Week 14
5/8 Microsoft Office Tools
Agenda:
Review last week (Google tools)
Survey results (below)
Presentation
Hands on practice
Homework:
Choose one Microsoft tool to use and create a file in the program. Save. Find it again by going to OneDrive. Share with someone. Maybe share so they can edit as well. This is your chance to learn how to use Microsoft tools!
Check out the videos at the end of the lesson as well.
Recording:
Although Monday's class was a little confusing, I think we got it by Tuesday's. View the recording here. Lots of advantages to that student email account!
Quick Links:
Presentation overview on one slide
Zoom classroom: https://sdccd-edu.zoom.us/j/9191959460?pwd=OXh0RE9ZTVZTWElTMUQ0ZzAxQzExdz09
Passcode: emeritus
Results of survey:
Online Dating is a no go, but we do have some clear winners for our 5 topics. We will remember your preferences for the upcoming fall semester, since some may not be taking the class in the summer.
Five classes which will be taught this summer:
Smartphone features to make your life easier
Emerging Technologies for Aging (A Whitehouse report)
How do I (selected tasks for smartphone and computer)
AI: Generative AI
Online safety (scams, phishing, AI generated)
Thanks to everyone who participated in this survey! I value your responses.
What will we learn?
Introduction to Office Online
Connect to your student account
Settings in Microsoft Accounts
OneDrive
Word online and hands on
PowerPoint and hands on
Other Microsoft Tools
Microsoft Office Tools Class Lesson.pdfFinding your Microsoft 365 apps using your student email
NOTE: Please ask me if you do not know your student email account. I have most of them on my roster.
To find your Microsoft 365 apps and email:
Go to: myapps.microsoft.com
Sign in with your student email (probably 1st initial+last name @ student.sdccd.edu)
NOTE: If you cannot figure out your student email, go to myportal.sdccd.edu and look under "personal information" (under Student Quicklinks). Choose Email address to view the Student email address.
Use your portal password
Use your student mail address and portal password to sign in:
Go to myapps.microsoft.com
Sign in with student email and portal password
Find your 365 account (free) using an Outlook account (not covered in class)
Go to: outlook.live.com
Sign in with your outlook or live account and password
Click on the 9 squares to see all apps
Download the apps (not covered in class)
(Smartphone and tablets only)
Although you can download a number of apps from the Google Play store or the Apple app store, the only two you will need to get started is OneDrive and Office. However, if you are looking for inspiration, you may want to download the individual apps (Word, PowerPoint, Excel). In these cases, you will see more options for creating a document/spreadsheet/presentation.
Review your Microsoft Account
Looking at account
After signing in, click on your profile picture and then "My Microsoft Account". Review categories
Outlook Email
Microsoft Outlook is an email program for Office 365. If you have other outlook accounts (live.com, Hotmail.com) you might be familiar with it. Also, when setting up student email, you may have decided to forward your email to a private address. Things to try with your Outlook Email account
Focused vs Other: Outlook keeps your important email in the focused folder, and stores others (ads, updates, etc.) in the Other folder.
Filter: You can search for specific emails by using the filter tab.
Selecting an email will open it in a window to the right and provide some quick responses.
Clicking on an email will offer options including delete, move to archive, flag or unflag, pin or unpin, snooze, or click on the 3 dots for more options.
Sweep: Like filtering in Gmail. Create a rule around the selected emails.
Rules: Similar. Create a rule for messages for this person.
The side menu shows quick links to send items and drafts. You can also create folders or set up groups.
Create a folder. Right click on an email and "copy to folder".
OneDrive:
OneDrive is Microsoft’s tool for saving and sharing files online. When you create a document in Word, or a spreadsheet in Excel, it is automatically saved in OneDrive.
To see your files, you need to sign into your Microsoft account. Click on the “sign in” tab in the upper right of the word window.
OneDrive allows you to access your files from any device, back up your files to the cloud and share files.
When using the online version of Office, you will only see the “save as” option. Saving is done automatically. You do have the option of downloading either as a word document, or a PDF or open office (ODT).
To open an existing document, click “open” and then click on the file you want to edit.
Remember: All of your Office online files are saved to your OneDrive by default!
When first logging into OneDrive on your student account, it will require some time (several minutes) to set up. Be patient! This is what you will see.
Still waiting...
Ready!
OneDrive in your student account
Using OneDrive:
While in Home, click on “new” and select one of the options. It will then open in that app. When you are done, it will be saved in your OneDrive account.
Click Upload to bring any of the files on your device to your OneDrive account. You can upload a file or a folder. It will be sent to My Files
Everything in your OneDrive is private. In order to make a file or folder public (accessible to anyone), you will use the share icon. Select the file or folder and click on either the box with the arrow (share) or the 3 dots (where you can choose the arrow). See next screen for instructions on sharing
When selecting a file in My files, you will have several different options. Selecting the file will provide some choices such as share, copy link, request files, sort and 3 dots. Clicking on the 3 dots provides more choices.
We will create a work with an online document in OneDrive.
Add new > Word Document
Click Share and then "anyone with the link can edit"
You will now see the file in "My files". You can move it to an existing folder or create a new folder. I created a folder called: Class documents and placed it in my "documents" folder. To do this, I opened "Documents" and then "add new" and selected "folder". I named it "class documents". Then went to the original file just created and "move to". From there, I clicked on Documents>Class documents>Move here.
