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Document, Connect, and Collaborate Using Office 365 - TG

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Document, Connect, and Collaborate
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Using Office 365
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Document, Connect, and Collaborate
Using Office 365

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Trainer’s Guide

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© 2018 Aptech Limited

All rights reserved.

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No part of this book may be reproduced or copied in any form or by any means – graphic, electronic or
mechanical, including photocopying, recording, taping, or storing in information retrieval system or sent
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or transferred without the prior written permission of copyright owner Aptech Limited.
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All trademarks acknowledged.

APTECH LIMITED
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Contact E-mail: [email protected]

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First Edition - 2018

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Dear Learner,

We congratulate you on your decision to pursue an Aptech Worldwide course.

Aptech Ltd. designs its courses using a sound instructional design model – from

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conceptualization to execution, incorporating the following key aspects:

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¾¾ Scanning the user system and needs assessment

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Needs assessment is carried out to find the educational and training needs of
the learner.

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Technology trends are regularly scanned and tracked by core teams at Aptech Ltd.
TAG* analyzes these on a monthly basis to understand the emerging technology

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training needs for the Industry.
An annual Industry Recruitment Profile Survey# is conducted during August -
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October to understand the technologies that Industries would be adapting in
the next 2 to 3 years. An analysis of these trends & recruitment needs is then
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carried out to understand the skill requirements for different roles & career
opportunities.
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The skill requirements are then mapped with the learner profile (user system) to
derive the Learning objectives for the different roles.
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¾¾ Needs analysis and design of curriculum

The Learning objectives are then analyzed and translated into learning tasks. Each
learning task or activity is analyzed in terms of knowledge, skills and attitudes
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that are required to perform that task. Teachers and domain experts do this
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jointly. These are then grouped in clusters to form the subjects to be covered by
the curriculum.
In addition, the society, the teachers, and the industry expect certain knowledge
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and skills that are related to abilities such as learning-to-learn, thinking,

adaptability, problem solving, positive attitude etc. These competencies would
cover both cognitive and affective domains.
A precedence diagram for the subjects is drawn where the prerequisites for each subject are
graphically illustrated. The number of levels in this diagram is determined by the duration of
the course in terms of number of semesters etc. Using the precedence diagram and the time
duration for each subject, the curriculum is organized.
¾¾ Design & development of instructional materials

The content outlines are developed by including additional topics that are
required for the completion of the domain and for the logical development of
the competencies identified. Evaluation strategy and scheme is developed for

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the subject. The topics are arranged/organized in a meaningful sequence.

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The detailed instructional material – Training aids, Learner material, reference

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material, project guidelines, etc.- are then developed. Rigorous quality checks
are conducted at every stage.

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¾¾ Strategies for delivery of instruction

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Careful consideration is given for the integral development of abilities like thinking,
problem solving, learning-to-learn etc. by selecting appropriate instructional
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strategies (training methodology), instructional activities and instructional
materials.
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The area of IT is fast changing and nebulous. Hence, considerable flexibility is

provided in the instructional process by specially including creative activities with
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group interaction between the students and the trainer. The positive aspects of
Web based learning –acquiring information, organizing information and acting
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on the basis of insufficient information are some of the aspects, which are
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incorporated, in the instructional process.

¾¾ Assessment of learning
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The learning is assessed through different modes – tests, assignments & projects.
The assessment system is designed to evaluate the level of knowledge & skills as
defined by the learning objectives.
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¾¾ Evaluation of instructional process and instructional materials

The instructional process is backed by an elaborate monitoring system to evaluate

- on-time delivery, understanding of a subject module, ability of the instructor
to impart learning. As an integral part of this process, we request you to kindly
send us your feedback in the reply pre-paid form appended at the end of each
module.
*TAG – Technology & Academics Group comprises of members from Aptech Ltd., professors
from reputed Academic Institutions, Senior Managers from Industry, Technical gurus from
Software Majors & representatives from regulatory organizations/forums.

Technology heads of Aptech Ltd. meet on a monthly basis to share and evaluate the

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technology trends. The group interfaces with the representatives of the TAG thrice a year
to review and validate the technology and academic directions and endeavors of Aptech

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Ltd.

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Aptech New Products Design Model

Key Aspects
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1
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Evaluation of
Scanning the user
Instructional
system and needs
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Processes and
assessment
Material
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2 6
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Need Analysis
Assessment of
and design of
learning
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curriculum
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3 Design and 5
Strategies for
development of
delivery of
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instructional
instructions
material 4
“
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“
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A little learning is a dangerous thing,

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but a lot of ignorance is just as bad
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Preface

The book ‘Document, Connect, and Collaborate Using Office 365’ Trainer’s Guide serves
understanding on variety of applications as well as features for developing advance and rich
documents. The faculty/trainer should teach the concepts in the theory class using the slides. This
Trainer’s Guide will provide guidance on the flow of the session and also provide tips and additional
examples wherever necessary. The trainer can ask questions to make the session interactive and also
to test the understanding of the students.

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This book is the result of a concentrated effort of the Design Team, which is continuously striving to bring
you the best and the latest in Information Technology. The process of design has been a part of the ISO

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9001 Certification for Aptech-IT Division, Education Support Services. As part of Aptech’s quality drive,
this team does intensive research and curriculum enrichment to keep it in line with industry trends.

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We will be glad to receive your suggestions.

Design Team

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“ Practice is the best of
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all instructors.

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Table of Contents

Sessions

1. Getting Started with Windows 10

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2. Introducing Office 365

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3. Working with Microsoft Word – Part I

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4. Working with Microsoft Word – Part II
5. Working with Microsoft Word – Part III

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6. Introduction to Microsoft Excel 2016
7. Data Analysis and Security of Data in Microsoft

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Excel 2016
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8. Pivot Table and Pivot Charts in Microsoft Excel
2016
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9. Understanding Microsoft PowerPoint 2016 - I

10. Understanding Microsoft PowerPoint 2016 - II
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11. Understanding Microsoft OneNote 2016

12. Understanding Microsoft Sway 2016
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13. Using Microsoft Outlook 2016

14. Using Skype for Business

15. Using Microsoft OneDrive 2016
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“
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The future depends on what

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we do in the present.

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Document, Connect, and Collaborate Using Office 365

Getting Started with

Windows 10

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Slide 2

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Objectives
• Explain Windows 10 and its editions

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• Describe the features of Windows 10
operating system t re
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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 2

Using slide 2, give the students an overview of the current session in the form of session
objectives. Read out the objectives.
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Slide 3
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Introduction
• Windows 10 is Microsoft’s
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personal computer
operating system and is a
part of the Windows NT
operating system family.
• Windows 10 combines the
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best features of Windows

7.1 and Windows 8
operating systems, and tries
to remove the known issues Start Menu
of these two versions.
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 3

Introduce the session using slide 3 and tell the students about Windows 10. Tell the students
Microsoft released Windows 10 on July 29, 2015 and was marketed as a service that would
receive continuous updates from Microsoft, as and when these updates are available.
Windows 10 operating system is available in 12 editions, with each edition has a specific set of
features and can be installed on a specific device.

For more information related to Windows 10 operating system, refer to:

https://www.howtogeek.com/250228/what-windows-10s-optional-features-do-and-how-to-

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turn-them-on-or-off/

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Slide 4

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Features in Windows 10

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• Windows 10 operating
system provides several
features that are useful in

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several ways.
– Multi-tasking
– Windows Assistant
– All notifications in one
location
– Improved Windows
Explorer
– Phone Addition
t re Task View
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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 4

Using slide 4, explain to the students the features of Windows 10:

•Multi-tasking: Windows 10 allows working on multiple applications or programs,

simultaneously and provides the Task View button on the Taskbar to switch between these open
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apps or programs, easily.

•Windows Assistant: Windows 10 operating system provides an assistant, which helps users to
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search for apps, programs, and documents.

•All notifications in one location: Windows 10 displays all notifications related to applications,
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at one location, in ACTION CENTER.

•Improved Windows Explorer: Windows 10 provides an improved Windows Explorer. Windows
Explorer enables the users to navigate to different folders.
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•Phone Addition: Windows 10 enables users to set up their phones to work with the PCs and
use any Microsoft service available on the PC.
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Slide 5

Windows 10 - Taskbar
• Taskbar lists some of the most
frequently accessed
applications and the notification
area.
• Desktop displays icons of
various applications,

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documents, and other
programs.

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• These icons allow quick access
to the application they
represent.
Desktop and Taskbar of Windows 10

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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 5

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Using slide 5, tell the students about the Taskbar of Windows 10.
Also say, that all these applications can be accessed through the Start menu.

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Slide 6

Windows 10 - File Explorer

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• File Explorer is a file
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management application.
• It allows the user to navigate to
all other folders and
documents stored in the
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computer.
• File Explorer lists three menus,
Home, Share, and View.
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File Explorer
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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 6

Using slide 6, explain the features and functions of File Explorer.

Tell the students that the quickest way to access the File Explorer is to double-click the folder
icon on the Taskbar.
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The Home menu of File Explorer allows users to perform the following tasks:
•Creating new files and folders
•Copying and pasting files and folders
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•Moving files and folders from one location to another

•Renaming files and folders
•Deleting files and folders
•Opening existing files and folders
•Selecting files and folders

The Share menu allows the users to share files and folders through the following ways:
•Sharing a file through email
•Reducing the size of a file or a folder using compression software, such as WinZip so that it
takes less space
•Printing a file
•Sharing files with other users on the organizational network

The View menu of File Explorer allows users to perform the following tasks:

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•Sorting the files and folders per various criteria, such as by type, by date of creation, by

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authors, by name, and many more.
•Change the View of files and folders. For example, change the display of files and folders as

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icons to lists, to small icons, or to large icons.
•View the details of each file and folder created, such as name of the file, date and time of

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creation, file or folder size, and so on.
•Adding a new pane to display the preview of the file or folder.

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Slide 7

Windows 10 - Cortana
• Cortana is Microsoft’s intelligent
t re
personal assistant to the users of the
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devices running on Windows 10,
Windows phone or Xbox.
• To use Cortana, either type a
question in the search box in the
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Taskbar or click the Microphone icon

to provide sound input to Cortana.
Cortana
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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 7

Using slide 7, explain about Cortana.

Tell the students that Cortana is similar to any other assistant, helps the user to find files, apps,
and folders, in the PC, set appointments, search and answer questions, and much more.
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Slide 8

User Management
• The user accounts are of two
types:
– Administrator account: This
account is specifically used
in an organizational setup.

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– General user accounts: This

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account refers to any user
whose account is created by
the system administrator to Windows 10 Desktop with

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log in to the PC. Administrator User Account

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 8

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Using slide 8, explain the types of user accounts.
Tell the students that:
•The administrator account has access to all applications installed and files and folders stored in

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the PC.
•The user account is generally the name of a user who owns the PC (individually-owned laptop

can be a laptop or a desktop).

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or desktop) or the name of the employee of a organization who has been allotted the PC (which

•Examples of user accounts can be: John Smith (in case of a stand-alone personally owned PC)
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or [email protected] (in case of a organization’s owned PC allotted to the user named John
Smith).
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Slide 9
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Windows Cloud
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• Microsoft allows its legitimate

or registered users to access
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storage on cloud.
• If Microsoft users have a
Microsoft account, they can
use it to access Microsoft
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Cloud storage called

OneDrive.
Microsoft Cloud Storage called
OneDrive
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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 9

Using slide 9, tell the students about Windows Cloud.

Tell the students, that Microsoft Cloud storage is free to all users who have a valid Microsoft
account or a Microsoft Outlook account.

Slide 10

Universal Apps
• Universal apps were made
available and applicable across
all Microsoft platforms.
• Users can access Windows or

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Microsoft store by clicking the
Window Store icon on the

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Taskbar.

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Universal Apps

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 10

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Using slide 10, tell the students about Universal Apps.
Tell the students that to make the Microsoft apps universal, Microsoft launched the Universal
Windows Platform (UWP) and modified the Windows app store to serve as a single store for all

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Microsoft apps.

For more information related to Windows 10 operating system, refer:

https://technet.microsoft.com/en-us/windows/mt748182.aspx
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Slide 11
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Web Browsing
• With Windows 10, Microsoft
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launched its new Web browser,

called Edge.
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• Users can access Edge by

clicking the e icon on the
Taskbar.
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Edge Web Browser

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 11

Using slide 11, tell the students about Microsoft Edge, which works similar to other Web
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browsers.

Slide 12

Security
• Windows 10 uses the
following three security
tools:
– User account control

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– Windows firewall
– Windows defender

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Windows Defender Window
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 12

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Using slide 12, tell the students about the security tools of Windows 10.
•User account control: This tool generates an alert when an application or a user, attempts to
change the settings of the PC. The system administrator can use this alert to take appropriate

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action.
•Windows firewall: This application prevents any external and unauthorized access to the PC.

Windows 10 operating system.

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•Windows defender: This is an anti-virus and malware protection application, integrated with
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Slides 13 and 14
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Summary (1-2)
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• Windows 10 is Microsoft’s personal computer • The Start menu has two panes, left pane is the
operating system and is a part of the Windows traditional menu from Windows 7 and the right
NT operating system family. pane is the tiled menu taken from Windows 8
• operating system. The tiled menu of the right lists
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Microsoft made Windows 10 available

free‐of‐cost to registered users of Windows 7 frequently used applications along with some live
and Windows 8.1 operating systems. updates, such as location, weather, social media
• Windows 10 operating system is available in 12 updates, day and date, to name a few.
editions, with each edition has a specific set of • The prominent features of Windows 10 in addition
features, and can be installed on a specific to the all-encompassing Start menu are:
device. – Multi-tasking
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• The editions of Windows 10 operating system – Windows assistant (Cortana)

are classified in the following categories: – ACTION CENTER
– Baseline edition – Improved Windows Explorer
– Organizational edition – Phone set up with PC
– Device-specific edition
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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 13

Summary (2-2)
• Cortana is Microsoft’s intelligent personal assistant tool. This tool is
available on the PC running Windows 10, Windows phone or Xbox.
• Microsoft allows its legitimate or registered users to access storage on
cloud. If the Microsoft users have a Microsoft account, they can use it to
access Microsoft Cloud storage called One Drive.
• To make the Microsoft apps universal, Microsoft launched the Universal
Windows Platform (UWP) and modified the Windows app store to serve as
a single store for all Microsoft apps.
• With Windows 10, Microsoft launched its new Web browser, called Edge.

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Users can access Edge by clicking the e icon on the Taskbar.

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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 14

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Using slides 13 and 14, summarize the key points of this session. Explain the points in brief.

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Introducing Office 365

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Session : 02

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Slide 2

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Objectives
• Explain the components of Office 365 suite

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• Describe the Office 365 editions
t re
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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 2

Using slide 2, give the students an overview of the current session in the form of session
objectives. Read out the objectives.
h
ec

Slide 3
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Introduction
• Microsoft Office 365 is a
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terminology used by Microsoft

for various plans that offer
access to various Microsoft
applications and cloud
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services.
• Office 365 includes plans that
can be used for personal use,
businesses, and education.
Microsoft Office 365
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 3

Introduce the session using slide 3 and tell the students about Microsoft Office 365.
Tell the students that Office 365 plans for home and general consumers also allow the use of
Microsoft Office application, such as Microsoft Word, Microsoft Excel, and many more
applications.

Slide 4

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Getting Started with Office 365

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• Microsoft Office 365 is generally
referred to as Office 365 suite,
which is the hosted and online

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versions of the various
Microsoft Office applications.
• The online version is
subscription-based and includes
the following applications:

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– Microsoft Office
– Exchange Online
Office 365 Applications
– SharePoint Online
– Lync Online

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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 4

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Using slide 4, explain to the students about the applications included in Office 365, which are as
follows:
• Microsoft Office: Includes the online version of Microsoft Office applications, such as Word,
t
en
Excel, and PowerPoint. Users can also subscribe the desktop versions of these applications.
• Exchange Online: Includes Outlook applications which covers emails, calendars, and contacts.
• SharePoint Online: This provides access to online storage, such as OneDrive and
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collaboration application, such as One Note.

