ICDL Extra Office2016 Final

ICT Department
Bibliotheca Alexandrina
ICDL Extra
OFFICE SECTION
CONTENTS
Introduction ............................................................................................. 3
Conventions ......................................................................................... 3
Prerequisites for this Course ................................................................ 3
This Course is a Prerequisite for the Following Courses ....................... 3
This Course Has Been Prepared Using the Following Sources .............. 3
Chapter I: Introduction to Microsoft Office 2016...................................... 4
Lesson 1.1: Working with the Quick Access Toolbar and the Ribbon ............... 4
Lesson 1.2: Changing the Default Options for Office Programs .................... 10
Lesson 1.3: New File Formats ................................................................. 12
Lesson 1.4: Quick Access in File Explorer on Windows 10 ........................... 14
Lesson 1.5: Protecting your Work ............................................................ 16
Summary ................................................................................................... 19
Quiz ........................................................................................................ 20
Section II: MS Word 2016 ...................................................................... 21
Chapter II: MS Word Advanced Features ................................................ 22
Lesson 2.1: Formatting Text ................................................................... 22
Lesson 2.2: Using Change Case .............................................................. 25
Lesson 2.3: Using Drop Cap ................................................................... 26
Lesson 2.4: Multilevel Lists ..................................................................... 28
Lesson 2.5: Using and Customizing AutoCorrect ........................................ 33
Quiz ........................................................................................................ 36
Chapter III: Working with Tables in MS Word ........................................ 37
Lesson 3.1: Creating a Table .................................................................. 37
Lesson 3.2: Working with a Table ............................................................ 43
Lesson 3.3: Adjusting Column Width ....................................................... 47
Lesson 3.4: Adjusting Row Height ........................................................... 50
Lesson 3.5: Creating Table Formulas ....................................................... 52
Lesson 3.6: Sorting Information in a Table ............................................... 54
Lesson 3.7: Working with Tables that Span Multiple Pages ......................... 55
Quiz ........................................................................................................ 61
Section III: MS Excel 2016 ..................................................................... 62
Chapter IV: Working With Lists in MS Excel ........................................... 63
Lesson 4.1: Creating a List ..................................................................... 63
Lesson 4.2: Filtering a List ..................................................................... 66
Lesson 4.3: Working with Number and Text Filters .................................... 68
Lesson 4.4: Protecting a Worksheet ......................................................... 73
Summary ................................................................................................ 76
Quiz ........................................................................................................ 77
Section IV: MS Outlook 2016 .................................................................. 78
Chapter V: Quick Steps to Using E-Mail .................................................. 79
Lesson 5.1: Composing and Sending E-Mails ............................................ 79
Lesson 5.2: Inserting a Hyperlink ............................................................ 85
Lesson 5.3: Saving Unfinished Messages (Drafts) ...................................... 87
Lesson 5.4: Quick Steps and Ignore Conversation Buttons ......................... 89
Lesson 5.5: Using Outlook Web Access (OWA) .......................................... 94
Summary .............................................................................................. 104
Quiz ...................................................................................................... 106
Chapter VI: Organizing and Finding Information .................................. 107
ICDL Extra – MS Office 2016 Section – ICT Dept. – Bibliotheca Alexandrina, 2016 1
Lesson 6.1: Working with Outlook Data Files ........................................... 107
Lesson 6.2: Using Folders to Organize Information ................................... 109
Lesson 6.3: Using Instant Search and Advanced Find Features .................. 112
Lesson 6.4: Flagging Items ................................................................... 116
Lesson 6.5: Sorting Information ............................................................. 118
Summary .............................................................................................. 120
Quiz ...................................................................................................... 121
Chapter VII: Working with Tasks ......................................................... 122
Lesson 7.1: Using the Tasks List ............................................................ 122
Lesson 7.2: Assigning Tasks to Another User ........................................... 125
Lesson 7.3: To-Do List and To-Do Bar..................................................... 128
Summary .............................................................................................. 132
Quiz ...................................................................................................... 133
Chapter VIII: Using the Calendar ......................................................... 134
Lesson 8.1: Scheduling an Appointment .................................................. 135
Lesson 8.2: Working with Recurring Appointments ................................... 139
Lesson 8.3: Setting Reminders .............................................................. 142
Lesson 8.4: Scheduling an Event ............................................................ 144
Lesson 8.5: Changing Calendar Views ..................................................... 145
Quiz ...................................................................................................... 148
Answers to Chapter quizzes ................................................................. 149
2 ICDL Extra – MS Office 2016 Section – ICT Dept. – Bibliotheca Alexandrina, 2016
INTRODUCTION
This manual is divided into several chapters. Each chapter contains several lessons
on related topics. Each lesson explains a new topic and contains a step-by-step
exercise. A quiz is included at the end of each chapter to help you sum up what
you have just learned.
Conventions
 Anything you are supposed to click, drag, or press appears in blue bold font
like this.
 Anything you are supposed to type appears in light green font like this.
 Important items appear in italics the first time they are presented.
Prerequisites for this Course

 Intermediate Level English
 ICDL Certification
This Course is a Prerequisite for the Following Courses

 All Office 2016 Level II or above courses
This Course Has Been Prepared Using the Following Sources

 ICDL/ECDL Curriculum (www.ecdl.com)
 ICDL/ECDL course material (http://www.cctglobal.com/ecdl/)
 Microsoft Website (www.microsoft.com)
CHAPTER I: INTRODUCTION TO MICROSOFT OFFICE 2016
WHAT WILL YOU LEARN?
After completing this chapter, you will be able to:
 Customize Quick Access Toolbar

 Change the Default Options for Office Programs
 Open and Save Files in Different Formats
 Add and Remove links from My Favorites
 Password protect your work
Lesson 1.1: Working with the Quick Access Toolbar and the Ribbon
In the previous lesson, you were introduced to the Quick Access toolbar and the
Ribbon. In this lesson, you will learn how to change its location, add buttons to it,
etc…Each Microsoft office program has its separate Quick Access toolbar i.e. if you
add a button to the Quick Access toolbar in Microsoft Word; this will not affect the
Quick Access toolbar in Microsoft PowerPoint.
The Quick Access toolbar can be located in one of two places:
 Upper-left corner (default location).
 Below the Ribbon
In this lesson, you will learn how to move and modify the Quick Access toolbar.
1. Click Customize Quick Access Toolbar arrow.
2. From the list, choose Show Below the Ribbon.

The Quick Access toolbar now appears below the Ribbon.
NOTE: To return it back to its place repeat the previous steps; you will find that
the Show Below the Ribbon command is now changed to be Show
Above the Ribbon.
You can add a command to the Quick Access Toolbar from a list of commands in
the Word Options dialog box.
3. Click Customize Quick Access Toolbar arrow.
4. In the list, click More Commands.

A dialog box appears as shown in the next figure.
Other ways to open customize quick access toolbar dialog box:
 Click the File tab  Options  Quick Access Toolbar

5. From the Choose commands from dropdown list, select Home Tab 
Center, then click Add button.
The Center command now appears in the right list box.
6. Click OK.
The Center command now appears in the Quick Access Toolbar.
You can also add a command to the Quick Access Toolbar directly from commands
that are displayed on the Ribbon.
7. Click the Home tab  Font group, right-click the Bold icon , and
then click Add to Quick Access Toolbar on the shortcut menu.
The Bold icon is added to the Quick Access Toolbar.
NOTE: You can add a whole group to the Quick Access Toolbar using the same
method.
Home tab  right click the Font group, and then click Add to
8. Click the
Quick Access Toolbar on the shortcut menu.
The Font group is added to the Quick Access Toolbar.
NOTE: Previously added icons to the Quick Access Toolbar may be removed
by either ways:
 Click the File tab  Options  Quick Access Toolbar, select the
command from the Customize Quick Access Toolbar list box then click
Remove.
 Right click the icon to be removed, and then select Remove from Quick
Access Toolbar from the shortcut menu.
The Ribbon is designed to help you quickly find the commands that you need to
complete a task. Commands are organized in logical groups that are collected
together under tabs. To reduce screen clutter, some tabs are shown only when they
are needed.
You can customize or create your own tabs on the Ribbon. The next steps show
how to customize your Ribbon.
1. Click the File tab  Options  Customize Ribbon
2. Select Main Tabs from Customize The Ribbon list box, then uncheck the
Insert tab box
3. Click OK.
The Insert tab disappears from the Ribbon.
You can also create your own tab.
4. Click the File tab  Options  Customize Ribbon.
5. Click on New Tab button at the right hand-side.
A new tab appears under the Home tab, now we need to rename the tab and add
my commands to it.
6. Select the new tab  Click on Rename button, and then type Most
Used Commands.
7. Select new group, rename it My First Group, choose any commands
from Command Column and then click Add.
8. Click OK.
You can see the new tab on the Ribbon with the selected commands.
You can minimize the Ribbon to make more space available on your screen. The
next steps show how to always keep the Ribbon minimized.
1. collapse the ribbon by right-clicking a tab, and clicking Collapse the
Ribbon.
2. After you click Collapse the Ribbon, the ribbon will look like this:
Tips: To quickly go back and forth between uncollapsed and collapsed, double-
click a tab on the ribbon.
Double-Click
Close to the
tab name.
Other ways to minimize/restore the ribbon:

 Double-click the name of the active tab. Double-click a tab again to restore
the Ribbon.
 Press <CTRL>+<F1>.
Lesson 1.2: Changing the Default Options for Office Programs
Microsoft spent a lot of time and research when it decided what the default settings
for its programs should be. However, you may find that the default settings do not
always fit your own needs. For example, you might want to change the default
folder where your programs save your workbooks from C:\My Documents to
another drive and folder on the network.
This lesson is not so much an exercise as it is a reference on how to customize your
programs by changing its default settings.
1. Click the File tab  Options.

The Options dialog box appears.
2. Refer to
3.
4. Table 1 and click each of the tabs shown in the table to familiarize yourself
with the Options dialog box.
5. Click Cancel when you are finished.
Table 1: Program Options Dialog Box Tabs
Tab Description
General User information is entered here which Word uses when adding
comments or track changes, and to indicate who saved or
modified a document. You can also change color schemes and
language settings from here.
Display* Change how document content is displayed, such as show or hide

white spaces, tab characters, etc. You can also control what gets
printed, such as a document’s properties and any comments.
Moreover, you can specify whether Word should update any fields
such as cross-references, table of contents, or indexes before
printing.
Proofing* Allows you to change what types of errors the program flags
when looking for spelling and grammar errors. AutoCorrect
options are also modified from here.
Save Allows you to change how the program saves documents, such
as if a backup copy of every document is created and if the
program should prompt you to enter properties for a document
before you save it. You can also change the default location
where the program saves documents and looks for templates.
Language Set the office languages preferences, such as set language

specific features, including grammar checking, dictionaries, and
sorting.
Advanced Controls the program editing options, such as if typing replaces

selected text and features such as “Click and Type” and “Drag
and Drop” are enabled or not. The program default settings for
more general options, such as the default unit of measurement
used are also controlled from here.
Customize To customize ribbon.

Ribbon
Quick Access To customize Quick Access Toolbar.

Toolbar
Add-Ins View and manage Microsoft office add-ins.
Trust Center Keeps your computer secure.
Lesson 1.3: New File Formats
Microsoft Word 2016 uses the .docx file extension to save documents. However, a
document that has the .docx file extension isn’t necessarily a Word 2016 document;
it may also be a Word 2007 document as that is the extension used by that release
of Word. If you open a Word 2007 document in Word 2016, the new functions
available to Word 2016 will be disabled. For example, files containing macros or
codes are saved with the extension .docm. Word 2016 can also save documents in
the old format so that they will still be usable in previous versions of Word. The
new file formats are shown in Table 2.
Table 2: New Office File Formats
Program Extension Format

.docx Macro- free document
.docm Macro-enabled document
Word
.dotx Template
.dotm Macro-enabled template
.xlsx Macro free workbook
.xlsm Macro enabled workbook
Excel .xlsb Binary workbook
.xltx Template
.xltm Macro enabled template
.pptx Macro free Presentation
.pptm Macro enabled presentation
.potx Template
PowerPoint
.potm Macro enabled template
.ppsx PowerPoint show
.ppsm Macro Enabled PowerPoint show
Publisher .pub Templates and publications
People from different countries speak different languages, so it makes sense that
computer programs save files in different “languages”, or formats. Fortunately, just
like some people can speak several languages, any single office program can read
and write in other similar program’s formats.
Let us see how this works in MS Word 2016 and similarly you can explore the other
office programs. You can save Office Word 2016 documents to any of several file
formats.
1. Click the File tab  Save As  Browse.

The Save As dialog box appears.
2. In the Save as type list, click the file type that you want.
3. In the File name box, type a name for the file.
4. Finally, click Save.

5. Click the File tab  Open.
The Open dialog box appears.
Next, you must locate the Word2003 file you want to open.
6. In the Open dialog box, navigate to your Practice Files folder.

7. Click the Files of type list arrow and select Word 97-2003
Document to display all files.
The file list is updated to display all the files, regardless of their type, in the Practice
Files folder.
8. Find and click the Science file.

