are stored in the folder called My Documents.

If you save all of your files to the My Documents folder, you will not have any trouble remembering where you stored your files.

…right…

Find & Saving To Other Places If you decide to save files to different drives and

folders, you may forget where a particular file is stored.

Office 2000 and its applications include a Find command that locates elusive files for you.

Save vs. Save As

You will normally want to save your work in the default or “native” format of the program.

However you may need to save in a different format to share files with someone who does not have the same version of Office, or make a second working copy to preserve the first version.

Save As = New Copy When you use Save As during subsequent saves, the

command actually creates a copy of the original file. By using Save As on an existing file, whether you are

saving the file under a different name, or in a different location or format, you are creating an additional version of the original file

Overview of Outlook Outlook is a multi-purpose program that

combines an e-mail program, a date book, and an address book.

With Outlook, you can: Work with e-mail Track and schedule appointments Record information about contacts Keep lists of tasks and notes

The “Today” view in Outlook 2000 allows you to keep track of your appointments and tasks in one window along with keeping you informed of the e-mail you have in your Inbox, Drafts and Outboxes.

The “Today” view in Outlook 2000 allows you to keep track of your appointments and tasks in one window along with keeping you informed of the e-mail you have in your Inbox, Drafts and Outboxes.

This is the Inbox view.  Currently the Inbox menu is being displayed along with the Preview Pane below. 

If there is no Preview Pane, you may view the email by double clicking on it in the list.

This is the Inbox view.  Currently the Inbox menu is being displayed along with the Preview Pane below. 

If there is no Preview Pane, you may view the email by double clicking on it in the list.

•To send a message to someone, click on the icon below the word File on the menu bar.   It will have the word “NEW” beside it.

•Remember, the word "Inbox" must be highlighted in the Folder List in order for the correct icon to be displaying.

•To send a message to someone, click on the icon below the word File on the menu bar.   It will have the word “NEW” beside it.

•Remember, the word "Inbox" must be highlighted in the Folder List in order for the correct icon to be displaying.

•Reply sends a response to only the person who sent the original message.

•Reply to All sends your message to the sender and all recipients of the original message.

•Reply sends a response to only the person who sent the original message.

•Reply to All sends your message to the sender and all recipients of the original message.

Blind Courtesy Copy Bcc: You can also send blind

courtesy copies (Bcc), in which the recipients do not see one another's names.

To add the Bcc line to the message composition window, from the View menu, choose Bcc Field.

(Blind Carbon Copy)

•You can also open the Sent Items folder to verify that messages were sent.

•Messages move to this folder from the Outbox. Messages that you send stay here for a period of time, depending on your Outlook setup.

•You can also open the Sent Items folder to verify that messages were sent.

•Messages move to this folder from the Outbox. Messages that you send stay here for a period of time, depending on your Outlook setup.

You can put your name, company, logo’s and other items as a “signature”.

A signature is an ending to a message that is automatically placed there.  To create one, click on Tools/Options…

You can put your name, company, logo’s and other items as a “signature”.

A signature is an ending to a message that is automatically placed there.  To create one, click on Tools/Options…

•From Tools/Options…this popup window will appear. 

•Click on the Mail Format tab at the top, then click on Signature Picker at the bottom. 

•From Tools/Options…this popup window will appear. 

•Click on the Mail Format tab at the top, then click on Signature Picker at the bottom. 

• Microsoft Outlook 2000® helps you organize all your emails by colour or by name, to alert it’s presence upon arrival or in the listings.

• Microsoft Outlook 2000® helps you organize all your emails by colour or by name, to alert it’s presence upon arrival or in the listings.

Organize Your Information

Outlook Contacts

In Outlook, contacts are information records about friends and business associates.

Address Book Select Names from the Address Book Select the name of the person to whom you are sending a

message. Then, click the To button. The name appears in the Message Recipients box.

Personal Distribution List

A Personal Distribution List is a group of people to whom you can send the same e-mail address simultaneously.

To create a personal distribution list, while the contacts folder is viewed, click on File, New, and Distribution List.

A Personal Distribution List is a group of people to whom you can send the same e-mail address simultaneously.

To create a personal distribution list, while the contacts folder is viewed, click on File, New, and Distribution List.

Inserting a File or Attachment On the tool bar, click the Insert File button.

In the pop up dialog box, locate and select the file that you want to attach. Then click Insert choice.

Action Commands

Outlook Search & Find To find specific contacts, you can use Outlook's Find tool.

For example, you might have several contacts and use the Outlook Find search method to locate one contact record very quickly.

Or you might search for all contacts at a particular company.

Outlook’s Calendar

This view can be customized to meet the users needs by re-sizing each of the panes, or clicking on the display icons above.

Yellow area is the Task Area

Available Email Formats

Plain Text E-MailIf you are sending e-mail messages in the Plain Text format, the text appears in a separate pane.