• Lync Online: This allows access to online communication functionalities, such as instant
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messaging and Web conferencing.

For additional information on Office 365 application, visit the following link:
http://www.dummies.com/software/microsoft-office/working-with-the-office-365-suite-of-
pt

products/
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Fo

Slide 5

Cloud Services
• Cloud is a synonym of Internet,
and cloud applications or cloud
services mean all those
applications that are hosted on
and access through Internet or
services that are provided and
accessed through Internet.

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• Office 365 includes the following
applications as cloud applications:

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– Exchange Online
– SharePoint Online
– Power BI Power BI Reports

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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 5

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Using slide 5, explain to the students the meaning of cloud services and the types of cloud
applications offered by Office 365.
Tell the students that Cloud is basically another word for Internet, Microsoft Office 365 cloud

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application enables the user to access and store data online.
• Exchange Online: It is a hosted messaging service, supported by full featured Exchange
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Server. Allows organization to access email, calendars, contacts, and tasks for any endpoint
device. It is accessed through Wide Area Network and does not require any physical
t
configuration of server or software. It also provides remote access, ample storage and voice
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messages.
• For additional information on Exchange Online application, visit the following link :
http://searchexchange.techtarget.com/feature/Microsoft-Exchange-Online-explained
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• SharePoint Online: This is primarily a document management and collaboration tool. It is a

software provided by Microsoft as a service subscription, allows users to store, manage, and
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share digital information within an organization. Three main functionalities of SharePoint

Online are –
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•Access to OneDrive.
•Acts as a micro-blogging platform, allows user to share thoughts, pictures and even
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start conversation with other users.

•Enables users to pin relevant sites within the organization.
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For additional information on SharePoint Online, visit the following link :

http://searchcontentmanagement.techtarget.com/definition/Microsoft-SharePoint-2016
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• Power BI: This is cloud based business intelligence service, which works with Microsoft Excel
to create a browser-based self-service business intelligence solution. Enables the user to
analyze, aggregate, visualize, and share data for reporting purposes.
For additional information on Power BI, visit the following link:

https://www.cloudcomputing-news.net/news/2014/feb/07/microsoft-introduces-power-bi-in-
the-cloud/

Slide 6

Office Suite
• The Office suite includes the
Microsoft Office applications,
some of which are:
– Word
– Excel
– PowerPoint

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– Outlook
– OneNote

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– Publisher
– Skype for Business
– Access Microsoft Office Suite

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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 6

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Using slide 6, briefly explain the functionalities of the mentioned applications.
• Word: Is a text editor, which allows users to create and manage text documents.
• Excel: Is an electronic spreadsheet program, used for storing, organizing, computing, and

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manipulating data.
• PowerPoint: Is a presentation software program, used to create slides of important
notes/data/charts for display during presentations. re
• Outlook: Is an email application, used to create, organize, and manage official emails.
• OneNote: It is similar to a virtual notebook, which allows the user to clip Web pages, make
t
en
lists, and pretty much store any information in an easy-to-use format.
• Publisher: Is Microsoft’s basic publishing tool that enables users to publish their documents
online or as PDFs.
C

• Skype for Business: Is unified communications platform that integrates channels of business
communication, such as instant messaging, video conferencing, email, Web conferencing,
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voicemail and file transfers.

• Access: Is Microsoft database management system. It is well-suited for creating small
ec

databases such as those used by single departments.

For additional information on Office Suite, visit the following link:

https://www.techrepublic.com/article/microsoft-office-365-the-smart-persons-guide/
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Fo

Slide 7

Skype for Business

• Microsoft Skype is an instant
messaging application that is
used with the Skype for Business
server.
• Skype for Business, is used for
instant messaging or chat within

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an organization.
• Skype for Business is used for the
following:

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– Instant messaging
– Video conferencing
– Online meetings Skype for Business

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– Voice over IP (VoIP)

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 7

se
Using slide 7, explain about Skype and how it is works in businesses.
It is Microsoft’s instant messaging application, primarily used by enterprises and businesses as
their internal office communicator for employees.

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For additional information on Skype for Business, visit the following link:

Slide 8
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http://searchunifiedcommunications.techtarget.com/definition/Skype-for-Business
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Yammer
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• Yammer is Microsoft’s private

microblogging and
collaboration platform.
• Yammer is a sort of a social
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networking platform that is

used internally in an
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organization or a corporate
for its employees to connect,
start discussions, and share
news and updates. Yammer
pt

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 8

Using slide 8, explain to the students what is Yammer and its functionality.
Tell the students that functions and features of Yammer are very similar to those of Facebook or
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Twitter, the only difference is that Yammer can be used by people belonging to the same
domain or in other words within an organization.

Slide 9

Sway
• Sway is a Microsoft
application to create
visual presentations for a
digital audience.

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• Sway is similar to
PowerPoint but provides

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more flexibility in editing
and modifying the Sway
presentations.

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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 9

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Using slide 9, explain about Microsoft Sway.
Tell the students that Microsoft Sway is an online application, similar to Microsoft PowerPoint.
Some main features of Sway are:

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• It is effective in making image oriented presentations, it allows the user to drag charts,
images, and other content from any online source into the presentation.
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• It provides a lot of pre-designed backgrounds and images for making presentation based on
videos and Web-based content.
• It does all the formatting, fonts, themes, and more with its built-in design engine.
t
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• It does not allow users to create in-app graphs or charts.

Slide 10
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Knowing Office 365 Editions

• Office 365 is available as subscription plans, with each plan

providing access to various Microsoft applications. These

plans are:
– Personal
– Home
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– Business Essentials
– Business
– Business Premium
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– ProPlus
– Enterprise

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 10

Using slide 10, tell the students about the different kinds of subscription plans available for
Office 365.
•Personal: Includes access to Microsoft Word, Excel, PowerPoint, OneNote, Outlook, Publisher,
and Access, and is intended for home or personal use. Personal subscription plan is for use on
only one PC or laptop.

•Home: Is same as the Personal subscription plan and its target audience is consumers and
families. The only difference with the Personal plan is that Home plan is applicable for use on up
to 5 devices for 5 users.
•Business Essentials: Includes access to hosted Microsoft Exchange Server, SharePoint Online,
Lync services, and Office Online. Office Online includes the Web-based versions of Word, Excel,
Outlook, OneNote, PowerPoint.
•Business: Includes access to Desktop apps for both Mac and Windows operating systems, with
up to five computers per users. This plan does not provide access to Exchange Server, Lync

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Online, and SharePoint services.

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•Business Premium: Is a combination of Business and Business essential plans.
•ProPlus: Includes access to Office 2016 Professional Plus applications. This plan is available for

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use up to five devices per user.
•Enterprise: Includes access to all Office applications, hosted Microsoft Exchange Server,

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SharePoint, and Skype for Business service.

Slides 11 and 12

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Summary (1-2)
• Microsoft Office 365 is a terminology used •
by Microsoft for various plans that offer
access to various Microsoft applications
and cloud services.
t re Cloud is a synonym of Internet, and cloud
applications or cloud services mean all those
applications that are hosted on and access
through Internet or services that are provided
and accessed through Internet.
• Microsoft Office 365 is generally referred
en
to as Office 365 suite, which is the hosted • Primarily Office 365 includes the following
and online versions of the various applications as cloud applications:
Microsoft Office applications. The online – Exchange Online
version is subscription-based and includes – SharePoint Online
the following applications:
– Microsoft Office – Power BI
– Exchange Online • Microsoft Exchange server is the platform used
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for emails, calendars, contacts and scheduling

– SharePoint Online meetings and appointments, and is deployed on
– Lync Online the Windows Server operating system.
h

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 11

Summary (2-2)
pt

• Microsoft SharePoint Online is a • Yammer is Microsoft’s private micro-

combination of Web-based and cloud blogging and collaboration platform,
technologies that enable the users to store, which is typically used by medium-size to
manage, and share digital information large enterprises.
within an organization. • Sway is a Microsoft application to create
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• Power BI is a free, business intelligence visual presentations for a digital audience.

cloud service that is used to analyze, • Office 365 is available as subscription
aggregate, visualize, and share data for plans, with each plan providing access to
reporting purposes. various Microsoft applications.
• Microsoft Skype is an instant messaging
application that is used with the Skype for
Business server.
Fo

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 12

Using slides 11 and 12, summarize the key points of this session. Explain the points in brief.

Working with Microsoft

Word – Part I

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nl
Session : 03

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Slide 2

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Objectives
• Explain Word 2016 Interface

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• Create Professional Documents in Word
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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 2

Using slide 2, give the students an overview of the current session in the form of session
objectives. Read out the objectives.
h

Slide 3
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Introduction
pt

• Microsoft Word is a document editor

and is widely used application for
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creating and editing documents.

• It is a component of Microsoft suite
and comes along with the Microsoft
Office suite.
Fo

Microsoft Word
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 3

Introduce the session using slide 3, discuss with the students about Microsoft Word. Define its
primary function.
Tell the students that, Microsoft Word is undoubtedly the most used digital word processor,
universally accepted by students, professionals, and businesses alike, it is specially designed to
create quality/error free professional documents.

Slide 4

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Getting Started with Word 2016

nl
• Word helps a user in:

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– Creating professional documents
– Checking spellings and grammar
– Inserting images to the document

se
– Creating tables in a Word document
– Applying different styles to writing
– Finding the correct commands via
Tell me what you want to do option Microsoft Word Interface

U
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 4

re
Using slide 4, explain to the students how MS Word assists the user in creating professional
t
quality/error free documents.
en
Discuss the points briefly and tell the students that MS Word also helps the user in organizing
documents more efficiently.
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For additional information on MS Word, refer to: https://www.gcflearnfree.org/word2016/text-

basics/1/
h

Slide 5
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Understanding the Word 2016 Interface

• Following are key elements of

Microsoft Word interface:
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– Quick Access toolbar, Title bar

– Share, Tell me what you want
to do
– Ribbon (with Tabs)
– Status bar, Menu bar, and
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Status bar
– Zoom Controls
Word 2016 - Blank Document Interface
– Document area

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 5

Using slide 5, explain to the students the key elements of MS Word interface. Tell the students
that Microsoft Word is designed in such a way that user can easily start creating a document
either through a template or by simply typing in a blank document.

• Quick Access Toolbar: Allows access to common commands no matter which tab is selected.
By default, it displays Save, Undo, and Redo commands.
• Title Bar: Displays the name of the current document.
• Share: User can share a document by clicking the Share button in the Ribbon.
• Tell me what you want to do: Tell Me is a feature that allows the user to tell Word what you
want to do. It is basically a research tool.
• Ribbon: Allows the user to access all Word commands.
• Tabs: Commonly used Tabs include Home, File (for File operations, such as Save, New, and so

y
on), Insert, Page Layout, View, and so on.

nl
• Status bar: Displays information of the current document, such as number of pages, how
many words, used language, and many more.

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• Zoom Controls: Allows zoom in or zoom out of the current page.
• Document area: Contains the area to type the text.
• Scales: Contains the margins and scale area to accommodate text in a page.

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• Menu bar: Contains multiple commands and menu items to be included in the document.

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For additional information on MS Word interface, refer to:
• https://www.universalclass.com/articles/computers/office-365/understanding-word-2016-
document-layout-and-keyboard-shortcuts.htm
• http://www.wikigain.com/word-2016-user-interface/
t re
Slide 6
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Creating Professional Documents

• A user can easily learn to create

professional documents, it may be
h

needed in school, work, or for any

other important task.
•
ec

After launching MS Word, user is

presented with in-built templates
to choose from along with an
option to create a blank document.
pt

Word 2016 Window

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 6

Using slide 6, briefly explain how MS Word enables users to create professional error-free
documents.
Fo

Explain to the students that the following features helps users in creating quality documents:
• Clipboard: Allows user to store text and graphics.
• Font: Allows user to change the font type and font size of selected text.
• Paragraph: Allows user to add bullets, fill colours, and add borders to shapes along with
other features.
• Styles: Allow user to apply quick formatting throughout the document or create own styles.

• Editing: Allows user to find, replace, or select a text or content.

For additional information on creating documents in MS Word, refer to:

https://www.gcflearnfree.org/word2016/creating-and-opening-documents/1/

Slide 7

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Working with Text

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• After the user has typed some text, he/she
may need to select it. Some of the ways of
selecting text are:
– Select a word: Double-click the word

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– Select a sentence: Drag down or up a
mouse pointer while holding the CTRL key
– Select a paragraph: Triple-click in the
paragraph or double-click in the selection
area to the left of the paragraph
– Select a block of text: Click to the left of

se
the first word, press the SHIFT key, and
then immediately click to the right of the
last word A Sample Word Document
– Select a line: Place the cursor at the start
of the line and press the Shift+> keys
– Select an entire document: Press the CTRL

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+ A keys
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 7

re
Using slide 7, explain to the students how to work with text in MS Word. Tell the students that
to create a word document, start typing in the document area. Word inserts the text to the left
t
of the cursor and by default the margins and line spacing are used as is.
en

Tell the students about the additional feature which can be applied to any document –
Applying Fonts: User can change the size and font of the text as per requirement. The default
C

font style is Calibri. It also allows the user to use Bold, Italic or Underline commands on text.
Fonts tab includes a number of other commands, such as – strikethrough, text shadow,
h

character spacing, font color, and change case.

For additional information on working with text and fonts in MS Word, refer to:
https://www.universalclass.com/articles/computers/office-365/how-to-style-fonts-in-word-
pt

2016.htm
rA
Fo

Slide 8

Working with Styles

• Word 2016 has a visual menu called
Style Gallery grouped together on
the Home tab under the Styles
group.
• The Styles group contain many

y
different style sets that can change
the appearance of the entire Styles Group

nl
document.
• MS Word contains built-in styles and
themes, these can be modified and

O
customized as per the requirements.
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 8

se
Using slide 8, explain to the students about using styles in MS Word.
Appling different styles to a document allows the user to frame the document in a consistent
manner by segregating headings, sub headings, and explanatory text.

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MS Word provides many built-in themes and styles which can also be customized as per
requirement.

For additional information on styles in MS Word, refer to:

t re
https://www.gcflearnfree.org/word2016/applying-and-modifying-styles/1/
en

Slide 9
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Applying Page Layouts

• Page layout defines the orientation of

a page, in Microsoft Word, layouts
ec

can be of two types: Portrait or

Landscape.
• To change the layout of the page,
perform the following steps:
pt

– Click the Layout tab, and select

the Orientation command in the Orientation Command
Page Setup group.
– From the Orientation drop-down,
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select the required layout.

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 9
Fo

Using slide 9, explain what is page layout and how it can be used.
Tell the students that the difference between Portrait and Landscape layout is that in Landscape
layout the page has more width than Portrait layout and can be used for large tables or images.
Whereas Portrait layout is ideal for drafting memos, letters or other text documents.

For additional information on page layouts in MS Word, refer to:

• https://www.gcflearnfree.org/word2013/page-layout/1/
• https://wordribbon.tips.net/C0716_Page_Layout.html

Slide 10

Creating Lists
• Microsoft Word allows users to
include lists, both numbered and
non-numbered or bullet lists in a
document.
• Lists in a document can be of two

y
types:
– Bullets: Allows the users to list

nl
items in any order or sequence.
– Numbered: Allows users to list
items, especially the steps in a Bullet Library

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sequence.
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 10

se
Using slide 10, explain what are Lists and its use.
Tell the students, that Lists enhance the readability of a document. It helps in highlighting
important points or paragraphs.

U
MS Word provides built-in lists, such as bullets, numbers, or alphabets to choose from.

For additional information on lists in MS Word, refer to:

• https://www.makeuseof.com/tag/format-manage-lists-microsoft-word/
re
• https://www.gcflearnfree.org/word2016/lists/1/
t
en

Slide 11
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Creating Tables
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• In Word, a table can be created in any of the

following ways:
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– Insert Table dialog box: Allows user to

insert table size that is number of rows
and columns and choose other properties
before creating a table.
pt

– Draw Table: Allows user to draw a table

using a pencil tool.
– Quick Table method: Allows user to
choose from a built-in table template.
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Table Command
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 11
Fo

Using slide 11, explain how to create a table in MS Word. Explain the methods briefly. Tell the
students that a table contains horizontal rows and vertical columns and the details are stored in
the cells.