9. Click Open.
Although you can open Office 2016 files in previous versions of Office, you may not
be able to change some items that were created using the new or enhanced
features in Office 2016.
Lesson 1.4: Quick Access in File Explorer on Windows 10
Windows 10’s File Explorer has a new “Quick Access” view. Whenever you open a
file browser window, you’ll see a list of “frequent folders” and recent files. This list
of folders also replaces the old favorite folders list.
Microsoft is trying to be smart here, automatically suggesting lists of folders and
files you frequently use so you can access them more quickly. But File Explorer can
still work the old-fashioned way if you change a few options.
Add a file to Quick Access

1. navigate to the file you want to add to Quick Access.
2. Right-click the file, and then click Pin to Quick Access.
NOTE: You can also drag and drop a file to the Quick Access folder -- but you must
drop it on the actual folder (over the words "Quick Access"), or you'll end up
creating a shortcut to the file you're trying to pin in one of the folders already
located in Quick Access.
Remove a file from Quick Access
To remove a file from Quick Access, locate the file in the Quick Access folder, right-
click it, and click Unpin from Quick Access.
Lesson 1.5: Protecting your Work
If you have a document/workbook/presentation you do not want anyone else to
see or modify, such as a confidential letter, you can password-protect the
document, restricting access to people who know the password. You can assign
passwords that require users to enter a password to either open a document,
and/or modify a document. This lesson will show you how to add a password to a
document, how to open a password-protected document, and how to remove a
password. Note that if you forget the password, you will not be able to retrieve
your document.
1. Navigate to your Practice Files folder and open any Microsoft Word
document.
2. Click the File tab then click Save As, Browse choose any of the
available options.
Tools button and from the shortcut menu choose

3. On the left, click
General Options.
Here you can assign passwords to your document, requiring users to enter a
password to either open or modify the document. Notice there are two text boxes
where you can enter a password:
 Password to open: Adding a password here will require that a user enter the
assigned password in order to open the document.
 Password to modify: Adding a password here will require that a user enter
the assigned password in order to modify the document.
NOTE: Passwords can contain any combination of letters, numbers, spaces and
symbols; it can be up to 15 characters long.
4. In the password to open textbox, type trainee and then click OK.
The Confirm Password dialog box appears as shown below.
5. Re-enter the password trainee and then click OK.
6. Click Cancel to cancel the save as process.
7. Click Save on the Quick Access toolbar.
8. Close the document and then reopen it.
A box appears asking you to enter the password to open the file.
9. Type the password and then press OK.
Removing password protection from a document is just as easy as adding it.
10. Click the File tab then click Save As. Click Browse.
Tools button and from the shortcut menu choose

11. On the left, click
General Options.
12. In the General Options dialog box, erase the password from the
Password to open textbox and then click OK.
13. Click Cancel and then save your changes.
14. Close and reopen the document.

No password box appears.
NOTE: The procedure is the same for all office programs.
Summary
Working with the New User Interface
 The new interface contains: The Ribbon, The Microsoft Office button, Quick
Access Toolbar, Contextual tabs, Galleries, Dialog box Launchers, Live Preview,
Smart Art, Contextual Spelling Check, Mini Toolbar, Keyboard Shortcuts.
Working with the Quick Access Toolbar and the Ribbon
 To Change the Location of the Quick Access Toolbar: Click Customize

Quick Access Toolbar . In the list, click Show Below the
Ribbon.
 To Add a Command to The Quick Access Toolbar: Click Customize
Quick Access Toolbar. In the list, click More Commands. Select the
tab on which the button you want to add exists from the Choose commands
from dropdown list.
 To Minimize the Ribbon: To minimize or restore the Ribbon, press
<CTRL>+<F1>.
Changing the Default Options for Office Programs
 You can change Word’s default options by clicking the File tab  Program
Options.
 To View a Document’s Properties: click the File tab and then Click on
Info, you can see all the file properties at the right hand side section.
New File Formats
 To Open a File in a Different Format: Click the File tab  Open. Click the
Files of type list arrow and select All Files to display all files. Find and double-
click the file you want to open.
 To Save a File in a Different File Format: Click the File tab  Save As.
To choose other formats, Select Other Formats from the list. Select the file
format you want from the Save as type list arrow. Enter a new name for the
file, if you want, and click OK.
Organizing Quick File Access by Using My Favorites
 To Add a Folder to My Favorites: Right-click My Favorites and then click

Add current location to Favorites.
Protecting your Work
 To Password Protect your Document: Click the File tab and click Save
As. choose one of the options and then click Tools button in the dialog box
that appears. Click General Options. Enter your password in the
appropriate box and then click OK.
Q UIZ
1. Which of the following is true?
a. Each Office program has a Quick Access toolbar different than the other.
b. Each Office program has a “Quick Access” different than the other.
c. The quick access toolbar can be moved around the application’s window,
just like toolbars in previous office versions.
d. <Ctrl>+<F1> minimized the ribbon temporarily.
2. A single file can have password to open or password to modify or both or none.
(True or False?)
3. Which of the following is not part of the ribbon?

a. Tabs
b. Contextual tabs
c. Dialog box launchers
d. Aero Interface
4. A new tab will appear on the Ribbon if: (Select all that apply)
a. You click the Picture command on the Insert tab.
b. You select a picture.
c. Type new text.
d. Place the insertion point in a table.
5. The Mini toolbar appears when:

a. You double-click the active tab on the Ribbon.
b. You select text.
c. You select text with the mouse and then point at it.
d. Any of the above.
SECTION II: MS WORD 2016
CHAPTER II: MS WORD ADVANCED FEATURES
By the end of this chapter, you will be able to do the following:
 Format characters
 Use Change Case and Drop Cap
 Work with Multilevel lists
 Set Autocorrect Defaults
Knowing how to format characters and paragraphs gives your documents more
impact and makes them easier to read. This chapter explains how to format both
characters and paragraphs. You will learn how to change the appearance, size and
color of the characters in your documents. This chapter also describes how to create
bulleted and numbered lists and if you decide you are tired of having other people
work on your documents, you can always password protect them so that only you
have access to them.
Lesson 2.1: Formatting Text

When users pick up a document, they initially respond to the visual effects created
by the physical characteristics of the words and of the entire document, which is
called formatting. Good formatting can make a reader want to use a document,
even eager to use it. Poor formatting, on the other hand, can intimidate readers,
making them afraid or reluctant to use a document.
1. Navigate to your Practice Files folder, and then open the Alexandria
document.
The Home tab is the heart of all basic formatting procedures. Let us start exploring
our different options. First, let us give the document a title.
2. Press <Ctrl> + <Home> to move the insertion point to the beginning

of the document and click the Bold button on the Home tab → Font
group.
The Bold button depresses, indicating that you are using bold character formatting.
Anything you type while the bold button is depressed will be in boldface.
Other ways to bold:
 Press <Ctrl> + .
3. Type Alexandria and press <Enter> twice.
You can also change the formatting of existing text by simply selecting the text and
then formatting it.
4. Select the word “Egypt”.
5. Click the Italics button on the Home tab → Font group

The selected text appears in italics.
Other ways to italics:
 Press <Ctrl> + .

Besides applying Italics and Bold to text, you can also change the font type and
font size. Let us change the font of the text.
6. Press <Ctrl> + <A>.

All the documents text is selected.
7. On the Home tab → Font group, from the font list, choose Maiandra
GD.
The font face of the entire text changes to the new font.
8. Select the title; Alexandria, and on the Home tab → Font group, from the
font size list choose 22.
The title size changes as shown in the figure.
NOTE: Font sizes are measured in points (pt.), which are 1/72 of an inch. The
larger the number of points, the larger the font size.
9. For further editing in font size, color and some more visual effect, click the
dialog box launcher in the Font group, Home tab.
The Font dialog box appears as shown below.
Note that in the Font dialog box, there is a section for Latin text and a section for
Complex scripts. In the section for Latin text, you change the font attributes of text
in English and any language that uses the same letters. In the complex Scripts
section, you change the font attributes of text in other languages such as Arabic,
Chinese…etc.
Now the text needs some alignments.
10. Select the title “Alexandria” and then click the Center alignment button
on the Home tab → Paragraph group.
The title is centered.
Also another attribute that can add to your document is color. You can color or
highlight text.
11. On the Home tab → Font group, use the font color or text highlight
color buttons to change your text’s colors.

12. Save your work.
Lesson 2.2: Using Change Case
You can capitalize letters by changing their case, by applying different change case
formatting features. Follow the next few steps to examine how changing text cases
looks like.
1. Create a new blank document.
2. Type your full name, all in lower case.
3. Select the text and on the Home tab → Font group, click the Change
Case button.
A number of options appear. The options are explained in Table 3.

Table 3: Change Case button Options
Case Description
To capitalize the first letter of a sentence and leave all
Sentence case
other letters as lowercase.
lowercase To make all of the letters lowercase.
UPPERCASE To capitalize all of the letters.
To capitalize the first letter of each word and leave the

Capitalize Each Word
other letters lowercase.
To switch text in lowercase to uppercase and vice

tOGGLE cASE
versa.
4. Choose Capitalize Each Word.

Each name in your full name now starts with a capital letter.
5. Exit Word without Saving.
Lesson 2.3: Using Drop Cap
The first letter of a paragraph that is enlarged to "drop" down two or more lines as
in the next paragraph is a drop cap. Drop caps are often seen at the beginning of
novels or newspapers essays, where the top of the first letter of the first word lines
up with the top of the first sentence and drops down to the four or fifth sentence.
To add a drop cap to any paragraph, follow the next few steps:
1. Navigate to your Practice Files folder and open the Alexandria document.
2. Place the insertion point anywhere in the first paragraph.
3. On the Insert tab → Text group, click Drop Cap.

A menu appears as shown below.
The two available options are:

 The "Dropped" option: makes sure that the drop cap letter extends downwards
into the text within the main margins of the document. The rest of the text
wraps around the drop cap on the lower lines.
 The "In margin" option: places the drop cap letter within the left-hand margin
of the document, so that the rest of the text appears within the main margins
of the document and does not have to wrap around it.
4. Select the Dropped position and then click OK.

The first letter in the paragraph is dropped as shown below.
For more drop cap options, in the Insert tab → Text group, click the Drop
Cap button and from the list choose Drop Cap Options. The following dialog
box will appear for further customization.
5. Save your work and close the document.
Lesson 2.4: Multilevel Lists
You probably have created several lists using Word. In this lesson, we are going to
take this a step further and discuss multilevel lists. Multilevel lists are lists with a
hierarchy of levels. A multilevel list may contain numbers or bullets or a mixture of
both. Let us discuss how this works:
1. Navigate to your Practice Files folder and open the file Exam.
You have probably guessed that this is an exam layout and the appropriate
numbering should be added.
2. Select the whole list and on the Home tab → Paragraph group, click
Multilevel List .
A number of ready-made multilevel lists appear as shown below.
3. Click the second style option in the first row and then click OK.
The list is numbered as shown below.
Now this is not a multilevel list, is it? Word does not recognize the different levels
of the list by itself, so you should guide around your list.
4. Place the insertion point in the first list item that needs level changing, that
would be “Answer One” and press <Tab>.
The list item is demoted to the next level.
5. Demote all list items that start with “Answer”, by pressing <Tab> or
clicking .
This list is now a correct multilevel list as shown below.
NOTE: To promote a list item, press <Shift> + <Tab> or click the promote
button .
6. On the Insert tab → Pages group, click Page Break.

You are moved to the next page.
Now you learnt how to create a simple multilevel list from an existing multilevel list
style.
Let us exercise creating a multilevel list:
7. On the Home tab → Paragraph tab, click the Multilevel List button
and from the shortcut menu choose Define New Multilevel list.
The Define New Multilevel list dialog box appears as shown below.
8. In the Click level to modify list, choose level 1.

Now you chose to start editing the first list level.
9. In the Number style for this level list, choose I,II,III….

The first level of the list changes to roman style numbers in the preview
area as shown below.
10. In the Enter formatting for number: text box, type Chapter before the
roman number and replace the “)” after it with a colon.
Now the format for item in the first level of the list is “Chapter I:”.
Let us move to the second level of the list.
11. In the click level to modify list, choose 2.
12. In the Number style for this level list, choose I,II,III….
13. In the Enter formatting for number: text box type Section before the
roman number and replace the “)” after it with a colon
14. Place the insertion point after “Section”, press <Spacebar> then from
the Include level number from list, choose level 1.
The number from the previous level is inserted.
15. Insert a hyphen.
Now in the Enter formatting for number: textbox: you will have
“Section I-I:”.
NOTE: In the Position section, you get to adjust the text and bullet’s indentation.
16. Click OK.

