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SECTOR: IT-ITes, NSQF Level 4 (CLASS XII), , Student Workbook – Vol. 2, , PSS Central Institute of Vocational Education, Bhopal, (a constituent unit of NCERT, under Ministry of Human Resource Development,, Government of India)

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PREFACE, The National Curriculum Framework, 2005, recommends that children’s life at, school must be linked to their life outside the school. This principle makes a, departure from the legacy of bookish learning which continues to shape our, system and causes a gap between the school, home, community and the, workplace., The student workbook Volume 2 on “Productivity Tools” (Word processor,, Presentation, Spreadsheet and E-mail) is a part of the qualification package, developed for the implementation of National Vocational Education, Qualification Framework (NVEQF), an initiative of Ministry of Human Resource, Development (MHRD), Government of India to set common principles and, guidelines for a nationally recognized qualification system covering Schools,, Vocational Education and Training Institutions, Technical Education Institutions,, Colleges and Universities. It is envisaged that the NVEQF will promote, transparency of qualifications, cross-sectoral learning, student-centered, learning and facilitate learner’s mobility between different qualifications, thus, encouraging lifelong learning., This student workbook, which forms a part of vocational qualification package, for students who have passed Class X or equivalent examination, was created, by a group of experts. The IT-ITeS Skill Development Council approved by the, National Skill Development Corporation (NSDC) for the IT/ITES Industry, developed the National Occupation Standards (NOS). The National Occupation, Standards are a set of competency standards and guidelines endorsed by the, representatives of IT Industry for recognizing and assessing skills and knowledge, needed to perform effectively in the workplace., The Pandit Sunderlal Sharma Central Institute of Vocational Education, (PSSCIVE), a constituent of National Council of Educational Research and, Training (NCERT) in association with Wadhwani Foundation has developed, modular curricula and learning materials (Units) for the vocational qualification, package in IT/ITES sector for NVEQ levels 1 to 4; level 1 is equivalent to Class, IX. Based on NOS, occupation related core competencies (knowledge, skills, and, abilities) were identified for development of curricula and learning modules, (Units)., This student workbook attempts to discourage rote learning and to bring about, necessary flexibility in offering of courses, necessary for breaking the sharp, boundaries between different subject areas. The workbook attempts to, enhance these endeavors by giving higher priority and space to opportunities, for contemplation and wondering, discussion in small groups and activities, requiring hands-on-experience. We hope these measures will take us, 4

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significantly further in the direction of a child-centered system of education, outlined in the National Policy of Education (1986). The success of this effort, depends on the steps that school Principals and Teachers will take to encourage, children to reflect their own learning and to pursue imaginative and on-the-job, activities and questions., Participation of learners in skill development exercises and inculcation of, values and creativity is possible if we involve children as participants in, learning, and not as receiver of information. These aims imply considerable, change in school routines and mode of functioning. Flexibility in the daily timetable would be a necessity to maintain the rigor in implementing the activities, and the required number of teaching days will have to be increased for, teaching and training., Acknowledgements, The following partners were instrumental in providing the content:, 1. Accenture India’s Corporate Citizenship Program (Skills 4 Life) has, provided the content material for English and have commissioned and, developed as well as provided access to their implementing partners (Dr., Reddy’s Foundation and QUEST Alliance)., 2. The Wadhwani Foundation team involved in designing and building this, curriculum and content include Ms. Sonia Kakkar, Mr. Karthik Chandru,, Ms. Rekha Menon, Mr. Ajay Goel and Mr. Austin Thomas., 3. The PSSCIVE‟s team was involved in guidance and editing the content., 4. In addition, various public domain sources have been leveraged to create, materials and illustrations across module. The contributions of all these, sources is gratefully acknowledged and recognized., , 5

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TABLE OF CONTENTS, WORD PROCESSING ............................................................................... 8, Session 1: Creating Templates.................................................................... 8, Session 2: Creating Envelopes ...................................................................12, Session 3: Creating Labels ........................................................................15, Session 4: Using Mail Merge ......................................................................18, Session 5: Creating Macros and Automating Tasks ...........................................33, Session 6: Linking Word Documents to Data in an Worksheet.............................35, Session 7: Save a Document Outline as a Presentation .....................................38, Session 8: Save and Share a Document for Review ..........................................40, Session 9: Understanding Track Changes and Comments ..................................42, Session 10: Merging Document Changes .......................................................46, SPREADSHEET .....................................................................................49, Session 1: Adding hyperlinks.....................................................................49, Session 2: Analyzing Data Using Pivot Tables .................................................58, Session 3: Create Pivot Charts...................................................................64, Session 4: Filter Data Using Slicers .............................................................68, Session 5: Set Revision Tracking & Review Tracked Revisions ............................73, Session 6: Protect files & Add Comments .....................................................77, Session 7: Merge Workbooks .....................................................................80, Session 8: Administer Digital Signatures .......................................................83, Session 9: Restrict Access ........................................................................87, Session 10: Share a workbook ...................................................................94, PRESENTATION SOFTWARE ...................................................................98, Session 1: Inserting and Modifying SmartArt Graphics ......................................98, Session 2: Add Multimedia Elements ......................................................... 101, Session 3: Customize Slide Component Animations ....................................... 103, Session 4: Customizing a Slide Show ......................................................... 106, 6

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Session 5: Annotate a Presentation .......................................................... 110, Session 6: Use a Presenter View .............................................................. 112, Session 7: Automatically Repeat a Slide Show ............................................. 115, E-MAIL MESSAGING ............................................................................ 119, Session 1: Send Calendar Information in an E-Mail Message............................. 119, Session 2: Customizing the Quick Access Toolbar ......................................... 125, Session 3: Using Stationery and Themes .................................................... 128, Session 4: Creating and Modifying Signatures .............................................. 133, Session 5: Configuring E-Mail Security Settings ............................................ 139, Session 6: Organizing E-Mails .................................................................. 142, Session 7: Managing Data Files (Backup) .................................................... 146, Session 8: Customizing the MS Outlook To Do Bar ........................................ 158, Session 9: Creating a Folder Home Page Using MS Outlook .............................. 163, Session 10 Setting Premissions and Delegating Access ................................... 169, , 7

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WORD PROCESSING, SESSION 1: CREATING TEMPLATES, Learning Objectives:, You have already learnt to create complex documents. You have also learnt to, use fonts, styles, borders, images, clipart, font work etc to enhance the look, and feel of the created document. You have also learnt to download and use, templates. Now, in this book, you will learn about some advanced features of, word processing software., At the end of this session, you will be able to:,  Create your own document templates and use them., RELEVANT KNOWLEDGE, Though you can download templates, sometimes you need to create a, document (which you intend to use numerous times), with some specific, personalized details, such as your company/school logo etc. Word processing, software helps you to create custom templates to suit your needs., Create a template, To create a template, the first step is to create a document that will be used, as the template. For example to create a template with customized font for, different headings and body text, do the following:, 1. Go to File > New > Text Document., 2. Select Format > Styles and Formatting, F11. The Styles and Formatting dialog, box appears as shown adjacent., 3. Create the following styles:, a. Heading 1, i. Font: Century Gothic, ii. Size: 18pt, iii. Color: Green, b. Heading 2, i. Font: Century Gothic, ii. Size: 14pt, iii. Color: Grey 60%, c. Text Body, i. Font: Arial, ii. Size: 12pt, 4. Select Insert > Page…. Select Page tab, and set the following layout:, a. Top: 1.5”, 8

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b. Bottom: .5”, c. Left: .75”, d. Right: .75”, 5. To save this document as a template, select File > Templates > Save. A, Templates dialog box, appears as shown, adjacent., 6. Type a name in New, template text box,, for, example, MyTemplate01., 7. Click OK., Alternate method to save templates, 1. Select File > Save, As…. A Save As, dialog box appears., 2. Select ODF Text, Document, Template (.ott) from the Save as type: dropdown menu and type a, filename, for example MyTemplate. Select Save., 3. Close the document., Note:, a. Templates have the file extension .ott., b. Templates, are, stored, in, the, folders, C:\Documents, and, Settings\USERNAME\Application Data\OpenOffice.org\3\user\template., Using a template, To use this template, do the following:, 1. Select File > New >, Templates, and, Documents., A, Templates, and, Documents dialog box, appears., 2. Notice the template, listed., Select, the, template, and, click, Open., 3. A document based on, this template will be, 9

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created. Type some content, set headings and observe the results., Alternatively, to create a document based on the template, do the following:, 1. Go to the location where the template is, saved. Notice the icon representing a, template (figure adjacent)., 2. Double-click on the template to create a document based on it. Insert, content and apply heading styles. Notice the displayed results., 3. To save this document, select File > Save and give an appropriate file, name., Editing templates, To further modify an existing template, do either of the following:, 1. Select File > New > Templates and Documents. The Templates and, Documents dialog box appears., 2. Select the template and click the Edit button., Or, 1. Go to the location where the template (for example, MyTemplate.ott) is, located., 2. Right-click the, template,, select Open., Then,, 3. Customize the template by:, a. Including page number in the footer area., b. Including your school name in the header area., 4. Save the template (CTRL+S)., 5. Create a document based on this template and observe the changes., Creating templates from other templates or documents, The need to create a template from other templates or documents arises when, you already have a document structure ready for use or you want to customize, a downloaded template and use it as a base for other documents you create. To, create a template from another template, do the following:, 1. Go to templates.openoffice.org., 2. Download a template for example, Service Invoice., 3. Open the template with word processing software. A document based on, the template will be created., 10

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4. Modify the document to include Company Name, Address, Contact, number, logo, etc., 5. Select File > Templates > Save…. Give a file name to this template. The, template is ready for use whenever required., Tip: You may also download and use templates created using Microsoft Word,, since OpenOffice.org Writer supports the .DOC format. If you use templates, created using for a recent version of Microsoft Word 2007/10/13 (.DOCX), you, can download and open them using Microsoft Word 2007/10/13, save them in a, .DOC format and then use with OpenOffice.org Writer., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Create a template for the following:, a. Computer repair invoice., b. House sale flyer., c. Service apartment marketing flyer., d. Birthday party invitation., e. Daily and weekly plan., f. Receipt template., Use the following resources to download templates:, a. http://templates.openoffice.org, b. http://sourceforge.net/projects/aoo-templates/, , ASSESSMENT, Answer the following, 1. Explain the procedure to create a template., 2. Explain the procedure to edit a template., Fill in the blanks, 1. File extension for word processing templates ______ ., , 11

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SESSION 2: CREATING ENVELOPES, Learning Objectives:, At the end of this session, you will be able to:,  Create and print envelopes., RELEVANT KNOWLEDGE, You can create customized envelopes and print them along with the letters that, you send to customers or friends. Word processing software has a feature of, creating Envelopes that helps when you want to include a standard text on the, envelope for example, a return address., To include a return address to be printed on an envelope, do the following:, 1. Open a new document, and select Insert >, Envelope…. An Envelope, dialog box appears (figure, adjacent)., 2. Type the return address, in the Sender: text box, (sample below)., a. If you want the, word, processing, software to print, the envelope when, you, print, the, document,, click, the Insert button., The, software, automatically, includes, an, additional page for, the, envelope, (figure below left)., This is suitable, when you print a, single, address, along with the document. However, remember first to insert an, envelope in the printer (prior to printing the document)., b. If you want to insert the return address and print later, click New, Doc. Selecting this option creates a new document along with the, address that should be printed only on an envelope (figure below, right)., 12

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3. Save the documents., 4. Complete the letter and use the Print option to print both envelope and, letter content separately., Modifying Envelope Size, Word processing software uses a pre-defined envelope size which you can, customize. You may use this feature if the envelope you have has a different, size from the one that is pre-defined. To modify the envelope size, do the, following:, 1. Select Insert > Envelope…. The Envelope dialog box appears., 2. Select the Format tab. Notice, the size of the envelope and, position of the sender’s address, (figure adjacent)., a. Adjust the position of, sender, and, recipient, address by changing the, values under Position in, the, Addressee, and, Sender sections., b. Select either a predefined size from the, Format dropdown or use, a, custom, size, by, specifying values in Width, and Height numeric value, boxes., c. Select the Edit dropdown, in Envelope dialog box to, modify the format., 3. Depending on your requirement,, select either Insert or New Doc., Printing on Envelopes, 13

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You need to set up the printer in order to print envelopes. You can specify, envelope orientation (physical placement of envelopes in the printer) by, doing, the following:, 1. Select Insert > Envelope…. The Envelope dialog box appears., 2. Select the Printer tab. Notice the settings specified here., 3. Select the orientation from options under Envelope Orientation as, required., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , 2., , Activities, Create an envelope template for greeting cards using the following, guidelines:, a. Insert pictures and make it colorful., b. Use different font, font size and colors., c. Use your home address as the return address., Create envelope templates for the following:, a. Birthday invitation., b. Paycheck envelope., c. Receipts envelope., Use the following resources to download samples:, a. http://templates.openoffice.org, b. http://sourceforge.net/projects/aoo-templates/, c. http://designerstoolbox.com/designresources/envelopes, d. http://www.zazzle.com/envelopes, , ASSESSMENT, Answer the following, 1. Explain the procedure to include a return address to be used on an, envelope., Fill in the blanks, 1. Envelopes option is available in _____ dropdown menu., 2. Envelope size can be modified using ______ tab of Envelope dialog box., , 14

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SESSION 3: CREATING LABELS, Learning Objectives:, At the end of this session, you will be able to,  Create and print labels., RELEVANT KNOWLEDGE, You can print labels using the word processing software. You use labels to, create Identification Cards (I Cards), business (visiting) cards, shopping tags,, etc. Usually, labels are printed in identical sets. For example, there may be 10, or 20 identical labels printed on an A4 sheet., You can either print a single label or a page full of labels. The latter is more, commonly used, for example, when you want to print labels with repetitive, information such as a store’s address (to be pasted on all products sold from a, store)., If you want to print 30 labels in a single sheet containing a store’s address, you, will do the following:, 1. Select File > New >, Labels. A Labels dialog, box appears (figure, adjacent)., a. Type the store, address in Label, Text, textbox,, for, example, Star, Office, Supplies., b. Select, the, option Sheet in, the, Format, section., c. Labels are of varying sizes usually identified by specific Brand and, a particular type. So, select Avery Letter Size from Brand and, 5260 Address from Type dropdown lists., d. Select the Options tab. Check Synchronize contents option., Doing so ensures that when you format a single label, it is, automatically synchronized with rest of the labels within the, sheet., , 15

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2. Select Format tab., Enter the number of, labels to be printed, by specifying values, in Columns and, Rows numeric text, boxes. For example, to print 30 labels,, enter 3 in Columns, and 10 in Rows, (figure adjacent)., 3. Click, New, Document. Notice a, sheet full of labels is, created (figure adjacent)., 4. You may now save this, document and print on label, sheets as required., If you want to modify the font or, content, do the following:, 1. Place the cursor on the first, label (Note: You can edit, only the label in first row, and first column)., 2. Select the text you wish to modify. For example select Star Office, Supplies, change the font to Trebuchet MS, size 10 and align it to the, center of this label., 3. Click Synchronize Labels. Notice the formatting replicated to all the, other labels. You can modify the content in the first label and replicate, to all other labels., If you want to modify the size of labels, select the Format tab and specify the, size as required. This may be helpful in situations when you want to print on, labels that do not have standard sizes., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Create a label template to print 40 labels in a single A4 sheet based, on the following guidelines:, a. Include school’s address with contact number., 16

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2., , b. Use Verdana, size 10., c. Include school logo (Insert > Picture and resize)., d. Include school’s email address., Create label templates for the following:, a. CD / DVD jewel case labels., b. File / folder labels., c. Labels for items sold in a supermarket., Use the following resources to download samples:, a. http://templates.openoffice.org, b. http://sourceforge.net/projects/aoo-templates/, , ASSESSMENT, Answer the following, 1. Explain the procedure to print 30 labels in a single sheet., 2. Explain the procedure to create a label with custom size., Fill in the blanks, 1. To create Labels, you should select File > New > ______ option., , 17

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SESSION 4: USING MAIL MERGE, Learning Objectives:, At the end of this session, you will be able to:,  Understand the purpose of mail merge feature.,  Use mail merge feature., RELEVANT KNOWLEDGE, Mail merge is a software feature used widely to create personalized cover, letters or emails. This feature is very useful when you want to send a letter to, multiple recipients and at the same time want to give each letter a, personalized touch (i.e. making it appear as if the letter was specifically, addressed to them). For example, if you want to send an Annual day, celebration invitation to several people, you can use the mail merge feature., Mail merge is a widely used for a variety of purposes like:, , , , , Communicating promotional offers or clearance sales to customers., Inviting a large group for a public presentation or awareness campaign., Sending invitations to a selective group for a contest., , Mail merge has two components:, a. A contact list from which the contact name, address, etc. is derived., b. A letter or email to which the contact name, address, etc. is attached., Note: Mail merge supports several data sources such as a SQL database,, spreadsheets, text files, web pages, etc. We will use a simple spreadsheet for, our example., Before you work with mail merge, you should have a list of contacts with postal, or email addresses ready. If you already have the list ready in a source such as, a spreadsheet, you can use that as the source of data. For example, create the, following list in a spreadsheet:, , Important: Fields in a database should have appropriate headers such as Title,, Name, Email, etc. If you use a spreadsheet or a database without proper, header names, mail merge will result in errors, missing data or will not work at, all., 18

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Save this spreadsheet, for example Address.ods. This will be used as our data, source., Using Mail merge, 1. Select File > New Text Document., 2. This is the second step where you create the letter or mail that will, contain the content to be distributed. Create a document with the, following content:, To,, , We are glad to announce our 10th Annual Day Celebration and we, cordially invite you to be a part of it., Warm regards,, , School Leader., 3. Save this document. Select Tools > Mail Merge Wizard….A Mail Merge, Wizard dialog box (Step 1) appears., , 4. Select Use the current document, click Next. Select a document type, (Step 2) appears., , 19

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5. Select Letter and click Next. Insert address block (Step 3) appears., , 6. Click Select Different Address list…. A Select Address List dialog box, appears (shown below)., 7. Click Add…. Browse and select the spreadsheet created earlier, (Address.ods) and click Open. Click OK., 8. Since we need to add address to this letter, check This document shall, contain an address block., , 20

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Mail merge uses a default address block that requires certain fields such as, Title, First name, Last name, etc. To create your own address block, do the, following:, a. Click More… button., Select Address Block, dialog box appears as, shown adjacent., b. Notice different styles, of address block here., Click New… to add your, own address block. New, Address Block dialog, box appears., c. Select, Title, from, Address, elements, list and, click, ., Repeat, the, procedur, e to add, First, Name,, Address Line 1, City and Zip from Address elements list., d. Notice the fields address under Drag address elements here section, (figure above)., , 21