Tell the students, Tables is an excellent tool for organizing data. MS Word provides lot of options
when working with tables, user can insert a table, customize a table, draw a table, convert text
to table and quick tables. Different table designs are also available, such as plain tables, list
tables, and grid tables.

For additional information on tables in MS Word, refer to:

• https://www.universalclass.com/articles/computers/office-365/using-tables-in-word-
2016.htm
• https://www.pcworld.com/article/2459947/how-to-create-and-customize-tables-in-
microsoft-word.html

Slides 12 and 13

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Summary (1–2)

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• Microsoft Word is a document editor and is • Microsoft Word is designed in such a way

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widely used application for creating and that user can easily start creating a
editing documents. document either through a template or by
• Word helps a user in the following ways: simply typing in a blank document.
– Creating professional documents • User can select any of the template, however
– Checking spellings and grammar
– Inserting images to the document
to start with, it is recommended to use the
– Creating tables in a Word document template titled Blank Document.
– • The various commands available in Microsoft

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Applying different styles to writing
– Sharing document with other users Word are categorized into groups and each
– Finding help on Word commands using the Tell me what you
want to do option group consists of a set of specific commands.
• Templates are word documents that The groups are displayed in the Ribbon, which
already have font and formatting styles appears at the top of the document area in the
included, so the user does not have to new Word document window.
work on the formatting and applying • To create a word document, start typing in the

U
specific styles. document area. Word inserts the text to the
left of the cursor and by default the margins
and line spacing are used as is.

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 12

Summary (2–2)
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en
• User can change the font of the text and • Microsoft Word allows users to include lists,
resize the text as per the requirement. Font both numbered and non-numbered or bullet
is defined as the style in which the text lists in a document. Lists enables users to
appears, and the default font is Calibri. better organize items of same category or add
However, the default font can be different steps to perform an action.
on different machines. • A table contains horizontal rows and vertical
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• The Styles group contain many different columns and the details are stored in the cells.
style sets that can change the appearance Cells are the units that are formed when rows
of the entire document. Styles are typically and columns intersect.
used to provide a structural flow of a • Tables are an extremely useful and easy way to
document and ensure consistency across organize and display information in a
the document for heading, sub-headings, document.
and text.
h

• User can also change the properties of a table,

• Page layout defines the orientation of a such as defining row height, column width, cell
page, in Microsoft Word, layouts can be of width, alignment of text in a cell, and other
two types: Portrait or Landscape. such properties.
ec

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 13

Using slides 12 and 13, summarize the key points of this session. Explain the points in brief.
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Fo

Working with Microsoft

Word – Part II

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nl
Session : 04

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Slide 2

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Objectives
• Explain adding pictures and shapes to

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documents
• Describe review process
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en

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 2

Using slide 2, give the students an overview of the current session in the form of session
objectives. Read out the objectives.
h
ec

Slide 3
pt

Introduction
• Microsoft Word has a whole range of
rA

features to work on. In continuation

with working and learning with
Microsoft Word, let us further learn
about how to add pictures and shapes
to documents.
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• This session explains about how to

review documents by applying track
changes and adding comments.

Microsoft Word Interface

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 3

Introduce the session using slide 3, discuss with the students about Microsoft Word. Recall its
primary purpose and some features.
Tell the students that Microsoft Word allows users to add shapes and pictures to documents,
which in turn enhances the look of the document and enables the user to express context in a
better way.

Slide 4

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nl
Adding Pictures and Shapes to Word Documents

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• In MS Word, users can add pictures
and shapes through the Illustrations
group.
• The Illustrations group consists of

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following options:
– Pictures
– Online Pictures
– Shapes
– Icons

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– SmartArt
– Chart Illustrations Group
– Screenshot

Document, Connect, and Collaborate Using Office 365

t re © APTECH LIMITED

Using slide 4, explain to the students about the Illustrations group and its components.
4
en
• Pictures: Allows users to insert pictures from computer or from another connected
computer.
• Online Pictures: Allows users to find and insert pictures from the Internet.
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• Shapes: Allows users to insert shapes, such as arrows, squares, circles, and rectangles.
• Icons: Allows users to select and replace words with icons.
• SmartArt: Allows users to include process diagrams and complex visual graphics. SmartArts
h

are typically used to illustrate process or hierarchy.

• Chart: Allows users to include a chart to represent data in a pictorial view.

• Screenshot: Allows users to add a snapshot of any open window on computer.
pt

For additional information on formatting in MS Word, visit the following link:

https://www.howtogeek.com/school/microsoft-word-document-formatting-essentials/lesson4/
rA
Fo

Slide 5

Adding Pictures
• Users can insert pictures stored in their
computer or insert online pictures.
• To insert a picture, perform the following
steps:
– Place the cursor in the document
where picture has to be inserted.

y
– Click the Insert menu and select the
Pictures option to display the Insert

nl
Picture window.
– Click the picture name and click the
Insert button to insert the selected
picture at the required location in the

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Word document.
Adding Pictures in MS Word
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 5

se
Using slide 5, explain to the students how pictures can be inserted in a document.
Explain the steps briefly.

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For additional information on adding pictures/images in MS Word, visit the following link:
https://www.thoughtco.com/working-with-images-in-microsoft-word-4067274

Slide 6
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Adding Shapes
• Microsoft Word allows users to insert
shapes, such as squares, rectangles, circles,
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lines, starts, callouts, and so on, per their

requirements.
• To insert a shape, perform the following
steps:
– Place the cursor in the document
where a shape has to be inserted.
h

– Click the Shapes option from the

Illustrations group to display a pop-up
menu.
ec

– Select any shape type from the pop-

up menu, the cursor changes in to a
plus symbol.
– Right-click and hold to drag the cursor
to draw the shape, and release the Microsoft Word - Shapes
mouse button to finish drawing the
shape.
pt

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 6

Using slide 6, briefly explain how shapes can be used/inserted in any Word document.
Explain the steps.
Fo

For additional information on adding shapes in MS Word, visit the following link:
https://wordknowhow.wordpress.com/2014/06/15/all-about-shapes-in-word-document-insert-
shape-fill-color-add-text-change-shape-group-shape-rotate-shape/

Slide 7

Picture Tool
• When a picture or shape is added
in a document, Word
automatically enables the Picture
Styles group on the Format menu,
allowing the user to make any
changes to the image if required.
•

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The Format menu consists of the
following groups:
– Adjust

nl
– Picture Styles
Picture Tool
– Arrange
– Size

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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 7

se
Using slide 7, explain the functions of Picture Tool and the components of Format menu.
•Adjust – Allows the user to make changes in the background or remove background, make
changes in the sharpness/softness of the image, compress the picture, and include artistic

U
effects.
•Picture Styles – MS Word has built-in frames, border styles and layout option. It allows the
user to choose and apply frames, borders and styles to any inserted picture. re
•Arrange –The user can change the position of the picture via rotating, aligning, or bringing
t
forward or backward in comparison of the text or other picture.
en
•Size – This feature allows the user to change the height/width or even crop a picture.

For additional information on Picture Tool, visit the following link:

http://www.thewindowsclub.com/word-2013-picture-editing-tools
h

Slide 8
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Reviewing Documents
pt

• MS Word is packed with multiple

features for reviewing a document.
• Users can track all changes made by the
reviewer, such as insertion, deletion,
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formatting, or moving.
• User can also add comments to express
views for a sentence or a section, or a
paragraph.
Review Ribbon
Fo

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 8

Using slide 8, explain to the students the Review feature of MS Word.

The Review feature helps user to review edits that have been made to a document, this is
particularly helpful when the document has passed through several people.

For additional information on reviewing documents, visit the following link:

https://www.laptopmag.com/articles/make-word-2016-show-changes

Slide 9

Reviewing Documents - Proofing

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• Proofing ensures that Spelling &
Grammar is correct in a document.
Users can also check the word count of

nl
a document and check the meaning of a
word used in the document using the
Thesaurus functionality.

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se
Spelling and Grammar Dialog Box

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 9

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Using slide 9, explain the purpose of proofing and the steps involved in running this feature.
It enables the user in producing professional, error-free documents.

For additional information on Proofing in MS Word, visit the following link:

t re
https://www.universalclass.com/articles/computers/office-365/proofing-printing-and-
en
publishing-word-2016.htm

Slide 10
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Reviewing Documents - Applying Track

Changes
• To understand and track what was
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originally written and what changes were

made by the reviewer, the Track Changes
feature is extremely useful.
• The steps to apply track changes are:
pt

– Select the Review tab and click Track

Changes command in the Tracking
group.
– Select (turn ON) Track Changes from
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the drop-down menu. A gray box is

displayed around the Track Changes Track Changes
icon indicating that it is turned ON.

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 10

Using slide 10, explain how to apply Track Changes while reviewing a document.
The term Track Changes covers both editing and commenting, it therefore, allows users to track
insertions, deletions and format changes in the document.

For additional information on Track Changes in MS Word, visit the following link:
https://www.groovypost.com/howto/track-document-changes-word-2016/

Slide 11

Reviewing Documents - Adding Comments

• User can comment on a text, paragraph, or
a picture by using the Comments group of
commands provided by Microsoft Word.
• The steps to add comments to a document
are:
– Select the content, paragraph, or image

y
on which comment has to be provided.
User can also click at the end of the
text to provide comment.

nl
– Select the Review tab and click New
Comment command in the Comments
group. Comments in a Word Document

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– Add comments and they are be
displayed at the selected location.
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 11

se
Using slide 11, explain how to add comments while reviewing a document.
Commenting is a tool for providing feedback on a document without altering its content.
Comments can be used to offer suggestions, add notes, or to ask questions.

U
For additional information on Comments in MS Word, visit the following link:
https://www.thoughtco.com/words-comments-feature-3540264

Slide 12
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Reviewing Documents – Using Comments

and Markup Pane
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• When a comment is added to a

document, the markup area
appears on the right side of the
h

page.
• The markup area is an easy way
to view the changes made to the
ec

document by other users.

• The Show Markup command
displays the drop-down list and
lists the criteria to view the Markup Drop-down List
pt

comments in the markup pane.

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 12

Using slide 12, explain about using Comment and Markup pane while reviewing documents.
Fo

For additional information on Comments in MS Word, visit the following link:

https://www.gcflearnfree.org/word2016/track-changes-and-comments/1/

Slide 13

Summary
• Microsoft Word is not only an • Track changes can be turned on in
authoring tool, it also includes order to track any changes made
including pictures and shapes to to the document.
enhance a document. • User can perform spelling and
• When you insert a picture or shape, grammar check from the proofing
word automatically offers and allows group in review tab.
user to format it via picture tool. •

y
Adding a comment to the
• While creating a flow chart, shapes is document is useful when the
a useful command to be used as it reviewer has to express thoughts

nl
contains all the flowchart related in addition to track changes.
shapes. • Markup pane is a useful way to
• It is advisable to review document view comments, insertion &
when more than one user is working deletion while reviewing a

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on it. document.

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 13

se
Using slide 13, summarize the key points of this session. Explain the points in brief.

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en
C
h
ec
pt
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Fo

Working with Microsoft

Word – Part III

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nl
Session : 05

O
Slide 2

se
Objectives
• Describe Templates and Forms

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• Explain the process of Mail Merge
t re
en

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 2

Using slide 2, give the students an overview of the current session in the form of session
objectives. Read out the objectives.
h
ec

Slide 3
pt

Introduction
• Microsoft Word allows users to
rA

create documents for both personal

and professional purposes. Users can
create business letters, party
invitations, and status reports,
festival greeting letters, and many
Fo

more.
Microsoft Word Templates

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 3

Introduce the session using slide 3, discuss with the students about Microsoft Word. Recall its
primary purpose and some features.
Tell the students that Microsoft Word is great for creating simple templates with minimal design
elements that you can update on a regular basis, such as newsletters and factsheets.

Slide 4

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Working with Templates

nl
• One of the most powerful features
of Microsoft Word is to allow users

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to create templates and forms.
Templates are defined as Word
documents that include pre-defined
styles and formats and are used to
create similar documents on a

se
regular frequency.

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Flyer Template in MS Word
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 4

Using slide 4, explain to the students about Templates and their purpose. re
Tell the students, a template is basically a pre-made sample document, which can be changed,
t
edited, or redefined by the user.
en

Slide 5
C

Working with Forms

• Another important feature of

Microsoft Word is forms. Forms

are documents that are
structured and designed to
capture user data, such as
names, address, date of birth,
pt

and so on and save this data for

future references.
Forms in MS Word
rA

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 5

Using slide 5, explain to the students about forms and their purpose.
Tell the students that forms are used for collecting and recording data/information. It facilitates
data entry in an easier and error free way. The user can create combo boxes, drop-down lists,
and date pickers for recording data.

Slide 6

Creating Templates
• Creating templates in Microsoft
Word is a simple task. After a
template is created, users can use
it to create any number of Word
documents.

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nl
Templates in MS Word

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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 6

se
Using slide 6, explain to the students how to create a template.
Tell the students, Templates are easy to write, easy to understand, and are type safe. It also
saves a lot of time in reformatting an existing documents.

U
To create a template, perform the following steps:
• Open a Word document by clicking the Blank document template. re
• Add the text or pictures that you want to be included in all documents created using this
t
template.
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• Update the text styles as per the requirements, from the Styles group in the Home tab.
• Click File  Save As option to display the Save As window. Navigate to the folder where the
template needs to be saved. This displays the Save As dialog box.
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• Select the Word Template option from the Save as type drop-down list.
h

For additional information on creating Templates in MS Word, refer to:

https://www.techrepublic.com/blog/10-things/10-things-how-to-use-word-templates-
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effectively/
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Slides 7 and 8
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Creating Forms (1–2)

• Forms is an extremely useful feature

provided by Microsoft Word, which
allows similar details from several
people to be recorded in the same
format.
• Forms allow users to fill in details
that need to be recorded for future
reference.

Form in MS Word

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Using slide 7, explain to the students why forms are useful and what is the purpose of forms.
Tell the students that forms are typically used when similar data needs to be recorded, such as
students details in a university or a school.
For additional information on creating forms in MS Word, refer to:
https://www.gcflearnfree.org/word-tips/how-to-create-forms-in-word/1/

Creating Forms (2–2)

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• To create a form, users need to create a
template and then add content controls.

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Content controls include the following
items:
– Check boxes

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– Text boxes
– Radio buttons
– Date pickers
– Drop-down lists
• Simple forms include the mentioned

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elements whereas advanced forms include
mentioned elements and are also linked to
a backend database to store the input data.
Sample Form in MS Word

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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 8

Using slide 8, explain to the student’s what content controls can be included in a form in

check boxes, and so on.

t re
Microsoft Word. Tell the students that content controls can include radio buttons, text boxes,

For additional information on creating forms in MS Word, refer to:

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https://www.gcflearnfree.org/word-tips/how-to-create-forms-in-word/1/

Slide 9
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Using Mail Merge

• Mail merge is a powerful feature of

Microsoft Word that allows users to

create one document and then create
multiple but unique and personalized
versions of this document.
• Mail merge functionality is used when
the content of an email or letter remains
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the same and only the receiver’s name

and address needs to change.
• Mail merge allows reusability of
documents; users just need to create the
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document one time and reuse this

document as many times as required.
Mail Merge

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Using slide 9, explain what is Mail Merge and its functionality. Tell the students, Mail Merge is
process which helps users in creating personalized documents/letters, mailing labels for mass
mailing or pre-addressed envelopes.

For additional information on Mail Merge, refer to:

https://www.gcflearnfree.org/word2013/mail-merge/1/

Slides 10 and 11

Summary (1–2)
• Microsoft Word allows users to create • Another important feature of Microsoft
documents for both personal and Word is forms. Forms are documents that are
professional purposes. Users can create structured and designed to capture user
business letters, party invitations, and data, such as names, address, date of birth,
status reports, festival greeting letters, and so on and save this data for future
and many more. references.