The list is started.
Let us start typing the list’s items.
Introduction, press <Enter>, type Microsoft Word, press

17. Type
<Enter>.
The first two items of the first level are now inserted.
Let us start inserting items in the second level.
18. Press<Tab>. Type Creating a table, press <Enter>, type

Adjusting Row Heights and Column Widths, press <Enter>.
Let us go back to the first level.
<Shift>+<Tab>, type Microsoft Excel, press <Enter>

19. Press
then<Tab>. Type Auto filters, press <Enter> then type
Protection.
Now your list is done.
20. Save your work.
Lesson 2.5: Using and Customizing AutoCorrect
AutoCorrect automatically corrects many common typing and spelling errors as you
type.
You can use the AutoCorrect feature to do the following:
 Automatically detect and correct typos and misspelled words: For
example, if you type “teh" plus a space, AutoCorrect replaces what you typed
with “the”. Or if you type “This is theh ouse” plus a space, AutoCorrect replaces
what you typed with “This is the house”. AutoCorrect also corrects simple
grammar mistakes, such as capitalization problems. For example, it would
change “GOing” to “Going” or capitalize the first letter in sentences.
 Quickly insert symbols: For example, type (c) to insert ©. If the list of built-
in AutoCorrect entries does not contain the symbols that you want, you can add
entries.
 Quickly insert any long piece of text: For example, if you need to repeatedly
enter a phrase such as “return on investment”, you can set up the program to
automatically enter this phrase when you type “roi”.
All of these uses of the AutoCorrect feature are supported by two parallel lists of
words. The first list contains the misspelled words and the other the word correct
spelling.
The AutoCorrect list is global across the Office programs that support this feature,
which means that when you add or delete a word from the list in one Microsoft
Office program, the other Office programs are also affected.
This lesson will show you how you can easily add errors that you commonly make
to the list of AutoCorrect entries.
1. Create a new document.
2. Type He was going ot the store.

Make sure you type ot—an obvious typo.
You could spell check this mistake, but since it is one you make frequently, you
decide to add the word (ot) and the correction (to) to AutoCorrect.
File tab  Options button  Proofing  AutoCorrect

3. Click the
Options.
The AutoCorrect dialog box appears with the AutoCorrect tab in front, as shown
in figure below.
Here, you can change the AutoCorrect options and add, change, or remove the
AutoCorrect entries.
4. In the Replace text box, type ot and in the With text box, type to, then
click Add and OK.
Now see if your new AutoCorrect entry works.
5. Repeat Step 1, making sure to type the word “ot.”
AutoCorrect automatically changes the mistyped word “ot” to “to” after you
press the <Spacebar>.
NOTE:
 Use AutoCorrect like you have used it in this lesson—to correct common spelling
and typing errors. Some users add each and every spelling error they make as
an AutoCorrect entry and eventually bog down their system.
 To Delete an AutoCorrect Entry, click the File tab  Options button 

Proofing  AutoCorrect Options, select the AutoCorrect entry you
want to delete, and click Delete.
Summary
Formatting Text
 To Bold Text: Click the Bold button on the Formatting toolbar Home tab →
Font group or press <Ctrl> + .
 To Italicize Text: Click the Italics button Home tab → Font group or
press <Ctrl> + .
 To Underline Text: Click the Underline button Home tab → Font group
or press <Ctrl> + .
 To Change Font Size: Select the pt. size from the Font Size list on the
Home tab → Font group.
 To Change Font Type: Select the font from the Font list on the Home tab
→ Font group.
 To Open the Font Dialog Box: Click the dialog box launcher on the Home
tab font group.
Change Case
 To Change Text’s Case: On the Font tab, Font group click the change case
button and choose the appropriate option.
Using Drop Cap
 To Use Drop Cap: On the Insert tab, Text group, click Drop Cap. Choose
the appropriate option.
Work with Multilevel Lists
 To Create a Bulleted List: Click the Bullets button on the Home tab,
Paragraph group.
 To Create a Numbered List: Click the Numbering button on the
Home tab, Paragraph group.
 To Create a Multilevel List: Click the Multilevel list button on the Home
tab, Paragraph group and from the menu choose the suitable format.
 To Define a New Multilevel list: Click the Multilevel list button on the
Home tab, Paragraph group and then choose Define New
Multilevel List. Choose the level to modify and then use the number/bullet
style.
Using and Customizing AutoCorrect
 To AutoCorrect Text: Click the File tab  Options button  Proofing

 AutoCorrect Options. In the Replace textbox, type the wrong version
of the word and in the With text box, type the correct one and then click Add.
Q UIZ
1. Which is NOT a method for applying boldface to a selected block of text?
a. Press <Alt> then <H> then <1>.
b. Press <Ctrl> + .
c. Right-click the text and select Boldface from the shortcut menu.
d. Click the Bold button on the Mini toolbar that appears next to the
selected text.
2. Which of the following is NOT a method to promote text in a multilevel list?

a. Press <Shift>+<Tab>.
b. Right click and from the shortcut menu choose Decrease Indent.
c. Click the Decrease Indent button on the Paragraph group, Home tab.
d. Click the Multilevel list button and from the menu choose Change List
level and then pick the lower list level.
e. Right click and from the shortcut menu choose Adjust List Indents and
choose the proper indentation.
f. Press <Alt> then <H> then <A> then <O>.
3. Which of the following is NOT an option offered by the Change Case button?
a. Capitalize the first letter in the first word of sentences only.
b. Capitalizes all letters in selected list.
c. Capitalize the first letter of names in the selected text.
d. Change all Capital letters to small letters and vice versa.
4. You make the same spelling mistake a lot. Which of the following can help you?
(Select All that apply)
a. Right click the word and from the shortcut menu choose Autocorrect and
then choose the correct spelling from the list.
b. Press <F7>.
c. Press <Alt> then <R> then <S>.
d. Right click the word and choose the correct spelling from the shortcut
menu.
5. Drop cap, by default, drops the letter 3 lines and leaves no space between the
letter and the text (True or False?)
CHAPTER III: WORKING WITH TABLES IN MS WORD
By the end of this chapter you will be able to do the following:
 Create a table
 Adjust row height and column width
 Insert and delete rows and columns
 Sort information in a table
 Perform calculations in a table
 Repeat table header across pages
Tables are great; they are ranked right up with the spell checker as one of the
neatest word processing features. A table is used to present information in an
organized, attractive manner. It neatly arranges text and data in a grid, organized
by columns and rows. Once you have entered information in a table, you can do all
kinds of great things with it. For example, you can sort the information
alphabetically or numerically, add and/or delete columns and/or rows, and make
your table stand out by formatting it with a dramatic border and selective shading,
and coloring options. Tables can do so many things that many expert word
processing users routinely use them instead of tab stops to organize and layout
information in an attractive, organized manner.
Lesson 3.1: Creating a Table

Taking the time to learn how to use Microsoft Word’s table feature is definitely
worth the effort. Once you know how to create and work with tables, you will
wonder how you managed without them. You may be surprised by the many ways
in which you can use tables. For example, with a table you can:
 Align Text, Numbers, and Graphics: Tables make it easy to align text,
numbers, and graphics in columns and rows. Many users prefer using tables to
align text instead of tab stops, because text can wrap to multiple lines in a
table.
 Create a Form: You can use tables to store lists of telephone numbers, clients,
and employee rosters.
 Track Information: Word’s mail merge feature actually stores information,
such as names and addresses, in a table. You can also easily copy and paste a
table’s information into a Microsoft Excel worksheet.
 Create a Publication: Tables allow you to create calendars, brochures,
business cards, and many other publications.
You can create a table using two different methods. The first is using the Insert
table command and this method is for relatively uniform tables that are composed
of a series of rows and columns. The second method is using the Draw a table
command. The Draw Table command lets you draw complicated tables onscreen
using a simple set of drawing tools. This command is ideal for creating tables that
are not a simple grid of rows and columns, but rather more complex ones in which
some cells span more than one row and others span more than one column.
Now, let us have some practice using the Draw Table tool.
Using the Draw Table and Eraser Buttons
The Draw Table command, in the Insert tab and Tables group, lets you draw and
modify tables the same way you would use a pencil to draw a table on a piece of
paper.
1. Create a New Blank Document.
2. On the Insert tab → Tables group, click Table and from the menu
choose Draw Table.
The pointer changes to a .
3. Click and drag the ( ) pointer to create a box about 4 inches wide and 2
inches tall.
This is the outside border of a new table as shown below.
Next, you can use the Draw Table tool to create the smaller cells inside the table.
4. Click the middle of the left side of the table, and drag the ( ) pointer
straight across to the right side of the table. Release the mouse button.
As you drag the pointer across the table, a dotted line shows where the new cell
border will appear.
5. Click the top of the table in the middle and drag the ( ) pointer straight
down to the bottom border of the table. Release the mouse button.
Another tool you can use to modify tables is the Eraser tool.
6. On the Table tools contextual tab → Design tab → Draw Borders

group, click the Eraser button.
The pointer changes to an eraser.
7. Just click the column line that splits the table to erase it.
Use the Draw Table tool to add one more row to your table and you are finished.
8. On the Table tools contextual tab → Design tab → Draw Borders

group, click the Draw Table button. Then split the bottom row in half;
click in the middle of the left side of the table, and drag the ( ) pointer
straight across to the right side of the table. Release the mouse button.
9. Close your document without saving any changes.
Using the Insert table command
To create a table, you must specify how many columns (which run up and down)
and rows (which run left to right) you want to appear in your table. Cells are small,
rectangular-shaped boxes where the rows and columns of a table intersect. The
number of columns and rows will determine the number of cells in the table, which
will determine how much information your table can contain. If you do not know
how many columns and rows you want in your table, take an educated guess then
you can always add/delete columns and rows to/from a table later.
1. Create a New Blank Document.
2. On the Insert tab → Tables group, click Table and in the menu select
3 rows and 4 columns, as shown below.
A blank table appears with three rows and four columns, but without any
information inside it, similar to the one shown below.
Other ways to create a table:
 On the Insert tab → Tables group, click Quick Table and from the
list choose a table.
 On the Insert tab → Tables group, click Table and from the menu
choose Insert Table, a dialog box appears as shown below, fill in the
number of rows and columns you want your table to consist of.
3. Type Day, then press <Tab> to move to the next cell.
4. Type Time, press <Tab>, type Show, press <Tab>, type Ticket
Price.
Now you finished adding the column headings for your table. Make sure that you
press <Tab> key to move to the next cell.
5. Press <Tab> to move the insertion point to the first cell in the second
row.
NOTE: Pressing Tab not only moves to the next row, it inserts a new row if you are
at the end of the table.
6. Type the following text in the table. Press <Tab> after entering the text
in each cell.
Saturday 4:30 Human Body EGP 15
Sunday 11:00 Cosmic Voyage EGP 15
Whoops, you have run out of rows! Just press <Tab> to enter a new row at the
end of a table.
7. Press <Tab> to create a new row.

8. Enter the following information and press <Tab> after the end of each
row to enter a new one.
Monday 11:30 Human Body EGP 10
Wednesday 11:30 Star Shows EGP 15
Thursday 10:00 Oasis in Space EGP 10
When you are finished, your table should look similar to the one shown below.
Day Time Show Ticket Price

Saturday 4:30 Human Body EGP 15
Sunday 11:00 Cosmic Voyage EGP 15
Monday 11:30 Human Body EGP 10
Wednesday 11:30 Star shows EGP 15
Thursday 10:00 Oasis in space EGP 10
9. Save your work with Showtime Schedule as a file name, and do not
close the file.
Now that you know how to create a table, you will appreciate the upcoming lessons,
where you will learn how to add and delete columns and rows, how to format the
table, and even how to perform calculations based on the information in a table.
Lesson 3.2: Working with a Table
Working with tables can be a little bit tricky the first few times you try it. You have
to be extra careful when selecting table cells, rows, and columns, and many users
have difficulty selecting information in a table the first few times they try it. You
already know that once you select text in a document, you can format it, delete it,
move or copy it, or replace it by typing.
The same rules apply to tables, you have to select cells, rows, and columns if you
want to format, delete, or move them. This lesson explains how to select table
cells, rows, and columns and how to insert, delete rows and/or columns.
Modifying a Table Using the Layout Tab:
Here is how to select a row in a table:

1. Select the first row in the table by moving the pointer to the far left of the
table until the pointer changes directions, from ( ) to ( )
2. Double click to select the first row.
NOTE: If you want to select more than one row, click and hold the mouse button,
and then drag the pointer down to select the rows.
If you are having problems selecting a row using the mouse, you can also select
the row by placing the insertion point in the row you want to select, and follow the
next step:
3. On the Table Tools contextual tab → Layout tab → Table group, click
Select and from the menu choose Select Row.
Now that you have selected the row, you can format its text.
4. With the row still selected, click the Center button on the Home tab →
Paragraph group, and the Bold button on the same tab → Font group.
The text in the selected row appears in bold and is centered.
5. Select the last column in the table (Ticket Price) by moving the pointer
over the very top of the column, until it changes to a ( )
6. Click to select the column.
As with selecting rows, you can also select a column by placing the insertion point
in the column you want to select, and follow the next step:
7. On the Table Tools contextual tab, Layout tab, in the Table group,
click Select and from the menu choose Select Column. You can also
select more than one column by holding the mouse button, and dragging
the ( ) pointer across the columns you want to select.
8. Click the Bold button twice on the Home tab → Font group. (this is done
to unify the formatting of cells’ contents, note that the content of the first
cell is bolded while that of the other cells are not).
The contents of the selected column appear in bold.
9. Select the Saturday cell by clicking just inside the left side of the cell (the
pointer should change directions ( )
Other way to select a cell:
 Triple click a cell to select it.
Remember that anything you type replaces the current selection, and the contents
of a cell are not an exception to this rule.
10. Type Monday and press the <Tab> key.
Selecting cells, rows, and columns might seem very boring to you, but it is crucial
that you get it down if you are going to work with tables. When people have
problems doing something with a table, 90% of the time it is because they did not
properly select the table. Now that you have learned how to select column(s) and
row(s), let us perform some operation on your table.
11. Select the Monday row you were working on and press <Delete>.
The row contents are deleted but the row is still intact.
12. Click Undo twice on the Quick Access toolbar.