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Fields, added, here may not, be, properly, aligned to your, requirements., Use spacebar,, delete, and, enter keys on, your keyboard, to align field, here (Sample, below)., e. Click OK twice. You return to Step 3 of the wizard., Mail merge feature attempts to scan the data source for matching field names, and use them automatically. If it is unable to match, you will notice a message, in the Check if the address data matches correctly textbox. (Notice the, message <not yet matched>)., In such cases you need to either rename the fields in the source (spreadsheet in, this case) or you can, manually map them now., 9. To map manually,, click Match Fields…., Match Fields dialog, box appears as shown, adjacent., a. Notice, the, field Title and, City, are, automatically, mapped as the, spreadsheet, had matching, titles., You, need to match rest, of the fields. Now, select, the, dropdown list next, to <First Name>,, select Name from, this list., , 22

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b. Select, the, dropdown list, next, to, <Address Line, 1>,, select, Address from, this list., c. Select, the, dropdown list, next to <Zip>,, select Postal, Code from this, list., 10. Click OK. You should, see a window similar, to the one below, mapped properly., 11. Notice the results, under Check if the, address data, matches correctly, section. Click Next., Create a salutation, (Step 4) appears., 12. Uncheck This, document should, contain a salutation, and click Next., Adjust layout of, address block and, salutation (Step 5), appears., 13. Adjust the position, where you need the, address block to, appear in the, document and click, Next. Preview and, edit the document, (Step 6) appears., , 23

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14. Click Next twice., Save, print or send, the, document, (Step 8)., 15. Select Save merged, document. Notice, the options (figure, below)., a. To, save, individual, records, as, separate, documents,, select Save, as, individual, documents., b. To save all, the records, in a single, document,, select Save, as, single, document., For, example,, select Save, as single document and click Save Documents button. Type a, filename for example, Mail_merge_output.odt., 16. Click Finish. Open the document created in the previous step. Notice the, address blocks displayed in each page of the document (figure below)., 17. You may now move the address block, format & align text and print as, required., , 24

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Mail Merge, Envelopes & Labels, Imagine a situation where you need to print hundreds of letters and manually, write the addresses of each contact on envelopes. Also it is possible that you, may forget to include some contacts. To help avoid such a situation, you can, use the envelope printing facility in word processing software and print, envelopes along with letters. You can use mail merge feature to print, personalized envelopes or labels., Creating labels from a database, To create labels using the, previously created spreadsheet, do, the following:, 1. Select File > New > Labels., A Labels dialog box appears., 2. Notice the list of data, sources, listed, under, Database dropdown list., a. Select the address, source from Database, dropdown list., 25

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b. Select Sheet1 from Table, dropdown list., c. Select Title from Database, field dropdown and click, button. Repeat to add, Name, Address, City and, Postal, Code, (figure, adjacent)., 3. Click New Document. Notice the, label list created in a new, document (figure below)., , 4. Select File > Print…. A confirmation popup appears to confirm if you, want to print a form letter., 5. Click Yes. A Mail, merge dialog box, appears as shown, adjacent., You may create labels for, all or selective records, from a database;, a. To create labels, for, selective, records,, select, the records one, by one from the, record list (use, 26

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CTRL + Click to select more than one record)., b. To create labels for all the records, select All (default option)., c. To create labels for a specific range, type the range in From: and To:, numeric, text, box, (for, example to print, first ten records,, type 1 to 10)., 6. Click OK. Print, dialog box appears, as shown adjacent., 7. Place the label, sheets in the, printer and click, Print. Notice the, records printed as individual labels in the sheet., Create envelopes from a database, To create envelopes, do the following:, 1. Select File > New > Text, Document., 2. Select Insert > Envelope…. An, Envelope dialog box appears, (figure below)., a. Select the data source, from Database dropdown, list (use the list created, earlier)., a. Select, Sheet1, from, Table dropdown list., b. Select Title from, Database, field, dropdown and click, button. Repeat, to, add, Name,, Address, City and, Postal Code., Click New Doc. button. A, new document will be, created similar to the one adjacent., Notice the address in the recipient’s text box area; records will be, populated when you print., 27

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3. Select File > Print…. A confirmation popup appears to confirm if you, want to print a form letter., 4. Click Yes. The Print dialog box appears., 5. Click Print and observe the results., Mail Merge using E-mail, To send bulk emails using mail merge, do the following:, 1. Create a new document with the following content., Dear Customer,, We are pleased to announce 50% discount as you are a privileged customer., Please bring a copy of this email or call +91 9999912345 to claim this discount., Regards,, John,, Manager, Customer Service., 2. Select Tools > Mail Merge Wizard…. Mail Merge Wizard dialog box, appears, click Next., 3. Select a document type section appears. Select E-mail Message and, click Next., 4. Insert Address Block section appears, click Select Address List…. Select, Address, List, dialog, box, appears, select, the, data, source, used, earlier. Click, OK and Click, Next., 5. Create, a, Salutation, section, appears; click, Next., 6. Preview and, edit the document section appears, click Next., 7. Personalize the mail merge documents section appears, click Next., 8. Save, print or send the document section appears. Select Send merged, document as E-mail (figure above)., , 28

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9. You now need to map the email address field to enable mail merge send, this letter to requisite email addresses., a. Select the down arrow next to To and select the field Email from, the list., b. Type the subject, for example “Special Discount”., c. You can send this announcement as a HTML message, Adobe, Acrobat document (PDF), etc. Select HTML message from Send as, dropdown list., Note: You can send this in a variety of formats such as Adobe Acrobat, Document (PDF), Microsoft, Word, Document,, HTML, Message or Plain Text. Use, the dropdown menu next to, Send as option to select the, format. Selecting any other format other an HTML Message or Plain Text will, result in sending the content as an attachment., 10. Click Send documents button. A popup appears similar to the one, below., 11. You need to, specify, the, email, account, details from, which, these, mails, are, sent., Click, Yes. A Mail, Merge E-mail, dialog, box, appears, as, shown, adjacent., a. Type, your, name in the Your name text box., b. Type your email address in E-mail Address text box., c. Type the SMTP address in Server name (for example,, smtp.gmail.com) and specify the port number in Port numeric, text box. Refer to ISP’s website for exact details., d. Click Test Settings… button to check if the settings are configured, properly., , 29

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Note: Since Word processing software attempts to send this email directly, (instead of using a email client software), all you need to specify is only the, SMTP settings (POP3 settings are not required)., 12. Click OK. Word processing software will now attempt to send this letter, to the emails available in the data source list. Click Finish., Personalizing Letters, Instead of sending generic emails, you may further customize the letters or, emails by including name of the customer. This is possible by including relevant, field from the database within the document., 1. Create the following content in a new document., Dear ,, We are happy to announce the opening of our new store in your location. As our, privileged customer, we offer you 75% discount on purchases made above, Rs.1000.00 from our new store., Please call +91 9123412345 to know more details., Regards,, John,, Manager, Customer Service., 2. Now place the cursor next to Dear. Press F4 on your keyboard. Notice, the data source used earlier is displayed (figure below)., , 30

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3. Click on Name,, drag and drop it, after, the, text, Dear. Notice the, field Name added, to this document, (figure adjacent)., 4. Select, File, >, Print…. A popup, similar to the one, adjacent appears., 5. Click Yes. A Mail Merge dialog box appears., 6. Click OK. The Print dialog box appears., Print this document and observe the field Name replaced with actual names, from the data source making it appear personalized., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , 2., , Activities, Create a document inviting your classmates for:, a. Special weekend lab classes for computer networks & web, design., b. Weekend classes for engineering entrance exam preparation., Collect email addresses of your classmates and save it in a, spreadsheet. Perform a mail merge and send the invitation to all your, classmates as:,  HTML Message,  Microsoft Word Document (Attachment),  Adobe Acrobat Document, PDF (Attachment), Create newsletters for the following:, a. Price list of Tablets & Smart Phones including technical, specifications & features., b. Price list for stationary items from at least three different, stores., Send this to your friends and classmates as an HTML message., Use the following resources to download samples:, a. http://templates.openoffice.org, b. http://sourceforge.net/projects/aoo-templates/, , 31

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ASSESSMENT, Answer the following, 1. Explain the purpose of mail merge., 2. Explain the procedure to perform a mail merge for printing letters., 3. Explain the procedure to perform a mail merge for sending an invitation, as a PDF attachment., 4. Explain the procedure to create envelopes using Mail merge., 5. Explain the procedure to create labels using Mail merge., Fill in the blanks, 1. Mail merge Wizard option is available in ______ dropdown menu., , 32

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SESSION 5: CREATING MACROS AND AUTOMATING TASKS, Learning Objectives:, At the end of this session, you will be able to:,  Create and use macros to automate tasks., RELEVANT KNOWLEDGE, You have learnt to create macros in spreadsheet software. As in a spreadsheet,, you can create macros in word processors too. As you know, a macro is created, to combine a series of frequently repeated tasks into a single step. Macros help, save time, increase efficiency, and improve productivity when a significant, amount of work is repeatedly performed. The macro is created by "recording" a, series of actions and assigning them to a single keystroke. The term "record", refers to the process of creating the macro and the term "run" refers to a macro, execution., To understand macros, do the, following:, 1. Open, a, new blank, document. Select Tools >, Macros., 2. Click Record Macro. A, Record Macro popup appears., 3. Now do the following:, a. Set the font to Verdana, Size 10., b. Insert a 5 x 5 table., 4. Click Stop Recording. OpenOffice.org. Basic Macros dialog box appears., 5. Type a name for, this Macro, for, example, MyMacro01., Click Save., Now the macro is ready, for use. Close the, document., To use this Macro, do, the following:, 1. Select File > New > Text Document., 2. Select Tools > Macros., 3. Click Run Macro…. A Macro Selector dialog box appears as shown below., 33

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4. Expand My Macros > Standard > Module1. Notice the macro under Macro, name (figure above, right)., 5. Select MyMacro01, click Run., , EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Create a macro for including a signature in a document using the, following guidelines:, 4. Type your name in the first line., 5. Include your contact number and email address in the second, line., 6. Format the signature to use verdana font, size 10., Save and apply this macro to a new document., , ASSESSMENT, Answer the following, 1. Explain the procedure to create a macro with an example., Fill in the blanks, 1. Macros are available in _________ dropdown menu., 2. You should select _____________ option in Macros submenu to record, macros., 3. You should select ___________ option in Macros submenu to execute a, macro., 34

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SESSION 6: LINKING WORD DOCUMENTS TO DATA IN AN WORKSHEET, Learning Objectives:, At the end of this session, you will be able to:,  Link word documents to data stored in spreadsheets., RELEVANT KNOWLEDGE, You can link worksheets from spreadsheet software to documents. You may, come across a situation where you want to represent data (already existing), from a spreadsheet in the document you are preparing. You may also want that, any change in the spreadsheet, should be reflected on your document too., Word processors have a feature that helps you to link data from external, sources such as spreadsheets., This feature is useful when you want spreadsheet data to be available as a, table in text documents and at the same time, you want to maintain a link, between the two. To, understand this, look at the, following example: To learn, how to link a spreadsheet to, a, document,, do, the, following:, 1. Create a spreadsheet with the adjacent details., 2. Save the spreadsheet, as scorecard.ods., 3. Now create a new document similar to the one below., , 4. Switch to spreadsheet software. Copy the range from A1:D1 to A4:D4., 5. Switch to the document and place the cursor where you want to paste, this data (below the text Class 12th)., 6. Select Edit > Paste Special…. Paste Special dialog box appears (figure, below)., , 35

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Note: You can also use the shortcut CTRL+SHIFT+V to launch the Paste Special, dialog box., 7. Select DDE link from the Selection section and click OK. Notice the cells, are pasted as a table (figure below)., , 8. Save, this, document,, for, example, Marksheet.odt. Close the document., 9. Now change the values in the spreadsheet, (replace names or marks)., 10. Now open the word document; a popup, appears similar to the one adjacent., 11. Click Yes. Notice the values are automatically updated., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Create a spreadsheet similar to the one in this session. Replace the, names in the spreadsheet with names of your classmates. Populate, the table with term 1, 2 & 3 scores for a particular subject., Create a score card in word processing software using the following, guidelines:, 36

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a. Create a structure similar to the one above., b. Include a logo at the right top and school address at the footer, area., c. Replace “Subject Name” with a subject of your choice (match, it the subject name in the spreadsheet)., d. Link the data from spreadsheet to this document., ASSESSMENT, Answer the following, 1. Explain the procedure to link a range of cells from a spreadsheet to a, document., Fill in the blanks, 1. Paste Special is available in ______ dropdown menu., 2. Shortcut to launch the Paste Special dialog box _____________., , 37

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SESSION 7: SAVE A DOCUMENT OUTLINE AS A PRESENTATION, Learning Objectives:, At the end of this session, you will be able to:,  Send a document outline to a presentation., RELEVANT KNOWLEDGE, You can create an outline from a document and save it as a presentation. Being, able to create outlines away from the presentation tool allows you to focus on, content. You can style it up later in the presentation tool. It’s also a great help, when you are working from someone else’s document, because you can markup, an existing document and then quickly produce a presentation from it., An outline is a document that briefly summarizes the information that will be, included in a paper, book, speech, or similar document. It shows the order in, which the information will be presented and indicates the relationship of the, pieces of information to each other., Outlines allow you to map your thoughts in a coherent and logical manner. They, also help you identify if you have left out important information or added, superfluous/unnecessary ideas. This is very important for creating great, presentations too! Using a word processor you can write outlines by adding,, deleting, reorganizing, or even completely revamping information as much and, as often as needed. When satisfied, you can transfer the created outline to, presentation software., To create an outline, do the following:, 1. Open a new blank document in word processing software., 2. Create a document using headings (sample below):, a. ETS Certifications (Heading 1), i. SAT (Heading 2), ii. TOEFL (Heading 2), iii. TOEIC (Heading 2), b. Cambridge, ESOL, Certifications (Heading 1), i. Business, English, (Heading 2), ii. IELTS (Heading 2), 3. To send this document outline to, a presentation, File > Send, (figure adjacent)., 4. Click Outline to Presentation. Notice a presentation is created based on, the document outline (figure below)., 38

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Note that only specific styles such as headings are imported to a presentation, and normal text content are ignored. Also note pictures, objects, shapes, etc., cannot be sent to presentation software., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Create a document on the following topics:, a. CAT, b. GMAT, c. TOFEL, d. TOEIC, Summarize the key points using heading levels 1 – 3; provide detailed, information on the above mentioned topics. Create an outline in a, presentation using the procedure dealt in this session., , ASSESSMENT, Answer the following, 1. Explain the procedure to create a presentation from a document., Fill in the blanks, 1. _____________________ option from Send submenu should be used to, send a document outline to a presentation., , 39

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SESSION 8: SAVE AND SHARE A DOCUMENT FOR REVIEW, Learning Objectives:, At the end of this session, you will be able to:,  Prepare a document for review., RELEVANT KNOWLEDGE, What does reviewing a document mean? A review is the task where a document, is strategically analyzed to determine how well it fulfills its stated purpose,, how effectively it conveys meaning, and how well it will serve the needs of the, target audience. The person who reviews the document is called the reviewer., A reviewer indicates what is wrong in a document and points to solutions. The, review process establishes a dialog between the reviewer and the author., Reviews occur when a document is under development., Now imagine if you were asked to review a printed document. You would use, highlighters, color markers etc to highlight corrections and changes along with, comments. Similarly, you can use the tracking and reviewing feature within, word processing software to review, change and also track changes in a, document. This feature comes in handy when you review /want someone to, review a document and correct / point out mistakes before the final print., Note to Instructor: Combine this session with next session., For example, create a document with the following content:, You can send a document for review using Windows Live Skydrive, Sharepoint, Workspace, Google Docs, as an attachment through email, uploading to an ftp, server, etc., Before sending this document for review, you should indicate that this, document is to be tracked for changes. Tracking changes helps you to identify, the proposed changes made to a, document. To enable tracking, do the, following:, 1. Select Edit > Changes., 2. Click Record. Save this document., 3. You can share this document for, review through a variety of ways. For example, you can share this, document through email to someone in your class., , 40

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EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Send the document to your classmates created in previous session for, review. Enable tracking before sending the document., , ASSESSMENT, Answer the following, 1. Explain the purpose of tracking and the procedure to track changes in a, document., Fill in the blanks, 1. To enable tracking, you should select ______ option from Changes., , 41

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SESSION 9: UNDERSTANDING TRACK CHANGES AND COMMENTS, Learning Objectives:, At the end of this session, you will be able to:,  Track changes, review changes and include comments in a document., RELEVANT KNOWLEDGE, In the previous session you learnt to enable tracking. To understanding, tracking, you need to make changes to the document., Now as a reviewer, make the following changes to the document:, 1. Change “Skydrive” to “SkyDrive”, 2. Change “Sharepoint” to “Share Point”, 3. Replace “ftp” with “FTP”, Notice the replaced text displayed with strikeouts (Sample below). Since the, tracking is enabled, word processing software automatically adds additional, text formatting that is easy to visually track changes in a document., , Inserting Comments, You can also insert comments in a document. This feature helps establish a, dialog between the reviewer and the author. Also, this is a means to justify, correction or provide additional guidelines. For example to insert a comment,, do the following:, 1. Place the cursor where you need to insert the comment or select a block, of text., 2. Select Insert > Comment. Include a comment, for example select the, text “SkyDrive” and include the comment “d” should be capitalized., , 3. Now save this document and send this back to the creator of this, document., , 42

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Reviewing Changes, Once the author receives the document, he/she can review the changes made, to this document and easily identify through the highlighted areas in this, document. You can accept or reject the changes made by a reviewer. To, review each change, do the following:, 1. Select Edit >, Changes, >, Accept, or, Reject….An, Accept, or, Reject, Changes dialog, box appears as, shown, adjacent., 2. Notice the list of items tracked; select an item under Action to notice, the change made to the document., a. If you want to reject a change, click Reject., b. If you want to accept a change, click Accept., c. Select Accept All to accept all the changes in the document., d. Select Reject All if you don’t want to accept all the changes., Delete a comment, To delete a comment, right-click on the, comment. A popup appears similar to the one, adjacent., a. To delete a single comment,, click Delete Comment., b. To delete all the comments in, this document, click Delete All, Comments., Configuring the author name, If you have noticed, the author name is displayed as “Unknown Author”. You, need to configure the name of the author for word processing software to, record the name along with other changes in the document. To specify an, author name, do the following:, , 43