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• One of the most powerful features of • Creating templates in Microsoft Word is a
Microsoft Word is to allow users to create simple task. After a template is created,
templates and forms. users can use it to create any number of

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• Templates are defined as Word Word documents.
documents that include pre-defined styles • Templates are word documents that already
and formats and are used to create similar have font and formatting styles included, so
documents on a regular frequency. the user does not have to work on the

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formatting and applying specific styles.

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 10

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Summary (2–2)

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• Forms allow users to fill in details that • Mail merge allows reusability of
need to be recorded for future reference. documents that need to be used
To create a form, users need to create a repeatedly; users just need to create the
template and then add content controls. document one time and reuse this
• Mail merge is a powerful feature of
Microsoft Word that allows users to
create one document and then create
multiple but unique and personalized
versions of this document.
t re •
document as many times as required.
Users can use mail merge to send email
messages, party invitations, and other such
documents that have the same content but
different recipients.
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• Mail merge functionality is used when the
content of an email or letter remains the
same and only the receiver’s name and
address needs to change.
C

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 11

Using slides 10 and 11, summarize the key points of this session. Explain the points in brief.
h
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pt
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Introduction to
Microsoft Excel 2016

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Session: 06

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Slide 2

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Objectives
• Explain the way to Create, Find, and Share

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Excel files
• Explain how to format Excel sheets
• Describe Functions and Formulas in MS Excel
2016
t re
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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 2

Using slide 2, give the students an overview of the current session in the form of session
objectives. Read out the objectives.
h
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Slides 3 and 4
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Getting Started (1-2)

• Microsoft Excel is a part of
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Microsoft Office suite, which

includes other programs, such
as Word, PowerPoint, Outlook,
One Note, and so on.
• Excel can help to organize,
calculate, analyze, revise,
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update, and present the data in

ways that will help to take
forecasting decisions.

Start Menu with MS Excel

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 3

Introduce the session using slide 3, and start the session by telling about MS Excel. Tell the
students that Microsoft Excel is a part of Microsoft Office suite, which includes other programs,
such as Word, PowerPoint, Outlook, One Note, and so on. MS Excel replaces a calculator, ledger,
and graphing equipment (tool to create graphs) to help to record, analyze, and represent
quantitative data.
Tell the students that the file created and saved in Excel is called a Workbook. It contains a
collection of worksheets and might look similar to a ledger, and helps to perform multiple
calculations and other tasks automatically.

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For additional information about MS Excel basics, refer to the http://www.opengatesw.net/ms-

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excel-tutorials/What-is-Excel-Used-For.htm.

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Getting Started (2-2)

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• The File tab replaces the Office button
from Excel 2007. It can be clicked to
check the backstage view, from where
a file is opened, created, printed, or

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any other file related operations are
done
• Quick Access Toolbar can be found
just above the File tab and its purpose Ribbon on Excel Spreadsheet
is to provide a convenient resting

•
place for the Excel’s most frequently
used commands
The Title bar lies in the middle and at
the top of the Excel window. The title
bar shows the name of the Excel file
and the sheet titles
t re
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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 4

Using slide 4, explain to the students the ribbon in an Excel workbook and few main
C

components of MS Excel. The File tab, Quick Access toolbar and Title bar have been explained
on the slide.
h

Tell the students about several other tabs such as:

•Worksheet: The spreadsheet that is displayed on opening the Excel file is the worksheet. The
name of the worksheet is Sheet1 by default, which can be changed as per requirements
•Row bar: Rows are the horizontal cells in a line. Rows are numbered from 1 onwards and keeps
pt

on increasing as the user keeps entering data

•Column bar: Columns are the vertical cells in a line. Columns are numbered from A onwards
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and keeps on increasing as the data is entered. After Z, Excel names the columns as AA, AB, and
so on
•Sheet Area: The worksheet area where the data is entered is called the Sheet Area
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•Zoom control: Zoom control lets the user to zoom in for a closer look at the text. The zoom
control consists of a slider that the user can slide left or right to zoom in or out

Slide 5

Create File
• Click Excel 2016 from the
Start menu to open a new
Excel file
• Save the new file by
clicking on Save As option

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and select the location on
the computer, name the

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file and press Enter Backstage View

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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 5

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Using slide 5, tell the students about the creation of an excel file.
Also say, that all this can be possible through the File tab.
For additional information on creation, opening and sharing of Excel files, visit the following

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link: https://www.gcflearnfree.org/excelxp/create-open-and-save-workbooks/1/

Slide 6
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Find File
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• Searching for an Excel file is an

easy task. Select the Open
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option from the File menu,

displays the Open dialog box
• This dialog box lists all the
recently opened or recently
h

worked upon Excel files

• Recently used workbooks can
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be easily found from this list

Recently Used Workbooks in Excel

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Using slide 6, explain the way to find files easily. Also tell the students an alternative way to find
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files is through the Cortana search in Office 365 by typing the name of the file and it displays the
location of the file.
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Slide 7

Share File
• To invite others to view or edit the
workbooks in the cloud, click the
Share button in the top right corner
of the Excel window
• Clicking the Share button displays
the Share window

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• Through the Share pane, the user
can get a sharing link or send

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invitations to the people selected
Share Window

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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 7

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Using slide 7, explain about sharing of excel file.
Tell the students that through the Share pane, the user can get a sharing link or send invitations
to the people selected.

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Slide 8

Formatting Excel Sheets

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Format Extension Description

• When an Excel workbook is saved, it Excel

Workbook
.xlsx The default XML-based file format for Excel 2007-
2013. Cannot store Microsoft Visual Basic for
automatically gets saved in .xlsx format Applications (VBA) macro code or Microsoft Office
Excel 4.0 macro sheets (.xlm)

• Excel 2016 supports saving in other Excel

Workbook
.xlsm The XML-based and macro-enabled file format for
Excel 2007-2013. Stores VBA macro code or Excel 4.0
(code) macro sheets (.xlm)
formats but whenever the user saves a Strict Open .xlsx An ISO strict version of the Excel Workbook file format
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workbook in another file format, some XML

Spreadsheet
(.xlsx)

of its formatting, data, and features Excel Binary

Workbook
.xlsb The binary file format (BIFF12) for Excel 2007-2013

might not be saved Excel Add-in .xlam The XML-based and macro-enabled Add-In format for
Excel 2007-2013. An Add-In is a supplemental
• File formats that are supported in Excel program that is designed to run additional code.
Supports the use of VBA projects and Excel 4.0 macro
2016 are: sheets (.xlm)
h

CSV (comma .csv Saves a workbook as a comma-delimited text file for

– Excel file format delimited) use on another Windows operating system, and
ensures that tab characters, line breaks, and other
characters are interpreted correctly. Saves only the
– Text file format active sheet
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DIF .dif Data Interchange Format. Saves only the active sheet
– Other file format Excel File Formats
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 8
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Using slide 8, explain the types of formats used for MS Excel files.
Tell the students:
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•The formatting in Excel can be Page formatting or Print Formatting

•Explain various page formatting features such as General, Number, Currency, Date, Time, and
others.
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To know more about understanding formatting in excel sheets, visit the following link:
https://support.office.com/en-us/article/ways-to-format-a-worksheet-d5efbdb5-b79b-475a-
8c56-99aad944b030

Slide 9

Page Formatting
• Formatting a worksheet includes
changing the display and
representation of data
• MS Excel holds data in a box called
cell, which can hold different data

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types, such as Numbers, Currency,
Dates, Text, and so on
•

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Number: This displays the cell
format as number with separator

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Number Tab on the Format Cells Dialog Box
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 9

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Using slide 9, tell the students about Page Formatting options.
Tell the students, that by using page formatting in MS excel, one can apply fonts, change
alignments, apply borders, use colors, and much more.

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Slide 10

Print Formatting
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• An entire worksheet or a part of
the worksheet can be printed
• If the data which the user wants
to print is in the form of MS Excel
table, the table can be printed
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• A part of the worksheet can be

printed by selecting the following:
Settings -> Print Active Sheet ->
Print
h

Print Window in MS Excel

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Using slide 10, tell the students about Print Formatting.

Tell the students that by using Print Formatting, the user may either print one or several
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worksheets; print one or part of the worksheet or print an Excel table.

Slide 11

Name Groups of Data

• Excel can help to organize the data
into Groups, allowing to easily
show or hide the different sections
of a worksheet
• If there is a list of data that needs

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to be grouped or summarized, an
outline of up to 8 levels can be
created, one under each group

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Auto Online Group
• On the Data tab, in the Outline
group, click the arrow under Group
and then click Auto Online

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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 11

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Using slide 11, tell the students about Naming groups of data and how it makes reading and
analyzing data very easy by categorizing and outlining data. For more information on outlining
data in a worksheet, visit the following link:

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https://support.office.com/en-us/article/outline-group-data-in-a-worksheet-08ce98c4-0063-
4d42-8ac7-8278c49e9aff

Slides 12 to 14
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Formulas and Functions in Excel (1-3)

• Most worksheets are created to provide

solutions to specific questions Operator Name Example Result

• All Excel formulas have the same basic + Addition =10+5 15

structure: An ‘=’ sign followed by one or - Subtraction =10-5 5

more ‘operands’ which can be values,
/ Division =10/5 2
ranges, or cell references separated by
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one or more ‘operators’ * Multiplication =10*5 50

• Operators can be addition (+), % Percentage =10% 0.1

Subtraction (-), division (/), multiplication Arithmetic Formulas

(*), and so on
pt

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 12

Using slide 12, tell the students about the formulas and functions used in MS Excel.
Also tell the students that entering formula includes few simple steps and arithmetic formula
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can be written using the example given on the slide.

Formulas and Functions in Excel (2-3)

• A comparison formula compares two Operator Name Example Result
or more numbers, text strings, cell = Equal to =10=5 FALSE
> Greater than =10>5 TRUE
contents, or function results < Less than =10<5 FALSE
• If the statement is true, the formula >= Greater than or =’a’>=’b’ TRUE
Equal to
returns the value as TRUE and if it is <= Less than or =’a’<=’b’ FALSE

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false, the formula returns the logical Equal to
value as FALSE
Comparison Formulas

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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 13

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Using slide 13, tell the students about the formula and function of MS Excel 2016.
Also tell the students about using Range Names. One way to use range names in a formula is to
type the name in the Formula bar. Many a times, the name of the range cannot be

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remembered. MS Excel has several features to enable the user to select the name from the list
and paste it right into the formula. t re
Formulas and Functions in Excel (3-3)
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• A text formula returns text as the

value or result
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• Text formulas use the & operator to

work with text cells, text strings within Sample Text Formula
‘quotations’ and text function results
h
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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 14

Using slide 14, tell the students about the text formula used in MS Excel. Use the example given
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on the slide to explain about the text formula. Other text formula examples could be:
Combining text and date in desired format, adding leading zeroes to any number length,
converting values to phone numbers in specific format, and so on.
Fo

Slides 15 and 16

Summary (1-2)
• The file created and saved in Excel is called a • The cell formats that appear after right‐clicking a
Workbook. It contains a collection of worksheets cell are:
and might look similar to a ledger, and helps General: This is the default cell format.
Number: This displays the cell format as number with separator.
perform multiple calculations and other tasks Currency: This displays the cell format as currency with currency sign.
automatically Accounting: This format is similar to currency, used for accounting
purposes.
• Ribbon contains commands organized in three Date: This format has various options and date can be stored using
components: any one of them. For
example, 14‐Mar, 14‐Mar‐12, 3/14, 03/14/12, Mar‐12, and so on.
Tabs: They appear across the top of the Ribbon and contain groups of Time: This format has several options and time can be stored using
related commands. Home, Insert, Page Layout are the examples of any one of them. For

y
ribbon tabs. example, 13:30, 13:30 PM, 1:30 PM, and so on.
Groups: They organize related commands; each group name appears Percentage: This represents the cell value in percentage with decimal
below the group on the Ribbon. For example, group of commands values. For example,
related to fonts or group of commands related to alignment, and so on. 78.50%, 1.398%, and so on.
Commands: Commands appear within each group as mentioned in Fraction: The cell value is presented as fraction. For example, ¼, ½,

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topic. and so on.
Scientific: This represents the cell value as exponential such as
• To invite others to view or edit the workbooks in the 7.85E+01.
cloud, click the Share button in the top right corner Text: This displays cell as normal text.
Special: This formatting option is used for special entries such as Zip
of the Excel window. Clicking the Share button codes, Phone numbers, and
displays the Share window. Through the Share pane, so on.
the user can get a sharing link or send invitations to Custom: The cell format can be selected from the ‘Custom’ list as per

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requirement.
the people selected.

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 15

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Summary (2-2)
• Most worksheets are created to provide solutions to

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specific questions. All Excel formulas have the same basic
structure: An ‘=’ sign followed by one or more ‘operands’
which can be values, ranges, or cell references separated by
one or more ‘operators’.
• Data validation is used to restrict the type of data or the
values that the user enters into a cell. One of the most
common data validation users is to create a drop‐down list.
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• To convert these data sets into numbers, select a column
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with this problem and apply Text to Columns.

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 16

Using slides 15 and 16, summarize the key points of this session. Explain the points in brief.
h
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pt
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Data Analysis and Security

of Data in Microsoft Excel

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2016

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Session: 07

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Slide 2

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Objectives
• Explain analyzing data using tools

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• Describe Protection and Security in Excel file
• Explain Levels of Protection t re
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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 2

Using slide 2, give the students an overview of the current session in the form of session
objectives. Read out the objectives.
h
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Slides 3 and 4
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Data Analysis (1-2)

• MS Excel is a powerful tool which performs
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calculations, applies formulas, stores data, and

also helps in analyzing the data
• Data Analysis helps in business planning and
taking critical business decisions
• Several methods can be used to analyze data.
Few of these methods include:
– Sort
– Filter
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– Conditional Formatting
– Charts
– PivotTables
– What-if Analysis
– Analysis ToolPak Data Representation as Line Chart

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 3

Introduce the session using slide 3 and tell the students about data analysis in MS Excel. Tell the
students that MS Excel with its wide range of functions, visualizations (interpreting data to
understand the hidden value in data), and arrays (formulas and functions) empowers the user to
generate insights from data, which otherwise is hard to see. Also, mention the different
methods used as analysis tools in MS Excel.

For more information on data analysis methods, visit the following link:
http://www.excel-easy.com/data-analysis.html

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Data Analysis (2-2)

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• What-if Analysis in MS Excel
allows the user to try out
different values for formulas
• What-if method is used to

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analyze the results or
outcomes in varying scenarios
with the same set of data
• The Analysis ToolPak is an MS

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Excel add-in program that
provides data analysis tools for
financial, statistical, and
engineering data analysis
Analysis ToolPak available via Add-ins
Document, Connect, and Collaborate Using Office 365
t re © APTECH LIMITED 4

Using slide 4, explain to the students that the what-if method is used to analyze the results or
en
outcomes in varying scenarios with the same set of data. Also explain that this helps in
forecasting business decisions. Tell the students about the steps involved in what-if analysis
method.
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For more information on what-if analysis, visit the following:

http://www.excel-easy.com/data-analysis/what-if-analysis.html
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pt
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Slides 5 to 8

Protection and Security in Excel (1-4)

• MS Excel file may have data which is
confidential or which can be made
available to people to view the
details but they would not have any
rights to edit the worksheets
• Protection of Excel data involves

y
different methods and varying level
of protection:
– File level protection

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– Workbook level protection
– Worksheet level protection
Encrypt with Password Option

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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 5

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Using slide 5, tell the students about the need for protection and security in Excel files.
Also explain that they can protect your Excel file with a password to prevent others from
accessing data in your Excel files.

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For more information on protecting an Excel file, visit the following links:
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• https://support.office.com/en-us/article/protect-an-excel-file-7359d4ae-7213-4ac2-b058-
f75e9311b599
• https://support.office.com/en-us/article/Add-or-remove-protection-in-your-document-
t
en
workbook-or-presentation-05084cc3-300d-4c1a-8416-38d3e37d6826#__toc311701332
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Protection and Security in Excel (2-4)

• Two passwords can be set on a file – one to
open and view as read-only file and the
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other to open and modify

• ‘Mark as Final’ option is used if the Excel file
needs to be marked as final version and any
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further changes by other users can be

prevented
• If an organization has permissions to set up
using Information Rights Management
(IRM), the user may apply any of the
available IRM permissions to the document
pt

Mark as Final Option

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Using slide 6, explain the way passwords can be set to open or modify an excel file. Tell the
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students about various options to apply for protection at file level. Mark as Final is one of the
ways to avoid tampering of the version of the file created.