The text is back and Monday is reverted back to Saturday.
13. Now select the row again and then press <Backspace>.
The row is deleted together with the text.
14. Select the last two rows of the table (Wednesday and Thursday) and then
right click and from the shortcut menu point to Insert and then choose
Insert Rows Above.
Two rows are inserted above the Wednesday row.
NOTE: The number of rows inserted is equal to the number of selected rows.
15. Fill the inserted rows with the following text:
Monday 12:30 Star Shows EGP 15
Tuesday 1:00 Oasis in Space EGP 10
16. Now save your work.
Other way to insert/delete rows/columns:
 Table Tools contextual tab →Layout tab → Rows and

On the
Columns group, click the appropriate button.
To Apply a Table Style:
1. Click anywhere on the table. The Design tab will appear on the Ribbon.
2. Select the Design tab Table Styles group.

3. Click the drop-down arrow to see all of the table styles.
4. Move the mouse over the various styles to see a live preview.
5. Select the desired style. The table style will appear in the document.
To Change the Table Style Options:
Once you have chosen a table style, you can turn various options on or off to
change the appearance of the table. There are six options: Header Row, Total Row,
Banded Rows, First Column, Last Column, and Banded Columns.
1. From the Design tab, check or uncheck the desired options in the Table
Style Options group.
2. Depending on which Table Style you are using, certain Table Style Options
may have a somewhat different effect. You may need to experiment to get
the exact look you want.
To Add Borders to a Table:
1. Highlight the cells you wish to add a border to.
2. From the Design tab, select the desired Line Style, Line Weight,
and Pen Color.
3. Click the Borders drop-down arrow.
4. From the drop-down menu, select the desired border type.
5. The border will be added to the selected cells.
Lesson 3.3: Adjusting Column Width
When you create a table, all of the rows and columns usually appear the same size.
As you enter information in a table, you will quickly discover that some of the
columns are not wide enough to display the information they contain. This lesson
explains how to change the width of a column.
If you have the Showtime Schedule Table document open from the previous
lesson, it is ok. Otherwise, you will need to open it again.
Here is how to resize the width of a column:
1. Carefully position the pointer over the very last column border, after the
heading Show, until it changes to a ( ).
2. Click and hold the mouse button, drag the pointer to left to the 4-inch mark
on the horizontal ruler, and then release the mouse button. The width of the
Show column is now much smaller.
You have just learned how to adjust the width of a column using the mouse, but
like many operations in Word, you can also use the ribbon to do the same thing.
3. Select the last column Ticket Price.

Now that the column is selected, you can adjust its width using the ribbon.
4. On the Table Tools contextual tab → Layout tab → Table group, click
Properties.
The Table Properties dialog box appears.
5. Click the Column tab to bring the column settings to the front of the dialog
box.
The Column tab appears, as shown below. You can adjust column width
and the amount of spacing between columns.
Type an inch Choose whether you

measurement want to measure the
or a column width in
percentage inches or as a
percentage
Select the
previous or next
column in the
table
6. Type 1 in the Preferred width box.

This will change the column width to one inch.
Notice the “Measure in” to the left of the Preferred width box. There are two
ways you can measure the width of a column:
 Inches: Measure column width with a fixed measurement. Unless you are using
Word to create web pages, this is the setting you will almost always use.
 Percent: Choose Percent if the table will be viewed in a Web browser. In Web
Layout view, the column width is measured as a percentage of the screen.
7. Click OK.
The dialog box closes and Word adjusts the width of the selected column to
one inch.
One of the most interesting table features is the Autofit feature. Autofit includes
the following three options:
 Autofit to Contents: To allow the table to expand as you type.
 Autofit to Window: To allow the table to expand or shrink depending on the
size of the window it is displayed in.
 Fixed Column Width: To fix the column width to a specific width.
8. OnTable Tools contextual tab, Layout tab → Cell Size group, click
Autofit and from the menu choose Autofit to Contents.
Word automatically adjusts the column widths of the table so the text fits in
them.
Another neat trick you should know when adjusting the width of columns is that
you can distribute columns evenly, which changes the selected columns or cells to
equal column width.
9. Click anywhere inside the table, then click the move handle in the
upper-left corner of the table.
The entire table is selected.
NOTE: The move handle appears only in the Print Layout View.
When the entire table is selected, any height or width adjustments made will affect
every column or row in the entire table. Move on to the next step to use the
Distribute Columns Evenly Command, which changes the selected columns or cells
to equal column width.
10. On the Table tools contextual tab → Layout tab → Cell Size group,
click Distribute Columns .
Word adjusts the width of all the columns in the selected table so that they
are equal.
Other way to distribute columns evenly:
 Right click the selected table, and then select Distribute Columns
Evenly from the shortcut menu.
11. Save your work but do not close the file.
Lesson 3.4: Adjusting Row Height
In the previous lesson, you learned how to change the width of a column. In this
lesson, we will look at changing the height of a row. You will seldom need to change
a row height because, unless you specify otherwise, rows automatically expand to
the tallest cell in the row—the one that contains the most lines of text.
Here is one way of adjusting the height of a row:
1. Place the insertion point anywhere in the first row.
Now you can change the height of the current row.
2. Right click and from the shortcut menu select Table Properties and
click the Row tab.
The Table Properties dialog box appears with the Row tab selected as shown
below, you can adjust the row height, alignment of text in the cells, and if you want
to allow the row to break across pages or not.
Specifies relative or
Enter a measurement absolute row
for the row height
 Specify height box unchecked: Automatically adjusts the row height for the
tallest cell in the row (the one with the most text in it). This option makes it
easy to change a row height—just press <Enter> and the cell will expand to
hold the new blank line(s). This is the default setting and the one you will
usually want to use.
 Specify height box checked: Lets you manually adjust the row height by
entering a value in the “Specify height” box.
3. Check the Specify height box.
Now you can specify the height of the row.
4. Type 0.5” in the Specify height text box.
There are two additional options you can specify when manually adjusting the
height of a row, listed in the “Row height in” combo box:
 At Least: Specifies a minimum row height (enter the minimum height in the
Specify height text box). If cell contents cause the cell to exceed the height
specified, Word will adjust the height of the row to fit the contents.
 Exactly: Specifies a fixed row height (enter the height in the Specify height
text box). If cell contents exceed the fixed height, Word will print only the
contents that fit in the cell.
5. Select At least from the Row Height list and click OK.
The dialog box closes and the height of the selected rows is adjusted to a half-inch.
NOTE: You can also adjust the width of all the columns or height of all the rows in
a table at once by selecting the entire table, selecting Table → Table Properties
from the menu, and clicking the Row tab, and then specifying the row height.
NOTE: You can also adjust the height of the row using the mouse, but make sure
you are in Print Layout view first.
6. Make sure you are in Print Layout view—if you are not, click the Print
Layout View button on the View tab → Document Views group.
7. Position the pointer directly on the bottom border of the first row, until it
changes to .
8. Click and hold the mouse button and drag the pointer up about one
centimeter. Then, release the mouse button.
9. Save your work.
NOTE: As with column width, you can also change selected rows or cells to equal
row height by any of the following ways:
 On theTable tools contextual tab → Layout tab → Cell Size group, click
Distribute Rows.
 Right-click the selected row(s) and select Distribute Rows Evenly from
the shortcut menu.
Lesson 3.5: Creating Table Formulas
Although Word is mainly concerned with document authoring, it offers some basic
calculations, but do not expect Word to match Excel capabilities.
To enter your own calculations, you need to use Word formula dialog box, and you
must refer to the cells in a table using cell references. A cell reference identifies
where the cell is located in a table. Every cell reference contains a letter (A, B, C
and so on) to represent its column and a number (1, 2, 3 and so on) to represent
its row. Look as shown below to see how table cells are referenced.
A B C
1 A1 B1 C1
2 A2 B2 C2
3 A3 B3 C3
4 A4 B4 C4
1. In a New Blank Document, create a table as follows:
Year Income Expenses

1990 7500 7157
1991 15125 15758
1992 24075 22500
1993 33825 30455
Total
2. Place the insertion point in the blank cell in the Income column, under the
33825 cell.
3. On the Table Tools contextual tab Layout tab → Data group, click
Formula .
The Formula dialog box appears, as shown below.
Enter formula
here Specify a number format
(i.e. 1000, $1,000, or
$1,000.00)
Select a function
from a list to use in Select a one of your documents
your formula bookmarks to be used in the
calculation
Word suggests a formula for this cell, based on its location in the table.
This is the formula we want.
4. Click OK.
The Formula dialog box closes, and Word totals the income.
5. Place the insertion point in the blank cell in the Expenses column (cell C6)
and click Formula on the Table Tools contextual tab → Layout tab
→ in the Data group, click Formula .
6. In the Formula text box, type =C2+C3+C4+C5 and click OK.

The Formula dialog box closes, and Word adds the total Expenses.
NOTE: All formulas must start with an equal sign (=), and usually contain the
values or bookmark names you want to calculate and the arithmetic operator(s) or
function name(s) you want to use to calculate the values (such as + or SUM).
Lesson 3.6: Sorting Information in a Table
Another function of Word many useful functions is its ability to sort information.
Word can sort items in a list alphabetically, numerically, or chronologically (by
date). In addition, Word can sort information in ascending (A to Z) or descending
(Z to A) order. You can sort an entire table or a portion of a table by selecting what
you want to sort. You can even sort information that is not in a table at all, as long
as you select it first. This lesson will show you several techniques you can use to
sort information in your tables.
1. Switch back to the Showtime Schedule document and click any cell in the
Day column.
You want to sort the table by this column.
2. Click any cell in the table and on the Table Tools contextual tab →
Layout tab → Data group, click Sort.
The Sort dialog box appears, as shown below.
The Sort dialog box lets you specify how you want to sort the information in your
table. You can specify which column to sort by, specify the sort order, and specify
whether you want to sort the table by any additional columns.
Select the type

Sort first by of data you
this column .. want to sort—
text, numbers,
or dates
Then by this
column Specify the
(optional) sort order
Select so the
first header
row is not
included in
the sort
3. Make sure Day appears in the Sort by box and click the Ascending
option.
This will sort the table in ascending alphabetical order, from A to Z.
NOTE: To sort the table by numeric or chronological order, you must select the
column heading in the Sort by box. For example, to sort this table in numeric
order, Day or Show would have to appear in the Sort by box.
4. In the My list has section, make sure the Header row option is
selected.This option ensures that Word does not sort the first row of the
table, the column heading row.
5. Click OK.
6. Save your work and close Showtime Schedule Table document.
Lesson 3.7: Working with Tables that Span Multiple Pages
If you are working with a larger table, you might have problems when it spans over
a single page. One problem is that the column headings only appear on the first
page, which makes it difficult to read and understand the table on subsequent
pages. Another problem with multiple page tables is that their rows can break
across a page when you do not want them to. For example, a table can break across
a page in the middle of a row, separating the row contents onto two pages.
This lesson explains how to create heading rows that appear on top of each page
in a table, and how to keep from breaking across pages.
1. Navigate to your Practice Files folder, and then open the Names list
document.
2. Click the Next Page button on the vertical scroll bar to go the next
page of the document.
Notice the portion of the table on the second page does not have any column
headers; they are on the first page. This makes it somewhat difficult to read the
table, does not it? There is a way to make sure the column headers appear on top
of a table even when it spans multiple pages.
3. Go to the previous page and select the table first row.
The selected row will be the table columns heading. You want this column
header to appear above the table columns, even if the table breaks across
several pages.
Table Tools contextual tab → Layout tab → Data group, click

4. On the
Repeat Header Rows.
The selected rows are set as the table headings and will appear at the top of every
page of the table.
Other way to repeat heading rows across multiple pages:
 Select the heading row, then right click and from the shortcut menu select
Table Properties, click the Row tab if necessary, and then check the
Repeat as header row at the top of each page option. Finally
click OK.
5. Click the Next Page button on the vertical scroll bar to go the second
page of the document.
Notice the headings appear above this section of the table.
You may notice that the information from the last row on the first page spills over
onto the next page. You can prevent this problem by telling Word not to let this
row break onto a new page.
6. Place your insertion point in the last row on the first page.
This is the row we want to keep together.
NOTE: To apply this property to more than one row at a time, select the required
rows.
7. Right click and from the shortcut menu select Table Properties, and
click the Row tab.
You only have to change one option here to prevent the table rows from breaking
across pages.
8. Uncheck the Allow row to break across pages box.

This will prevent the selected rows from breaking across pages.
9. Click OK.
The dialog box closes and the row is adjusted.
Summary
Creating a Table
 To Create a Table (Using the Ribbon): Click the Insert Table button
Insert tab, Tables group and drag inside the grid to select how many
columns and rows you want.
 To Create a Table (Using the Insert table dialog box): Click the Insert
Table button Insert tab, Tables group and click Insert Table, specify
the number of rows and columns you want, and click OK.
 To Create a Table (Using the Draw Table Tool): Click the Insert Table
button Insert tab, Tables group and drag to create a table and add cells to
a table. Erase by clicking the Eraser button on the Table tools, Design
tab, Draw Borders group and erase cell lines by clicking and dragging
across them.
Working with a Table
 To Select a Cell: Click the left edge of the cell.