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1. Select Tools >, Options., An, Options, –, OpenOffice.or, g – User Data, dialog, box, appears (figure, adjacent)., 2. Type the name, in, First/Last, name/Initials section (right pane) under User Data., 3. Click OK. Now word processing software will display the name instead of, “Unknown Author”., Using Filters, Once you have set names, you can use the filter tab to display changes made a, particular person, changes made on a particular date, etc., 2. Select Edit > Changes > Accept or Reject….An Accept or Reject, Changes dialog box appears., 3. Select Filter tab., a. To filter based, on a specific, date,, check, Date, and, dropdown arrow, next to Date, (figure, adjacent)., b. Select, appropriate, value from this, dropdown, and, select date &, time., Observe, the results., c. To filter changes, made, by, a, particular, person, check Author., d. Select the name of the person from this dropdown list. Observe, the results displayed., , 44

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Modifying Markup appearance, Markup texts are comments, ink annotations, insertions and deletions, and, formatting changes that you make during the review process. You can modify, the color or style used to differentiate changes made to a document. To, modify, do the following:, 1. Select Tools > Options. The Options – OpenOffice.org dialog box, appears., 2. Expand, the, OpenOffice.org, Writer tree and, select Changes., 3. Modify the color, and attribute by, selecting, different values, listed, under, Attributes, and, Color dropdown., 4. Click OK. Make changes to the document and observe the changes., , EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Review the changes made in the document sent to you in the previous, session., , ASSESSMENT, Answer the following, 1. Explain the procedure to accept and rejecting changes made to a, document., 2. Explain the procedure to modify markup appearance with an example., Fill in the blanks, 1. Accept or Reject option is available under _______ submenu of ____, dropdown menu., 2. To accept all changes in a document, you should select ______ from, Accept or Reject Changes dialog box., , 45

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SESSION 10: MERGING DOCUMENT CHANGES, Learning Objectives:, At the end of this session, you will be able to:, , , Merge documents., , RELEVANT KNOWLEDGE, The review processes learnt till now are effective when you have one reviewer, at a time working on a document. Sometimes, however, multiple reviewers, return edited versions of a document at the same time. In this case, to save, time, you may want to review all the changes in one go, rather than work on, one review at a time. To do so, you can use the word processor feature that, helps you merge multiple documents., Consider another scenario: you may be working with multiple versions of a, document and may need to compare different versions with the original to, finalize the document. Here too, you can use the word processing software to, compare each version of the document and merge different versions as one, single final document! So much more simpler than a manual task!, Comparing documents, To understand how to compare documents, do the following step by step:, 1. Create a new document, type some content and save this as, “document1.odt”., 2. To enable tracking before you send this for review, select Edit >, Changes > Record., 3. Modify the document, by adding content and, then select File >, Save As…. Save this as, “document1v2.odt”., Close the document., 4. Now open the first, document, document1.odt., 5. Select, Edit, >, Compare, Document….An Insert, dialog box appears as, shown adjacent., 6. Browse and select the, 46

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second document document1v2.odt and click Insert. Observe the results, displayed along with Accept or Reject Changes dialog box (figure, below)., , 7. Notice the document displaying contents by comparing both the, documents as a result which you may find some text stroked-out. Review, each change and click Accept or Reject button., Merging documents, To understand merging documents, do the following:, 1. Create a new text document., 2. Type some content and save this as “article.odt”., 3. You need to enable tracking before sending this document to others for, adding content, select Edit > Changes > Record., 4. Save the document., 5. Now send this document to your classmate to add more content and ask, him/her to send the document back for review., Once you receive the document save the file with a different file name (for, example Articlev2.odt) to avoid confusion and do the following:, 6. Open the original document (article.odt)., 7. Select Edit > Changes > Merge Document…. Browse and select the, second document (Articlev2.odt) and click Open., 8. Observe the results displayed along with Accept or Reject Changes, dialog box (figure below)., 47

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9. Observe, the results, displayed,, review, each item, and select, either, Accept or, Reject., , EXERCISE, Perform the following activities till you are confident:, S.No., , Activities, , 1., , Create an article on the following topics:, a. Starting an online gift shop, stationary shop & grocery store, (online shopping)., b. Small Scale Industries,  Provide an overview on selected topic and send the document, to your classmate and ask him/her to prepare additional, content.,  Merge the documents once you receive the documents; review, and accept the changes only if they are correct., , ASSESSMENT, Answer the following, 1. Explain the procedure to merge documents., Fill in the blanks, 1. Compare Document option is available under _______ dropdown menu., 2. Merge Document options is available under _____ submenu of ____, dropdown menu., , 48

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SPREADSHEET, SESSION 1: ADDING HYPERLINKS, Learning Objectives:, You have learnt to open, create and populate spreadsheets. You have also, learnt about the different data types, how to format cells, manipulate data, using formulae, and create charts to graphically represent the data., Now, in this module you will learn to use hyperlinks, pivot tables and pivot, charts, compare, merge and protect spreadsheets. You will also learn to use, digital signatures to protect spreadsheets., RELEVANT KNOWLEDGE, As you already know, a hyperlink is a reference to a document, a location or an, action that you can directly follow by selecting the link. You have learnt to, insert and send hyperlinks in an e-mail message. You can use hyperlinks in, spreadsheets too for the following:, , , , , Providing hyperlinks to websites, Listing e-mail addresses, Providing a link to a specific worksheet or a document., , Create a hyperlink to a website, You can create list of hyperlinks in spreadsheets. This may be useful when you, want collect and keep list of valuable resources such as websites for additional, references, important email addresses, etc., To create a hyperlink to a website, do the following:, 1. Open a new worksheet in spreadsheet software., 2. Place the cursor where you want the, hyperlink to be displayed, for example, cell A1., 3. Type, the, URL,, for, example, www.google.com and press Enter., 4. Notice the hyperlink automatically created and displayed (figure above)., 5. To modify the hyperlink text,, select the cell where the link is, located. For example, A1., Notice the URL displayed in the formula bar., , 49

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6. To modify the, hyperlink,, select the cell, A1., Select, Insert, >, Hyperlink., Hyperlink, dialog, box, appears, as, shown, adjacent., 7. Replace www.google.com in Text textbox, with Google., 8. Click Apply and then Close. Notice the, text replaced in the cell A1., Creating a hyperlink to an existing document, You can create hyperlinks to documents available on your computer or another, computer in your network. To create a hyperlink to a document on your, computer, do the, following:, 1. Open a new, blank, worksheet., 2. Place, the, cursor where, you want the, hyperlink to, be displayed,, for example cell A1., 3. Select Insert >, Hyperlink. A, Hyperlink, dialog, box, appears, (figure, adjacent)., 4. Select, Document (in, the left pane)., 5. Click, the, folder icon, , browse and select a file and click Open., 50

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6. Click Apply and then Close. Notice the hyperlink to the document (figure, below). Click on the link to open the document associated with, corresponding application., , Note: To provide links to documents on a network, use the UNC path (example:, \\COMPUTERNAME\SHARENAME\FOLDER\FILENAME)., Creating a hyperlink to a new document, You can also create documents while creating the hyperlink. This is useful when, you want to create the document after creating the hyperlink., 1. Open a new, blank, worksheet., Place the cursor, where you want, the hyperlink to, be, displayed,, for example cell, A1., 2. Select Insert >, Hyperlink. The, Hyperlink dialog box appears. Select New Document from left pane, (figure above)., 3. To create a presentation and also embed a link to the presentation, do, the following:, a. To work with the presentation after this step, select the option, Edit now., Note: If you want to edit the presentation at a later point in time, click Edit, Later., 4. Note: To work with the presentation at a later point in time, select Edit, later., a. Type a file name for this presentation in File textbox, for example, sales., b. Select Presentation from File type list., c. Type some title in Text textbox, for example: Beverage, Campaign., , 51

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5. Click Apply and then Close. Notice the link created and displayed (figure, below, left). Also notice the presentation created and launched in a new, window for further editing (figure below, right)., , Editing documents after linking, You can edit the document after linking (or if you have used the Edit Later, option), by doing the following:, 1. Select the cell that has the hyperlink., 2. Click on the hyperlink to edit the document., 3. Close the external document once complete to return to this, spreadsheet., Creating a custom hyperlink using HYPERLINK(), Spreadsheet software includes a HYPERLINK function that is used for inserting, hyperlinks in worksheets. The syntax of the HYPERLINK function is:, HYPERLINK("URL", "Friendly Name"), , , , Specify the location by replacing “URL”, Type a name by replacing “Friendly name”., , To include hyperlink to a document on a web server, do the following:, 1. Open a new blank worksheet., 2. Place the cursor where you want the hyperlink to be displayed, for, example cell A1., 3. Type, =HYPERLINK("http://docs.google.com/annual_report.xls";, "Annual Report"). Press Enter., To include hyperlink to another sheet within a workbook, do the following:, 1. Open a new blank workbook., 2. Place the cursor where you want the hyperlink to be displayed, for, example cell A1, Sheet 1., 3. Select Insert>Hyperlink. A Hyperlink dialog box appears., 52

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4. Select Document from the left pane., 5. Select, Target, in, document, icon. A, Target in Document, popup appears (figure, below left)., 6. Expand Sheets (figure, below right)., 7. Select, the, sheet, name, for example, Sheet 3., , 8. Click Apply and then Close., 9. Type Income in the Text, textbox. Click Apply and then, Close. Notice the link created, and displayed in Sheet 1, (figure adjacent)., Linking data from another workbook, You can link data from different workbooks. This could be useful in situations, when you want to consolidate data from other workbooks. For example if you, have separate sales report for each region, you can summarize consolidated, data in a separate workbook. Now, to understand how to link spreadsheets, you, will create three workbooks. Two of them contain data (new and existing, clients) of specific regions, while the third consolidates all together., 1. Create a workbook similar to the one below:, , 53

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2. Save this workbook, for example: Sales_region_delhi.ods., 3. Create another workbook similar to the one below:, , 4. Save this workbook with a different name, for example:, Sales_region_mumbai.ods., 5. Now to consolidate into a single worksheet, create a new spreadsheet, similar, to, the, one, below, (save, this, workbook, as, Sales_consolidated.ods):, , a. Open Sales_region_delhi.ods., b. Switch to sales_consolidated.ods workbook. Place the cursor in, cell B3., c. Type =, switch to the first spreadsheet (Sales_region_delhi.ods), and select Cell B2. Press Enter. Notice the value displayed (notice, the reference in the formula bar) from the first spreadsheet to, this consolidated sheet (figure below)., , 54

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d. Repeat the procedure for rest of the cells (B4 to B7& D3 to D7)., e. Open Sales_region_mumbai.ods., f. Switch to sales_consolidated.ods workbook; place the cursor in, cell C3., g. Type =, switch to the first spreadsheet and select Cell B2. Press, Enter. Notice the value displayed from the first spreadsheet to, this consolidated sheet., h. Repeat the procedure for rest of the cells (C3 to C7 and E3 to, E7)., i. You should see a result similar to the one below., , j. Save the consolidated workbook., Now if you make changes to the first and second, spreadsheets, data will be automatically updated in, the consolidated worksheet. If you close and open the, consolidated worksheet, you may receive a message, similar to the one adjacent., Click Yes to update the data from both, Sales_region_mumbai.ods workbooks., , Sales_region_delhi.ods, , &, , Note: Since the consolidated workbook depends on the other two workbooks,, both the workbooks must be present in the same location and file names must, not be altered (If file names are changed, you will need to update the, consolidated sheet manually)., Alternate method to link, 1. Open, the, first, spreadsheet, (i.e., Sales_region_delhi.ods)., 2. Select the cells that you want to link, for, example select B2 to B6. Select Edit >Copy, (or CTRL+C)., 3. Switch to the consolidated workbook. Place, the cursor where you want this data to be, available, for example select Cell B3., 4. Select Edit > Paste Special…., 55

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5. Paste Special dialog box appears. Check Link (figure below)., , 6. Click OK. Notice the content in cells B3 to B7 is pasted as a link., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , 2., , 3., , Activities, Create a spreadsheet similar to the one below:, , Rename Subject 1, 2 & 3 to actual subject names., a. Populate this sheet with roll numbers, names and scores of your, friends., b. Calculate the average., Create another spreadsheet in the same workbook similar to the one, below and name the sheet as “Consolidated Average Score”., , a. Display the average value in this sheet as hyperlinks., Create a spreadsheet similar to the one below:, , 56

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Add additional fields such as Location, Mobile Number and timing to, the right., a. Populate the website and email address fields as hyperlinks, using Hyperlink function., ASSESSMENT, Answer the following, 1. Explain the procedure to include hyperlinks in spreadsheets with different, examples., Fill in the blanks, 1. To modify a hyperlink, you should select ________ from context menu, (right-click)., 2. Hyperlink function syntax: _____________________ ., , 57

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SESSION 2: ANALYZING DATA USING PIVOT TABLES, Learning Objectives:, At the end of this session, you will be able to:, , , Analyze data using pivot tables and pivot charts., , RELEVANT KNOWLEDGE, One of the most important and widely used features of spreadsheet software is, Pivot tables and charts. Pivot tables and charts help in analysing large sets of, data to make business decisions., For example, if a company has a large amount of data such as details of, products sold across different locations, a pivot table can be used to analyse, products that are sold the most at a particular location. This may help the, company to understand the reason for high sales and replicate the same, strategy in other locations., Pivot Table, Pivot tables are summaries of data from a database such as a spreadsheet., Using Pivot tables, you can sort, count or view average of data stored in a, spreadsheet or a different spreadsheet. Pivot tables help you quickly build, reports because you can easily sort and visualize large amount of data. Pivot, tables also allow you to change how your data is summarized with the least, amount of effort (no complicated formulae changes in several places!)., To understand how to use a Pivot table, do the following:, 1. Create a spreadsheet similar to the one below:, , 2. Place the cursor in cell A1. Select Data dropdown menu (figure below, left)., 3. Select Pivot Table, click Create…. Select Source dialog box appears as, shown below (right)., 58

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4. Notice the range A1 to F10 is selected in the background. Since we need, to use the entire range, click OK. A Pivot Table dialog box appears, (figure below). You need to define what you need to analyse based on, the data available here. Some of the common questions could be:, a. How many of the total students are male (or female)?, b. How many, of them are, from, Bangalore?, c. How many, of, them, have their, major, as, commerce?, d. Which is the, most preferred color?, 5. For example to view the total count of Gender, do the following:, a. Drag and drop Gender (button) in Row Fields. Doing so will create, a list box that can be used for filtering items from the list box., b. Drag and drop, Gender (button), in Data Fields., c. Click Options…, button. A Data, Field dialog box, appears, as, shown adjacent., , 59

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d. Select Count and click OK twice., Notice the Pivot table added to the, worksheet (figure adjacent)., Notice both male and female are displayed as, categories along with individual count. Imagine the, effort needed to filter and calculate the total count manually from a, spreadsheet that had thousands of records! Using pivot tables, you can quickly, get a summary of details from exhaustive data in no time! For example, an, organization promoting a product for a particular gender could quickly come to, a decision based on the summary., Now to display the count of students location-wise, do the following:, 1. Place the cursor in cell A1. Select Data>Pivot Table> Create…., 2. Select Source dialog box appears, click OK. Pivot Table dialog box, appears., a. Drag and drop City (button) in Row Fields, b. Drag and drop City (button) in Data, Fields, c. Click Options… button. Data Field, dialog box appears., d. Select Count and click OK twice., 3. Notice the results displayed in the pivot table, (figure adjacent). If you observe, the total, count of students are displayed with city-wise, breakup., This form of analysis enables making quick decisions. For example, the count, helps you to conclude that the maximum number of students is from Bangalore., This helps you select the first location (ensuring maximum coverage) for a, marketing campaign targeting students., Creating a chart from a pivot table, A chart provides a visual representation of data. To create a chart from a pivot, table, do the following:, 1. Select the range,, for, example, A15:B19., 2. Select Insert >, Chart…., 3. A Chart Wizard, dialog box appears, (figure adjacent)., 60

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4. Click Finish. Notice a chart created, (figure adjacent) based on the data in, the pivot table., Applying Filters, You can apply filters to display selective data., For example if you want to display data only for selected cities, do the, following:, 1. Click Filter Button, located above the, Pivot Table. Filter, dialog box appears, as shown adjacent., 2. To display data, only for Bangalore & Gurgaon, do the following:, a. Select the dropdown arrow under Field name, select City., b. Select, the, dropdown arrow, under, Value,, notice the values, in this list., c. Select Bangalore., d. Select, the, dropdown arrow, under Operator, and select OR., e. Select, the, dropdown arrow under Field name, select, City., f. Select the dropdown arrow under Value,, select Gurgaon., g. Click OK. Notice the filtered results, displayed (figure adjacent)., You can also filter to find out the total number of male students from a, particular city. For example, to filter and list the number of male students, from Bangalore, do the following:, 1. Click Filter Button located above the Pivot, Table. Filter dialog box appears., 2. Select the dropdown arrow under Operator,, select AND., 3. Select the dropdown arrow under Field name,, 61