Protection and Security in Excel (3-4)

• The structure of a workbook
can be locked by specifying a
password
• Locking the workbook
structure prevents other users
from adding, moving,
deleting, hiding, and Protection Workbook
renaming worksheets

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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 7

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Using slide 7, explain about workbook-level protection in excel.

se
For more information about workbook-level protection in Excel, visit the following link:
https://support.office.com/en-us/article/Protect-a-workbook-7e365a4d-3e89-4616-84ca-
1931257c1517

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Protection and Security in Excel (4-4)
• With worksheet protection, the user can
control how someone else can work
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within worksheets
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• What exactly a user can do within a
sheet can be specified, thereby making
sure that none of the important data in
the worksheet gets affected by changes
made by someone else
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Applying Worksheet Level Protection

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Using slide 8, explain the worksheet level protection applied in excel. Tell the students that this
is applied to prevent other users from accidentally or deliberately changing, moving, or deleting
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data in a worksheet, you can lock the cells on your Excel worksheet and then protect the sheet
with a password.
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For more information on worksheet level protection in Excel, visit the following:
https://support.office.com/en-us/article/Protect-a-worksheet-3179efdb-1285-4d49-a9c3-
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f4ca36276de6

Slide 9

Levels of Protection
• To control the level of access for users on an MS Excel file, file-level protection is used
• If others should not be able to open the file: The Excel file can be encrypted, which
is the most common technique used. This means it is locked with a password and
nobody except the team can open it
• If others can Read-only or editing access: Maybe, if the managers in the team should

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have the access to edit the weekly status report, but team members should only
have Read-only access, then the Excel file can be protected by specifying two

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passwords: one to open and the other to modify

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Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 9

se
Using slide 9, tell the students about levels of protection used in excel. Tell them that one can
use one or more levels of protection for your Excel data depending on the organization’s needs.
One can choose to use all of the available options or a combination of options—it’s completely

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up to the level of security you want for the Excel data.

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For more information on levels of protection in Excel, visit the following link:
https://support.office.com/en-us/article/Protection-and-security-in-Excel-be0b34db-8cb6-
t
44dd-a673-0b3e3475ac2d
en

Slide 10
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Summary
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• Data Analysis is a process of inspecting, cleaning, • When an MS Excel file is encrypted, nobody has
transforming and modeling (preparing charts, access to the file. The encryption is done with the
graphs or using the data in other tools such as help of a password. This is the most recommended
Power BI and Tableau) data with the goal of and common technique to secure an Excel file.
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discovering useful information, suggesting • Digital signatures authenticate digital information

conclusions and supporting decision‐making. such as documents, email messages, and macros (a
• Data in an Excel spreadsheet can be sorted to single instruction that expands into a set of
understand it better. Data can be sorted in instructions to perform a particular task) by using
ascending or descending order or in alphabetical computer cryptology (practice or study of
order. techniques to secure communication).
• Conditional formatting helps in highlighting the cells • The structure of a workbook can be locked by
with a specific color depending on the value of the specifying a password. Locking the workbook
pt

cell. structure prevents other users from adding, moving,

• Pivot tables are one of the most powerful tools of deleting, hiding, and renaming worksheets. Let us
MS Excel. It allows the user to interpret data from a see how we can apply a workbook level protection.
large and detailed data set. • Worksheet level protection, one can control how a
• The Analysis ToolPak is an MS Excel add‐in program user can work within worksheets. One can specify
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that provides data analysis tools for financial, what exactly a user can do within a sheet, thereby
Statistical and Engineering data analysis. making sure that none of the important data in the
worksheet gets affected.

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Using slide 10, summarize the key points of this session. Explain each point in brief.

Pivot Table and Pivot Charts in

Microsoft Excel 2016

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Session: 08

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Slide 2

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Objectives
• Explain data using Pivot Table

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• Describe Pivot Table
• List the differences between Pivot Charts and
Pivot Table
t re
en

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 2

Using slide 2, give the students an overview of the current session in the form of session
objectives. Read out the objectives.
h
ec

Slides 3 and 4
pt

Analyzing Data Using PivotTable (1-2)

• A pivot table allows the user to
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extract significance from a large

and detailed data set
• A pivot table can be used to
summarize, analyze, explore,
and present summary data
• Pivot table can analyze
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numerical data and is especially Sample Data Set and Sample PivotTable
designed for presenting concise,
attractive, and annotated
(adding comments or notes)
online or printed reports

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 3

Introduce the session using slide 3 and tell the students about data analysis in MS Excel. Tell the
students that Pivot table can analyze numerical data and is especially designed for the
following:
• Querying large amount of data in user-friendly ways
• Subtotalling and aggregating numeric data, summarizing data by categories and sub-
categories, and creating custom calculations and formulas
• Expanding and collapsing levels of data to focus on the results and drilling down to the
details which interest the user

y
• Moving rows to columns or columns to rows (pivoting) to see different summaries of the

nl
source data
• Filtering, sorting, grouping, and conditionally formatting the most useful and interesting

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subset of the data in order to enable the user to focus on the area of interest
• Presenting concise, attractive, and annotated (adding comments or notes) online or printed

se
reports

Analyzing Data Using PivotTable (2-2)

U
• MS Excel can help by
recommending and then,
automatically creating

•
PivotTables, which are a great way
to summarize, analyze, explore,
and present the data set
The Recommended PivotTable
t re
option appears under the Insert
en
tab
• There are a series of steps which
can be followed to look at the
preview of the PivotTable options
Recommended PivotTables Option
C

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 4

Using slide 4, explain to the students that MS Excel can help by recommending and then,
automatically creating PivotTables, which are a great way to summarize, analyze, explore, and
ec

present the data set.

For more information about analyzing data using PivotTable, visit the following link:
pt

https://www.lynda.com/Excel-tutorials/Creating-Recommended-PivotTable/114891/131287-
4.html
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Fo

Slide 5

Understanding the PivotTable

• After a PivotTable is created by
selecting its data source, by
arranging fields in the
PivotTable Field List, and
choosing an initial layout, the
user can perform various tasks to

y
represent the data
• Selecting the PivotTable option

nl
displays the Create PivotTable
dialog box
Create PivotTable Dialog Box

O
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 5

se
Using slide 5, tell the students that after a PivotTable is created by selecting its data source, by
arranging fields in the PivotTable Field List, and choosing an initial layout, the user can perform
numerous functions.

U
For more information about analyzing data using PivotTable, visit the following link:
http://www.excel-easy.com/data-analysis/pivot-tables.html

Slide 6
t re
en

Exploring the Data

• Data can be explored by expanding and

collapsing the data
• The underlying details that pertain to
h

the values can be seen, after expanding

or collapsing the data set
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• Other methods of exploring the table

include sorting or applying filter to the
table
pt

Expanded PivotTable

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Using slide 6, explain that the data can be explored by expanding and collapsing the data. The
underlying details that pertain to the values can be seen, after expanding or collapsing the data
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set. The data can be expanded or collapsed either by placing different fields in rows and
columns or by playing around in the PivotTable.

Slide 7

Changing the Form Layout

•
PivotTable Description PivotChart Description
The PivotTable form layout and field report

arrangement can be changed by doing the Values Used to display

summary numeric data
Values Used to display
summary numeric data

following: Row Labels Used to display fields as

rows on the side of the
Axis Field Used to display fields
as an axis in the chart
report. A row lower in (Categories)
– Change the table format form: Compact, position is nested within
another row
Outline, or Tabular immediately above it
Used to display fields as Used to display fields
Column Labels Legend Fields

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– Add, rearrange, and remove data fields columns at the top of
the report. A column (Series) Labels
in the legend of the
chart
lower in position is
– Change the order of fields or items nested within another
row immediately above

nl
Locking the workbook structure it
Used to filter the entire Used to filter the
Report Filter Report Filter
prevents other users from adding, report based on the
selected item in the
entire report based on
the selected item in

moving, deleting, hiding, and renaming report filter the report filter

worksheets PivotTable and PivotChart Fields

O
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 7

se
Using slide 7, explain about the change in the form layout. Also tell that -
Expand and Collapse buttons are displayed so that you can display or hide the details in
compact form. Compact table form as the name suggests, saves space and makes the PivotTable

U
more readable and is hence, specified as the default layout form for PivotTables.
Tabular form displays one column per field and provides room for field headers. Outline form is

the next column are displayed one level (row) below the current item.
t re
similar to tabular form, but it can display subtotals at the top of each group because items in

Re-arranging of data fields can be done by selecting the check box next to each field name in
en
the Field section. The field is placed in a default area of the layout section, but the user can
rearrange the fields if needed. To add a field name or changing the order. You can click and hold
a field name, and then drag the field between the field section and an area in the layout
C

section.
h

Slide 8
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Changing the Layout of Rows and Columns

• To further refine the layout of a PivotTable, the user can make changes that affect
the layout of columns, rows, and subtotals, such as displaying subtotals above the
rows or turning column headers OFF
• One can also rearrange individual items within a row or column
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Fo

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 8

Using slide 8, explain the change of layout of rows and columns in the PivotTable. To further
refine the layout of a PivotTable, the user can make changes that affect the layout of columns,
rows, and subtotals, such as displaying subtotals above the rows or turning column headers OFF.

One can also rearrange individual items within a row or column. The layout of columns, rows,
and subtotals can be changed by doing the following:
• Turn the column or row field headers ON or OFF, or display or hide blank lines
• Display subtotals above or below their rows
• Adjust column widths on refresh
• Move a column field to the row area or a row field to the column area
• Merge or unmerge cells for outer row and column items

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Slide 9

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O
Changing the Format of the PivotTable
• One can choose from a wide variety of PivotTable styles in the gallery

se
• The user can control the banding (applying a shade) behavior of a report
• The format of the PivotTable may be changed by doing the following:
– Manually and conditionally format cells and ranges
– Changing the overall PivotTable format style

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– Changing the number format for fields

Document, Connect, and Collaborate Using Office 365

t re © APTECH LIMITED 9
en
Using slide 9, tell the students about changing the format of the PivotTables. Also explain that
the format of the PivotTable may be changed by doing the following:
• Manually and conditionally format cells and ranges
C

• Changing the overall PivotTable format style

• Changing the number format for fields
h

Slide 10
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Understanding the Difference Between

PivotChart and Standard Charts
pt

• Unlike a standard chart, one cannot switch the row/column orientation of a

PivotChart by using the Select Data Source dialog box
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• Standard charts are linked directly to worksheet cells, while PivotChart are based
on their associated PivotTable's data source
• Most formatting including chart elements that the user adds, layout, and style is
preserved when the user refreshes a PivotChart
Fo

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 10

Using slide 10, tell the students if one is familiar with standard charts, most operations are the
same in Pivot Charts and standard charts.

The main differences are:

Row/Column Orientation
Unlike a standard chart, one cannot switch the row/column orientation of a PivotChart by using
the Select Data Source dialog box. Instead, the user can pivot the Row and Column labels of the
associated PivotTable to achieve the same effect.
Chart Types
One can change a PivotChart to any chart type except to an XY (Scatter), stock, or bubble chart
types.

y
Source Data

nl
Standard charts are linked directly to worksheet cells, while PivotCharts are based on their
associated PivotTable's data source. Unlike a standard chart, a user cannot change the chart

O
data range in a PivotChart's Select Data Source dialog box.
Formatting

se
Most formatting including chart elements that the user adds, layout, and style is preserved
when the user refreshes a PivotChart. However, trendlines, data labels, error bars, and other
changes to data sets are not preserved. Standard charts do not lose this formatting once it is

U
applied. Although one cannot directly resize the data labels in a PivotChart, one can increase
the text font size to effectively resize the labels.

Slide 11
t re
en

Available Chart Types in PivotChart

• The chart types provided by MS Office are:

– Column Chart
– Line Charts
– Pie and Doughnut Chart
h

– Bar Chart
– Area Chart
– XY (Scatter) Chart
ec

– Stock Chart
– Surface Chart
– Radar Chart
– Combo Chart Sample Line Chart
pt

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 11

Using slide 11, discuss about the available chart types. Reference Link: http://www.excel-
easy.com/examples/pivot-chart.html
Fo

Slides 12 and 13

Summary (1-2)
• Tables allow user to analyze data in Excel quickly and • Pivot tables are one of the most powerful tools of
easily as compared to manual methods or using a MS Excel. It allows the user to interpret data from
a large and detailed data set.
calculator. Tables also enable better organization of
• For worksheet data, a PivotChart can be created
data, which improves readability and understanding of with or without using a PivotTable. If the user is
data. not conversant with data analysis methods, one
• MS Excel can help by recommending, and then, can use the Recommended Charts option in the
Insert tab on the MS Excel worksheet ribbon. Let
automatically creating PivotTables, which are a great us learn to create a simple PivotChart using a

y
way to summarize, analyze, explore, and present the worksheet.
data set. • Unlike a standard chart, one cannot switch the
• Data can be explored by expanding and collapsing the row/column orientation of a PivotChart by using

nl
the Select Data Source dialog box. Instead, the
data. The underlying details that pertain to the values user can pivot the Row and Column labels of the
can be seen, after expanding or collapsing the data set. associated PivotTable to achieve the same effect.
The data can be expanded or collapsed either by
placing different fields in rows and columns.

O
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 12

se
Summary (2-2)

U
• Data that is arranged in columns or rows on a • MS‐Excel supports the following chart types:
worksheet can be plotted in a column chart. A  Column Chart
column chart typically displays categories along  Line Charts
the horizontal (category) axis and values along
the vertical (value) axis is called a Column Chart.  Pie and Doughnut Chart
 Bar Chart
• Data that is arranged in columns or rows on a
worksheet can be plotted in an area chart. Area
charts can be used to plot change over time and
draw attention to the total value across a trend.
By showing the sum of the plotted values, an
area chart also shows the relationship of parts
t re  Area Chart
 XY (Scatter) Chart
 Stock Chart
 Surface Chart
 Radar Chart
to a whole data set.
en
 Combo Chart

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 13

Using slides 12 and 13, summarize the key points of this session. Explain the points in brief.
h
ec
pt
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Fo

Understanding Microsoft
PowerPoint 2016 - I

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nl
Session: 09

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Slide 2

se
Objectives
• Explain MS PowerPoint 2016

U
• Understand the properties of MS PowerPoint
• Create a PowerPoint Presentation t re
en

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 2

Using slide 2, give the students an overview of the current session in the form of session
objectives. Read out the objectives.
h
ec

Slides 3 and 4
pt

Introducing MS PowerPoint (1-2)

• Microsoft PowerPoint is an effective
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tool to present or share information,

processes, business outcomes, trends,
infographics, or knowledge in the form
of dynamic slide presentations
• Each blank slide is considered as a
blank canvas for the pictures, words, or
Fo

shapes and the knowledge or

information that can be presented or
shared via story

Selecting PowerPoint from your PC

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 3

Introduce the session using slide 3 and tell the students about MS PowerPoint. Start talking
about how to get started from the ‘Windows’ option in the PC. Also, tell them that Microsoft
PowerPoint provides several features such as animations, narration, images, videos, graphs,
callouts, and so on to make impactful and relevant presentation.

Introducing MS PowerPoint (2-2)

y
• The toolbar at the top of the ribbon
has the Quick Access Toolbar
•

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The ribbon spreads out more,
resulting in fewer icons and more
number of drop-down menu items
• The ribbon contains multiple tabs

O
which perform different functions
and each tab has several groups of MS PowerPoint Ribbon
commands. For example, the Font
group on the Home tab contains
commands for formatting text in your

se
document

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 4

U
Using slide 4, explain to the students that there are multiple PowerPoint templates available to
be selected as per the requirement of the user.