 To Select a Row or Column: To select a row, click to the left of the row. To
select a column, click the column's top gridline or border (the pointer will
change to a ( )).Or, place the insertion point in the row or column and on the
Table Tools, Layout tab, Table group, click Select and from the menu
select the appropriate item in the list.
 To Select Several Cells: Drag across the cell, row, or column (or select a
single cell, row, or column) and then hold down <Shift> while you click
another cell, row, or column.
 To Select the Entire Table: Click the move handle next to the table.
 To Move from Cell to Cell in a Table: Press <Tab> to move forward one
field or cell; press <Shift> + <Tab> to move back one field or cell.
 To Insert a New Row at the Middle of the Table: Select the row above
which you want to insert the new one; then right click the selected row and
point to Insert and then click Insert Rows Above.
 To Insert a New Row at the End of the Table: Place the insertion point at
the bottom-right cell of the table, then press the <Tab> key.
 To Insert a New Column: Select the column which will be to the right of the
new one; then right click the selected column and point to Insert and then
click Insert Columns to the right.
 To Delete Text in a Cell: Select the cell(s) and press the <Delete> key.
 To Delete a Row/Column: Select the row/column which you want to delete;
then right click it and select Delete Rows/ Delete Columns or press
<Backspace>.
 To Delete the Entire Table: Select the entire table; then press <Shift> +
<Delete> keys or place the insertion point in any cell of the table, and on
theTable Tools, Layout tab, Rows and Columns group, click
Delete and then select Entire Table.
 To Apply a Table Style: Select the Design tab Table Styles group. Select
the desired style.
 To Change the Table Style Options: From the Design tab, check or
uncheck the desired options in the Table Style Options group.
 To Add Borders to a Table: Highlight the cells you wish to add a border to.
From the Design tab, select the desired Line Style, Line Weight, and
Pen Color. Click the Borders drop-down arrow. From the drop-down menu,
select the desired border type. The border will be added to the selected cells.
Adjusting Column Width
 To Adjust the Width of a Column: Click and drag the column’s right border
to the left or right. You can also adjust a column’s width by selecting the column,
right click and from the shortcut menu choose Table Properties from the
menu, click the Column tab, enter the width of the column, and then click
OK.
 AutoFit: You can use AutoFit to adjust a column’s width to fit the column’s
widest entry. To use AutoFit, select the column and on Table Tools,
Layout tab, in Cell Size group click Autofit and from the menu choose
Autofit to Contents.
 To Distribute Columns Evenly in a Table: Select the columns and click the
Distribute Columns Evenly on the Table tools, Layout tab, in the
Cell Size group.
Adjusting Row Height
 To Adjust the Height of a Row: Click and drag the row’s top/bottom border
upwards/downwards. You can also adjust a column’s width by selecting the
column, right click and from the shortcut menu choose Table Properties
from the menu, click the Row tab, enter the height of the column, and then
click OK.
 To Distribute Rows Evenly in a Table: Select the rows and click the
Distribute Rows Evenly on the Table tools, Layout tab, in the Cell
Size group.
Creating Table Formulas
 To Add a Formula to a Cell: Select the cell where you want to place the results
of the calculation and on the Table Tools, Layout tab, in the Data group,
click Formula.
 All formulas must start with an equal sign (=), and usually contain the values
or bookmark names you want to calculate and the arithmetic operator(s) or
function name(s) you want to use to calculate the values (such as + or SUM).
Sorting Information in a Table
 On the Table Tools, Layout tab, in the Data group, click Sort. And then
pick the criteria to sort according to and whether to sort in
ascending/descending order.
Working with Tables that Span Multiple Pages
 To Add a Heading to a Table: Select the table’s heading row, and On the
Table Tools, Layout tab, in the Data group, click Repeat Header
Rows. Or, select the row, right click and from the shortcut menu choose
Table Properties, and click the Row tab if necessary. Check the Repeat
as header row at the top of each page option and click OK.
 To Keep a Row from Breaking across Pages: select the row, right click and
from the shortcut menu choose Table Properties, and click the Row tab
if necessary. Uncheck the Allow row to break across pages option
and click OK.
Q UIZ
1. Which of the following is NOT a way to create a table?
a. Click the Insert Table button on the Insert tab, Tables group and from
the menu choose Insert Table.
b. Click the Insert Table button on the Insert tab, Tables group and from
the menu choose Draw Table.
c. Click the Insert Table button on the Insert tab, Tables group and from
the menu choose Quick Tables.
d. Press <Alt> then <N> then <T> and use the arrows to specify the
number of cells in the table.
e. Press <Alt> then <H> then .
2. Which keys can you use to enter information and navigate a table?
a. <Tab> to move to the next cell, <Shift> + <Tab> to move to the
previous cell.
b. <Enter> to move to the next cell, <Shift> + <Enter> to move to the
previous cell.
c. <→> to move to the next cell, <Shift> + <→> to move to the previous
cell.
d. All of the above.
3. You can prevent a row from breaking across pages. (True or False?)
4. A table you are working with has become so large that it breaks across several
pages. How can you ensure the column heads always appear at the top of the
table? (Select All that apply)
a. Place the insertion point in the first row and in the Table Tools, Layout
tab, Data group, click Repeat Header Rows.
b. Place the insertion point in the first row and right click. From the shortcut
menu, choose Repeat Header row.
c. Select the header row and from the Table Properties dialog box, Row
tab, check Repeat as Header row at the top of each page.
d. There is no way to do that.
5. You can set the table to increase the width and height of the cell according to
its content. (True or False?)
6. Which of the following can you perform in Table formulas

a. Sum all cells above a particular cell.
b. Sum all cells on the left of a particular cell.
c. Average all cells in a particular row.
d. Choose the maximum of a number of cells in a table.
e. All the above.
7. You can sort items according to 3 criteria. (True or False?)
SECTION III: MS EXCEL 2016
CHAPTER IV: WORKING WITH LISTS IN MS EXCEL
By the end of this chapter you will be able to do the following:
 Create a List
 Freeze Panes
 Filter Lists
 Create your Custom Filter
 Protect your Worksheet
Excel can keep track of information in lists or databases. Some examples of things
you might track in a list include telephone numbers, clients, and employee rosters.
Once you create a list in Excel, you can easily find, organize, and analyze its
information with Excel rich set of list-management features.
In this chapter, you will learn how to create a list, and how you can use Excel filter
commands to display specific information, such as records from specific
neighborhood.
Lesson 4.1: Creating a List

We will start this chapter by creating a list. Lists are organized by records. Each
record contains information about a thing or person, just like an individual listing
in a phone book. Records are broken up into fields which store specific pieces of
information. For example, the LastName field would contain people’s last names,
and the Phone field would contain their phone numbers. In Excel, the columns
contain the list fields, and the rows contain the list records.
Creating a list in Excel is easy—almost too easy, and people often create lists
without planning and thinking about how they will work with the information in the
future. Think ahead when you create a list. It is often difficult to make changes to
the structure of the list once there is information in it. Take a look at Table 4
Guidelines for Creating Lists at the end of this lesson for some guidance on creating
lists.
1. Start Microsoft Excel.
2. The first step in creating a list is entering the field names for the list. Make
sure you always put the field names in the first row of the list.
3. Type ID in cell A5 press the <Tab> key to move to the next cell.
4. Type the remaining field names, each in its own cell, as shown in figure
below.
Do not worry if the field names are wider than the cells—the information is there,
you just cannot see all of it. Move on to the next step to add few records to the list.
5. Enter the information from figure above. Add an apostrophe (') before you
type the Telephone and mobile numbers (i.e. '5479532).
NOTE: The apostrophe enters the Telephone and mobile numbers as a label instead
of a value and therefore excel will not treat this value as a number but as a string
i.e. no mathematical operations can be performed on it. A green triangle appears,
indicating that it is an error. Ignore this. If you did not add an apostrophe, Excel
would remove the leading zeros (0) from any Mobile number.
That is all for creating a list. There are, however, a few things you can do to the
list to make working with it a little easier. First, make the field headings stand out
more by making them bold.
6. Select the cell range A5:H5 and click the Bold button on the Home tab
→ Font group.
7. Close the previous file without saving, then navigate to your Practice Files
folder and open the Employees file.
8. Switch to the Info sheet if necessary.
When working with lists (especially longer ones) it is usually also a good idea to
freeze the worksheet window so the field headings always remain visible when you
move through the rest of the worksheet. The freeze panes command has got a
number of options, explained below.
 Freeze panes: Freezes columns above, and rows on the left of the currently
selected cell.
 Freeze Top Row: Freezes the top row only, regardless of the currently selected
cell.
 Freeze First Column: Freezes the first column only, regardless of the currently
selected cell.
Let us exercise freezing panes:
9. Select row 6 and on the View tab → Window group, click Freeze
panes and from the menu choose Freeze Panes.
The heading row and all the rows above are frozen i.e. do not scroll when other
cells scroll.
Let us look at how to unfreeze panes:
10. On the View tab → Window group, click Freeze panes and from the
menu choose Unfreeze Panes.
The heading rows are released and scroll normally with the rest of the sheet.
Let us exercise freezing columns and rows at the same time. We need to freeze
row 5 and column A, then we need to select the row below row 5, that is row 6 and
the column on the right of column A; that is column B. the cell with the common
traits will be cell B6.
11. Select cell B6 and On the View tab → Window group, click Freeze
panes and from the menu choose Freeze Panes.
Rows from 1 to 5 are frozen together with column A.
12. Unfreeze panes using the same method mentioned above.
Table 4: Guidelines for Creating Lists
Guideline Why
Only have one list on a worksheet. Some list management features, such as
filtering, can be used on only one list at
a time.
Leave at least one blank column Excel can then more easily detect and
and one blank row between the list select the list when you sort, filter, or
and other data on the worksheet. insert automatic subtotals
Avoid putting blank rows and So that Microsoft Excel can more easily
columns in the list. detect and select the list.
Create column labels in the first Excel uses the labels to create reports
row of the list. and to find and organize data.
Design the list so that all rows This makes the list more meaningful and
have similar items in the same organized.
column
Try to break up information as This gives you more power to sort, filter
much as possible. and manipulate the list.
Do not use duplicate field names. Duplicate field names can cause
problems when entering and sorting
information.
Lesson 4.2: Filtering a List
Sometimes you may want to see only certain records in your lists. By filtering a
list, you display only the records that meet your criteria, and hide the records that
do not. For example, you could filter a client list to display only clients who live in
Alexandria. There are several ways to filter your lists. In this lesson, you will learn
the fastest and easiest way to filter a list with Excel AutoFilter feature.
1. If necessary, open the Info sheet in the Employees workbook, located in
your Practice Files folder.
2. Make sure the active cell is located inside the list and on the Data tab →
Sort & Filter group, click Filter.
List arrows appear to the right of each of the field names.
3. Click the City list arrow.

An AutoFilter list containing all the cities in the column appears beneath the
City field.
4. Deselect all cities except Alexandria.

Excel filters the list so that only records that contain Alexandria in the City field are
displayed, as shown in figure. Notice that the AutoFilter list arrow for the City field
changes its shape to , indicating it is filtering the worksheet. You can filter a list
by more than one field at a time.
5. Click the Mobile list arrow and deselect Blanks from the AutoFilter list.
Excel narrows the filter so that only those records that contain Alexandria
in the City field and the Mobile field is not blank are displayed.
Here is how to remove the current filter criteria and display all the records.
6. On the Data tab → Sort & Filter group, click Clear .
All the records are displayed.
You can also completely remove an AutoFilter.
7. On the Data tab → Sort & Filter group, click Filter to deselect it.
The AutoFilter is turned off, all the records are listed, and the AutoFilter
arrows disappear from the right of the field headings.
The following Table 5 describes those other confusing items that appear in a field
AutoFilter list.
Table 5: AutoFilter Options
Option Description
Sort A to Z Sorts the entries of the list in ascending order according to

this column
Sort Z to A Sorts the entries of the list in descending order according to
this column
Sort by Color Sorts the list entries according to the cell’s fill color
Clear Filter Stops filtering the list according to this column (Does not
from “ ” remove the filtering done according to other columns)
Filter by Color Filters the list entries according to the fill color of the cells of
this column
Text Filters Appears in list fields that contain text. Filters the list entries
according to defined relations (explained in the following
lesson)
Number Filters Appears in list fields that contain numbers. Filters the list
entries according to defined relations (explained in the
following lesson)
Lesson 4.3: Working with Number and Text Filters
In the previous lesson, you learned how to use the AutoFilter feature to filter
records by selecting a single value for one or more columns. When you need to
filter using more complicated criteria, you have to use a Text filter or a number
filter. Text filters exists in columns that contain text while Number filters exist in
columns that contain numbers.
Number and Text filters are more difficult to set up and create than ordinary
AutoFilters, but they are much more flexible and powerful. They can filter records
based on more than one value, such as clients in a list that live in Alexandria or
Cairo and can filter records based on ranges, such as clients with an income greater
than $40,000.
This lesson explains how to create and use a Text and Number filter. Let us start
with Number filters and explore the different available options. Let us start with
Top 10 option.
1. Switch to the Sales sheet. Make sure the active cell is located inside the
list.
2. On the Data tab → Sort & Filter group, click Filter.