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select Gender., 4. Select the dropdown arrow under Value, select Male., 5. Click OK. Notice the results displayed (figure above)., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Create a spreadsheet with the data given below., Create a Pivot Table for the following:, Month/Year, , Item, , Sales, Person, , Qty., , Unit, Cost, , Sales, , Jan/13, , Washing Machine – Semi Auto, , Asha, , 12, , 7000, , 84000, , Jan/13, , Washing Machine – Full Auto, , Kumar, , 15, , 18000, , 270000, , Jan/13, , Dishwasher, , David, , 5, , 33000, , 165000, , Jan/13, , Microwave, , Kumar, , 30, , 4500, , 135000, , Jan/13, , Refrigerator – Standard, , Kumar, , 15, , 5500, , 82500, , Feb/13, , Refrigerator – Double Door, , Kumar, , 17, , 12300, , 209100, , Feb/13, , David, , 9, , 55000, , 495000, , Feb/13, , LED 27” TV, Air Conditioner – Window 1.5, Ton, , Asha, , 8, , 17000, , 136000, , Feb/13, , Air Conditioner – Split 1.5 Ton, , Asha, , 22, , 28000, , 616000, , Feb/13, , Washing Machine – Semi Auto, , David, , 10, , 7000, , 70000, , Feb/13, , Washing Machine – Full Auto, , Asha, , 32, , 18000, , 576000, , Feb/13, , Dishwasher, , Kumar, , 10, , 33000, , 330000, , Mar/13, , Microwave, , Asha, , 34, , 4500, , 153000, , Mar/13, , Refrigerator – Standard, , David, , 23, , 5500, , 126500, , Mar/13, , Refrigerator – Double Door, , Kumar, , 34, , 12300, , 418200, , Mar/13, , LED 27” TV, Air Conditioner – Window 1.5, Ton, , Asha, , 10, , 55000, , 550000, , Asha, , 7, , 17000, , 119000, , Kumar, , 12, , 28000, , 336000, , Apr/13, , Air Conditioner – Split 1.5 Ton, Air Conditioner – Window 1.5, Ton, , Asha, , 3, , 17000, , 51000, , Apr/13, , Air Conditioner – Split 1.5 Ton, , Asha, , 12, , 28000, , 336000, , Apr/13, , Washing Machine – Semi Auto, , David, , 4, , 7000, , 28000, , Apr/13, , Washing Machine – Full Auto, , Asha, , 34, , 18000, , 612000, , Apr/13, , Dishwasher, , Kumar, , 23, , 33000, , 759000, , May/13, , Microwave, , Asha, , 12, , 4500, , 54000, , May/13, , Refrigerator – Standard, , David, , 43, , 5500, , 236500, , May/13, , Refrigerator – Double Door, , Kumar, , 7, , 12300, , 86100, , May/13, , Asha, , 52, , 55000, , 2860000, , May/13, , LED 27” TV, Air Conditioner – Window 1.5, Ton, , Asha, , 18, , 17000, , 306000, , May/13, , Air Conditioner – Split 1.5 Ton, , Kumar, , 23, , 28000, , 644000, , Mar/13, Mar/13, , a. Display the count of Items sold by quantity., 62

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b. Display the quantity of items sold by each sales person., c. Display the Item / Quantity sold., d. Calculate the total Sales by Asha, Kumar and David., ASSESSMENT, Answer the following, 1. Explain the purpose of Pivot Table., 2. Explain the procedure to create pivot table from a sample data., Fill in the blanks, 1. Widely used features of spreadsheet software are ________ and, _________., 2. ___________ are summaries of data from a database such as a, spreadsheet., 3. Pivot Table is available in _____ dropdown menu., , 63

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SESSION 3: CREATE PIVOT CHARTS, Learning Objectives:, At the end of this session, you will be able to:, , , Create and use pivot charts., , RELEVANT KNOWLEDGE, Pivot Charts, You can create pivot charts in addition to pivot tables using Microsoft Excel. As, you know, charts help you visualize and understand complex data, easily., However, pivot charts are more useful than ordinary charts, because they are, more easily manipulated to show different information as summaries., Moreover, a pivot chart can be moved / placed anywhere within a workbook or, a different workbook , as per your requirement. In this session, you will learn, about Pivot charts., To create a pivot chart, do the following:, 1. Create, a, new, spreadsheet, with, the adjacent data:, 2. Select the data, range, A1:F10., 3. Select the Insert >, PivotTable, dropdown, arrow, (figure below left )., 4. Select the option, PivotChart. A Create PivotTable with PivotChart dialog box appears (figure below right)., , 64

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5. Click OK. A new worksheet is created and displayed (figure below)., , 6. Drag and drop Gender from Choose Fields to add to report: to Axis, Fields Categories and Values. Notice a chart is created (figure below)., , 7. You can also include other fields to this PivotChart. For example, if you, want to visualize the breakup of Gender City-wise, select City from, , 65

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Choose Fields to Add to report: and add that to Axis Fields Categories, and Values. Notice the updated chart displayed (figure below)., If you observe, data is, now, displayed, graphically separated, by city showing a clear, break-up of Gender,, city-wise. PivotChart, can help in visualizing, data, quickly, as, compared, to, PivotTable., Though you have learnt the, basics of PivotChart, it is recommended that you refer the help file or tutorials, on the Internet., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Create a spreadsheet using the following data in Excel 2010:, Month/Year, , Item, , Sales, Person, , Qty., , Unit, Cost, , Sales, , Jan/13, , Washing Machine – Semi Auto, , Asha, , 12, , 7000, , 84000, , Jan/13, , Washing Machine – Full Auto, , Kumar, , 15, , 18000, , 270000, , Jan/13, , Dishwasher, , David, , 5, , 33000, , 165000, , Jan/13, , Microwave, , Kumar, , 30, , 4500, , 135000, , Jan/13, , Refrigerator – Standard, , Kumar, , 15, , 5500, , 82500, , Feb/13, , Refrigerator – Double Door, , Kumar, , 17, , 12300, , 209100, , Feb/13, , LED 27” TV, , David, , 9, , 55000, , 495000, , Feb/13, , Air Conditioner – Window 1.5 Ton, , Asha, , 8, , 17000, , 136000, , Feb/13, , Air Conditioner – Split 1.5 Ton, , Asha, , 22, , 28000, , 616000, , Feb/13, , Washing Machine – Semi Auto, , David, , 10, , 7000, , 70000, , Feb/13, , Washing Machine – Full Auto, , Asha, , 32, , 18000, , 576000, , Feb/13, , Dishwasher, , Kumar, , 10, , 33000, , 330000, , Mar/13, , Microwave, , Asha, , 34, , 4500, , 153000, , Mar/13, , Refrigerator – Standard, , David, , 23, , 5500, , 126500, , Mar/13, , Refrigerator – Double Door, , Kumar, , 34, , 12300, , 418200, , Mar/13, , LED 27” TV, , Asha, , 10, , 55000, , 550000, , Mar/13, , Air Conditioner – Window 1.5 Ton, , Asha, , 7, , 17000, , 119000, , Mar/13, , Air Conditioner – Split 1.5 Ton, , Kumar, , 12, , 28000, , 336000, , Apr/13, , Air Conditioner – Window 1.5 Ton, , Asha, , 3, , 17000, , 51000, , Apr/13, , Air Conditioner – Split 1.5 Ton, , Asha, , 12, , 28000, , 336000, , Apr/13, , Washing Machine – Semi Auto, , David, , 4, , 7000, , 28000, , 66

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Apr/13, , Washing Machine – Full Auto, , Asha, , 34, , 18000, , 612000, , Apr/13, , Dishwasher, , Kumar, , 23, , 33000, , 759000, , May/13, May/13, , Microwave, , Asha, , 12, , 4500, , 54000, , Refrigerator – Standard, , David, , 43, , 5500, , 236500, , May/13, , Refrigerator – Double Door, , Kumar, , 7, , 12300, , 86100, , May/13, , LED 27” TV, , Asha, , 52, , 55000, , 2860000, , May/13, , Air Conditioner – Window 1.5 Ton, , Asha, , 18, , 17000, , 306000, , May/13, , Air Conditioner – Split 1.5 Ton, , Kumar, , 23, , 28000, , 644000, , Create PivotChart for displaying the following:, a. Sales made by sales persons., b. Items sold in quantity., c. Items & total sales., ASSESSMENT, Answer the following, 1. Explain the purpose of Pivot Chart., 2. Explain the procedure to create a pivot chart from a sample data., Fill in the blanks, 1. _____________ provides a visual representation of data., 2. PivotTable is available in _______ group of _____ tab., , 67

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SESSION 4: FILTER DATA USING SLICERS, Learning Objectives:, At the end of this session, you will be able to:, , , Use slicers to analyze data., , RELEVANT KNOWLEDGE, Slicers are one-click controls introduced in Microsoft Excel 2010 that can, display data interactively when using pivot tables. Slicers can be used to, display data interactively data i.e. when you apply a filter, data changes, dynamically., A slicer is like an extension of a pivot table making filtering of data even more, easy in the following ways:, , , , Instead of using the drop down lists in the pivot table headings, you can, click on a Slicer, to quickly filter the pivot table., You can place a slicer anywhere you want on the spreadsheet and, without moving the pivot table., , Create a pivot table, The first step to using a Slicer is to create a, pivot table. Open the spreadsheet created in, the previous session. Then do the following:, 1. Select the data range, A1:A10 to, F1:F10., 2. Select Insert tab > PivotTable >, PivotTable. A Create PivotTable dialog, box appears (figure adjacent)., 3. Click OK. A new worksheet is created, (figure below)., , 68

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4. To view count of gender, city-wise, do, the following:, a. Select Gender from Choose Fields, to add to report:, drag and drop, it to Row Labels and Values., b. Select City from Choose Fields to, add to report:, drag and drop it, to Row Labels and Values., Observe, the, results, (figure, adjacent), Applying Slicer, Now you can apply Slicer to analyse data. To, apply slicer, do the following, 1. Select Options tab., 2. Select Insert Slicer dropdown arrow under Sort & Filter, group, 3. Select Insert Slicer from Insert Slicer dropdown menu., Insert Slicers dialog box appears (figure adjacent)., 4. Insert Slicers dialog box displays all the headers available;, Check Group from this list and click OK. A popup appears, similar to the one below., , 69

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5. Now to quickly filter by a group, click on the group name in this list. For, example, click Commerce. Notice the PivotTable displaying Gender and, City count only for Commerce group (figure below)., , 6. Now to know the, gender-wise and citywise count for both, Commerce, AND, Computer, Science,, select both Commerce, AND Computer Science, from group (to select, multiple items, use, CTRL + Click). Observe, the results displayed (figure adjacent)., You can also include slicers for multiple headers; this could be useful in, situations when you large amount of data with multiple headers and need to, quickly view filtered data., To use multiple headers, do the following:, 1. Delete the slicer (for example, select Group popup and delete)., 70

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2. Select Options > Insert Slicer > Insert Slicer. An Insert Slicers dialog, box appears (figure below, left)., , 3. Check Class and Favorite Color (figure above, right). Click OK. Observe, the results displayed (figure below)., , 4. Now you can filter just by a single click. For example, if you want to, know the count of the Gender (of each city) that are from class 10th who, prefer Orange color, select 10 from Class and Orange from Favorite, color. Observe the results displayed (figure below)., , 71

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Observe how quickly you can visualize data; imagine if you have hundreds or, thousands of records that need to be analyzed. In such cases, both PivotTable, and PivotChart can be of great help in analyzing data quickly. Now select other, values from Class and Favorite color and observe the results., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Use the spreadsheet created in the previous session and do the, following:, a. Create PivotTable to include Items sold by Qty., b. Include the following items as filter slicers:, i. Sales Person, ii. Month/Year, , ASSESSMENT, Answer the following, 1. Explain the purpose of Filter Slicers., 2. Explain the procedure to apply slicers to a sample data., Fill in the blanks, 1. Slicer is a feature introduced in Microsoft Excel _____., 2. Insert Slicer option is available in ______________ group under, _________ tab., , 72

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SESSION 5: SET REVISION TRACKING & REVIEW TRACKED REVISIONS, Learning Objectives:, At the end of this session, you will be able to:, , , Track and review spreadsheets., , RELEVANT KNOWLEDGE, In a work place, a workbook may be edited by multiple users, with each one, making several changes in different places. In such a situation, it may be, difficult to follow or track which entries were made by whom and when. As a, solution, you can use the tracking feature of a spreadsheet to track all changes, made., For example if you are collecting donation as a team, you may create a single, spreadsheet and use the same spreadsheet to track progress. To understand, tracking, do the following:, 1. Create, a, spreadsheet, similar to the, one adjacent., 2. To, enable, tracking,, Select Edit >, Changes > Record., 3. You also need to protect this, spreadsheet so that the editor, or reviewer need not remember, to turn on the revision marks. ., Select Edit > Changes >Protect, Records…. Protect Records, dialog box appears., 4. Type a password in Password, and Confirm textboxes. Click OK., 5. Save this spreadsheet., Now you may send this spreadsheet for others to populate data. Once you, receive the spreadsheet, do the following:, 1. Open, the, spreadsheet., Notice the changes are, highlighted with a border;, also comments are displayed, when you move the mouse, 73

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over highlighted cells., 2. You can also view changes by person, specific date or range of cells. For, example, to, view, changes made by a, specific person, do, the following:, a. Select Edit >, Changes, >, Show…. Show, Changes dialog, box appears as, shown, adjacent., b. Check, Author, and, select the dropdown, arrow., c. Select the name from this list and click OK. Observe the results, displayed; notice the cells modified by the selected user is, displayed., Accepting or Rejecting changes, You have learnt to enable tracking in the previous session. If you are the, administrative owner of the workbook, you may choose to accept or reject, changes made by other users who updated this workbook. To accept or reject,, do the following:, 1. Open the updated spreadsheet., 2. You need to unprotect the spreadsheet, to accept or reject changes. To, unprotect, select Edit > Changes >, Protect Records…. Unprotect Records, dialog box appears as shown adjacent., 3. Enter, the, password, provided earlier, and click OK., 4. Select, Edit, >, Changes > Accept, or, Reject…., Accept or Reject, Changes, dialog, box, appears, (figure adjacent)., 74

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Now review each entry and click Accept (to accept the entry) or Reject (to, reject the change) buttons., You may include additional information through notes or comments when, working with spreadsheets; this could be useful to reviewer to know more, details when required., To insert a comment, do the following:, 1. Place the cursor in a cell where you, want to include a comment., 2. Select, Edit, >, Changes, >, Comments…. A window appears, similar to the one adjacent., 3. Type in the comment and click OK., View or Modify names, You may have noticed different names in the popup and the author dropdown, menus earlier. Spreadsheet software utilizes the names provided during, installation by default and saves this information along with spreadsheets;, however this can lead to confusion if a single name was used during, installation. In such cases you can modify the user name by following the, procedure below:, 1. Select Tools > Options. Options – OpenOffice.org – User Data dialog box, appears (figure below)., , 2. Notice the name of the user displayed in First/Last name/Initials text, box (figure above). Type your name and click OK., 75

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3. Repeat the procedure on all computers where you will open the, spreadsheet from. Remember to keep unique names to avoid confusion., 4. Now open the shared spreadsheet, make changes and observe the, changes., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , 2., , Activities, Create a spreadsheet similar to the one below:, ,  Populate this sheet with roll number and name.,  Enable tracking and protect this spreadsheet., Send this spreadsheet to your classmate and collect details of, donation amount & status., Review each entry once you receive this spreadsheet; validate and, accept only if it is correct., , ASSESSMENT, Answer the following, 1. Explain the procedure to enable tracking in a spreadsheet., 2. Explain the procedure to include your name when creating spreadsheets., 3. Explain the procedure to review a spreadsheet and to accept or reject, changes during a review., Fill in the blanks, 1. Show changes option is available under _______ submenu of _____ menu., 2. Accept or Reject option is available under _______ submenu of _____, menu., , 76

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SESSION 6: PROTECT FILES & ADD COMMENTS, Learning Objectives:, At the end of this session, you will be able to:, , , Protect spreadsheets., , , , Add comments to cells., , RELEVANT KNOWLEDGE, Spreadsheets may contain sensitive data that needs to be protected. It is, recommended that you protect the spreadsheet from unauthorized users, gaining access to it. You can also protect portions of a spreadsheet to avoid any, accidental changes., As you are aware, a workbook contains a minimum of three sheets by default. If, you want to restrict users to add or more sheets, do the following:, 1. Open a new blank workbook., 2. Select Tools dropdown menu and select, Protect Document., 3. Select, Document…., A, Protect, Document dialog box appears., 4. Type a password in Password and, Confirm textboxes. Click OK., 5. Now, try, inserting, additional, worksheets. Notice you are unable to, insert or delete any worksheets!, To unprotect, do the following:, 1. Select Tools > Protect Document >, Document…., 2. An Unprotect Document dialog box, appears., 3. Enter the password provided earlier and, click OK. Now you can insert or delete worksheets., Protecting Cells, You can also protect specific cells of a worksheet. This is helpful when you, want other to fill in information only in specific areas of the spreadsheet,, without tampering the rest of the worksheet. For example, you can create a, sales report sheet to be filled by team members but allow them to fill values, only in certain cells of a worksheet., 77

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1. Open a new spreadsheet and create the, adjacent structure., 2. Right-click cell C2, click Format >, , 3., , 4., 5., , 6., 7., , 8., , Cells….A Format Cells dialog, box appears. Select the Cell, Protection tab., Notice the default value set as, “Protected”., Uncheck, Protected, and click OK., Repeat this procedure for cells, C3 and C4., Now select Tools > Protect, Document > Sheet…. A, Protect Sheet dialog box, appears as shown below., Type a password in Password, and Confirm textboxes. Click OK., Now try entering text in any other cell, other than C2, C3 & C4. Notice that you, are unable to enter any text as they are, protected and a popup appears similar to, the one below:, Click OK. Now enter values in cells C2, C3 & C4;, notice that only these three cells are editable as, they are unprotected., , Inserting Comments, You can also include comments to specific cells. This could be useful in, situations when you want to include instructions for users when they fill values, in a field. To insert a comment, do the, following:, 1. Place the cursor in the cell where, you want to insert a comment, for, example cell C2., 2. Select, Insert, >, Comment., 3. Notice an empty, yellow text box, pointing to cell C2 is inserted., Note: To insert a comment, you may also use CTRL+ALT+C shortcut keys., 4. Type the comment within the yellow text box ., 78

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5. Comments are automatically saved and, displayed when you move the mouse, pointer over the cell that has comments, (comments are indicated by a tiny red, square)., Unprotect Cells, To unprotect, do the following:, 1. Select Tools > Protect Document, > Sheet…., 2. An Unprotect Sheet dialog box appears., 3. Enter the password provided earlier and click OK. Now you can edit any, cell they the sheet is left unprotected., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Create a workbook for compiling list of under graduate courses ., , a. Replace Course 1, 2 & 3 with respective course names., b. Include more courses as required., c. Protect the cells that do not require editing (ideally everything, except fields for typing College name and courses)., d. Send this workbook to your classmates through email., e. Assign the task to each of your classmate to fill the details; ask, them to include information about the source of details, through comments., ASSESSMENT, Answer the following, 1. Explain the procedure to password protect a document., 2. Explain the procedure to protect specific cells in a spreadsheet., Fill in the blanks, 1. To protect a workbook, you should use ______ option, _______________ submenu of _____ menu., , 79, , from