For more information about Microsoft PowerPoint, refer to:

t re
https://www.youtube.com/watch?v=tQicwstinOA
en

Slide 5
C

Properties of MS PowerPoint
h

• The File menu tab and the Backstage

view contain commands for working
with MS PowerPoint or program files
ec

and include commands, such as New,

Open, Save, Print, and Close
• Common functions and properties in
MS PowerPoint include:
– Ruler, Guides, and Gridlines
– Zoom and other View Options
pt

– Backstage View
– Applying Themes
– Applying Transitions
– Slides and Slide Layouts
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Grid on the View Tab

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 5

Using slide 5, tell the students that there are several properties available in PowerPoint to make
the presentation impactful and appealing.

For more information about Microsoft PowerPoint, refer to:

https://www.gcflearnfree.org/powerpoint2016/slide-basics/1/

Slide 6

Zoom and Other View Options

• MS PowerPoint has a variety of
viewing options that change how a
presentation is displayed
• The user can choose to view the
presentation in Normal view, Slide

y
Sorter view, Reading view, or Slide
Show view Slide Views

nl
• The presentation can be zoomed in or
out to make it easier to read

O
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 6

se
Using slide 6, explain that when you create a Zoom in PowerPoint, you can jump to and from
specific slides, sections, and portions of your presentation in an order you decide while you are
presenting.

U
For more information about the zoom options in Microsoft PowerPoint, refer to:

to-life-9d6c58cd-2125-4d29-86b1-0097c7dc47d7
t re
https://support.office.com/en-us/article/use-zoom-for-powerpoint-to-bring-your-presentation-
en
Slide 7

Backstage View
C

• The Backstage view gives the user various

options to save, open, print, or share the
h

current presentation
ec
pt

Backstage View
rA

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 7

Using slide 7, explain about the Backstage View. Tell them that after you click the File tab, you
Fo

can see the Microsoft Office Backstage view. The Office Backstage view is where you manage
your files and the data about them — creating, saving, inspecting for hidden metadata or
personal information, and setting options. In short, it is everything that you do to a file that you
don't do in the file.

For more information about the Backstage view in Microsoft PowerPoint, refer to:
https://support.office.com/en-us/article/what-and-where-is-backstage-view-04610088-406c-
43d0-98a0-c1999ab4ef53

Slide 8

Applying Themes
• Theme is a pre-defined combination of
colors, fonts, and effects
• Default theme (The Office Theme) is
already applied to the presentation
being used, but another theme may be
selected at any time and this provides

y
the presentation a consistent and
professional look

nl
Organic Theme

O
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 8

se
Using slide 8, explain about applying themes. If you want your presentation to contain more
than one theme (layouts that contain colors, fonts, and effects), your presentation must contain
multiple slide masters. Each master contains a set of layouts that will take on the colors, fonts

U
and effects of your themes.

For more information about applying themes in Microsoft PowerPoint, refer to: re
https://support.office.com/en-us/article/use-multiple-themes-in-one-presentation-a5648a47-
t
1a8b-49a7-a031-23eba396ca81
en

Slide 9
C

Applying Transitions
h

• Transition is a special effect applied to the contents of a slide or the entire

presentation
ec

• A transition can be as simple as fading to the next slide or as flashy as an eye-

catching effect, and can be applied to text, pictures, graphics, and videos
pt

Transitions Tab
rA

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 9

Using slide 9, tell the students about applying transitions to presentations. Slide transitions are
similar effects such as animation, that occur when you move from one slide to another during a
presentation. You can control the speed, add sound, and customize the properties of transition
effects.

For more information about applying transitions in Microsoft PowerPoint, refer to:
https://support.office.com/en-us/article/add-change-or-remove-transitions-between-slides-
3f8244bf-f893-4efd-a7eb-3a4845c9c971

Slide 10

Slides and Slide Layouts

• When a new slide is inserted in a
presentation, it usually has
placeholders to show where the
content needs to be placed
• Slides have different layouts for

y
placeholders depending on the type
of information a user plans to include

nl
• Whenever a new slide is created, a
layout needs to be selected to present
the content

O
Slide Layouts

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 10

se
Using slide 10, tell the students about slide layouts. Start by telling them that every theme in
PowerPoint includes one slide master and a set of slide layouts. The slide layout you choose will
depend on color, fonts, and how you want your text and other content to be arranged on your

U
slides. If the predesigned layouts don’t work, you can change them.

re
For more information about slides and slides layouts in Microsoft PowerPoint, refer to:
https://support.office.com/en-us/article/apply-or-change-a-slide-layout-158e6dba-e53e-479b-
t
a6fc-caab72609689
en

Slide 11
C

Organizing Slides
h

• The Slide Navigation pane on the left

side of the screen makes it easy
to organize the slides
ec

• If a user wants to quickly copy and paste

the entire content of one slide onto
another, MS PowerPoint provides the
Duplicate Slide option to create a
duplicate of the slide
pt

• If several slides with the same layout are

to be created, it is easier to copy and
paste a slide which has been created,
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instead of starting with an empty slide Duplicate Slide Option

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 11

Using slide 11, discuss about organizing slides by adding or naming a section, moving the
sections within the presentation or duplicating slides.

For more information about organizing slides in Microsoft PowerPoint, refer to:
https://support.office.com/en-us/article/organize-your-slides-into-sections-de4bf162-e9cc-
4f58-b64a-7ab09443b9f8

Slides 12 and 13

Summary (1-2)
• Microsoft PowerPoint is an effective tool to • MS PowerPoint includes several tools to
present or share information, processes, help organize and arrange the content on
business outcomes, trends, infographics, or the slides. These include the Ruler, Guides,
knowledge in the form of dynamic slide and Gridlines. These tools make it easier to
presentations align objects on the slides while creating
• The ribbon contains multiple tabs which presentations.

y
perform different functions, and each tab has • A Theme is a pre‐defined combination of
several groups of commands colors, fonts, and effects. A default theme
• The File menu tab and the Backstage view (The Office Theme) is already applied to

nl
contain commands for working with MS the presentation being used but another
PowerPoint or program files and include theme may be selected at any time.
commands, such as New, Open, Save, Print,
and Close

O
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 12

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Summary (2-2)
• In a PowerPoint presentation, the user can insert special effects between

U
slides which form a part of slide transitions. A transition can be as simple
as fading to the next slide or as flashy as an eye-catching effect.
• The Slide Navigation pane on the left of the screen makes it easy to

slides in the presentation. re

organize the slides. From there, one can duplicate, rearrange, and delete

• Slides can be moved to change the order of the slides in a presentation.

t
en

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 13

Using slides 12 and 13, summarize the key points of this session. Explain the points in brief.
h
ec
pt
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Fo

Understanding Microsoft
PowerPoint 2016 - II

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Session: 10

nl
O
Slide 2

Objectives

se
• Describe Home, Insert, and Design Tabs
• Understand Transitions and Animations

U
• Explain Review and View
t re
en
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 2

Using slide 2, give the students an overview of the current session in the form of session
C

objectives. Read out the objectives.

Slides 3 to 5
ec

Exploring Home, Insert, and Design Tabs (1-3)

• When an MS PowerPoint is
opened, a ribbon appears as a row
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of labels, also called as tabs

• In MS PowerPoint, the Home tab is
the default tab
• The Office Clipboard allows to copy
up to 24 items from Office
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documents or other programs and

paste them into another Office
document
Clipboard Dialog Box Launcher

Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 3

Introduce the session using slide 3 and tell the students about the Ribbon and various tabs that
exist on the ribbon. Start talking about the tab and tell them that when you go to a tab, the
ribbon for that tab opens and you can see the tools and functions that were formerly in menus
and toolbars in earlier versions of PowerPoint.

For more information on PowerPoint, refer to: https://support.office.com/en-us/article/where-

are-the-menus-and-toolbars-e25451c0-8a1f-428c-afb4-d91e98807bd4

y
nl
Exploring Home, Insert, and Design Tabs (2-3)
• The Insert tab is used to insert or

O
add something to the slide
• This includes pictures, shapes,
charts, videos, and more
• When a user wants to make the

se
PowerPoint presentation more Insert Tab
interesting, insert pictures,
photos, ClipArt, or other images to
the slide show from the computer

U
or from the Internet

re
Using slide 4, explain to the students about the Insert tab and its functionality.
t
en
To know more about Insert tab in PowerPoint, refer to: https://support.office.com/en-
ie/article/insert-icons-in-office-2016-e2459f17-3996-4795-996e-b9a13486fa79
C

Exploring Home, Insert, and Design Tabs (3-3)

• On the Design tab, one can add a

theme or color scheme, or format
ec

the slide background

• Themes group appears on the
Design tab
• Themes can be used in PowerPoint Design Tab
pt

to simplify the process of creating

professional-looking presentations
rA

Using slide 5, tell the students that there are several properties available in the PowerPoint to
make the presentation impactful and appealing. One of them is the Design tab. Show them the
tutorial to help them to understand the functions.

To know more about the Design tab in PowerPoint, refer to:

https://www.youtube.com/watch?v=LsBWct19j5A

Slide 6

Using Transitions and Animations

• A PowerPoint presentation that

had special effects between each
slide can be considered to exhibit
slide transitions
• A transition can be as simple as

y
fading to the next slide or as flashy Transitions Tab
as an eye-catching effect

nl
• The transition categories are:
– Subtle
– Exciting

se
Using slide 6, explain that applying transitions aids in enhancing the appeal of the presentation.
To know more about transitions and animations, refer to:
https://www.gcflearnfree.org/powerpoint2016/applying-transitions/1/

U
Slides 7 and 8

•
Reviewing and Viewing Presentations (1-2)
t
If the PowerPoint presentation needs to be
re
delivered or presented in front of a group of
en
people, reviewing it to gather feedback can
make the presentation look more robust and
error free
• Reviewing can be done in PowerPoint using
C

the Comments and Compare features

Inserting Comment
h
ec

Using slide 7, explain about the Review feature. Tell the students that If you were revising a hard
pt

copy, you could add comments in the margins or compare your rough and final drafts side by
side. You can do these things in PowerPoint using the Comments and Compare features.
rA

To know more about reviewing in PowerPoint, refer to:

https://www.gcflearnfree.org/powerpoint2016/reviewing-presentations/1/
Fo

Reviewing and Viewing Presentations (2-2)

• One can view or reply to any
comment—including other reviewers'
comments—by returning to
the Comments pane
• Simply click a comment icon on the
slide or click the Show
Comments command on
the Review tab

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Viewing Comment

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Using slide 8, explain about the steps involved in inserting comments in a presentation.

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Slide 9

Comparing Presentations

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• Two presentations can be
compared to review and
differentiate, if there are versions
of similar presentations or the
same presentation has been
received from various sources
t re Compare Option
• The Revisions pane is displayed,
en
allowing the user to compare the
two presentations
C

Using slide 9, tell the students about reviewing by comparing presentations. Explain the steps
h

involved to compare two presentations.

Slide 10
pt

Summary
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• All the commands and functions are placed in the Ribbon, • When a user wants to make the PowerPoint
which is a sort of menu that organizes them in a visual presentation more interesting, insert pictures, photos,
ClipArt, or other images to the slide show from your
manner. When an MS PowerPoint is opened, a ribbon appears computer or from the Internet. One can add single or
as a row of labels, also called as tabs multiple images onto a slide, the slide master, or to the
• The Office Clipboard allows to copy up to 24 items from Office background
documents or other programs and paste them into another • Audio, video, and screen recording can be inserted using
Media group on the Insert tab. The audio or video can
Office document. For example, one can copy text from an either be available online or on the PC of the user
email message, data from a workbook or datasheet, and a • If there is transition between two slides that use similar
Fo

graphic from a presentation, and then paste them all into a slide layouts, dynamic transitions move only the
document placeholders, not the slides themselves. When used
correctly, dynamic transitions can help unify the slides
• Slides group in the Home tab has the option to add a new and add a further level of polish to the presentation
slide to a presentation or select a specific layout for the slides. • Exit animations control how the object exits the slide.
Within a presentation, sections can be inserted to mark the For example, with the Fade animation the object on
beginning of different sections or topics within a presentation which the transition is applied simply fades away
or to differentiate between content to be presented • One can view or reply to any comment—including other
reviewers' comments—by returning to the Comments
• To make the text on the slides easier to read, the user might pane. Simply click a comment icon on the slide, or click
want to change the spacing between lines of text and the Show Comments command on the Review tab
between paragraphs in his/her PowerPoint presentation. One
can also adjust the alignment and indentation of lines of text

Using slide 10, summarize the key points of this session. Explain the points in brief.

Understanding Microsoft
OneNote 2016

y
Session: 11

nl
O
Slide 2

se
Objectives
• Explain the basics of MS OneNote 2016

U
• Explain use of OneNote Tools
• Describe various actions using OneNote
t re
en

Using slide 2, give the students an overview of the current session in the form of session
objectives. Read out the objectives.
h
ec

Slides 3 and 4
pt

Getting Started with OneNote (1-2)

• Notebooks now have a different
rA

version which can be made

available anytime without the
hassle of maintaining physical
notes. This is possible through the
Microsoft tool called OneNote
Fo

• To see when OneNote last synced

your changes, click File  Info 
View Sync Status. OneNote does
not have any of the limitations of a
traditional paper notebook OneNote View

Introduce the session using slide 3 and ask a simple question to the students - How much good
are notes, plans, and ideas if they are stored on a hard drive? Explain and tell them that
OneNote on the PC can be started which makes notebooks available by signing in with a free
Microsoft account. There’s even a free OneNote app for all of the preferred devices to stay in
sync.

Getting Started with OneNote (2-2)

y
• When OneNote is first launched, a

nl
default notebook with a Quick
Notes section is created for the
user, but the user can easily create

O
any number of additional
notebooks for the subjects and
projects per his/her requirements,
by clicking File  New

se
OneNote Basics

Using slide 4, to explain to the students about the basic features of OneNote. Get them
acquainted with the features on OneNote by demonstrating the application.
t re
For more information on OneNote, refer to: https://support.office.com/en-us/article/basic-
en
tasks-in-onenote-2016-for-windows-2eee07df-9f05-4d5f-9806-afcadb2d80b9
C

Slide 5
h

Organizing Information on OneNote

• Similar to paper notebooks or

three-ring binders, OneNote lets
you to organize information in
pt

notebooks that contain pages and

sections
• You can add pages, sections, and
additional notebooks where and
rA

when you need them, and you can

just as easily rename, move, or
delete them
Inserting Link in OneNote
Fo

Using slide 5, tell the students that organizing notes helps in aligning all the information
captured.

For more information on organizing information in OneNote, refer to:

https://support.office.com/en-us/article/Organize-your-notes-c3c8b098-7f9c-4c2a-a0dc-
ebb83bc76364

Slide 6

Using OneNote Tools

• OneNote tools can be used to tag
important information or organize
information in tables

y
• Wiki style hyperlinks can be created or
pictures can be copied using these
tools

nl
• A OneNote 2016 template is a page
design that the user can apply to new
pages in the notebook to give them an Add Page Option

O
appealing background, a more
uniform appearance, or a consistent
layout
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 6

se
Using slide 6, explain about the online tools available in OneNote. Start by providing them with
an example such as - Capturing visual information on your computer screen is a great way to

U
preserve content that may eventually change or expire such as a breaking news story or a time-
sensitive list. You can use OneNote to take a screen clipping of any part of your computer screen
and add it as a picture in your notes.
t re
For more information on using OneNote tools, refer to: https://support.office.com/en-
en
us/article/open-learning-tools-for-onenote-10f7ce19-6350-4b94-9b30-641afdb4607c

Slide 7
C

Adding Guides for Handwriting and

Drawing
ec

• The ability to convert

handwriting to text in OneNote
is one of the programs’ great
pt

features
• When the handwriting is
converted into text in OneNote,
rA

the text looks as though it had

been typed on a keyboard Ink to Text

Using slide 7, explain about the option to convert the text to handwritten notes. Explain that if
the computer has a touch screen, one can use OneNote 2016 to handwrite notes instead of
typing them. This is useful if one can write better or faster than he/she can type, and it’s great
for meetings or interviews where the sound of typing away on a keyboard might be considered
inappropriate. It's also a great way to annotate notes and screenshots or add illustrations to
OneNote.