3. Lists arrows appear to the right of each of the field names.
You can use AutoFilter to filter records with the highest (top) or lowest (bottom)
values in a list.
4. Click the Mod. Salary list arrow and point to Number filters and
then click Top 10….
The Top 10 AutoFilter dialog box appears, as shown below.
Select Items or
Show the Top or
Percent to display
Bottom values
Number of values to display
5. Replace the 10 in the middle box with a 5 and click OK.

The records for the clients with the highest five modified salaries are
displayed.
Now that you know which clients have the highest salaries, you can remove the
filter.
6. Click the Mod. Salary list arrow and select Clear Filter from “Mod.
Salary” from the AutoFilter list.
The filter is removed and all the records are displayed.
We will now practice using Custom filter.
Item list arrow and point to Text filters, and then select
1. Click the
Custom Filter.
The Text filter dialog box appears, as shown below.
2. Make sure equals appears in the Item list, then click the top comparison
list arrow (adjacent to the equals option) and select H.D.
In the next step, you will specify that you want to filter any records from M.B as
well.
3. Click the Or option, click the bottom Item list arrow and select equals,
click the bottom comparison list arrow and select M.B.
Compare your dialog box to the above figure. The text filter will now display records
in which the Item field equals H.D or M.B. This type of search criteria is called a
Logical Condition. You could also specify the logical condition criteria in a way so
that for instance, only records from M.B and those with incomes greater than $500
are filtered.
4. Click OK.
The dialog box closes, and only the records with H.D or M.B items are displayed.
Let us now remove the filter:
Item list arrow and from the list select Clear Filter From
5. Click the
“Item”.
The filter is removed.
NOTE: All commands in the Text filter menu work similarly and are explained in
Table 6.
Table 6: Text Filters
Filter Description Example

Equal Displays all entries with the exact Equal “K.B” will include
phrase  K.B
 K.b
But will not include
 KB
 K. B
 KB
Does Not Equal Display all entries except with the
exact phrase
Begins With Display all entries that start with a Begins with “?a” will
specific letter or number of letters include
 Wael
 Ramy
 May
Ends With Displays all entries that end with a
specific letter or number of letters
Contains Displays all entries that contain a Contains “ra” will
letter or any number of letters in return
any place in the word  Rahma
 Sara
 Ashraf
 Zahra
Does not Contain Displays all entries except those
that contain a specific letter or
number of letters
Number Filters are not that different from text filters, but let us experiment with
them.
1. Click the Unit Price list arrow and point to Number filters, and then
select Between.
The Custom AutoFilter dialog box appears as shown below.
Now we want items with Unit Price between 300 and 900 to appear. This means
that Unit Price should be Greater or equal to 300 AND Less than or equal to 900.
2. In the text box corresponding to is greater than or equal to, type 300
and in the text box corresponding to is less than or equal to, type 900.
3. Click OK.
The Items are filtered such that only items with Unit Price between 300
and 900 are displayed.
Unit Price list arrow and from the list select Clear Filter
4. Click the
From “Unit Price”.
NOTE: Equal, Does Not Equal, Greater Than, Greater than or Equal, Less than,
Less than or Equal To options initiate the Custom AutoFilter dialog box i.e. can
all perform the same functions.
NOTE: Text filters are much more flexible and powerful than ordinary AutoFilters,
but they have some limitations. For example, you cannot filter lists based on more
than two criteria (such as clients from Alexandria, Cairo, or Mansoura). For really
complicated filtering tasks, you will need to use an advanced filter, AutoFilter.
NOTE: All commands in the Number filter menu work similarly and are explained
in details in Table 7.
One more thing can help you with filtering your list and that is filtering by selection.
Let us see how this can be done. We will try to apply a filter such that only
employees selling Web cams appear.
1. Make cell D13 your active cell.
2. Right click and from the shortcut menu, point to filter and the choose
Filter by selected cell’s value.
Only employees selling Webcams will appear as shown below.
Now we will remove all filters all together.
3. On the Data tab → Sort & Filter group, click Filter.

Table 7: Number Filters
Filter Description
Equal Displays all entries with the exact value
Does Not Equal Display all entries except with value given.
Greater than Displays all entries more than a specific value
Greater than or equal to Displays all entries more than or equal to a specific value
Less than Displays all entries less than a specific value
Less than or equal to Displays all entries less than or equal to a specific value
Between Displays all entries between or equal to 2 specified values
Top 10 Displays the highest or lowest given number of values
Above average Displays all entries than contain a value above the
average of all values in the list
Below Average Displays all entries than contain a value above the
average of all values in the list
Lesson 4.4: Protecting a Worksheet
Sometimes you may want to prevent other users from changing some of the
contents in a worksheet. For example, you might want to allow users to enter
information in a particular cell range, without being able to alter the labels or
formulas in another cell range in the same worksheet. You can protect selected
cells so that their contents cannot be altered, while still allowing the contents of
other cells in the same worksheet to be changed.
In order for a cell to be locked for editing i.e. a user can only view it but not edit,
there are two steps. First the cell should be locked. Second the sheet must be
protected. By default, all cells are initially locked and therefore, once the sheet is
protected, you will not be able to edit any cells.
Let us see how this can be done.
1. Make sure that Employees file is still open and switch to Sales sheet.
Select All button, and on the Home tab → Cells group, click
2. Click the
Format.
Notice that the Lock Cell is depressed meaning that all the selected cells are locked.
3. On the Review tab → Changes group, click Protect sheet.

The Protect Sheet dialog box appears as shown below.
In the Protect sheet dialog box, you can set a password so that no one can
unprotect the sheet without providing the password. In this dialog box, in the Allow
all users of this worksheet to: list, you can specify exactly the actions you want
users to be able to perform on your protected sheet.
4. Click OK.
The Protection Sheet dialog box closes and you return to the worksheet.
5. Click cell A8 and press the <Delete> key.

When you try to delete or modify a locked cell, Excel displays a message informing
you that the cell is protected, as shown below.
Now that you experimented with protecting your entire sheet, let us try unlocking
some cells. First, the sheet should be unprotected, to be able to unlock cells.
6. On the Review tab → Changes group, click Unprotect sheet.
The sheet is unprotected and editable again.
7. Select the cell range E5:E24 and on the Home tab → Cells group, click
Format and from the menu deselect Lock Cells.
Now this range is not locked.
8. On the Home tab → Cells group, click Format and from the menu select
Protect sheet.
The Protect Sheet dialog box appears.
9. Click OK.
10. Click cell E8 and press the <Delete> key.
Since you unlocked this cell in a previous step, Excel lets you clear its
contents.
Now that you have an understanding of cell protection, you can unprotect the
worksheet.
11. On the Review tab → Changes group, click Unprotect sheet.

Excel unprotects the sheet. Now you can modify all of the cells in the worksheet,
whether they are locked or not.
12. Save your work.
Another way you can prevent unauthorized users from viewing or modifying
restricted or confidential areas of your workbooks is to hide them. You can hide
rows, columns, and entire worksheets. To prevent others from displaying hidden
rows or columns you can protect the workbook, as shown in Step 2.
Let us try hiding a column:
1. If necessary, open the workbook named Employees.
2. Select the Sales sheet tab.
3. Right-click Column F heading and select Hide from the shortcut menu.
The F column disappears from the worksheet. It is not deleted; it is merely hidden
from view. Notice how the column headings now go from E to G, skipping the F
column.
NOTE: If a worksheet is protected, you cannot hide or unhide columns or rows.
4. Select the E and G columns by clicking and dragging the pointer across the
column headings.
5. Once the column headings are selected, right-click either of the column
headings and select Unhide from the shortcut menu.
The F column reappears.
You can also hide and unhide other columns or rows in the same manner. Hiding a
sheet is a lot like hiding a column.
Other way to hide/unhide row/column:
 Home tab → Cells tab, click Format and point to Hide and
On the
Unhide.
6. Select the Info sheet tab and right click.
7. From the shortcut menu, choose Hide.

Excel hides the Info sheet.
Now let us unhide the sheet:
8. On any sheet tab, right click and choose Unhide.
9. In the Unhide dialog box, select Info, then save your work.
The Info sheet reappears.
NOTE: If you protect a sheet, you can still hide it. However, if you protect an entire
workbook, you cannot hide or unhide an individual worksheet.
Summary
Creating a List
 To Create a List in Excel: Enter the field names as column headers and
records as rows.
Freezing a Window
 To Freeze a Row: Select the row below the row to be frozen and then on the
View tab, Window group, click Freeze panes and from the menu
choose Freeze Panes.
 To Freeze a Column: Select the column on the right of the column to be frozen
and then on the View tab, Window group, click Freeze panes and from
the menu choose Freeze Panes.
Filtering a List
 To Filter a List with AutoFilter: Move the cell pointer anywhere within the
list and on the Data tab, Sort & Filter group, click Filter. From the table
header choose the criteria to filter the table according to.
 To Remove an AutoFilter: On the Data tab, Sort & Filter group, click
Filter.
Working with Number and Text filter
 To Use a Number Filter: On the Data tab, Sort & Filter group, click
Filter and then click on any of the list’s arrows (number field), point to
Number Filter and then select Custom Autofilter. In the dialog box,
choose the suitable criteria.
 To Use a Text Filter: On the Data tab, Sort & Filter group, click Filter
and then click on any of the list’s arrows (text field), point to Text Filter and
then select Custom Autofilter.
Protecting a Worksheet
 To Lock/Unlock Cells: On the Home tab, Cells group, click Format and
press/depress the Lock Cell button.
 To Protect/Unprotect a Sheet: On the Review tab, Changes group, click

Protect sheet/Unprotect sheet.
Hiding Columns, Rows, and Sheets
 To Hide a Column or Row: Right-click the column heading or the row heading.
Select Hide from the shortcut menu.
 To Hide a Sheet: Select the sheet’s tab and right click. From the shortcut
menu, choose Hide.
 To Unhide a Sheet: On any sheet’s tab, right click and choose Unhide. In the
Unhide dialog box, select the sheet to show.
Q UIZ
1. You can hide a column in a protected worksheet. (True or False?)
2. How can you view all the records in a filtered list without removing the
AutoFilter?
3. Which of the following is NOT true?

a. You can sort a list according to the cell fill color.
b. You can sort a list alphabetically.
c. You can filter a list according to the fill color.
d. You can specify up to 3 criteria in the custom AutoFilter textbox.
4. The Top 10 AutoFilter, can display the highest or lowest 10 items in a list. (True
or False?)
5. How can you prevent certain cells from being changed, moved, resized, or
deleted?
SECTION IV: MS OUTLOOK 2016
ICDLExtra – MS Office 2007 Part – ICT Dept. – Bibliotheca Alexandrina, 2008 79

CHAPTER V: QUICK STEPS TO USING E-MAIL
 Compose and send an e-mail message

 Work with the folder list
 Save an unfinished message to the Drafts folder
 Create and assign tasks
 Use Outlook Web Access (OWA)
Being part of a large organization, Outlook may be your most-frequently used

application. Microsoft Outlook is a messaging and personal information manager
(PIM). Outlook lets you send and receive email messages, schedule appointments,
and organize your contacts and addresses. It also reminds you of tasks you need
to complete.
Sending and receiving e-mail messages is the biggest reason why people use
Outlook. This chapter explains the necessary tools you need to know about e-mail,
how to compose, send, and receive e-mail messages, how to insert hyperlinks in
an e-mail, and how to save an email as a draft. You will even learn how Outlook
can help you find a misplaced e-mail message.
Lesson 5.1: Composing and Sending E-Mails

Let us first get you acquainted with your mail folders.
NOTE: According to Bibliotheca Alexandrina administrative regulations, Microsoft

Office Outlook SHOULD NOT be used for NON-OFFICIAL business.
1. Click the Mail button on the Navigation Pane.

The Mail folder appears as shown below.
In Mail Folders section, are two email folders by default; these are your server
folder and a personal folders. Any new e-mail arrives initially at your server mail
folder. You can move your personal or unimportant emails to your personal mail
folder, this way you will prevent your email from getting jammed. But this also has
a drawback, your mail server folder can be accessed from any PC using OWA but
your personal folder is saved on your PC and thus will not appear in OWA.
2. Make sure that you are in the Inbox server folder – click the Inbox button
in the Folder Pane if you are not.
The Inbox View appears.
We will start this chapter off with a quick review of the most basic e-mail task of
all, which is how to compose and send an e-mail message.
3. From Home Tab → New group → Click the New E-Mail

button.
An Untitled – Message form appears, ready for you to enter a new message.
First, you need to specify the recipient’s e-mail address in the To: field. There are
two ways of doing this:
 If you know the e-mail address, you can type it into the To: box.
 If you do not know the address, you can click the To… button and
select the address from your list of contacts.
In this exercise, we will send the same message to two people, using both methods.
First let us enter a name directly into the To: box…
4. Type your e-mail address into the To: box.
If you need to send a message to more than one person, simply place a
semi colon (;) then a space between the recipients’ e-mails.
Let us send this message to another person, this time using the address book to
address the message.
5. Click the To… button.