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SESSION 7: MERGE WORKBOOKS, Learning Objectives:, At the end of this session, you will be able to, , , Merge workbooks., , RELEVANT KNOWLEDGE, You have learnt to merge documents using a word processor. Using the same, concept, you can merge copies of shared workbooks into one final workbook., This is very useful when multiple users work on different copies of the same, workbook and you need to consolidate all of them into a single workbook., For example, you may have created a spreadsheet and sent it to two of your, classmates for populating data; when you receive the copies, you can merge, and review both the copies at the same time. To understand how to merge, workbooks, do the following:, 1. Create a spreadsheet in Sheet 1, similar to the one adjacent., 2. Create the same structure in Sheet, 2., 3. You need to enable tracking as a pre-requisite for merging workbooks., So, select Edit > Changes > Record to enable tracking., 4. Also a spreadsheet needs to be protected prior to merging. Hence, select, Edit > Changes > Protect Record…., a. A Protect Records dialog box appears., b. Type in a password in both Password and Confirm textboxes, click, OK., 5. Save this spreadsheet (for example, Real Estate.ods)., 6. Now create two copies of this spreadsheet (File > Save As…) and name, them as, a. Real Estate Pricing -John.ods (fill sheet 1), b. Real Estate Pricing -Joe.ods (fill sheet 2)., Now send this spreadsheet to two of your classmates and ask them to fill in the, details., Once you receive the spreadsheets, store them in a single folder for easier, access and do the following:, 1. Open, the, main, spreadsheet, (Real, Estate.ods)., 2. Select Edit > Changes >Protect Records…., An Unprotect Records dialog box appears., 80

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3. Type the password entered earlier and click OK., 4. Now to merge the first spreadsheet (sent from John, Real Estate Pricing John.ods)., a. Select Edit > Changes > Merge Document….An Insert dialog box, appears., b. Browse and select the first spreadsheet (sent by John). Click, Insert. Notice the contents from the first spreadsheet merged into, this spreadsheet. Also notice the Accept or Reject Changes dialog, box (figure below) appears for reviewing changes., , c. Now review each change and click Accept., d. Close Accept or Reject Changes dialog box., 5. Now to merge the second spreadsheet (Send from Joe, Real Estate, Pricing -Joe.ods)., a. Select Edit > Changes > Merge Document…. Insert dialog box, appears., b. Browse and select the second spreadsheet (Sent from Joe), click, Insert. Notice the contents from the second spreadsheet merged into, this spreadsheet; also notice the Accept or Reject Changes dialog, box (figure below) appears for reviewing changes., , c. Now review each change and click Accept., 81

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d. Close Accept or Reject Changes dialog box., In this example, you used two different worksheets in a workbook for better, understanding. However, take extra caution when merging multiple, worksheets; particularly, observe changes that happen during merging to avoid, any confusion. Practice until you get a thorough understanding of this feature., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , 2., , Activities, Create a spreadsheet similar to the one below:, , a. Create the same structure in sheet 2 and sheet 3., b. Rename the sheets to identify the location of the survey., c. Enable tracking and protect the workbook., Provide copies of this sheet to couple of your classmates; ask them to, create at least 20 entries., Collect the spreadsheets from your classmates. Merge the, spreadsheets based on the guidelines provided in this session., , ASSESSMENT, Answer the following, 1. Explain the procedure to merge workbooks., Fill in the blanks, 1. To merge spreadsheets, you should select _________________ option, from ________ submenu from _____ menu., , 82

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SESSION 8: ADMINISTER DIGITAL SIGNATURES, Learning Objectives:, At the end of this session, you will be able to, , , Use digital signatures., , RELEVANT KNOWLEDGE, You can use digital signatures to assure authenticity of a spreadsheet. Digitally, signing a document assures recipients that it was created by a known sender, and not altered during transit. For example, manufacturing companies on, sending out product and pricing details to distributors or dealers digitally sign, the spreadsheet to assure authenticity., Digital certificate is an electronic document by itself that is used for encrypting, other documents such as spreadsheets, audio or video files, etc. Digital, certificates are acquired from a trusted third party digital certificate provider, or internal IT department of an organization., Additional Information: http://en.wikipedia.org/wiki/Digital_signature., Note: You need to sign-up and install a digital certificate before you proceed;, you may acquire a personal digital certificate (for free) from the following, websites:, , , , , www.comodo.com, www.startssl.com, www.cacert.org, , Refer to the websites for detailed instructions on instructions and terms &, conditions; Use Google to find out more websites that may offer digital, certificates for free., Once you have the certificate, installed, do the following:, 1. Create a spreadsheet, similar, to, the, one, adjacent., 2. Select File > Digital Signatures…. A Digital Signatures dialog box, appears as shown below., , 83

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3. Click Sign Document…. A Select Certificate dialog box appears (figure, below)., , Note: If you have more than, one digital certificate, then you, will find a list of certificate to, choose from. Select the one, that is most appropriate., 4. Select the certificate from, this list, click OK. Notice, the results displayed (figure, adjacent)., 5. Click Close. Notice the, digital signature icon at the, bottom of the spreadsheet software (figure below) indicating that the, spreadsheet is digitally signed. Same signature details will be visible, , 84

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when recipients view the spreadsheet and recipients can be assured that, this document is not tampered and it is authentic as it is digitally signed., , Digital Signature Icons, You may have noticed the digital signature icon displayed at the bottom of the, spreadsheet software ( ); Spreadsheet software includes the following icons, to describe the state of the digital signature:, a. Stylised red seal indicates document is OK and not altered, since the time it was signed., b. Stylised red seal along with small yellow triangle, indicates, that the certificate is not validates; however the document is OK, and not altered since the time it was signed., c. Yellow triangle indicates the digital signature is invalid., d. Yellow triangle with black exclamation indicates the document, signature is broken; meaning the document is tampered and, should not be trusted anymore., View Digital Certificate, To view the digital certificate, do the following:, 1. Open the spreadsheet that is digitally signed., 2. Select, File, >, Digital, Signatures….Digital, Signatures dialog box appears, (figure adjacent)., 3. Click View Certificate…. View, Certificate dialog box appears, (figure below)., 4. Notice the certificate details, in General, Details and, Certification Path tabs., , 85

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Important: Once a spreadsheet is digitally signed no alternation must be made, as it is considered a final copy. If you alter the spreadsheet, you need to, digitally sign the spreadsheet again. It is always recommended that you, digitally sign only after the spreadsheet is finalized., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Apply digital signature to the workbooks created in the previous, sessions., , ASSESSMENT, Answer the following, 1. Explain the concept of digital signature., 2. Explain the procedure to digitally sign a document., Fill in the blanks, 1. _________ signing a document assures recipients that it was created by a, known sender and not altered during transit when transferred, electronically., 2. _________________ is an electronic document by itself that is used for, encrypting other documents such as spreadsheets, audio or video files,, etc., 3. To digitally sign a spreadsheet, you should select _______________, option from _____ menu., , 86

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SESSION 9: RESTRICT ACCESS, Learning Objectives:, At the end of this session, you will be able to:, , , Restrict access to a spreadsheet., , RELEVANT KNOWLEDGE, Imagine you have spent hours to create a sensitive spreadsheet and when that, is sent to a group, someone prints or copies and circulates details without your, consent. To avoid this, you can use a spreadsheet feature to protect the, spreadsheet. However, you need to save the spreadsheet by converting to a, PDF document., 1. Create a new spreadsheet similar to the one below:, , 2. Select File > Export as PDF…. A PDF Options dialog box appears (figure, below - left)., , 3. Select Security tab., , 87

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4. Click Set passwords… button. Set passwords dialog box appears as, above – right., 5. To set permissions, you need to provide a password first. Type in a, password in Password and Confirm textboxes under Set permission, password section. Click OK., , a. If you do not want this PDF to be printed by others (including, you), select Not Permitted under Printing section., b. If you do not want this PDF content to be copied by others, (including you), Uncheck Enable copying of content under, Changes section., 6. Click Export. An Export dialog box appears as shown above (right)., 7. Type a name for this PDF file in File Name: and click Save., Now open this PDF file using Adobe Acrobat Reader; notice the copying, (CTRL+C) and printing (File >, Print) functions are disabled, thus protecting this document, being printed or copied., 1. Open this file in Adobe, Acrobat, Reader., Notice the title bar, with file name and, encryption status as, “Secured”, (figure, 88

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adjacent)., 2. Select, File, >, Properties. Document, Properties dialog box, appears;, select, Security tab (figure, adjacent)., 3. Notice, the, values, under Printing: and, Content Copying:., 4. Also exported PDF, files are encrypted; to, view details about, encryption, click Show, Details…. Document, Security dialog box, appears, as, shown, below. Notice the, value, under, Encryption Level:., , Using IRM (Information Rights Management), Microsoft Excel 2007, When you send spreadsheets to recipients, it may be accidentally printed,, copied or forwarded to unauthorized people. Imagine if you have sent a, confidential spreadsheet through email that should be viewed only by the head, of finance department; this document may be viewed by others as you have no, control!, , 89

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To avoid such a mishap, you can restrict access by making use of Information, Rights Management (IRM) which gives you the following advantages:, , , , , Restrict spreadsheet being copied, printed or forwarded, Set expiration so that it cannot be viewed after a specific duration, Restrict users from using Print Screen feature to capture the screen!, , Note: You need to have an active internet connection and a Microsoft, Account for this exercise., To understand restricting, document access using IRM,, do the following:, 1. Open an existing, spreadsheet., 2. Select, File, >, Prepare., 3. Select Restricted Access. A, Service Sign-Up popup appears, (figure adjacent)., 4. To use this service, you need to, have a Microsoft Account (Live,, Hotmail or Outlook.com). To, signup, select Yes, I want to sign, up for this free trial service, from Microsoft. Click Next. You, will see a window similar to the, one below., , 1. Select Yes, I have a Microsoft account. Click Next., 90

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2. Enter the email address, and password, Click, Sign In. You will see a, window similar to the, one adjacent., a. If you are using, your, own, computer, select, This is a private, computer., b. If you are using a, shared computer, (browsing centre,, computer, lab,, etc.), select This, is a public or shared, computer., c. Click I Accept., Note that this process will take some, time. You may notice security, certificate dialog box, click Yes if you, receive such notifications., 3. Click Finish, Now you can configure permissions by, following the procedure below:, 1. Ensure Restrict Permissions to this workbook is checked (figure below)., , 2. Click More Options….A Permission dialog box appears (figure below)., , 91

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Permissions:, , a. Read: Users can only read but cannot copy, print or edit., b. Change: Users can read, edit and save changes but cannot print., c. Full Control: Users can do anything with the spreadsheet., 3. Click OK., 4. Now you can send this spreadsheet to intended recipients., Note:, , , , Anyone who attempts to open this file must have a Microsoft Account, and use the correct email address as specified for permissions., Permissions will automatically apply when they attempt to open the file., , EXERCISE, Perform the following activities till you are confident:, S.No., 1., 2., , Activities, Apply content and printing protection to the spreadsheets created in, the previous sessions (Save as PDF) using OpenOffice.org Calc., Restrict a document by making use of IRM using Microsoft Excel., , ASSESSMENT, Answer the following, 1. Explain the procedure to protect a spreadsheet from being copied when, exporting as a PDF document., 2. Explain the procedure to protect a spreadsheet from being printed when, exporting as a PDF document., 92

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Fill in the blanks, 1. To allow others not to print, you should select __________ under Printing, section in PDF Options dialog box., 2. To allow others to print but not copy the content, you should ______, Enable copying of content under Changes section in PDF Options dialog, box., 3. Acronym for IRM: _______________________., 4. ______ can protect documents from being accidentally printed, copied, or forwarded to unauthorized people., , 93

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SESSION 10: SHARE A WORKBOOK, Learning Objectives:, At the end of this session, you will be able to:,  Share a workbook., RELEVANT KNOWLEDGE, When you work with spreadsheets only one person can edit at a time by, default; all other users will be able to open only a read-only copy of the, spreadsheet., You can share a workbook in spreadsheet software. This could be useful in, situations when you need to have multiple users working a single workbook. For, example if you have a workbook for updating customer records by multiple, users, you can share the workbook allowing others to have read-write access., First step is to provide access to other users on a network. You should save the, workbook in a folder that is accessible by other users on a network. To share, the folder that has the spreadsheet, do the following:, 1. Right-click the Folder, select Properties., 2. Select Sharing tab, provide Full Control to Everyone group., 3. Access this shared folder and confirm if you are able to access this folder, over the network., 4. Create a spreadsheet and save that in this shared folder., 5. Keep this spreadsheet open on your computer and try accessing this, spreadsheet from other, computers, on, this, network., This, spreadsheet is opened, in Read-only mode on, other, computers, (Notice the message at, the top above menu bar):, 6. Now close the spreadsheet on other computers., To share, following:, , a, , workbook,, , do, , the, , 1. Open a new spreadsheet and, create the adjacent structure., 2. Save this spreadsheet in the, shared folder with a file name,, for example Latest Price.ods., 94

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3. Select Tools > Share Document…., Share Document dialog box appears, as shown adjacent., 4. Check Share this spreadsheet with, other users and click OK. A popup, appears similar to the one below:, , 5. Click Yes. Now this spreadsheet is, shared (figure adjacent)., 6. Go ahead and populate A3 to A7, with list of items and their price in, B3 to B7., 7. Save the spreadsheet; close this spreadsheet open on your computer., Accessing shared spreadsheet, 1. Open, this, spreadsheet, from, another, computer., A, popup appears, similar to the, one adjacent., 2. Click OK., 3. Go ahead and update C3 to C7., 4. Save the spreadsheet., Now open the spreadsheet on your computer; notice the updated entries, (Sample below)., , If there are conflicts, you may see a red border around the cells (move your, mouse over to view changes) as shown below., 95

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Important note:, Following list of items is disabled in a shared spreadsheet (not limited to):, , , , , , , Edit > Compare Document, Insert > Names, Insert > Object, Insert > Comment, Format > Print Ranges, etc., , For complete list of disabled items, refer to the following URL:, http://wiki.openoffice.org/wiki/Documentation/OOo3_User_Guides/Calc_Gui, de/Sharing_documents_among_reviewers, It is highly recommended that you share only after finalizing the structure of, the workbook., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Create a spreadsheet similar to the one in this session (figure below)., , a. Populate with list of computer accessories under Items., b. Share this workbook and assign the task of collecting pricing, details from your classmate (one shop per classmate)., c. Consolidate the data from your classmates and share with rest, of the class., , 96

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ASSESSMENT, Answer the following, 1. Explain the procedure to share a workbook., Fill in the blanks, 1. You need to _____ a workbook if you want multiple users to edit at the, same time., 2. Share Document option is available in ______ dropdown menu., , 97

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PRESENTATION SOFTWARE, SESSION 1: INSERTING AND MODIFYING SMARTART GRAPHICS, Learning Objectives:, In previous sessions, you learnt to create presentations, include tables, charts,, audio and video clippings. You also learnt to animate objects, review content,, print a presentation, design presentation templates, create handouts and, notes, etc. In this module, you will learn to work with SmartArt graphics,, customize animation & slide shows, annotate presentations and create, presenter-independent slide shows., At the end of this session, you will be able to:,  Use SmartArt graphics in presentation software., RELEVANT KNOWLEDGE, You have already learnt about SmartArt graphics and have learnt to use it in, Word processing & Spreadsheet software. In this session you will learnt to use, SmartArt graphics in presentation software. As you know, SmartArt graphics is a, feature of Microsoft PowerPoint that has pre-defined styles for use in, presentations., You can create diagrams using SmartArt graphics. For example, when you, create a presentation for presenting a company’s profile, you can use SmartArt, graphics to include an organizational chart representing a company’s structure., To create an organizational chart representing a company’s structure, open a, new blank presentation and do the following:, 1. Select Insert tab and, click SmartArt from, the, Illustrations, group., 2. A Choose a SmartArt, Graphic dialog box, appears, as, shown, adjacent., 3. Select Hierarchy, and, select Organization Chart (middle pane). Click OK. Notice the, Organizational chart inserted in the presentation (figure below)., , 98

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4. Now you need to add text to illustrate the organizational structure. To, modify the default text, enter the following under Type your text here, section:, a. First Level: CEO, b. Second Level: General Manager, c. Third Level: Human Resources, Finance, Operations, 5. The, organizational, structure, (illustrated, adjacent),, is, now, displayed as a hierarchy, which, is, easier, to, understand., Modify a SmartArt, You can use, enhance the, color, style, SmartArt. To, following:, , the Design tab to, visual appearance of the SmartArt. Here you can customize the, and layouts of a, apply a style, do the, , 1. Select Design tab., 2. Select, White, Outline, available, in, SmartArt, Styles group and apply., Notice the visual effect, changed (figure adjacent)., Use the list given below to select the appropriate illustration for a workflow, process:, , , , , , , Use List, to illustrate a list that does not follow a step-by-step process., Use Process, to illustrate a one way process., Use Cycle, to illustrate a continuous process., Use Hierarchy, to illustrate tree structure such as an organizational, chart., Use Relationship, to illustrate connections between sets., 99

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, , , Use Matrix, to illustrate how parts relate to a whole., Use Pyramid, to illustrate a top to bottom proportional relationship., , EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Create presentation on the following titles:, a. Rain Water harvesting, b. Water Treatment process for drinking water, c. Solar Energy Process, Use appropriate SmartArt Graphics for illustrating the step-by-step, process., , ASSESSMENT, Answer the following, 1. Explain the purpose of SmartArt graphics in Presentation Software., Fill in the blanks, 1. SmartArt option is available in _____________ group of _______ tab., 1, , 100

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SESSION 2: ADD MULTIMEDIA ELEMENTS, Learning Objectives:, At the end of this session, you will be able to,  Use multimedia elements in a presentation., RELEVANT KNOWLEDGE, You have already learnt to use clip arts and shapes in previous sessions. In this, session you will learn to use audio & video elements in a presentation. You can, enhance a presentation by audio & video content. Presentation software, contains built-in movie clips that you can use in a presentation. To use a builtin movie clip, do the following:, 1. Open a new blank, presentation., 2. Select, Insert, >, Movie and Sound., An Insert Movie and, Sound dialog box, appears, (figure, adjacent)., 3. Browse and select, the clip you want to, use and click Open., Notice, the, clip, inserted into the, presentation., , 4. Notice the Media Playback, controls available above the drawing, toolbox (figure below). You may use, this to play or check the movie clip, that you inserted earlier., 5. Play the presentation to view, the clip (Press F5). Notice the movie, clip played automatically., , 101

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Tip: You can add music or voice tracks to presentations. You can use this, feature to narrate a presentation or play a mild music during presentation., Similarly, you can add audio clips either from Clipart or from your own, collection. Go ahead and try inserting different audio clips and observe the, results., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Download relevant movie clips for topic selected in the previous session, from youtube.com (use clips in public domain) and include them in the, presentation., , ASSESSMENT, Answer the following, 1. Explain the procedure to include multimedia elements in a presentation., Fill in the blanks, 1. You should select ___________ option from Insert dropdown menu., , 102