Slide 8

Creating Links to Notebooks

• One can create links to notebooks, sections, pages, and even specific paragraphs
• Copying and pasting a link to the notebook can be done through these simple
steps:
– Step 1 – Right-click the notebook name that the link should point to.
– Step 2 – From the pop-up, select the Copy Link to Notebook option. The links

y
to the selected notebook and the title of the notebook are copied to the
Clipboard.

nl
– Step 3 – Click the location on the page that is to contain the link.
– Step 4 – From the Edit menu, click the Paste option. OneNote inserts a link
that, when clicked, displays the target notebook.

se
Using slide 8, explain about creating links.
It's easy to create a quick table of contents to other areas in your notes. One can create links to
notebooks, sections, pages, and even specific paragraphs. Copying and pasting a link to the

U
notebook can be done through these simple steps:
Step 1 – Right-click the notebook name that the link should point to.

notebook and the title of the notebook are copied to the Clipboard.
t re
Step 2 – From the pop-up, select the Copy Link to Notebook option. The links to the selected

Step 3 – Click the location on the page that is to contain the link.
en
Step 4 – From the Edit menu, click the Paste option. OneNote inserts a link that, when clicked,
displays the target notebook.
C

Slide 9
h

Tagging Notes
ec

• Tags are a way to categorize and

prioritize notes in OneNote
• With tags, user can quickly return
pt

to important items, set a

reminder about action items, or
filter on notes that he/she would
rA

want to share with others

• Anything from a single line of text
to an entire paragraph – can be List of Tags
tagged
Fo

Using slide 9, tell the students about tagging notes. Explain that the Tags gallery on the Home
tab allows the user to visually prioritize or categorize selected notes. Tagged notes are marked
with icons that prompts the user to follow up on the important action items or to check off
completed tasks on his/her to-do lists.

Slide 10

Performing Calculations
• Math equations can be jotted during a
meeting, conference or class, and Operator Meaning Example

OneNote can instantly calculate the + (plus sign) Addition 3+3

results - (minus sign) Subtraction 3-1-1

 (asterisk) Multiplication 3*3

• Following tips should be considered X (Upper or lower case) Multiplication 3X3
while performing calculations:

y
– Don’t use spaces in the equation. Type the / (forward slash) Division 3/3
numbers, operators, and functions as one % (percent sign) Percent 20%
single, continuous string of text

nl
 (caret sign) Exponential 32
– Function codes are not case-sensitive. For ! (Exclamation sign) Factorial computation 5!
example, SQRT(3)=, sqrt(3)= or Sqrt(3)= will
calculate the same answer Supported Arithmetic Operators
– To create a new line after the answer, press

O
Enter (instead of Spacebar) after the equal
sign
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 10

se
Using slide 10, tell the students about performing calculations on OneNote. Tell them that they
don’t need a calculator to find the answers to simple math problems. You can jot down math
equations during a meeting, conference or class, and OneNote can instantly calculate the results

U
for you.
Type the equation you want to calculate. For example, type 95+83+416 to calculate the sum of
the numbers 95, 83, and 416, or SQRT(15) to calculate the square root of 15. re
After the equation, without typing a space, type an equal sign (=), and then press Spacebar. The
t
answer will appear after the equal sign.
en

For more information on performing calculations in OneNote, refer to:

https://support.office.com/en-us/article/insert-and-calculate-simple-math-equations-in-
C

onenote-6d8346d3-2c1e-490b-bcbb-f739d9323e1b
h

Slide 11
ec

Table of Contents
pt

• Table of Content feature is made

available in OneNote too through
OneNote Gem
•
rA

Gem for OneNote provides Add-Is,

AddOn, Extension, and Plugin to
make the tool perfect for dynamic
use
Fo

Table of Contents Option

Using slide 11, discuss about Table of Contents being a Word specific feature. Table of content is
usually prevalent with a MS Word document. This feature is made available in OneNote too
through OneNote Gem. Gem for OneNote provides Add-Is, AddOn, Extension, and Plugin to
make the tool perfect for dynamic use.

For more information on OneNote Table of Content feature, refer to:

https://getonetastic.com/macroland&id=01C7C254D45E462CB24B3246853B3032

Slide 12

Summary

y
• Notebooks now have a different version which can be • If the computer has a touch screen, one can use OneNote

nl
made available anytime without the hassle of maintaining 2016 to handwrite notes instead of typing them. This is
physical notes. This is possible through the Microsoft tool useful if one can write better or faster than he/ she can
called OneNote. type, and it’s great for meetings or interviews where the
• When OneNote is first launched, a default notebook with a sound of typing away on a keyboard might be considered
Quick Notes section is created for the user, but the user inappropriate.

O
can easily create any number of additional notebooks for • Tags are a way to categorize and prioritize notes in
the subjects and projects he/ she wants by clicking the File OneNote. With tags, user can quickly return to important
 New option. items, remind himself/ herself about action items, or filter
• OneNote's organization works from left to right. The list of on notes that he/she would want to share with others.
notebooks is presented in the left pane of the program. • A OneNote 2016 template is a page design that the user can
The sections, which contain the pages of your notebook, apply to new pages in the notebook to give them an
are viewed as tabs in the main body of OneNote. appealing background, a more uniform appearance, or a

se
• OneNote tools can be used to tag important information or consistent layout.
organize information in tables. Wiki style hyperlinks can be • Table of Content feature is made available in OneNote too
created or pictures can be copied using these tools. through OneNote Gem.

U
Using slide 12, summarize the key points of this session. Explain the points in brief.
t re
en
C
h
ec
pt
rA
Fo

Understanding Microsoft Sway

2016

y
nl
Session: 12

O
Slide 2

se
Objectives
• Describe MS Sway 2016

U
• Explain the Creation and Sharing of Sway
t re
en

Using slide 2, give the students an overview of the current session in the form of session
objectives. Read out the objectives.
h
ec

Slides 3 to 5
pt

Getting Started with Sway (1–3)

• Sway is a new application from Microsoft
rA

Office that makes it easy to create and share

interactive reports, personal stories,
presentations, and more
• The major advantage with Sway is that
there’s no need to spend lots of time on
formatting
Fo

• It is super easy to share the finished Sways.

Family, friends, classmates, and coworkers
can see the creations on the Web without Sway Interface
signing up, signing in, or downloading
anything

Introduce the session using slide 3 and tell the students that whether it’s a report, a
presentation, a newsletter, a personal story, a photo album, or a visual trip report, there’s
virtually no limit on what one can express creatively with Sway! Also tell them that with Sway,
no longer is limited to picking a pre-designed template that makes the presentations look
similar to everyone else’s, and one doesn’t have to have any design skills to transform and
showcase information in modern, interactive, and attention-getting ways.

y
Getting Started with Sway (2–3)

nl
• Sway is free to use for anyone with
a Microsoft Account (Hotmail, Live,

O
or Outlook.com)
• Users can create more
sophisticated Sways with more
content when Sway is used as part

se
of an Office 365 subscription
• To get started with Sway,
visit www.sway.com in any browser Sway Interface
and then click Sign in on the top
menu bar

re
Using slide 4, tell the students Sway can be used by anyone with a valid Microsoft account, such
as a Hotmail or Outlook account. Tell the students that Sway is free to use for anyone with a
t
Microsoft Account (Hotmail, Live, or Outlook.com). One can create more sophisticated Sways
en
with content when Sway is used as part of an Office 365 subscription.
Sign in to www.sway.com and get started to explain the details to the students.
C

Getting Started with Sway (3–3)

• On the My Sways page that opens

after signing in, click or tap Create
ec

New to start creating the first

Sway
• One can change the privacy
settings for any Sway whenever
pt

more control is needed over what

is to be shared

Create New Sway

Using slide 5, explain the students about the basic features of Sway. Tell the students that
Create New option allows the users to create a new Sway.

To know more about Sway, refer to: https://support.office.com/en-us/article/Getting-Started-

with-Sway-2076C468-63F4-4A89-AE5F-424796714A8A?ui=en-US&rs=en-US&ad=US

Slides 6 to 9

Working with Sway (1–4)

• Sway works in all modern mobile
browsers, regardless of platform
• The Storyline is where the user can
type, insert, edit, and format the
content
• Content is arranged in sequential

y
order by adding Cards, each of
which holds the type of content
wanted by the user — such as text,

nl
images, videos, and even Office
documents Sway Storyline

se
Using slide 6, tell the students that Sway begins with the storyline. The Storyline is where the
user can type, insert, edit, and format the content that tells the story. Tell them that content is
arranged in sequential order by adding Cards, each of which holds the type of content wanted

U
by the user — such as text, images, videos, and even Office documents.

To know more about working with Sway, refer to:

https://sway.uservoice.com/knowledgebase/articles/432993-image-and-video-cards
t re
en
Working with Sway (2–4)
• To add basic content to Sway, such
C

as text and images, click or tap

the <+> icon in the bottom left
corner of any existing card, and
then choose the type of content to
be added.
h

• One can easily search for and add

additional content to Sway, such as
an image that is stored on the
ec

computer or mobile device.

Sway Storyline
pt

Using slide 7, tell the students that users can click the + icon to add text and images. One can
easily search for and add additional content to Sway, such as an image that is stored on the
computer or mobile device. Sway can also search the Web for the most relevant content, such
Fo

as videos and add it to Sway.

To know more about storyline, refer to:

https://sway.uservoice.com/knowledgebase/articles/428768-what-is-storyline

Working with Sway (3–4)

• Sway can also search the Web for
most relevant content, such as videos
and add it to Sway
• On the menu bar, click Insert, select
the preferred content source from the
menu, and then enter any search
keyword or phrase into the Search
sources box

y
nl
Search Content

O
Using slide 8, explain about the features such as finding content and inserting new content.
To know more about adding content, refer to:

se
https://sway.uservoice.com/knowledgebase/articles/432991-how-do-i-add-content
To know more about text cards and text toolbar, refer to:
https://sway.uservoice.com/knowledgebase/articles/432998-text-cards-and-the-text-toolbar

U
Working with Sway (4–4) re
• One can preview his/her work in progress at
any time by clicking the Design tab
t
• When Sway is previewed, one can see how it
en
will appear to others when it is later decided
to be shared
• To fully experience Sway, click
the Play button on the top menu bar
C

Design Tab
h

Using slide 9, explain about the preview option. When Sway is previewed, one can see how it
will appear to others when it is later decided to be shared.
pt
rA
Fo

Slide 10

Summary
• Sway is a new application from Microsoft Office • Sway works in all modern mobile browsers,
that makes it easy to create and share interactive regardless of platform. Whether the user is taking
reports, personal stories, presentations, and more the sightseeing trip of a lifetime, documenting
which is relatively unexplored. Whether it’s a research for school, or taking part in an important
report, a presentation, a newsletter, a personal business conference, Sway is always just a tap away
story, a photo album, or a visual trip report, • Content is arranged in sequential order by
there’s virtually no limit on what one can express adding Cards, each of which holds the type of
creatively with Sway content wanted by the user — such as text, images,
• The major advantage with Sway is that there’s no videos, and even Office documents

y
need to spend lots of time on formatting. Its built- • To add basic content to Sway, such as text and
in design engine takes care of making your images, click or tap the <+> icon in the bottom left
creation look its best corner of any existing card, and then choose the
• To get started with Sway, visit www.sway.com in type of content to be added

nl
any browser and then click Sign in on the top • One can easily search for and add additional
menu bar content to Sway, such as an image that is stored on
• On the My Sways page that opens after signing in, the computer or mobile device. Sway can also
click or tap Create New to start creating the first search the Web for the most relevant content, such
Sway as videos, and add it to Sway

se
Using slide 10, summarize the key points of this session. Explain the points in brief.

U
t re
en
C
h
ec
pt
rA
Fo

Using Microsoft Outlook

2016

y
Session : 13

nl
O
Slide 2

se
Objectives
• Explain the functions of Microsoft Outlook

U
• Describe how to organize emails, create
categories, and use calendar
t re
en

Using slide 2, give the students an overview of the current session in the form of session
objectives. Read out the objectives.
h
ec

Slide 3
pt

Introduction
• Microsoft Outlook is an email client
rA

application, which is used with the

Microsoft Exchange server.
• Microsoft also provides the mobile
version of Outlook called the Outlook
Mobile, which was launched in January
2015.
Fo

• The latest version of Microsoft Outlook

is Outlook 2016, which is a little
enhanced version of Outlook 2013
version. Microsoft Outlook Window

Introduce the session using slide 3, tell the students about Microsoft Outlook. Compare Outlook
with Gmail for better explanation and understanding.
Tell the students that this session will help you to get started with Microsoft Outlook 2016. This
session helps you to understand how to organize emails, use categories, and use the calendar
functionality of Outlook.

Slide 4

y
nl
Getting Started with Microsoft Outlook
• Microsoft Outlook is generally used in

O
organizations as their internal email
application, and is also called as a
personal information manager.
• It is used to perform the following
functions:
– Send and receive emails

se
– Manage calendars and meetings
– Maintain contacts
– Set reminders for tasks
Emails Through Outlook

re
Using slide 4, explain to the students about the primary function of Microsoft Outlook.
t
Tell the students it is an efficient interface for employees to work with emails, contacts,
en
calendar, and notes.

For additional information on Email in MS Outlook, refer to:

https://www.nuance.com/products/help/dragon/dragon-for-
pc/enx/professionalgroup/main/Content/CommandandControl/outlook_working_with_email.h
h

tm
ec
pt
rA
Fo

Slide 5

Organizing Emails
• The main functionality for which Outlook
is known for is sending and receiving
emails and organize meetings.
• The interface of Outlook 2016 includes
an email folder pane, an email pane, and
an email reading pane.

y
• The steps to create an email are:
– Click the New Email option from the

nl
New group in the Ribbon.
– Clicking the New Email option New Message Window
displays a blank message window

se
Using slide 5, explain to the students how to organize emails in MS Outlook.
Explain the steps briefly.
Primarily, Outlook is used as an email client application for organizations, hence, the main usage

U
is to send and receive emails and organize official meetings.
Similar to other Microsoft applications, Outlook operations are categorized into different groups
and displayed on the Ribbon.
The Ribbon consists of the following groups:
re
•New: Allows the users to create a new email, set-up a new meeting invite, create a new task or
t
en
contact and store it in the calendar.
•Delete: Allow users to delete or archive emails, and clean up email folders and sub-folders.
•Respond: Allows users to respond to email messages, forward emails, or to respond to meeting
C

organizers.
•Quick Steps: Allows users repetitive actions, such as moving an email from a specific person to
h

a particular folder.
•Move: Allows users to move emails to specific folders.
ec

•Tags: Allows users to tag an email as read or unread, or tag it for future follow-up.
•Groups: Enables users to create new groups and browse existing groups.
•Find: Enables users to find contacts and emails.
pt

•PhishMe: Enables the users to report spurious emails as phishing emails to the IT department
of the organization.
rA

For additional information on organizing emails in MS Outlook, refer to:

http://www.dummies.com/software/microsoft-office/outlook/organizing-your-mail-in-outlook-
Fo

2016/

Slide 6

Using Categories
• Categories are used to organize emails so that
they are easier to find, when required.
Categories also help users to mark different
emails per their importance, priority,
department, sender, follow-up required and
various other factors.

y
• Microsoft Outlook provides six categories by
default, which users can rename as per their

nl
requirements.
• Create mew categories using the Categorize
option from the Tags group in the Ribbon.

se
Using slide 6, briefly explain how to assign categories to emails.
Explain the steps briefly.
Categories help in organizing emails as per users preference, for example, all mails from a

U
particular person can be assigned ‘Blue Category’ or weekly meetings can be assigned ‘Yellow
Category’. This not only helps in organizing the mails but also facilitates easy search of previous
mails.
t re
For additional information on using categories in MS Outlook, refer to:
en
• https://www.techrepublic.com/blog/10-things/10-ways-to-get-the-most-out-of-outlook-
categories/
• https://www.windowscentral.com/how-use-microsoft-outlook-categories-labels
C

Slide 7
h
ec

Searching Emails
• Microsoft Outlook allows users to
search emails in the default folders as
well as other folders and sub-folders.
pt

• The steps to search for an email in

Outlook are:
– Click in the Search Current Mailbox
text box display email pane.
rA

– Specify a criterion in the Search

Current Mailbox text box and also
select the folders that are to be
searched from the Current Mailbox
drop-down list.
– Select the folder or mailbox that is to
be searched for the search criteria Email Search
mentioned in the textbox.
Fo

Using slide 7, explain the steps to be followed while searching for an email.
Outlook also enables users to specify the search parameters to find emails quickly.