HTML will allow your receiver will see the email as a Web page.

Use with caution!

Appointments

Reminder Views

Outlook Tasks

The Tasks list helps you remember everything you need to do.

As you might remember, tasks also appear in the Task Pad when you use the Outlook Calendar in Day view. (Yellow Pad)

Tasks – Due Date If you enter a due date, Outlook calculates the

number of days until the task is due. The number is updated each day.

With the Status, % Completed, and Priority boxes, you can track the progress you have made on a task and the task's importance.

Word 2000• Improve your productivity through streamlined

communication and new avenues for collaboration.

• Word allows you to easily share and manage information through e-mail, print, and the Web using tools you're already familiar with.

Cut & Paste Improved

Easily Cut and Paste from Multiple Documents

No more jumping back and forth to cut and paste between different documents.

Tables Made Easy Draw and Format Tables Quickly Draw your table one cell at a time, erase

several lines at once, and even split cells diagonally!

Tables Made Really Easy!

Manage & Share Information Just click to open the new Office E-mail header in

Word and send your document as an e-mail message that retains your original formatting.

Share High-fidelity Documents Online

•As the companion file format for Office 2000, HTML makes it easy to share information with anyone.

•Use the Save As Web Page (HTML) feature to create a document that anyone with a browser can view with the same high fidelity as it has in Word.

Live Hyperlinks in Documents

Insert hyperlinks into your documents more easily with the improved hyperlink interface.

Quickly create links to other documents, Web pages, graphics, and pictures—and even customize how text is displayed in your links.

Excel 2000

As part of Office 2000, Microsoft Excel 2000 adopts HTML as its companion file format

You can easily share data-rich spreadsheets in a Web browser—letting even those who don't have Excel view your data.

Cell Address If you need to identify a particular cell, refer to it by

its cell address. A cell address is made up of the cell's column letter and row number. So the address of the first cell in the worksheet is A1. The cell below it is A2, and so on.

Insert/Name

Excel Worksheets

Excel workbook, or file, is made up of three worksheets that are accessible through the sheet tabs at the bottom of the Excel window.

You can change sheet names to make them more meaningful.

You can also add or delete worksheets from a workbook as needed.

Inserting Cells

If needed, you can insert a cell or range of cells within a worksheet. When you do so, existing data remains intact, but is shifted over to make room for the new cell(s).

Inserting a Row or Column

If you delete a column or row that contains a cell that's used in a formula, that formula could result in an error.

Easily Access and Analyze DataMicrosoft Excel 2000 makes it easier to

access vital business information using your organization's intranet.

Too Much Text

If, for example, cell A1 has too much text, its contents will spill over into cell B1, so long as B1 is empty.

If B1 contains data, the contents cell A1 will appear to be cut off.

Popular Formats

There are several different number formats that you can use in your worksheet. The three most popular are Currency Style, Percent Style, and Comma Style. Each format has a button on the toolbar for easy application.

Working on a RangeAfter selecting a range, you can: Format the range Copy or move the range Delete the contents of the cells

in the range Insert a similar range of cells Name the range

Numeric Labels

Although, in Excel, labels can include numbers, you can't add, subtract, divide, or multiply a label.

For example, a zip code or an employee ID may contain numbers, but you probably wouldn't want to calculate them.

Custom Cells Rotate and indent

text within a cell, even merge cells, without tricky formatting.

Customizable cells make dynamic spreadsheet presentation a breeze.

Comments A comment is a note that can be attached to a cell. A comment is hidden, but you can make it appear

in a ScreenTip by resting the mouse pointer over the cell that contains the comment that you want to view or delete.

Excel Pivot Tables It's easy with the improved PivotTable interface to

create professional-quality reports.

AutoCorrect

Adding Correcting EntriesIn the AutoCorrect dialog box, make sure the Replace text as you type check box is selected.

Type your mistake or abbreviation in the Replace box. Then type the replacement text in the With box. Choose the Add button to add the entry.

Undo/Redo Several Changes

To undo or redo several changes at once, click the arrow to the right of the Undo button or the Redo button and select the changes you want to undo or redo.

Front Page 2000

Create, Edit, Manage, and Update Your Site

All from One Easy-to-Use Application

Page View Tabs

Now let's take a closer look at the Page view window. When you have a Web page open in Page view, you'll notice three small tabs at the bottom of the window: Normal, HTML, and Preview.

Status Bar Let's take a look at

a very useful status bar that shows the estimated time it will take to view a page over the Internet.

The status bar is called the Estimated Time status bar and it is located in the lower right corner of the Page view window.

Microsoft Publisher

Easily Create and Publish Professional-Quality Business Publications

Design Sets Project a Consistent, Polished Identity Across All

Your Communications

Publisher Catalog Templates Select the Type of Publication You Need

Questions & Answers

Thank you!tom@mclaughlin.net

http://www.attatraining.com