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SESSION 3: CUSTOMIZE SLIDE COMPONENT ANIMATIONS, Learning Objectives:, At the end of this session, you will be able to :,  Customize slide components using animations., RELEVANT KNOWLEDGE, You can animate the text and objects in a presentation to make your, presentation more interesting. You could also use this feature to emphasise a, particular text, paragraph or an object by attracting the attention of the, audience., To use animations in a presentation, do the following:, 1. Create a new presentation. Include text,, shapes, etc. when creating content (refer, adjacent figure)., 2. Select an object (for example, the title),, right-click. A popup appears similar to the, one below., , 3. Click, the, option, Custom, Animation…., A, Custom, Animation, subsection appears in the Tasks, pane (figure below left)., 4. Under Modify Effect,, click Add…. A Custom, Animation, dialog, box, appears (figure below right)., a. Entrance tab: Apply effects when introducing objects on to the, screen., b. Emphasis tab: Apply effects such as changing Font color, size,, etc. when introducing text objects., c. Exit tab: Apply effects when you want objects to “disappear”., d. Motion Paths tab: Apply moving effects to Objects., e. Misc Effects tab: Apply special effects to multimedia objects., , 103

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5. Select an effect, for example Dissolve In effect in Entrance tab and set, the speed to Very slow from Speed dropdown, list., Note: A preview is shown when an effect is, selected; experiment to choose an effect and, adjust the speed if required., 6. Click OK., Each animation has the following three choices:, a. On Click, the animation starts after a mouse, click., b. With Previous, the animation runs at the, same time as the previous animation., c. After Previous, the animation runs after the, previous animation ends., 7. Repeat the procedure for other objects; use, different effects., 8. Play the presentation (Press F5) and observe the, effects applied., Advanced Animation Options, You can also customize the animation further by, doing the following:, , 104

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1. Click Effects Option button (, ) next to property (figure below, left)., Effect Options dialog box appears (figure below, right)., , 2. To add a sound clip, click the dropdown arrow next to Sound and select, a clip., Note: Click on the Play icon to preview the audio clip., 3. To adjust animation timings, select Timing tab and adjust values., 4. To animate text, select Text Animation tab and select from different, options., 5. Click OK. Play the presentation (Press F5) and observe the effects, applied., Now try using different animation effects., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Animate the movie clip inserted in the previous session; use different, effects., , ASSESSMENT, Answer the following, 1. Explain the procedure to animate text and objects in a presentation., Fill in the blanks, 1. List any five effects available in Entrance tab: ___________,, ____________, ______________, __________ & ______________., , 105

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SESSION 4: CUSTOMIZING A SLIDE SHOW, Learning Objectives:, At the end of this session, you will be able to:,  Customize slide shows., RELEVANT KNOWLEDGE, Imagine a scenario where you make a presentation for the school principal with, results of classes from Nursery to Class XII. When the principal has a meeting, with the primary, middle or senior school teachers, only the slides relevant to, them need to be displayed. In such a case you need to customize the slide show, to play selected slides., In the example here, you will create a single presentation about different, departments of an organization but present selective slides using a customized, slide show., To understand customizing a slide show, do the following:, 1. Create a presentation with 5-6 slides (sample below)., , 106

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2. Select Slide Show menu (figure adjacent)., 3. Click Custom Slide Show…. A Custom Slide Shows, dialog box appears (figure below)., , 4. To create a new custom slide show, click New…. A Define Custom Slide, Show dialog box appears (figure below)., , 5. Type a name in Name:, for example Show1. Select slides 1, 3 and 5 and, click, , . Notice the slides under Selected slides (figure below)., , 107

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6. Click OK. Notice the custom slide show is listed (figure below)., , 7. Click Start to play this custom slide show. Notice only Slide 1,3 & 5 are, displayed., Keyboard Shortcuts, Shortcut, F5 or F9, Esc, Backspace, Right Arrow or Spacebar, Left Arrow, Home, End, B, W, , Description, Start a slide show, End a slide show, Next slide, Previous slide, First slide, Last slide, Black screen during presentation, White screen during presentation, , 108

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EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Create a custom show to include selective slides of the presentations, created earlier., , ASSESSMENT, Answer the following, 1. Explain the procedure to create a custom slide show., Fill in the blanks, 1. Define Custom Slide Show option is available in _______________ dialog, box., 2. Custom Slide Show option is available in __________ dropdown menu., , 109

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SESSION 5: ANNOTATE A PRESENTATION, Learning Objectives:, At the end of this session, you will be able to,  Annotate presentations., RELEVANT KNOWLEDGE, Annotations refer to specific key points in a presentation. When you deliver a, presentation, you may want to highlight certain key points for the audience to, pay special attention or to remember those key points. Imagine if you want to, deliver a present a school quarterly score report to an audience, you may need, to highlight the toppers in your presentation., To understand how to use annotation, do the following:, 1. Create a new presentation., 2. Select Insert > Chart., 3. Use the following data to, populate for the chart:, 4. To, annotate,, do, the, following:, a. Insert a callout and type, the, text, “Class, Topper”., b. Drag the callout point, to the person having the, highest score (figure, adjacent)., Annotating during presentation, You can annotate while making a presentation; this is possible by highlighting, specific text or object (to, emphasize a point) using, “Annotation Pen” during a, presentation., To, annotate, using, “Annotation Pen”, do, following:, , the, the, , 1. Select Slide Show >, Slide Show Settings…., Slide Show dialog box, appears, as, shown, 110

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above., 2. Select the option Mouse, pointer as pen and click OK., 3. Play the presentation (Press, F5). Notice the cursor appears, like a pen; you may highlight, by drawing a circle (figure, adjacent)., Tip: You can animate the callout or, play a background clapping clip, during this part of the presentation to attract more presentation. Try, experimenting with ways of annotation and observe the results., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Create a slide to include a chart for displaying scores of the previous, term for at least 3 subjects, a. Include a rectangular callout to annotate the top three in the, class., b. Present it to the class and annotate using Annotation Pen during, the presentation., , ASSESSMENT, Answer the following, 1. Explain the procedure to annotate a presentation using callouts., Fill in the blanks, 1. To use a mouse pointer as a pen, you should select __________________, in ________ dialog box., , 111

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SESSION 6: USE A PRESENTER VIEW, Learning Objectives:, At the end of this session, you will be able to:,  Use presenter view., RELEVANT KNOWLEDGE, When you make electronic presentations, you can use two different monitors;, one monitor/projector to exhibit the presentation to the audience and your, own monitor where you can view additional notes/ documents for reference, during the presentation., In this session, you will learn to configure a presentation to run for an audience, on one display medium, and at the same time, displaying other items such as, notes/handouts along with the presentation on your monitor. Note: This, requires two monitors and, appropriate support using a, video card. Most laptops, support this facility (though, not all desktops do so unless, they have the requisite, hardware)., 1. Select Slide Show >, Slide Show Settings…., Slide Show dialog box, appears, as, shown, adjacent., 2. Select, the, second, monitor from Presentation display dropdown list, for example Display, 2., Note: Display 1 (primary) refers to the computer which you are using and, Display 2 refers to an external display unit such as a second monitor or a, projector., 3. Play the presentation (Press F5); notice the presentation is displayed, only on the second monitor. You may now refer to other documents on, your monitor during this presentation., Presenter Screen Extension, Presenter Screen is an add-on for OpenOffice.org Impress that allows you to:, a. View slides different than the audience., 112

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b., c., d., e., , Preview next slide., View notes of current slide., View timing., View navigation menu for entire presentation., , To download and install the presenter screen, do the following:, 1. Go to http://extensions.openoffice.org/en/node/814/releases., 2. Select 1.1.0-Win32 (Windows) and click the download button. Save the, file to the local drive., 3. Go the saved location and, double-click, oraclepresenter-screen.oxt., A, dialog box appears similar to, the one adjacent., 4. Click OK. An Extension, Software, Licence, Agreement, appears, (figure adjacent)., 5. Scroll down till the end, and Click Accept. Click, Close., To use a presenter’s screen, do, the following:, Note: You must have two, monitors., 1. Open an existing presentation., 2. Play the presentation (Press F5). Notice the presenter console on your, computer (figure below, left) and the presentation played to the, audience on the second monitor (figure below, right)., , 113

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Observe the current and next slide appears on your computer along with notes;, only the presentation appears on the second monitor., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Configure the slide show to display presentation on a secondary, monitor., , ASSESSMENT, Answer the following, 1. Explain the procedure to display the presentation only on a second, monitor or a Projector., Fill in the blanks, 1. You should select ________ from presentation display dropdown list to, display presentation on an external display unit., , 114

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SESSION 7: AUTOMATICALLY REPEAT A SLIDE SHOW, Learning Objectives:, At the end of this session, you will be able to:, , , Configure a slide show to repeat automatically., , RELEVANT KNOWLEDGE, Generally when you run a slide show, to proceed from one slide to the next,, you need to press a key/ click the mouse. It is also however possible to deliver, a presentation without using mouse-clicks and even to configure a repeat of the, presentation automatically. You may have seen a presentation being delivered, without a presenter’s intervention in a kiosk, trade show, etc. You may have, noticed slide shows in malls, reception area in an office, etc. playing, advertisement-like slide shows. These are all played using the automated, feature of presentation software., To configure a presentation to advance slides automatically, you need to define, the display timing for each slide., To define specific timing for all slides, do the, following:, 1. Open an existing presentation., 2. Select Slide Show > Slide Transition…., 3. Under Advance Slide, select Automatically, after to set a time. For example, 3 seconds., 4. Click Apply to all Slides., 5. Play the presentation (Press F5). Notice the, slide advancing to next slide automatically, after 3 seconds., To define specific timing for each slide, do the, following:, 1. Select Slide Show > Rehearse Timings., 2. Slide show starts with a timer displayed at, the left-bottom corner of the screen., 3. Click when you want to advance to the next, slide after a specific duration; repeat the, process for all slides., 4. Save the presentation. Impress displays the, recording duration along with the slides,, switch to Normal and observe the timing, , 115

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under Automatically after option in each slide (figure adjacent)., 5. Play the presentation (Press F5). Notice the slide advancing to next slide, based on the timing set for each slide., If you want to repeat the slideshow once again when the presentation is, complete, (loop, the, presentation), do the following:, 1. Select Slide Show >, Slide Show Settings…., Slide Show dialog box, appears, (figure, adjacent)., 2. Select Auto under Type;, type in the duration for, repeating the slide show., For example 5 seconds, (figure below)., 3. Click OK. Play the, presentation (Press F5)., 4. A window appears similar, to the one below., 5. Notice the countdown at, the right-top corner; also notice, the slide show repeats from the, first slide after the count down., , Using Microsoft PowerPoint, To set up a slide show to repeat automatically in Microsoft PowerPoint, do the, following:, 1. Open an existing presentation., 2. You need to include timing for, slides to automatically move, from one slide to another. Select, Slide Show tab., 3. Click Rehearse Timings in Set Up, group (figure adjacent)., 116

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4. Rehearse toolbar (figure adjacent) appears along with the Slide Show., 5. Click Next, to move to the next slide after a particular duration for, each slide. For example, click, every 5 seconds., 6. Once you have reached the last slide, click Close, in the Rehearsal, button. A popup appears as shown below displaying the total timing for, this slide show., , 7. Click Yes. Go to Slide Sorter View., , 8. Notice the timing displayed next to the slides (figure above)., 9. Now play this presentation (F5). Notice the slide advancing every five, seconds., If you want the slide show to repeat once again from the beginning after the, last slide, do the following:, 1. Select Set Up Slide Show, in Set Up group., 2. Check Loop continuously, until ‘Esc’ under Show, Options, (figure, adjacent)., If you want to view the, presentation manually after, including rehearses timing, do, the following:, 1. Select Set Up Slide Show, in Set Up group., , 117

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2. Select Manually in Advance Slides section (figure above)., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Apply slides to automatically advance every 10 seconds for the, presentations created in previous sessions; repeat the slide show after, 3 seconds., , ASSESSMENT, Answer the following, 1. Explain the procedure to advance slides automatically after a specific, duration., 2. Explain the procedure to advance each slide with a custom timing, (manual)., Fill in the blanks, 1. Rehearse timing option is available in ___________ dropdown menu., , 118

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E-MAIL MESSAGING, SESSION 1: SEND CALENDAR INFORMATION IN AN E-MAIL MESSAGE, Learning Objectives:, You have learnt to use e-mail messaging software to send, receive and format, e-mail messages, insert hyperlinks, and sort and filter messages, etc. You have, also learnt to use your calendar software to manage events and tasks, change, work weekdays, manage task requests, etc., Now, in this module, you will learn about sending calendar information via email, send personalized e-mails, organize e-mails, manage data files, delegate, e-mail and calendar access., At the end of this session, you will be able to:,  Send calendar information in e-mail message., RELEVANT KNOWLEDGE, You have learnt to schedule appointments earlier using calendar software., Now, imagine a situation where you are heading a team and want to appoint a, team member to participate in official meetings in your absence. You can, create the events and/or tasks in your calendar and send the information to a, team member to attend the meeting., To start learning about send calendar information in e-mail message, first,, open your calendar software and create, few appointments in it., To send the calendar, do the following:, 1. Right-click Calendar, a popup, appears as shown adjacent., 2. Click Export Calendar… (figure, above). Export dialog box, appears (figure adjacent)., 3. Select Save as type: dropdown, menu (figure below)., , You can send the calendar in one of, 119

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the three following formats:, a. iCalendar (.ics), a popular format supported by most calendar, software., b. Web Page (.htm or .html), to publish in personal or company, websites (for example, you can publish training or public events, through your website)., c. Outlook Comma Seperated Values (.CSV), a format supported for, use with Microsoft Outlook., 4. Select iCalendar (.ics)., 5. Type a name in File name:. (For example, type your name as you are, sharing your calendar; this will be easy for others to identify)., 6. Click Save and send this calendar as an attachment to your classmate., Recipients when they receive this mail will see a window similar to the one, below:, , You too would have received an e-mail from one of your classmates. Download, and save the attachment., Now to import this into your calendar,, do the following:, 1. Select, , File, , Menu, , (figure, , adjacent)., 2. Select Open > Calendar, File….An Open dialog box, appears (figure adjacent)., 3. Browse and select the, attachment. Click Open., 4. Select Events and Tasks >, Calendar. Notice both the, calendars are displayed (figure below)., 120

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You may change the, color of the other, calendar, to, differentiate both the, calendars. To change, the color, do the, following:, 1. Right-click the, second calendar., A popup appears, similar to the, one below (left)., , 2. Click Properties. Edit Calendar dialog box appears (figure above right)., 3. Choose a color, from, Color:, dropdown, palette, and, click, OK., Notice both the, calendars and, the, calendar, items are displayed in different colors (figure adjacent)., Using Microsoft Outlook, You can also send a calendar using Microsoft Outlook., 1. Open Outlook, Select Go >, Calendar., 2. Right-click Calendar under, My, Calendars, (figure, adjacent)., , 121

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3. Click Send via E-mail…. A, Send a Calendar via Email, popup, appears, (figure adjacent)., a. Select the duration, from Date Range:, dropdown,, for, example Next 30, Days., b. Select the amount, of, detail, from, Detail: dropdown,, for example Full, Details., c. Click OK. Notice, the calendar is, attached, in, iCalendar, format, (figure adjacent)., 4. Type the recipient’s email address in To…. Click, Send., 5. Recipients receive the email with the calendar as, shown adjacent - below., 6. Select Open this Calendar, in Open group (figure, adjacent). You will see a, popup similar to the one, below for adding the, sender’s calendar to your, software., , 122

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7. Click Yes. Notice the, sender’s, calendar, appears side-by-side, along, with, your, calendar, (figure, adjacent)., a. If you want to, include items, from, the, senders’, calendar,, select, the, item from the, senders’ calendar, drag and drop it in, your calendar!, b. To view in overlay mode, right-click, your calendar under My Calendar and, select View in Overlay Mode., c. Notice the senders’ calendar is displayed in overlay mode (you can, see their schedule in your calendar as shown below)., , EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Schedule the following events in your calendar:, a. Team Outing Discussion, 10 AM – 12 PM (One-time meeting, use, a date of your choice)., b. Annual Exam Preparation, 5 PM – 8 PM (Every Wednesday and, 123

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Friday, recurring until exam schedule)., Share this calendar with your classmates., ASSESSMENT, Answer the following, 1. Explain the procedure to share a calendar (using .ICS format)., Fill in the blanks, 1. Formats supported when exporting calendar are: _____________,, ____________ & _____________., 2. File extension for iCalendar files: _____ ., , 124

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SESSION 2: CUSTOMIZING THE QUICK ACCESS TOOLBAR, Learning Objectives:, At the end of this session, you will be able to:, , , Customize the quick access toolbar – a feature available in Microsoft, Outlook., , RELEVANT KNOWLEDGE, You have learnt to work with various options in the e-mail messaging software., You can add shortcuts (referred to as commands) to items that you frequently, use to the quick access toolbar for convenience. You can also include shortcuts, for commands that are not available on any of the default tabs but can be, accessed through a series of steps. For example, if you frequently use clip arts, in your e-mails, you can add the shortcut or Clip Art command to the quick, access toolbar., To customize the quick access, toolbar, do the following:, 1. Select File > New >, Message (this is to access, the Quick Access Toolbar)., 2. Right-click on the Office, Ribbon, (figure, above),, click, Customize Quick, Access Toolbar…., An Editor Options, dialog, box, appears, (figure, adjacent)., 3. You can select, commands, from, Choose, commands from:, dropdown menu., For example, to, add, clip, art,, select, All, commands from, Choose, commands from:, 125

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dropdown menu. Scroll and select Clip Art… from list (figure above)., 4. Click Add button. Notice the Clip Art is added to the Quick Access, Toolbar list (figure below, right)., 5. Click OK. Notice the Clip Art (icon) command is displayed in the quick, access toolbar (figure below, left)., , Quick access toolbar is displayed, at the top by default. However,, to move its position, for, example closer to the work area, (just above the mail message, area), do the following:, 1. Right-click on the Office Ribbon, and click the option Show Quick, Access Toolbar Below the Ribbon, (figure adjacent)., 2. Notice the Quick Access Toolbar displayed, near the work area (figure adjacent)., Now try adding more commands to the Quick, Access toolbar., Adding commands not available in default tabs, Not all commands are accessible through default tabs (Message, Insert, Options, or Format Text tabs). To see a list of commands not available in default tab, do, the following:, 1. Select File > New > Message (this is to access the Quick Access toolbar)., 2. Right-click on the Office Ribbon and click Customize Quick Access, Toolbar…. An Editor Options, dialog box appears., 3. Select Commands not in, Ribbon, from, Choose, commands from dropdown, menu. Notice the list of commands (figure above)., 4. To add, select a command from this list. For example, select Custom, Equation and click Add. Click OK. Notice the command Custom, Equation added to the quick access toolbar., , 126