For additional information on searching emails in MS Outlook, refer to:

https://www.laptopmag.com/articles/outlook-advanced-search-email

Slide 8

Using the Calendar

• The Calendar functionality allows users to
create appointments and schedule
meetings, and helps them to manage
their office time.
• The Calendar of Microsoft Outlook allows
users to view their schedule in the

y
following ways:
Today, Next 7 Days, Day, Work Week,

nl
Week, and Month.
Outlook Calendar

se
Using slide 8, explain to the students how the calendar can be used in MS Outlook.
The Calendar can be effectively used to create new appointments, follow up appointments,
scheduling a meeting or accepting a meeting invite.

U
For additional information on using the Calendar in MS Outlook, refer to:
https://www.microsoftpressstore.com/articles/article.aspx?p=2477121
t re
en
Slide 9

Summary
C

• Microsoft Outlook is an email client application, • The Favorites section generally lists the following
which is used with the Microsoft Exchange server. folders:
• Microsoft Outlook is a part of the Microsoft Office – Inbox
h

suite of applications, and is used to perform the – Sent Items

following functions: – Deleted Items.
– Send and receive emails • Folders are used to organize emails as per department,
– Manage calendars and meetings year, month, groups, projects, and so on. Folders are
ec

the best way to organize emails so that one can find

– Maintain contacts them easily when required.
– Set reminders for tasks • Categories are used to organize emails so that they are
• The latest version of Microsoft Outlook is Outlook easier to find, when required.
2016, which is a little enhanced version of Outlook • Users can apply multiple categories to a single email
2013 version. message.
• Emails are electronic messages send within or • Microsoft Outlook provides six categories by default,
pt

outside an organization. Primarily, Outlook is used which users can rename as per their requirements.
as an email client application for organizations, • The Calendar functionality allows users to create
hence, the main usage is to send and receive appointments and schedule meetings, and helps them
emails and organize official meetings.. to manage their office time.
• Outlook provides a convenient way to schedule
meetings using the Calendar.
rA

Using slide 9, summarize the key points of this session. Explain the points in brief.
Fo

Using Skype for Business

y
nl
Session : 14

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Slide 2

se
Objectives
• Explain the functions of Microsoft Skype for

U
Business
• Describe how to create a group, schedule a
meeting, and share the Desktop
t re
en

Using slide 2, give the students an overview of the current session in the form of session
objectives. Read out the objectives.
h
ec

Slide 3
pt

Introduction
• Microsoft Skype for Business is an instant
rA

messaging communication application that

allows users to interact with each other,
typically in an organizational setup.
• Skype for Business allows users to have
audio and video conversations.
•
Fo

In addition, Skype allows users to schedule

and conduct business meetings, at a global
level.

Skype for Business 2016

Introduce the session using slide 3, tell the students what is Skype.
Skype for business is an instant messaging and online video/audio meetings tool, which allows
the user to chat, discuss, and consult with colleagues. It is an application in Microsoft Office 365
Suite of products.

Slide 4

y
Getting Started with Microsoft Skype for
Business

nl
• Skype was initially known as Lync but
was renamed as Skype after Microsoft

O
acquired Skype.
• Skype of Business is the favored instant
messaging application that allows users
situated at geographically distant
locations to talk and discuss official as
well personal matters.

re
Using slide 4, explain to the students the purpose and features of Skype for business.
The primary features of Skype are:
• Single easy-to-use interface.
t
en
• Allows the user to start a group IM or a video conversation and invite additional participants.
• Allows user to join, rejoin, and start a business meeting to discuss official matters.
• Allows video conferencing.
C

• Allows the user to control the meeting (mute or remove attendees) and know more about
participants’ modalities.
• Allows the user to look at upcoming meetings and join via one click.
h

• Allows the user to find recent conversations.

• Allows the user to search contacts by name or email.

For additional information on Skype, refer to:

• http://mashable.com/2014/07/09/skype-for-beginners/#_2djkzvYxGqC
• http://www.dummies.com/education/internet-basics/how-to-get-started-with-skype/
rA
Fo

Slide 5

Understanding the Skype for Business

Interface (1-2)
• The steps to access and open Skype for
Business are:
– Open Microsoft Skype for Business,
click the Start menu and select Skype
for Business 2016.
– Enter the official or personal user ID to

y
sign in to Skype for Business in the Sign-
in address text box and the password in

nl
the Password text box.
– Click the Sign In button to open the
Skype for Business window.

se
Using slide 5, explain to the students how to work with Skype for Business.
Explain the steps to access Skype briefly.
Tell the students that, Skype for Business, once logged-in runs in the background and users can

U
access it when they receive a new message or when they need to connect with someone.

For additional information on Skype interface, visit the following link: re

https://www.pocket-lint.com/apps/news/skype/141216-all-new-skype-what-s-changed-and-
t
why-is-it-better
en

Slide 6
C

Understanding the Skype for Business

Interface (2-2)
h

• Similar to other instant messaging

platforms, Skype for Business also allows
users to do the following :
ec

– Changing the Profile Picture and

Status Message
– Displaying the Skype Status
– Starting a Conversation
pt
rA

Skype Status List

Using slide 6, briefly explain what other things the user can do with Skype.
•Changing the Profile Picture and Status Message - Skype for Business, similar to other instant
messaging application, allows users to add a new profile picture or change an existing profile
picture and status messages.
•Displaying the Skype Status – Skype allows the users to display their presence and their
availability status.
•Some Skype statuses are:
•Available

•In a meeting
•Busy
•Offline
•Away
•In a call
•In a conference call
•Starting a Conversation - Skype for Business is an instant messaging application and allows
users to talk to each other, whether within an organization or between family and friends.

y
nl
For additional information on interface of Skype for Business, refer to:
http://www.dummies.com/software/microsoft-office/skype-business-user-interface/

O
Slide 7

se
Using Skype

U
• Skype for Business is used for
scheduling meetings and conference
calls among people who are located at
different locations, such as different
cities, or countries, or even continents.
• For example, an organization has
offices situated in Mumbai, Delhi,
Germany, Sydney, Chicago and New
York. With so many branch office and
t
employees working at these offices,
re
Skype offers an easy, cost-effective
en
method to connect these people as and
when required.
Skype for Business Chat Window
Document, Connect, and Collaborate Using Office 365 © APTECH LIMITED 7
C

Using slide 7, explain how Skype for Business is an effective tool in today's fast paced work
h

environment.
For additional information on using Skype, refer to:
ec

http://www.cwps.com/blog/why-use-skype-for-business

Slide 8
pt
rA

Creating a Group
• This functionality enables users to categorize
contacts as per their requirements, which saves
time and effort in locating each contact
Fo

individually.
• To create a group, perform the following steps:
– Click the Add a Contact icon and select
Create a New Group option from the pop-
up menu.
– Selecting Create a New Group option
displays a New Group text box at the Create a New Group Option
bottom of the Skype for Business window.

Using slide 8, explain to the students why creating groups is helpful and explain the steps to
create a group briefly.
Skype for Business allows users to create a contact group, which contains contacts that have
something in common, typically a business project, department, a business unit, and so on.

For additional information on reviewing documents, refer to:

• https://it.stonybrook.edu/help/kb/working-with-groups-in-skype-for-business
• https://support.skype.com/en/faq/FA34726/how-do-i-create-a-group-chat-in-the-new-skype

y
nl
Slide 9

O
Scheduling a Meeting

se
• Skype for Business enables users to
schedule meetings and collaborate,
which is similar to having a meeting in a
conference room.

U
• To join this meeting, the invites would
click the Join Skype Meeting link
embedded in the meeting invite they
received.

Document, Connect, and Collaborate Using Office 365

t re New Skype Meeting Option

For additional information on scheduling a meeting through Skype, visit the following links :
• http://www.dummies.com/software/microsoft-office/schedule-skype-meeting/
• http://support.lesley.edu/support/solutions/articles/4000021506-how-to-set-up-a-skype-for-
h

business-online-meeting
ec

• https://www.windowscentral.com/best-practices-your-next-skype-conference-call

Slide 10
pt

Summary
rA

• Microsoft Skype for Business is an instant messaging • Skype for Business, similar to other instant messaging
communication application that allows users to interact applications allows the users to display their presence
with each other, typically in an organizational setup. and their availability status.
• Skype of Business is the favored instant messaging • A Skype user’s presence is indicated by the small icon
application that allows users situated at geographically (generally a tick mark) added to the user’s profile
distant locations to talk and discuss official as well picture.
Fo

personal matters. • Skype for Business is an instant messaging application

• Skype for Business, similar to any other instant and allows users to talk to each other, whether within
communication application, once opened runs in the an organization or between family and friends.
background and users can access it when they receive a • Skype for Business is used for scheduling meetings
new message or when they need to connect with and conference calls among people who are located
someone. at different locations, such as different cities, or
• The user name is displayed in the top section of the countries or even continents.
Skype window along with the availability status and • Skype for Business allows users to create a contact
user’s location. group, which contains contacts that have something
• Users can manually change the location by clicking the in common, typically a business project, department,
Set Your Location drop-down list, and enter the current a business unit, and so on.
location. By default, Skype shares the user’s location. • Skype for Business enables users to schedule
meetings and collaborate, which is similar to having a
meeting in a conference room.

Using slide 10, summarize the key points of this session. Explain the points in brief.

Using Microsoft OneDrive

2016

y
Session : 15

nl
O
Slide 2

se
Objectives
• Explain the interface of Microsoft OneDrive

U
• Describe how use OneDrive to Collaborate
t re
en

Using slide 2, give the students an overview of the current session in the form of session
objectives. Read out the objectives.
h
ec

Slide 3
pt

Introduction
• Microsoft OneDrive is a file hosting
rA

service, which is a part of the online

services provided by Microsoft.
• Microsoft OneDrive is a part of Office
365.
• It allows users to store and edit files
Fo

and other personal information, such

as settings and recovery keys.

Introduce the session using slide 3, explain to the students what is OneDrive and its purpose.
OneDrive is basically Internet-based storage platform with significant storage space offered for
free by Microsoft to anyone with a Microsoft account. It is similar to a hard drive in the cloud,
which you can store, save, edit, and share your files.
For additional information on MS OneDrive, refer to:
http://www.dummies.com/computers/operating-systems/windows-10/what-is-onedrive/

Slide 4

y
nl
Getting Started with Microsoft OneDrive

O
• Microsoft OneDrive provides cloud
storage in addition to the storage in
laptop or desktop.
• OneDrive can be used in various

se
ways. It can be used as a simple
storage location for files and
documents, which can be accessed
from any location and by users who
have access to this storage.

U
OneDrive for Business

Document, Connect, and Collaborate Using Office 365

Using slide 4, explain to the students the usability of OneDrive.

en
Tell the students, OneDrive goes further than simply storing and sharing files and it allows the
user to choose whether to store the files on the PC's disk or online.
C

For additional information on working with MS OneDrive, refer to:

https://www.techadvisor.co.uk/how-to/software/how-use-onedrive-such as-pro-3542044/
h

Slide 5
ec

Signing-in to Microsoft OneDrive

• To access OneDrive from the Start

menu, perform the following steps:
rA

– Click the Start menu and

navigate to OneDrive
– Click OneDrive and the
OneDrive - <organization’s
name> window is displayed
Fo

Using slide 5, explain to the students how to access OneDrive and explain the steps briefly.
For additional information on MS OneDrive, refer to:
https://fieldguide.gizmodo.com/10-tricks-to-make-yourself-a-onedrive-master-1683618001

Slide 6

Understanding the OneDrive Interface

• The OneDrive page consists of the
following sections:
– Navigation pane
• Files
• Recent

y
• Shared with me

nl
• Recycle Bin
– Search textbox
– Menu bar Office 365 – OneDrive Page

se
Using slide 6, briefly explain the elements of OneDrive interface.
• Navigation pane displays the following:
• Files: Displays files and folders stored in the user’s OneDrive and also the files shared

U
with other users.
• Recent: Displays the recently accessed files and folders.
re
• Shared with Me: This option displays all the file shared with the user.
• Recycle Bin: Displays all the deleted files.
• Search textbox: Is on top of the navigation pane, and allows the users to search for a file or a
t
en
folder.
• Menu Bar: Consists of all the basic commands for file management. Such as uploading new
file or syncing files.
C

• Files pane: Displays the current files and folders in the OneDrive folder.
h

For additional information on OneDrive interface, refer to:

https://www.techjunkie.com/how-to-use-microsoft-onedrive/
ec

Slide 7
pt

Using OneDrive to Collaborate

• The basic function of OneDrive is

to provide a single location for all
files and folders that can be
accessed by multiple users. This
location serves as a repository of
Fo

files and folders, where users can

add files and folders, share files
and folders with other users and
edit files in their respective
Microsoft applications.

Saving Files to OneDrive

Using slide 7, explain how OneDrive helps users to collaborate with other users.

Tell the students, that OneDrive is an amazing collaboration tool that provides an easy and
effective way to collaborate and share files and folders with multiple users across all
geographies. Tell the students that it makes data/information available anywhere and anytime.

For additional information on Collaboration using OneDrive, refer to:

http://www.lawtechnologytoday.org/2014/10/for-efficient-collaboration-the-onedrive-to-rule-
them-all/

y
Slide 8

nl
O
Working with Files and Folders
• One the OneDrive page, when a
user selects a file, the main menu

se
changes and the following menu
options are displayed:
– Open
– Share
– Copy link

U
– Download
– Delete
– Move to
File Selected in OneDrive
– Copy to
– Rename
– Version history

Document, Connect, and Collaborate Using Office 365

t re © APTECH LIMITED 8
en
Using slide 8, explain to the students the various menu options available on OneDrive page.
Similar to any other Microsoft application, OneDrive also has all the basic commands needed to
work with files.
C

For additional information on working with files and folder in OneDrive, refer to:
h

https://www.digitalcitizen.life/how-share-files-and-folders-using-onedrive-website
ec

Slide 9

Syncing the OneDrive Local Folder with

Online OneDrive
•
rA

OneDrive provides a local folder,

which is a copy of the online
OneDrive folder, and is available in
the user’s laptop/desktop.
• The Sync option on the OneDrive
Fo

page allows the users to sync the

online OneDrive folder with the Sync Option
local folder

Using slide 9, explain how to sync OneDrive local folders with Online OneDrive folders.

Syncing with Online OneDrive is similar to having a digital copy of the file on your local as well
as on Web, which can be accessed by the user from any digital device.

For additional information on Syncing in MS OneDrive, refer to:

https://support.office.com/en-us/article/Add-and-sync-shared-folders-to-OneDrive-8a63cd47-
1526-4cd8-bd09-ee3f9bfc1504

Slide 10

y
nl
Summary

O
• Microsoft OneDrive is a file hosting service, • OneDrive is generally used in organizations,
which is a part of the online services where employees sign-in to OneDrive using
provided by Microsoft and is a part of Office their organization’s username and password.
365. • OneDrive application is an amazing
• OneDrive can be used in various ways. It can collaboration tool that provides an easy and

se
be used as a simple storage location for files effective way to collaborate and share files
and documents, which can be accessed from and folders with multiple users across all
any location and by users who have access to geographies.
this storage.
• OneDrive can also be used as a collaboration • The basic function of OneDrive is to provide a
tool that allows users situated at different single location for all files and folders that is
to be accessed by multiple users. This location

U
locations to jointly edit documents and files.
• Microsoft OneDrive provides cloud storage in serves as a repository of files and folders,
addition to the storage in laptop or desktop where users can add files and folders, share
and provides 5 GB of free storage space to files and folders with other users and edit files
valid Microsoft users. in their respective Microsoft applications.

Document, Connect, and Collaborate Using Office 365

Using slide 10, summarize the key points of this session. Explain the points in brief.
10
en
C
h
ec
pt
rA
Fo

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