In the future, I can add to this folder by going directly to the folder and adding a new file.
Here is the document we have begun.
As we look at this document, we will review the tools available in Word Online.
NOTE: Options may be different if you are using a student account or your own free account.
Using Word Online:
Overview:
Used to create documents, newsletters, resumes, etc.
Has templates or blank page
Ribbon: top of screen has tabs (design, insert, home) and components of each tab (font, text)
Help box (Tell me what you want me to do) will do specific things (add page number)
Since you are in Word Online, all work is saved from when you begin. You do not even have a save feature in file!
Hands on Task: Word
You can create a new word document from OneDrive or from the Word app. Since we have created the folder in OneDrive, we will be going through OneDrive to add to our folder.
1. Go to the Files folder in OneDrive and click on the folder you just created (Gardening)
2. Click on the plus sign and then Word Document
3. Let’s name it! Close the document, then click on the 3 dots next to the document name. Choose Rename and call it “winter gardening”. Then tap on it to open it.
4. Lots of options on this page. From the top, they include: back arrow, undo, change font, view (mobile or print view), search, share. From the bottom, they include: bold, italics, underlined, color of font, more (see choices)
5. When you click on the 3 dots (more), you also can see other option in the far left. Clicking on Home will give you other options, such as insert, draw, layout, review and view.
Hands on practice with Word tools:
(You will have to agree for Office to access your camera, microphone and files). Tap on the 3 dots, and then the Home button. You will see other options. Here is what they mean:
Insert:
Microphone: You will see a microphone. Tapping on it will allow you to speak instead of typing. You will have to say things like period, exclamation mark, comma. Try it!
Pictures: Click on pictures to choose pictures from your device
Camera: Click on the camera and take a picture. It will be included on your document.
Others: Click on them to try them out.
Draw:
Click on start inking and draw away!
Layout:
Adjust layout for margins, orientation, size, etc.
Review:
Word count, comments or read aloud
View:
Print, Mobile, rulers, etc.
When you have finished your document:
•It is automatically saved to your OneDrive, in the folder that you have created.
•It can be found in OneDrive or when in Word
•To save on your device, click on File. Choose Save as or Export. Try exporting a document to a PowerPoint!
Note that clicking "save as" allows you to download as a Word document or a PDF.
PowerPoint Online:
Overview
PowerPoint is a presentation program that allows you to create dynamic slide presentations. The presentations can include animation, narration, images, video and more.
Used in education and the business world, it is helpful in visualizing information.
Some creative things you can do with PowerPoint include creating a book or comic, creating a presentation for a party honoring someone, create a flyer, or use smart art to create a family tree.
We created a practice PowerPoint which we will work with
Here is a link to the PowerPoint
Things to try while in PowerPoint
Insert: Insert pictures, text, smart art, etc.
Draw: You can draw on the slide using this tool using your mouse or your finger if you have a touch screen.
Design: Change design template. Click on the down arrow to see all options.
Review: Collaborators can add comments here.
View: Zoom in for a closer view.
Share: Either send the link to others to review or send directly to someone.
Present: Click to present. You can also click on slide show and present from there.
Viewing the presentation: Open in OneDrive but view in PowerPoint and use Slide Show to present. Swipe left to advance slides and animation.
Excel Online:
Overview:
• Spreadsheet program to store, organize and analyze information
• Good for budgets, contact lists, household inventory, invoices and more.
• It performs mathematical formulas (addition, multiplication, averages, etc.)
• You work in units called “cells”. These cells can be formatted for text, numbers, dates and more.
• There are also automated tools as well.
Additional Microsoft tools and apps
OneNote
OneNote is a digital notebook. It is a tool that allows you to start on one device and continue on another.
You can use your camera, your voice, your stylus (drawing by hand) and then store on the cloud under your Microsoft account.
It is used to capture, organize and share.
To Do Lists
As a student, you may have some tasks which need to be done. To Do coordinates your tasks with your daily planner. Here are some of the features:
My Day: You can use My Day to focus on daily tasks. You can add them directly to My Day or add tasks from other lists (which can be created by clicking on + New list on the left side). The list resets every night to create a blank slate each day. Tasks not completed will be saved to tasks list and included in suggestions for next day.
You can add due dates and reminders, as well as steps, notes, tags and more.
Planner
Work with others by creating a plan.
You can start with a blank plan or use templates for more sophisticated options.
Resources
Microsoft Online support: https://support.microsoft.com/en-us/office
An online tutorial at GCFLearnFree: https://edu.gcfglobal.org/en/onedrive/
Word Online help
Website: Support page for Word Online
Microsoft Edge
Website: Support page for Microsoft Edge
Microsoft Outlook
Website: Support page for Outlook
Microsoft OneNote
Website: Support page for OneNote
Skype help
Website: Support page for Skype
Video:
Beginners guide to Microsoft Office Apps
Video:
Beginners guide to Microsoft Word. Remember you can access it online for no cost, although not all features in the video will be available.
Video:
Beginners guide to Microsoft Excel
Video:
Beginners guide to Microsoft PowerPoint
Video:
Beginners Guide to OneDrive for Windows
Video:
Beginners guide to Microsoft OneNote