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EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Customize the toolbar to include the following commands:, a. Paste Special., b. Theme Colors., c. Page Color., d. Show BCC, , ASSESSMENT, Answer the following, 1. Explain the procedure to add commands to quick access toolbar with an, example., Fill in the blanks, 1. Customize Quick Access Toolbar option can be accessed through, __________________________., , 127

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SESSION 3: USING STATIONERY AND THEMES, Learning Objectives:, At the end of this session, you will be able to:,  Personalize e-mails using stationery and themes., RELEVANT KNOWLEDGE, You may have noticed attractive newsletters sent to your e-mail address, promoting products, clearance sales or promotional offers. If you observe, some, of them are so attractive that you view the e-mail even though you are not, really interested. Also, most of them have hyperlinks to websites or e-mail, addresses! If you too want to send such attractive e-mails to your customers or, friends, you need to use HTML formatted e-mail messages. E-mail messaging, software includes support for creating HTML messages through a feature called, “Stationery”. Stationeries are pre-defined designs which you can replace with, your own text or images; you can also create your own templates if you are, comfortable with HTML., To work with stationeries, you need the following:, a. Stationary Add-on., b. HTML Templates., Downloading and Installing the Stationery Add-on, 1., 2., 3., 4., , Open your e-mail messaging software., Select Tools > Add-Ons., Search for Stationery 0.7.8., Click Install and click Restart Now., , Note: Stationery add-on does not include any templates. However, you can, either use HTML templates downloaded from websites or your own HTML, templates., Use the following websites to download HTML templates:, a., b., c., d., , http://www.campaignmonitor.com/templates/all/, http://www.activecampaign.com/templates/, http://www.eblastmagic.com/free-templates.html, http://www.benchmarkE-mail.com/resources/Free-HTML-E-mailTemplates, e. Use Google to find more HTML templates!, Usually templates contain HTML, CSS & Images compressed as a single .ZIP file;, once you download a template, unzip them to a folder in your computer., 128

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To use this template, do the following:, 1. Select Write dropdown menu., 2. You need to select the HTML file (template);, click Other Stationery…. A Select template, file dialog box appears (figure below)., 3. Browse and select the HTML file; usually, there is only one HTML file named as, “index.htm”, or, “default.htm”. You, can preview the, template, by, opening in the web, browser, to, experiment before, using that as an email template! In, this example, the, file, name, is, “full_width.htm”., 4. Once you select, the HTML file,, click, Open., Observe, the, results displayed, (figure adjacent)., 5. Templates, may, have placeholders, and, dummy, content that can, be replaced with, your own text., Replace the text, in this template, and include content as, required., 6. Once complete, type the, e-mail, addresses, and, subject. Click Send., Recipients will be seeing an email similar to the one adjacent., , 129

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Tip: Since these letters use HTML code, try inserting videos using HTML code!, Using Microsoft Outlook, Note: You must have the e-mail message format set to HTML., 1. Select Tools > Options., 2. Select Mail Format tab., 3. Select HTML from Compose, in this message format:, dropdown, list, (figure, adjacent)., 4. Click OK., To use stationary for a single E-mail, message (one time activity), do the, following:, 1. Select Actions dropdown menu, (figure above)., 2. Select New Mail Message, Using,, click, More, Stationary….A Theme or, Stationary, dialog, box, appears (figure adjacent)., 3. Select a theme from this, list, for example Capsules., Notice, the, preview, displayed on the right pane, (figure below right)., 4. To use this theme, click, OK. Notice a new mail, message is created based on, this theme (figure below, left)., , 130

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To set a theme for all mail, messages, do the following:, 1. Select Tools > Options., 2. Select Mail Format tab., 3. Select Stationery and, Fonts…, (figure, adjacent)., Signatures, and Stationery dialog, box appears (figure, below)., 4. Click Theme Button. A, Theme or Stationary, dialog box appears, scroll and select a theme. For example, Compass., 5. Click, OK, thrice., 6. Select File >, New, >Mail, Message., Notice the mail, message, created based, on this theme, (figure below)., , Note:, 1. Stationery or themes cannot be customized., 131

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2. Stationery or themes cannot be applied to replies., Now use other themes for practice., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Create a newsletter on any of the following topics:, a. Harmful effects of plastic bags., b. Wind energy., c. Causes of Uttrakhand disaster., d. Disaster management, Use Microsoft Express Web to create a single page HTML newsletter,, include hyperlinks, images and relevant videos; send this newsletter, to your classmates., , ASSESSMENT, Answer the following, 1. Explain the purpose of stationeries., 2. Explain the procedure to send a HTML formatted message., Fill in the blanks, 1. List any three websites that offer free HTML e-mail templates., , 132

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SESSION 4: CREATING AND MODIFYING SIGNATURES, Learning Objectives:, At the end of this session, you will be able to:,  Create and modify signatures., RELEVANT KNOWLEDGE, e-mail signatures usually display name, designation, contact information, etc., and are visible at the end of e-mails. Once created, e-mail signatures are, automatically included when you compose a mail. An e-mail signature can be a, combination of text and images., To create a signature,, do the following:, 1. Open your email, messaging, software., 2. Select Tools >, Account Settings., An, Account, Settings, dialog, box appears., a. To, use, plain text,, i. Type, your, nam, e and contact details in Signature, text: textbox., ii. Click OK., iii. Select File > New > Message., Notice the signature appearing in, plain text format (figure adjacent)., b. To use HTML text,, i. Check Use HTML (e.g., <b>bold</b>), ii. Type the following in the Signature text: textbox., regards,<br>, <b>Arun Kumar.</b><br>, <i>+91 9000012345</i>, iii. Click OK., , 133

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iv. Select File > New > Message. Notice the signature, appearing in HTML format., Attaching a vCard, You can also attach an electronic business card to e-mail messages. A vCard is a, file format standard widely used for electronic business cards and is supported, most e-mail messaging software. Similar to normal business cards, electronic, business cards are usually stored with the address book of the e-mail messaging, software., To attach vCard automatically for all outgoing messages, do the following:, 1. Select Tools >, Account Settings., Account Settings, dialog box appears, (figure adjacent)., 2. Check Attach my, vCard, to, messages (figure, above)., 3. Click, Edit, Card….Edit vCard, dialog box appears, (figure below)., a. Type your first name, in First:, b. Type your last name, in Last:, c. Type your email, address in Email:, d. Type your cell phone, number in Mobile:, e. Click OK., 4. Compose a new mail message and, send it to a recipient., Recipients will receive the mail similar to, the one below with the vCard attached, (figure below). Recipients can add this, vCard to their address book by clicking on, the, , icon., , To include vCard for selective emails, do the following:, 134

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1. Select Tools > Account Settings. The Account Settings dialog box, appears., 2. Uncheck the option Attach my vCard to messages., 3. Click OK., 4. Select File > New > Message., 5. Select File > Attach > Personal Card, (vCard)., Using Microsoft Outlook, To set up a signature, do the following:, 1. Select, Tools >, Options., 2. Select Mail Format, Tab., 3. Click Signatures. The Signature and, Stationery dialog box appears., a. Click New to create a new, signature. A New Signature popup, appears. Enter a name for the, signature for example, Personal., b. Click OK. You can use the Edit signature area to include text,, hyperlinks and images (refer figure below)., , 135

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4. Click OK twice when done., To use this signature, select File >, New > Mail Message…. Notice the, signature at the end of the mail, message (figure adjacent)., Creating a second signature, You may use your e-mail software, to send personal business mails. To, do so, you can create and use an, alternate signature for business, mails. To create another signature,, 1. Select Tools > Options., 2. Select Mail Format tab., 3. Click Signature. click New, enter the name as Business and click OK., Create a signature similar to the one below., , 4. Click OK twice when done., 5. Select File > New > Mail Message. Select Insert, tab, select Signature dropdown arrow (figure, below)., 6. Notice both the signatures are displayed. Select, Business from Signature dropdown arrow, notice, the business signature inserted in the e-mail, signature area., Saving a v-Card, To save a contact as an electronic business card, do the following:, 1. Open the e-mail messaging software., 2. Select Go > Contacts., 136

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3. Double-click on a contact. Select File, > Save As…., 4. Click Export to vCard file. vCard file, dialog box appears (figure below)., 5. Notice the format displayed in Save as, type:, dropdown,, type a name in File, name: and Click, Save. Now you can, send this vCard file, through, e-mail, message, as, an, attachment;, recipient can import, this vCard that has, complete, information, (depending on how much you have filled) in their e-mail messaging, software., Attaching a v-Card, You can also attach a business card to an e-mail by, doing the following:, 1. Select File > New > Message., 2. Select Insert tab., 3. Select Business Card dropdown arrow (figure, above); select the vCard from the list (for example, ODA1 Demo, Account). To attach, someone’s, contact, details, select Other, Business, Cards…,, select the contact and, click OK., 4. Notice the vCard, added as an, attachment (file, extension, .VCF). Now, you can send this mail, to a recipient., Recipients when they open this mail can import this vCard into their e-mail, messaging software by double-clicking on the attachment and by clicking Save, & Close., 137

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EXERCISE, Perform the following activities till you are confident:, S.No., 1., 2., , Activities, Include your first name, last name, email address and mobile number, as a HTML signature., Create a vCard to include your first name, last name, email address, and mobile number; configure email messaging software to include this, vCard for all outgoing mails., , ASSESSMENT, Answer the following, 1. Explain the procedure to include a signature in plain text format for all, outgoing mails., 2. Explain the procedure to include a signature in HTML format for all, outgoing mails., 3. Explain the procedure to include vCard for all outgoing messages., Fill in the blanks, 1. Signature Text option is available in ________________ dialog box of, Tools Menu., , 138

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SESSION 5: CONFIGURING E-MAIL SECURITY SETTINGS, Learning Objectives:, At the end of this session, you will be able to:,  Configure e-mail security settings., RELEVANT KNOWLEDGE, Security refers to protecting your computer from viruses. Some e-mail messages, may contain malicious code such as a spyware or virus that may harm your, computer. You can modify certain settings of your e-mail messaging software to, defend against attacks originating from emails., Note: It is highly recommended to have a firewall and anti-virus installed and, kept up-to-date to ensure maximum protection., Messages are displayed in HTML format by default. This can lead to a potential, security hole as malicious code embedded in HTML can harm your computer. To, disable HTML formatting, do the following:, 1. Select View menu (figure adjacent)., 2. Select the menu option Message Body, As. Notice the default setting is HTML;, select Plain Text. Observe the emails, in your Inbox displayed in plain text, format., E-mail messaging software includes mail, filters that can control messages, mark them, as spam and move them to a special folder called the “Junk Folder” to protect, your computer., To configure security options, do the following:, 1. Select Tools >, Options., An, Options, dialog, box, appears, (figure, adjacent)., 2. Select, Security., a. Select, Junk, tab. To, move, 139

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mails to the Junk folder when they are marked as Junk, check, When I mark messages as junk: and select Move them to the, account’s “Junk” folder., b. Select E-mail Scams tab., c. Check the option Tell me if the message I'm reading is a, suspected email scam for email messaging software to analyze, and alert on finding any suspicious mails., , d. Select Anti-Virus tab., , e. Check the option Allow anti-virus clients to quarantine, individual incoming messages for anti-virus software to, quarantine infected email messages. Quarantine is a feature of, most anti-virus software that isolates infected email messages, from rest of the computer keep it safe and secure., 3. Click OK., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Configure the following in your email messaging software to keep your, computer secure:, a. Set the default view of message body to plain text., 140

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b. Configure to move email messages to move emails to "Junk", folder when they are marked as Junk., ASSESSMENT, Answer the following, 1. Explain the procedure to modify the default message view to plain text., 2. Explain the procedure to:, a. Move emails to “Junk” folder when they are marked as Junk., b. Allow anti-virus to quarantine infected emails., Fill in the blanks, 1. Junk, e-mail scams, anti-virus tabs are available in __________ section, of Options dialog box., , 141

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SESSION 6: ORGANIZING E-MAILS, Learning Objectives:, At the end of this session, you will be able to:,  Organize your e-mails by grouping them into appropriate folders., RELEVANT KNOWLEDGE, It might be difficult to deal with e-mails over time. This is especially true when, you send and receive a whole lot of e-mails. You may end up losing track of, them! To avoid such confusion, you can use certain features such as grouping,, conditional formatting, etc. and organize e-mails., Group e-mails, Grouping helps you to keep similar e-mails together. For example, you can, group all the e-mails sent to a particular recipient to track e-mails sent to that, recipient thus avoiding scrolling back and forth to locate the e-mails!, To group emails by sender’s email address, do the following:, 1. Open your email messaging, software., 2. Select View > Sort by., 3. Select the submenu option, Recipient., 4. Select View > Sort by >, Grouped By Sort., 5. Notice the emails grouped by, sender’s email address (figure, below)., , To switch to default view,, 1. Select View > Sort by>Threaded., , 142

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Using Saved Search Folders, Saved search folders are virtual folders that have e-mails matching certain, criteria; they just point to the e-mails located in Inbox or other folders. For, example you can create a saved search folder to match the criteria “exam”, that will hold and point all emails matching the keyword “exam”., To understand, following:, , search, , folders,, , do, , the, , 1. Select File > New., 2. Click Saved Search….A New Saved, Search Folder dialog box appears, (figure below)., , a. Type a name for this folder in the textbox Name:, for example, Sale., b. Under the section Configure the search criteria used for this, saved search folder:, select the option Match any of the, following., c. You can use the dropdown menus for list of values under Configure, the search criteria used for this saved search folder: section. For, example, select Subject from 1st dropdown, contains from 2nd, dropdown and type Sale in the text box., d. Click Create., e. Notice the saved search folder named Sales displaying emails, matching the keyword Sale (figure below)., , You can use a variety of combinations such as:, a. Mails that have attachment(s)., b. Mails from a particular recipient., 143

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c. Mails sent on a particular date and so on., Experiment with different dropdown values to learn more., Conditional Formatting – MS Outlook, Microsoft Outlook provides a facility to highlight and organize messages through, a special feature called “Conditional Formatting”. This helps in attracting, attention to specific mails. To apply a particular font and colour for mails from, specific person, do the following:, 1. Select Tools > Organize., 2. A new Ways to Organize Inbox window will, appear below the standard toolbar (figure, adjacent - below)., 3. Select Using Colors,, you should see a, window similar to the, one adjacent - below., 4. Specify the e-mail, address, of, the, recipient and choose, a color., 5. Click Apply Color., Click The X command, button to close., 6. Now, when, you, receive a mail from, selected contact, you, should the mail color coded in Inbox., Now try changing font, color, etc. by using the Automatic Formatting option, next to X command button., EXERCISE, Perform the following activities till you are confident:, S.No., 1., 2., , Activities, Group all the mails by email addresses of your classmates., Create a saved search folder to display all the emails from one of your, classmate., , 144

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ASSESSMENT, Answer the following, 1. Explain the procedure to group emails by:, a. Size, b. Order Received, c. Read, 2. Explain the purpose of saved search folders with an example., Fill in the blanks, 1. Grouped by Sort is available in ________ submenu of _____ menu., 2. Saved Search option is available in ______ submenu of _____ menu., , 145

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SESSION 7: MANAGING DATA FILES (BACKUP), Learning Objectives:, At the end of this session, you will be able to:,  Manage data files., RELEVANT KNOWLEDGE, As you know, it is always recommended to keep backup copies of e-mails in the, event of a failure., Data files refer to e-mail messages, address books and configuration settings, that are stored in a folder called “Profile”. The first time you start your email, messaging software, a profile is automatically created and used., Note: Profile is NOT deleted when you uninstall email messaging software., To view a profile, do the following:, 1. Click Start > Run., 2. Type, %APPDATA%, and press Enter. A, window similar to the, one, adjacent, appears., 3. Scroll and select the, folder Thunderbird, (All settings and date are stored in this folder). Copy this folder for, backup., Additional Information, 1. Double-click, Thunderbird folder,, contents, of, Thunderbird folder, appear, (figure, adjacent)., Note: Thunderbird uses Profiles.ini to, locate the data folder., 2. Double-click profiles folder. A, folder similar to the one adjacent, appears., 3. Double-click this folder. Notice the, contents of this folder (figure, below)., 146

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4. In, this, case,, everything is stored in, pop.googlemail4.com (this may vary, on each computer), folder. To view the, contents, double-click, the folder. Notice the, contents of this folder, (figure adjacent)., MozBackup, MozBackup is a free utility that you can, use to backup Mozilla Firefox and, Thunderbird., 1. Go, to, http://mozbackup.jasnapaka.com., 2. Download MozBackup and install it, on your computer., 3. Click, Start, >, Programs, >MozBackup. A Welcome to, MozBackup wizard appears, (figure above)., 4. Click Next. A window similar, to the one adjacent appears., , 147

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5. Select Mozilla Thunderbird,, click Next. A window similar, to the one adjacent appears., 6. Click Browse… to select, another folder on your, computer,, for, example:, D:\Thunderbird and click, Save., 7. Click Next. Question popup, appears as shown below, (left)., , 8. Click No. (Password protection is optional). A window similar to the one, above (right) appears., 9. Click Next. A window similar to the one below (left) appears., , 10. Click Finish. Notice a single file saved in the backup location with the, file extension .PCV (figure above right)., , 148

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To restore, do the following:, 1. Click Start > Programs, >MozBackup. Welcome, to MozBackup wizard, appears., 2. Click Next. A window, similar to the one, adjacent appears., 3. Select Restore a profile, and, Mozilla, Thunderbird and then, click Next., 4. Click Browse to select, the backup file, click, Open., 5. Click Next Twice. A, popup appears similar, to the one adjacent., 6. Click Yes., 7. Click Finish., MS Outlook 2007, Backup Items, e-mail messaging software stores all your e-mails, contacts, calendar items,, etc. in a single file called the Personal Folder File or PST. PST is automatically, created and managed by the e-mail messaging software. To view the location, of this file, do the following:, 1. Open the e-mail messaging software., 2. Select Tools >Account Settings, click Data Files tab. Notice the file, location under Filename section (figure below)., , 3. To view complete path, click Settings… (figure above)., , 149