The Select Names dialog box appears.
6. Select your department from the Address Book list.
This will display the names and addresses in your department.
7. Click the name of your colleague in the Name list then click the To: button.
NOTE: If you need to send a message to more than one person, you can repeat
Step 6 to add the other recipients.
When you are finished, move on to the next step.
8. Click OK.
The Select Names dialog box closes, and the recipient(s) appear in the To:
field.
9. (Optional) To send a copy of a message to someone, click in the Cc: field
and/or the Bcc: field and Repeat Steps 3-7 to enter their e-mail addresses,
only click the Cc: or Bcc: button instead of the To: button.
NOTE:
 Cc: Cc is an abbreviation for carbon copy. If you add a recipient's name to this
box in a message, a copy of the message is sent to that recipient, and the
recipient's name is visible to other recipients of the message.
 Bcc: Bcc is an abbreviation for blind carbon copy. If you add a recipient's name
to this box in a message, a copy of the message is sent to that recipient, and
the recipient's name is not visible to other recipients of the message.
NOTE: Bcc: button does not appear by default. To make it appear, on the
Options tab, Show Fields group, click Show Bcc.
Next, you have to enter the subject of the message so your recipient(s) will know
what your message is about.
The subject will appear in the heading of the message in the recipient’s Inbox.
10. In the Subject text box, type Greetings from B3!
Now you can type your actual e-mail message.
11. Click the pointer in the body of the message, in the lower pane, and type
Hi everyone – just wanted you to know that my training
in B3 is going great so far!
Note that Outlook uses Word as its word processor and therefore all cut, copy,
paste, format commands can be used when editing your message.
12. When you are finished with the message, click the Send button.
The message is sent to the Outbox folder and once you are connected to
the network, they are sent and therefore moved to the Sent Items folder.
NOTE: If you have sent out a message that you would like to have a second chance
at sending, you can recall it.
1. Go to the Sent Items folder or other folder where your sent items are
stored.
2. Open the message.
3. Click the Actions option in the Actions group.

4. Select Recall This Message…
5. Choose whether to Delete unread copies of this

message or Delete unread copies and replace with a new
message.
6. Click OK.
NOTE: You can attach files to your email message. However, you have to note that
according to the BA, the maximum size for any email including attachments is 10
MB. Attaching large files when emailing is not recommended as it causes much
traffic on the network. Therefore, to share files with others, you may do either of
the following:
 If this information is to be announced to ALL staff, then do this through the

Bulletin Board.
 On the other hand, if this information to be shared with a group of
colleagues, then put on shared folders as explained previously.
Lesson 5.2: Inserting a Hyperlink
Sometimes when you open an e-mail message, you may see one or more
hyperlinks which are blue, underlined text with the name of a web page, such as
www.google.com . If you want to look at that page, all you have to do is click the
text and your Web browser pops up with the web page you clicked.
So how do you add a hyperlink to your own e-mail messages? Just type the
hyperlink address anywhere in your message; Outlook is smart enough to recognize
the address and formats it accordingly.
1. Click the New E-Mail button on the Ribbon.

First, we will compose an e-mail message to ourselves.
2. Create the following e-mail message:
TO: (Enter your own e-mail address here)
Subject: New BA Intranet
Body: Good morning. Go ahead andcheck out the new BA
Intranet. Point to http://inet.bibalex.org
Outlook recognizes hyperlinks using “http://” or “www” so any phrase that starts
with any of these expressions will be recognized as a hyperlink.
There is another type of hyperlinks and that is email hyperlinks. Email hyperlinks
are created once you type an email address in your email. Once the hyperlink is
clicked, a new email message is composed with the email address in the To field.
3. In the body of your message, add the following text:

For further inquiries about the intranet, contact:
ICTtrainers@bibalex.org.
Note how the email changed to a hyperlink.
4. Send the e-mail by clicking the Send button and then check your Inbox.
You should receive the message you just sent to yourself.
5. Double click the New BA Intranet message to open it.
If you want to see the page behind a hyperlink, simply click the hyperlink.
6. Click the http://inet.bibalex.org hyperlink.

If everything on your computer is setup correctly, your Web browser should
open the BA Intranet.
7. Close your Web browser.
Let us try the email hyperlink.
8. Click the email address.

A new message is composed with the address in the To field.
9. Close the email message.
NOTE: To insert any other hyperlink (such as a file path on the server), include its
path between two triangle brackets < > then press the space bar, the address
changes to be a hyperlink.
Lesson 5.3: Saving Unfinished Messages (Drafts)
If you get interrupted while composing an e-mail message, all is not lost. You can
save the unfinished e-mail message and return to it later. Unfinished messages are
saved in the Drafts folder and are not sent. In this lesson, you will learn how to
save an unfinished message and then return to it later.
First, we will compose another e-mail message to ourselves.
1. Click the New E-Mail button.

2. Create the following e-mail message:
To: (Enter your own e-mail address here)
Subject: Temporary Power Shutdown
Body: Dear All, There will be a temporary power shutdown
tomorrow at 3:00 p.m. that will last for
Now your boss suddenly calls on you and you must leave right away. Better save
this e-mail message so that you can finish it later. Here is how to save an unfinished
message.
3. Click the Save button on the Quick Access Toolbar.

Outlook saves the unfinished e-mail message in the Drafts folder.
Other ways to save a draft:
 Simply close the new message window and click Yes when prompted to
save your changes.
 Press <Ctrl> + <S>.
Let us get back to that unfinished message.
4. Click the Drafts folder in the All Mail Folders area of the
Navigation Pane.
Outlook displays the contents of the Drafts folder.
5. Double-click the Temporary Power Shutdown message.

The message appears in its own window.
10 minutes. You are kindly
6. Click after the word “for” and type
requested to shut down your PCs by 2:45 p.m. max.
Now you can send the message.
7. Send the e-mail by clicking the Send button.

NOTE: Outlook can automatically save your unsent messages to the drafts folder
every few minutes. You can set this option through clicking File tab → Options
→ Mail → Save messages section. The option is set by default at 3 minutes.
Lesson 5.4: Quick Steps and Ignore Conversation Buttons
A very interesting feature in Outlook 2016 is the Quick Steps, this feature allows
users to perform several actions quickly and easily. For example you can send a
report you received to a manager, create a list of users that you can quickly email
to, forward it to someone else, send a meeting reply, move it to another folder and
so on.
Another feature which is nice but it can be pretty dangerous. This option called
Ignore. This feature can be used when you apply it on a particular mail conversation
will automatically start moving it to deleted folder.
This lesson will show you how to use these new features and how to customize the
Quick Steps.
How to use Quick Steps
You need to send an e-mail to your boss inform him that you need to take a
vacation. Here are the steps to perform this action:
1. Home tab → Quick Steps group → Select To Manager icon from the
box.
The First Time Setup dialog box appears as shown below.
NOTE: This dialog box appears only the first time you use a certain quick step
button.
2. In the Actions section, click on Options button.

3. Select New Message from Action list box, and then from To… button
choose your boss address.
4. Click Save.
OK — you are ready to send a new message to your boss.
5. Click on the To Manager icon.

An Untitled Message form appears, ready for you to enter a new message
to your boss.
Next, you need to customize your Quick Steps window such as changing order and
adding new quick step.
To customize the Quick Steps:
6. Click on the down arrow key in the Quick steps window and select
Manage Quick Steps.
Click Edit to
modify
Click arrows
to re-arrange
7. Click on Custom from New button menu

Edit Quick Step dialog box appear.
8. In the Name box type Forward Messages to Manager.
9. From Action section, select Forward, then from To… button select your
manager address.
10. Click Finish
Ignore Conversation: You can use Ignore Conversation to delete any messages
you have received in a conversation, and delete any future messages sent to that
conversation.
1. Select message from your Inbox folder.
2. Home tab → Delete group → Ignore.

The Ignore Conversation dialog box appears.
3. Click on Ignore Conversation button to confirm.
All future messages regarding the ignored conversation will be placed in the
Deleted Items folder.
To stop ignoring a conversation:
1. Open Deleted Items folder.
2. Find the conversation that you ignored in the Deleted Items folder and click
to select it.
3. Home tab → Delete group → Ignore
Stop Ignoring Conversation dialog box appear.
4. Click on Stop Ignore Conversation button to confirm.

This will stop the deletion of new items that arrive for this conversation and
move all the items for this conversation from the Deleted Items folder to
the Inbox.
Lesson 5.5: Using Outlook Web Access (OWA)
Microsoft Exchange Server is used at BA to manage everyone’s e-mail accounts.
You do not have to know much about Microsoft Exchange (leave that headache to
your network administrators!) other than it has one incredibly useful feature:
Outlook Web Access (OWA).
Outlook Web Access lets you send and receive e-mail when you are away from the
office by using a simple Web browser. In other words, if you have access to the
Internet, you can still send and receive e-mail messages using your Outlook
account. If you have ever used Hotmail or any other free e-mail service you
probably already have a good idea of how Outlook Web Access works. Here is how
to use Outlook Web Access:
1. Open any web browser and type http://mail.bibalex.org.

The following web page appears.
2. Type your username and password in the corresponding text boxes, then
click the Sign in button.
Your Outlook Web Access opens as in figure below.
Table 8 shows the new Outlook Web Access features:
Table 8: Outlook Web Access Features
Button Description
To create a new message, appointment, task,

contact, etc.
New
To delete an item.
Delete
To move or copy an item to somewhere else.

Move
To filter mail to display only unread messages,

important messages or messages with
Filter attachments,...etc.
To group messages with the same subject together

To hide or view the reading pane.
View
To reply to the sender of an incoming message.

Reply
To reply to all people who received this message.

Reply to All
Button Description
To forward an incoming message to one or more

person(s).
Forward
Checks for any new incoming items.

Check for New Messages
To search for a message, contact, appointment,

Search event or task.
Displays the contacts in your Global and Contact

Address Book lists.
One sign out after accessing his/her account,

especially if using a public computer. This is for
Sign out security purposes.
Contains your Inbox, Outbox
Enables you to view and schedule appointments,

events, and meetings.
Used to keep track of addresses, numbers, and e-

mail addresses.
Used to organize to-do lists by priority.
To collect, organize, and share information with

other people in your workgroup or organization. You
can also use them to store items, such as calendars
and contacts, which are shared by two or more
people.
The Documents folder contains a list of folders that

you can access for reading by using Outlook Web
Access. You can add folders to the Documents folder
from a Windows file share or from document libraries
in Microsoft Windows SharePoint Services.
To customize program features, functionality, and

appearance.
Outlook Web App has some features to customize your Outlook Web App look and
make it easier for you to find specific messages, access individual folders, and use
your mailbox.
 Select a Theme: If you don't like the default Outlook Web App theme, you can
choose a different one by clicking the Options button then

selecting one of many new themes.
 Conversation View: By default, Outlook Web App uses Conversation view in
all e-mail folders whenever the Reading Pane is turned on. Conversation view
displays every message in a conversation in a single view.
To turn
conversation view off, Click View menu  Uncheck Use
Conversations.
To reply or forward a messages in conversation view, click the message. It becomes
highlighted, then click Reply , Reply All , or Forward in the

reading pane.
Other ways to work with messages in conversation view:
 Click the Actions button in the reading pane of the message, a list of
things you can do with that message is displayed as in figure below. Select
the appropriate command.
 Right-Click the message from the list view a list of things you can do with
that message is displayed as in figure below. Select the appropriate
command.
 Ignore Conversation: You can use Ignore Conversation
to delete any messages you have received in a conversation, and delete any
future messages sent to that conversation.
NOTE: Ignoring a conversation will not remove messages from your Sent Items
folder.
To ignore a conversation:
1. Select the conversation you want to ignore in the List View by clicking it.
2. Click the down arrow next to Delete and click Ignore Conversation
.
Other ways to ignore conversation:
 Right-click the
conversation in the List View and click Ignore
Conversation.
 Click Actions buttons and click Ignore Conversation.
The following dialog box will appear to confirm that you want to ignore the
conversation.
3. Click OK.
To cancel ignoring a conversation:
1. Open Deleted Items folder.

2. Find the conversation that you ignored in the Deleted Items folder and click
to select it.
3. Click the down arrow next to and click .
The following dialog box will appear to confirm that you want to cancel ignoring the
conversation.
4. Click OK.
Changing your password through OWA
1. Click Options button on the top-right corner of your window.

The following menu appears.
2. Click Change Your Password… link.
The main window becomes as shown below.
3. In the Current Password, type your current password.