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4. A Personal Folders popup, appears (figure adjacent)., 5. Notice the complete path in, Filename:. By default, PST’s, are stored in hidden folder, under Local Settings in, C:\Documents, and, Settings\USERNAME., 6. Use Windows Explorer to, view hidden files, locate the, PST and create a copy of it, (select FILENAME.PST, copy, and paste elsewhere). Also, note, that, the, e-mail, messaging software MUST be, closed or you won’t be able to make copies of it., Note: In Windows Vista / 7, PST is stored in C:\USERS\USERNAME., Using PST Backup Tool, The above mentioned procedure may be difficult as it involves too many steps., As an alternate, you may download the PST BACKUP Tool from Microsoft’s, website and take the backup. Download the tool from the following URL:, , , http://www.microsoft.com/en-us/download/details.aspx?id=9003, , To install this tool, do the following:, 1. Double-click pfbackup.exe. A window appears similar to the one below, (left)., , 150

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2. Click, Next., A, License, Agreement appears (above –, right)., 3. Accept the terms and click Next., A Start Installation window, appears., 4. Click Next, click Finish., To launch the tool, do the following:, 1. Open the e-mail messaging, software, Select File menu (figure below)., 2. Notice the new entry Backup…. Click, Backup…, An Outlook Personal Folders Backup, popup appears (figure below)., , 3. Click Options… button (figure above), A, Backup Options popup appears (figure below)., a. Specify the reminder value (for example to remind you every 10, days, specify 10 in, Remind me to backup, every __ days)., b. Specify the location, where you want to keep, the backup; choose a, location that is not the, same where operating, system resides. Choose, another partition, a, network folder or pen, drive. Click OK., 4. Click Save Backup. Backup, popup appears (figure adjacent), indicating the e-mail messaging, program should be closed., 5. Click OK. Close e-mail messaging, software; a backup will be, created in the location specified, 151

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earlier., 6. To view the file, navigate to the location using Windows Explorer. Notice, the backup file (figure below)., , Restoring from a backup, If you want to restore e-mails from the backup (on the same computer or a, different computer), do the following:, 1. Select File > Open >Outlook Data, File (figure adjacent)., 2. Browse and select the BACKUP.PST., Backup data file will be displayed, below the default folder (figure, below)., 3. To restore, select mail(s) from, Backup, drag and drop it in Inbox., Add data files to a mail profile, You can configure multiple e-mail accounts, in e-mail messaging software which you, may need if you have multiple e-mail, accounts with different providers (such as, outlook.com, gmail.com, yahoo.com, etc.)., You can configure all the accounts in a, single e-mail messaging software thus saving time and efforts to check every, account manually., You can either:, a. Add multiple accounts to a single profile (useful when you want to, configure multiple user accounts in a single shot!), b. Add each account to a separate profile (useful when you want to keep, personal and business E-mail accounts separate from each other for, convenience)., To use another e-mail account using a single profile, do the following:, 1. Open the e-mail messaging software (as normally you would)., 2. Select Tools > Account Settings., 152

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3. Notice the existing mail account is displayed. To add another account,, click New…, follow the onscreen instructions to complete the steps., Notice both the e-mail accounts are displayed (figure below)., , 4. When you hit F5 (send/receive), e-mail messaging software will check, for both the accounts (figure below)., 5. When you send e-mails, you need to specify which e-mail account you, are sending from as, it will use the, default (first) e-mail, account, for, all, messages composed., To specify the email account while, composing, the, message, do the, following:, a. Select File >, New > Mail, Message (figure adjacent)., b. Notice the Account dropdown below the, Send button. Select the account from, which you need to send this mail from,, for example choose the second one in, the list., c. Compose the mail and send it to a recipient., 6. When you receive e-mails, mails from both the account are displayed, together in the Inbox (figure below)., , 153

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7. However when you open each, mail, you may be able to, differentiate between the two, accounts (figure adjacent)., 8. Notice the e-mail address in From:., Delete a profile, To remove a profile, go to Control Panel > Mail. Select the profile you want to, delete, click Remove., Important: When you remove a profile, only the settings are removed. Data, files still remain in respective folder and are NOT deleted. Use Windows, Explorer to recover data files (.pst) using the procedure outlined in this session., Change data file settings, You can change the data file for an existing account or specify a data file for, each e-mail account., For example, if you have used e-mail messaging software for a very long time, and have a lot of mails, you can create a new data file for the new mails (from, now on). You can also create a new data file for each month or year!, To create a new data file, do the following:, 1. Open the e-mail messaging software., 2. Select Tools > Account Settings, Select Data Files tab., , 3. Click Add… to add a new data file, A New Outlook Data File dialog box, appears as shown below., 4. Select Office Outlook Personal, Folders File (.pst), click OK., , 154

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5. Create, or, Open, Outlook Data File, dialog box appears, (figure, adjacent),, select the location, where you want to, store this data file, and type a name for, this data file. For, example, Y2013 and, then click OK., 6. Create Microsoft Personal Folders popup appears as shown below., 7. Type a name in Name: and click OK., Notice the second data file created and, displayed (figure adjacent)., 8. You need to configure the e-mail, messaging software to deliver new, messages to this new personal data file, instead of the old one; to configure, select, the second data file and click Set as, Default (refer figure above). A Mail Delivery Location popup appears as, shown below., , 9. Click OK. Notice the default data file changed to the new data file, (figure below)., , 10. Click Close., 11. Now exit and re-open the e-mail messaging software., , 155

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12. Notice the new mails are stored in, the new data file., Note: Older e-mails will be available in, the old data file and only new items are, stored in new data file., Managing Size, Personal Data File (PST) can get quite, large after substantial usage (too many emails everyday and/or used for a very, long period). In general, PST’s are automatically optimized, in the background. To manually optimize, do the following:, 1. Select File menu., 2. Click Data File Management…., , 3. Select the data file you want to, optimize, for example Personal, Folders. Click Settings…. A Personal, Folders dialog box appears (figure, adjacent)., 4. Click Compact Now., Note:, Compacting, takes, time, depending on the size of the data, file., 5. Click OK and then click Close., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Take a backup of your email messaging software (including data) using, both manually and MozBackup., , 156

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ASSESSMENT, Answer the following, 1. List any three scenarios where you need to perform a backup. (Answer:, Moving data to another computer, formatting and re-installing OS,, general backup for protection)., 2. Explain the procedure to backup profile folder (Mozilla Thunderbird)., Fill in the blanks, 1. Profile (Mozilla Thunderbird) is stored in _________ Folder., , 157

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SESSION 8: CUSTOMIZING THE MS OUTLOOK TO DO BAR, Learning Objectives:, At the end of this session, you will be able to:,  Customize the To-Do bar., RELEVANT KNOWLEDGE, In earlier sessions, you learnt about tasks and tasks requests. Tasks and tasks, requests appear in To-Do bar in Microsoft Outlook. By default, the To Do Bar is, displayed on the right side of the e-mail messaging/ calendar software window., You can configure the To-Do Bar to manage your time effectively., When you work with e-mails, it is possible that you may forget to reply to some, mail or do a particular task. To prevent such errors, you can add the activity as, a task in your calendar to serve as a reminder for completing the activity. You, can drag and drop e-mails to the To-Do bar or Calendar to add it as a part of, your activity. To understand this, do the following:, 1. Open your e-mail messaging software., 2. Select View > To-Do Bar > Normal, (figure adjacent)., 3. Notice the To-Do bar displayed on the, right- most pane on the screen (figure, below)., 4. Select, drag and drop the mail for, which you want, to, set, a, reminder, on a, date in the, calendar. The, Appointment, dialog, box, appears (figure, below)., , 158

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5. Set up the schedule as you would do for a normal appointment, Click, Save & Close when done. Now this entry will be added and displayed in, the To-Do Bar (figure below)., , Using this method only the Subject of the e-mail is displayed in the To Do bar., You may want to view the relevant e-mail and/or attachment along with the, appointment in a calendar (to relate easily). To attach the e-mail and/or, attachment, do the following:, 1. Right-click the e-mail. Hold, drag and, drop it on a date on the calendar. A, popup menu appears (figure adjacent)., 159

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2. Select Copy Here as, Appointment, with, Attachment, a window, similar to the one, adjacent appears., 3. Notice the mail itself, is attached; doubleclick on the mail and, notice the attachment, included. Click Save &, Close., 4. Notice this appointment displayed in the To-Do Bar., Adding Documents to Tasks or Appointments, You can also add attachments or e-mails to new or existing tasks or, appointments., 1. Create a new task or appointment, or open an, existing task or appointment., 2. Select Insert tab., 3. To attach documents, select Attach File in, Include group., An Insert File, dialog, box, appears., Browse, select, the document, and, click, Insert., 4. To attach emails,, select, Attach Item in, Include group., Select the email from Inbox and click OK., Note: You can also add items from calendar, Contacts, Journal, etc., Now try adding other items to a task or an appointment such as a calendar, item, contact, etc., , 160

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Customizing To-Do Bar, By default To-Do bar displays items in groups and, only certain items such as Task Subject, Due Date,, etc. are displayed when available. Also notice that, items are arranged by Start Date (figure adjacent)., To sort by Importance, select Importance from this, context menu., Notice - only the Subject, line is displayed here. To, display other fields also,, do the following:, 1. Select, Custom…, (figure adjacent)., A Customize View:, To-Do List dialog, box appears (figure, below)., Click, Fields…, button. A Show Fields, dialog box appears., a. Select the fields in, the order you want, from, Available, fields: list. These, are displayed under, Show these fields, in this order:. For, example, if, you, want to view Task, Subject, Start Date, and, Due, Date,, arrange the fields, (use Move Up and Move Down buttons) as shown adjacent., b. Select 3 from Maximum number of lines in compact mode:, dropdown list., c. Click OK. Observe the results displayed (figure below)., , 161

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Now try adding other fields, change the order and observe the results., EXERCISE, Perform the following activities till you are confident:, S.No., , Activities, , 1., , Customize the To Do bar to be displayed; create tasks by dragging and, dropping emails to the to-do bar using the procedure outlined in this, session., , ASSESSMENT, Answer the following, 1. Explain the procedure to customize the To Do bar., , 162

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SESSION 9: CREATING A FOLDER HOME PAGE USING MS OUTLOOK, Learning Objectives:, At the end of this session, you will be able to:,  Create a folder home page., RELEVANT KNOWLEDGE, Email messaging software provides an option to customize folder using an, ActiveX control called the Outlook View Control. This can be useful when you, want specific folder and/or calendar items to appear as your home page., To understand this concept, do the following:, 1. Open a text editor such as Notepad and type the following:, <html>, <head>, </head>, <body>, <OBJECT classid=CLSID:0006F063-0000-0000-C000-000000000046, id=ViewCtlFolder, width="100%", height="430">, <param name="Namespace" value="MAPI">, <param name="Folder" value="Tasks">, <param name="View" value="By Category">, <param name="Restriction" value="">, <param name="DeferUpdate" value="0">, </OBJECT>, </body>, </html>, , 2. Save this as an HTM file, for example: "CustomView.htm"., 3. Click Start > Programs > Microsoft Office > Microsoft Outlook 2007., , 163

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4. Observe the items from Calendar, Tasks, and emails displayed in the home page, (figure above). To customize this view,, right-click the Personal Folder (for, example, Year 2013 in the image above)., A popup appears similar to the one, adjacent., 5. Select Properties for “Year 2013”., Outlook Today – [Year 2013] dialog box, appears (figure below, left)., , 6. Select Home Page tab (figure above - right)., 164

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7. Click Browse and select the .HTM file (for example, CustomView.htm),, click Open. Click OK. Observe the results (figure below) displaying items, from Tasks alone., , Refer to the following website for additional information:, , , http://support.microsoft.com/default.aspx?scid=KB;en-us;q291407, , You may also specify a webpage or URL from the Internet or Intranet, or even a, web page from the local hard disk drive., 1. Right-click the Personal Folder (for example, Year 2013), 2. Select Properties for “Year 2013”. Outlook Today – [Year 2013] dialog box, appears., 3. Select Home Page tab., 4. For example, type http://www.google.com, Click Apply and OK., 5. Observe the results (figure below)., , 165

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Mozilla Thunderbird, Mozilla, Thunderbird, displays a home page in, the, preview, area, similar to the one, adjacent by default., Instead of displaying, default page, you may, customize it to show a, web page similar to, outlook (For example,, Google Home Page)., For example, to show, wikipedia’s home page,, do the following:, 1. Select, Tools, >, Options. Options, dialog box appears, (figure adjacent)., 2. You can include, your own start page, using HTML code or, point to another, web page / site., Type, http://www.wi, kipedia.org in, Location:., Click OK., 3. Close and reopen, Mozilla, Thunderbird., 4. Observe, the, results, displayed, (figure, adjacent)., Mozilla, Thunderbird, includes, about, , 166

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protocol links, a pre-programmed list of special links that may be used instead, of a web page. These are used for general information and troubleshooting, purposes. For example, to view memory utilization, do the following, 1. Select Tools >, Options. Options, dialog, box, appears., 2. Type, about:memory in, Location:. Click, OK., 3. Close and re-open, Mozilla, Thunderbird., 4. Observe the list, of, add-ons, displayed (figure, adjacent)., Some of the other options are listed below for your reference:, , , , , , , about:buildconfig, about:cache, about:about, about:addons, about:crashes, , For complete list, refer: http://kb.mozillazine.org/About_protocol_links., EXERCISE, Perform the following activities till you are confident:, S.No., , Activities, , 1., , Customize the home page in Microsoft Outlook to display the following, URL’s:, a. http://www.linkedin.com, b. http://kb.mozillazine.org, c. http://www.about.com, Apply the following about protocol links in Mozilla Thunderbird:,  about:buildconfig,  about:cache,  about:about,  about:addons,  about:crashes, , 2., , 167

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ASSESSMENT, Answer the following, 1. Explain the purpose of outlook view control., 2. Explain the procedure to include an URL as home page in Microsoft, Outlook., 3. Explain the procedure to include outlook view control as home page in, Microsoft Outlook., 4. Explain the purpose of about protocol links in Mozilla Thunderbird., 5. Explain the procedure to include an URL as home page in Mozilla, Thunderbird., 6. Explain the procedure to include about protocol links in Mozilla, Thunderbird., Fill in the blanks, 1. List any three about protocol links in Mozilla, ____________, _____________ & ______________., , 168, , Thunderbird:

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SESSION 10 SETTING PREMISSIONS AND DELEGATING ACCESS, Learning Objectives:, At the end of this session, you will be able to:,  Delegate your e-mail and calendar., RELEVANT KNOWLEDGE, You have learnt to use e-mail messaging software to manage e-mails, tasks and, appointments. You can allow other users for example your assistant to manage, your e-mails, tasks and/or appointments. This is referred to as “Delegation”., Note: Using your e-mail messaging software for this particular task requires a, special setup hence an alternate solution is explained here as a reference to, help you understand this concept., To delegate e-mail access, do the following:, 1. Go to Gmail.com, and login with, your credentials., 2. Click the Gear, Icon ( ). Click, Settings from the, dropdown (figure, above). Settings, page will be displayed., , 3. Click Accounts. Scroll down the web page and click Add another, account (figure below)., , 169

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4. Grant Access to your, Account, popup, appears, (figure, adjacent)., 5. Type, the, e-mail, address of another, user whom you want, to delegate access., For example your classmates e-mail address, Click Next Step >. You will, see a window similar, to the one adjacent, (confirmation)., 6. Click Send E-mail to, grant, access., A, popup appears as, shown adjacent below., 7. Now the recipient will receive an e-mail similar to the one below:, , 8. Click on the link given in the e-mail (please click the link below:) to, accept the request,. A popup appears similar to the one below., , 170

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9. Now click the dropdown arrow next to, your e-mail address. Notice the, delegated account is displayed (figure, adjacent)., 10. Click on the delegated account to work, with the mailbox. On doing so, the, delegated user’s mailbox is displayed, in a different window. Notice that no, password was required to access the, delegated account., Note: When you delegate to a particular user, the delegate can manage the, mailbox and perform activities such as receive, read, or delete e-mails., However the delegate cannot change password or modify any other settings., Removing a delegation, To remove a delegation, do the following:, 1., 2., 3., 4., , Login with your account., Select the Gear icon and click Settings., Click Accounts., Select the option Delete (figure below)., , 5. Click OK. The delegation is removed!, Delegate Calendar, You may want to delegate your calendar too to your secretary who manages, your (the manager’s) schedule., To delegate Calendar, do the following:, 1. Sign in to Gmail.com with your, credentials., 2. Click Calender hyperlink at the top (below, the address bar)., 3. Click Gear icon, click Settings (figure, adjacent)., 4. A Calendar Settings dialog box appears, (figure below)., , 171

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5. Click, Calenders, under, Calender, Settings. A window, similar to the one, adjacent appears., 6. Click Share this, calendar, under, Sharing. A Share this Calendar web page appears (figure below)., 7. You can either share, this calendar:, a. With, the, public, so, anyone, can, view, your, calendar., b. Share, this, with, a, particular, person who can view or manage your calendar., 8. To share this calendar with a particular person, type the e-mail address, of the person under Person text box (figure below) and select Make, Changes AND manage sharing from Permission Settings dropdown, (figure below)., , 172

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9. Click Add Person. Notice the e-mail address and permissions displayed, (figure below)., , 10. Click Save., 11. Now the assistant or friend when they login to their E-mail will receive a, notification similar to the one below., , 12. Click the link View your Calendar (figure, above) to see the change. Also link to the, delegated calendar will be displayed under My, Calendars (figure adjacent)., , 173

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13. Now go ahead and create, items in the delegated, calendar., Click, the, dropdown arrow next to, the, delegated, e-mail, address (not yours!), click, Create event on this, calendar from the popup, menu (figure adjacent)., 14. Notice the event displayed, in different colours., 15. Also login to your calendar, and notice the item, created, by, the, delegate, displayed, (figure adjacent)., 16. Notice the e-mail, address specified in, Calendar (Your email address) and, Created by (Your, assistant or friend’s, e-mail address), fields., EXERCISE, Perform the following activities till you are confident:, S.No., 1., , Activities, Delegate your email and calendar to one of your classmate., , ASSESSMENT, Answer the following, 1. Explain the purpose of delegation with an example., 2. Explain the procedure to delegate email access., 3. Explain the procedure to delegate calendar access., Fill in the blanks, 1. ____________ refers to providing access to your emails and calendar for, others to manage., , 174