4. In the New Password and Confirm New Password textboxes, type your
new password.
5. Press the Save button .

The following window should appear.
6. Click OK to re-login with your new password.
Summary
Composing and Sending E-mails
 To Compose a Message
– Click the Inbox folder in the Navigation Pane
– Click the New E-mail button on the Ribbon.
– Type the recipient’s address in the To: field or click the To button, click
the name of the recipient in the Name list, and then click the To button.
– Enter the message’s subject in the Subject text box.
– Type your message and then click Send.
Inserting Hyper Link
 To Insert a Hyperlink in an E-mail Message: Type the hyperlink address

anywhere in the message, using the correct format (i.e. www.bibalex.org or
ICTtrainers@bibalex.org) or between triangle brackets <>.
Saving Unfinished Messages (Drafts)
 To Save a Draft: Click the Save button on the toolbar or press <Ctrl>
+ <S>. You can also save a draft by simply closing the new message
window and clicking Yes when prompted to save your changes.
 To View the Drafts Folder: Click the Draft folder in the All Mail Folders
area of the Navigation Pane.
Using Quick Steps
 To use quick steps: Home tab → Quick Steps group → Select To

Manager Icon from the box. In the Actions section, click on Options
button. Select New Message from Action list box, and then from To…
button choose your boss address. Click Save.
Ignore Conversation:
 To Ignore Conversation: Select message from your Inbox folder. Home

tab → Delete group → Ignore. Click on Ignore Conversation
button to confirm
 To Cancel Ignoring Conversation: Open Deleted Items folder. Find the
conversation that you ignored in the Deleted Items folder and click to select
Home tab → Delete group → Ignore. Click on Stop Ignore
it.
Conversation button to confirm
Using Outlook Web Access (OWA)
 To Use Outlook Web Access: Open any Web browser and type the URL
(http://mail.bibalex.org). Enter your User name and
Password and then click OK.
 To Select a Theme: Click Options button and select one of many new
themes.
 To turn conversation view on/off: Click View menucheck/uncheck
Use Conversations.
 To reply to messages in conversation view: Right-Click the message
from the list view and then click Reply.
 To ignore conversation: Right-click the conversation in the List View and
click Ignore Conversation.
 To cancel ignoring a conversation: Right-click the conversation in the
List View and click Cancel Ignore Conversation.
 To Change your Password using OWA: Click Options in the navigation
pane and on the right Change Password. In the Domain text box, type
Bibalex and fill in the rest of the fields with your information and then
click OK.
Q UIZ
1. To reply to a message, click the Forward button on the Message tab. (True
or False?)
2. To insert a hyperlink to a web page in an e-mail message, simply type the

URL using the correct format. (e.g. www.microsoft.com) (True or False?)
3. How can you send and receive e-mail while you are away from your office?
CHAPTER VI: ORGANIZING AND FINDING INFORMATION
 Work with Outlook Data Files

 Use the Folder list to organize information
 Search for information using Find and Advanced Find
 Flag Outlook items
 Compact and Sort your Outlook data
When you work at your desk for a while, your papers and files can tend to pile up
and become messy. The same phenomenon occurs after you have worked with
Outlook for a while — your emails, tasks, and appointments start becoming
disorganized and harder and harder to find.
In this chapter, you will learn how to take control and organize your Outlook
information. You will learn more about the Folder List and how you can use it to
help you manage your data. You will learn how to categorize, group, and flag
Outlook items to make them easier to find and work with.
Lesson 6.1: Working with Outlook Data Files

Microsoft Outlook is different from Microsoft Office applications in that you do not
need to open or create a new file in order to start using it. Although you may never
need to do it, Outlook can open and save files. Outlook files are called Outlook Data
Files, have a .PST extension, and can store any kind of Outlook items—e-mails,
appointments, contacts, and so on. If you want to get technical about it, Outlook
actually does open and save a file named OUTLOOK.PST each time you use it.
So why would you ever want to save or open an Outlook Data File? Here are a few
reasons:
 To provide for a store on your local PC to move your less important e-mails
from the e-mail server to your PC. The local store is already created on your
computer by the administrator. You can find it under D:\User
Data\username\Mail\username.pst
NOTE: At the BA each user mail account has a size of 1GB residing on the
server. This size includes Inbox, Sent Items, and Deleted Folders. Over
time, this file might become very large. You might want to manage your
Outlook folders to reduce the amount of space they take up on server. And,
because files attached to messages can take up considerable space, you can
save the file and delete the message to save space. Or, you can move the
emails to your Personal Folder File.
 To back up your Outlook information (actually there is an archive command
that actually does backup your Outlook information to an external Personal
Folder File — more on that later…)
 To exchange or transfer information. For example, you could save your
Outlook contact list on your office computer to a Personal Folder File and
then transfer it to your home computer.
 To provide a set of canned examples for an Outlook class or tutorial.
Lesson 6.2: Using Folders to Organize Information
A filing cabinet organizes information into related folders; similarly, Outlook stores
its various items in their own separate folders. Most probably, you are already used
to folders in Windows 10, which are used to organize your files and programs. You
can copy, move, and delete files to and from the folders on your hard drive. Outlook
has its own set of folders for storing the items you create in various modules:
appointments, contacts, e-mail messages, and so on.
Each module stores its information in its own folder, which you can view in the
Folders List. Just like the folders in a filing cabinet or in Windows, sometimes you
may find that one of your Outlook folders is getting too big to manage and you will
need to organize and move its information into several new folders or subfolders.
For example, you could create a “Personal” folder to store your personal e-mails.
Creating a Folder:
Outlook normally saves all your incoming e-mail messages in the Inbox (server)
folder, but sooner or later you may need to expand your horizons and create your
own folders to help you better organize your e-mail messages and other Outlook
items. This lesson will show you how to create a new folder to hold and organize
your e-mail messages.
1. Display the folder list by clicking the Folder list button on the
navigation pane.
2. Open Folder tab → New group → New folder

The Create New Folder dialog box appears, as shown below.
You have to specify three things:
– The name of the new folder
– The type of item you want to keep in the new folder
– Where you want to place the new folder.
3. Click in the Name box and type Picnic.
Next, we need to specify what we want to keep in the new folder.
4. Ensure Mail and Post Items appears in the Folder contains list.
Finally, you need to specify where you want to keep the new folder. In this lesson,
you place the new Picnic folder in the Practice folder Inbox folder.
5. Click the Inbox folder.

OK — you are ready to create your new Picnic folder.
6. Click OK.
Outlook creates the new Picnic folder under the Inbox folder.
Renaming a Folder:
Right-click the folder, select Rename from the shortcut menu, and enter the new
name.
Copying a Folder:
You can copy a folder and its contents by holding down the <Ctrl> key as you
drag the folder. Another popular way of copying folders is to use the menu.
1. Right-click the folder, select Copy Folder from the shortcut menu
The Copy Folder dialog box appears, as shown below.
2. All you have to do here is specify where you want to copy the folder and the
click OK.
Moving a Folder:
You can copy a folder and its contents by clicking and dragging the folder to the
desired location. On the other hand, you can Right-click the folder, select Move
Folder from the shortcut menu same as copying a folder.
Deleting a Folder:
Select the folder you want to delete, press <Delete>, and click Yes to confirm
the deletion.
Outlook places any deleted files or folders in the Deleted Items folder in case you
change your mind later on and decide you want to restore the folder.
Other way to delete a folder:
 Click the folder to select it, and then select Delete Folder from the
Folder tab → Actions group.
NOTE: Deleting a folder can be dangerous. Before you delete a folder, make sure
it does not contain any important information. If you do not know what the contents
of a folder are, you should not delete it.
Lesson 6.3: Using Instant Search and Advanced Find Features
Most of the time, you will be able to find what you are looking for using the Find
feature quick search of the current folder. However, you may sometimes need to
perform an advanced search, which lets you find items using a variety of options.
For example, say you are required to retrieve all information pertaining to the last
calligraphy conference you have been organizing. You could perform an advanced
search to find all Outlook items — e-mails, appointments, tasks, and so on — that
contain the word “calligraphy”.
Let’s begin with instant search as it is a simple feature that enables you to
manipulate search results with single click without catching-up into complex
procedure to search items.
1. Select Inbox folder.

2. In the Instant search box type ICDL.
You will see all the search results which include specified search keyword
with a highlighting at the keyword.
You will also see a new tab on the ribbon called Search Tools. It provides
various options to filter-down the search results.
Now, you want to search with attachments in your Inbox folder
3. Search Tool tab → Refine group → Click Has Attachment button

Search results show all items which contain attachments.
Another exercise, you can search with more than one criteria at the same
time.
4. From Search Tool tab → Refine group → click From button.

5. Between two brackets type Basma.
6. Repeat step 4, but this time select Body from More menu.
7. In the Body box type ICDL.
Search results show all items which received from Basma and contain the
word ICDL in the message body.
NOTE: You can view all your previous search keywords from Search Tool Tab
→ Option group → Recent Search menu.
Advanced Find is more difficult to use than Find, but it does have its advantages,
some of which are:
 Advanced Find can search through all of Outlook folders at once. For example,
Advanced Find could retrieve any appointments, e-mails, and tasks that contain
the word “meeting.”
 Advanced Find can search for items based on their category, flag type, or
importance level.
 Advanced Find can look for a word or phrase in any field, not just the most
common fields, as the Find feature does.
Here is how to perform an advanced search.
1. Click in the Instant Search box.

The Search Tools tab is created.
2. The Search Tools tab, go to Option group → Search Tools then click
on Advanced find from the menu
The Advanced Find dialog box appears as shown below.
Select the Enter the word or

item type you phrase you want
want to find. to find
Specify the field(s)

Displays lists you want to
of e-mail search. The more
names you can fields you specify,
choose from the longer the
search will take
You can use the Advanced Find dialog box to search all your Outlook folders for
a word or phrase. You can also search for e-mail messages to and/or from a
particular recipient, read or unread e-mail messages, and many, many more
criterions.
Notice the Advanced Find dialog box has several tabs, here is what each one does:
 Message: Lets you search for a word or phrase, lets you specify which fields
to search, and lets you specify who the message(s) might have come from
or been sent to.
 More Choices: Lets you specify the category of the item(s) you want to
find. You can also specify to find only read or unread messages, items with
or without attachments, or items whose importance is high, normal, or low.
 Advanced: Lets you find items by specifying advanced search criteria, such
as specific fields to search.
OK—let us look for something!
1. Click the Look For arrow and select Any type of Outlook item.
This will search all Outlook items for the text you specify.
2. Click in the Search for word(s) box and type picnic.

Let us start our search.
3. Click the Find Now button.

Outlook searches through the Inbox for messages that contain the word
“picnic” and displays the results at the bottom of the Advanced Find dialog
box.
4. Close the Advanced Find dialog box.
Other way to perform an advanced find:
 Press <Ctrl> + <Shift> + <F>.

Advanced Find can also search for items by their importance level, category,
flagged status, and more. In fact, there are so many Advanced Find options that
you could write a short book about all of them. The purpose of this lesson is not to
go over each and every Advanced Find option, but to give you an introduction to
Advanced Find. Most of the Advanced Find options are pretty much self-
explanatory, and you will not need a reference guide in order to use them.
Lesson 6.4: Flagging Items
Flagging is an easy way to remind yourself to follow up on an important e-mail
message, contact, or task. When you flag an item, a small icon appears by the
item. You can select one of six color-coded flags and add a reminder date, so that
Outlook reminds you to follow-up with an item when the specified date arrives.
Flags are also very useful when used with Outlook various views. For example, you
can filter out only those e-mail messages, contacts, or tasks that are flagged.
1. Open the Folder List.

You want to view the messages in the Inbox folder of the Practice folder — not
Outlook normal Inbox.
2. Click the Inbox folder located under the Practice folder.

The contents of the Inbox folder appear.
Whether you are working with a message, task, or contact, the procedure for
flagging items is the same. Here it is…
3. Click the Flag area of any unflagged message to flag it.

A red flag appears next to the message. This default flag will generate a To-
Do item of due date, today.
You can also select from 1 of 5 different flags as shown below by right-clicking the
Flag area of any message. Microsoft has made it much easier to follow-up with
flagged items. Simply click the For Follow Up folder to display all your flagged
messages.
4. Click the For Follow Up folder in the Navigation Pane under the
Search Folders .
Outlook displays all the messages you have flagged for follow-up, You can
also view all flagged items in the To-Do Bar.
Once you have completed a flagged item, simply click the Flag area of the flagged
message to indicate it is complete.
5. Click the Flag area of any flagged message to mark it as complete.

You can also clear a flagged message, add a reminder to it, or change its color-
coding. Simply right-click the Flag area of any message and select the desired
option.
You can add a reminder with a due date as follows.
6. Right-click the Flag area of a message and select Add Reminder

from the shortcut menu.
The Flag for Follow Up dialog box appears, as shown below.
Here you can specify the reason you are flagging the message and add an optional
reminder.
7. Click the Flag to list arrow.

As you can see, you can choose from many different categories. We will use the
standard Follow Up description for now.
8. Click the Due Date arrow and select the date of your choice from the
drop-down calendar.
That is all there is to flagging an Outlook item.
9. Click OK.
Other way to add a reminder:
 Select the flagged message → Home tab → Tags group → Add a

Reminder from Follow up menu.
When you have followed up on a flag, you can either clear it or mark it as complete.
Simply right-click the item, select Follow Up from the shortcut menu, and click the
Clear Flag or select the Flag Completion.
Lesson 6.5: Sorting Information

You may want to find an item, such as a message that is buried deep inside some
folder. You can quickly sort information in any folder by clicking any of the folder
column headings.
For example, clicking the “Received” heading in the Inbox sorts your message list
by when the messages were received.
1. Right-clicking the inbox sorting column header, as shown below.
1. Select the Subject option from the menu.
The messages are sorted by their subject.
Other way to sort the content of your inbox:
 View tab →Arrangement group → select any field from arrangement

window.
NOTE:
 You can also sort a view by multiple fields by selecting View tab → Current
View group → View Settings → click the Sort button and specify the fields
you want to use to sort the View.
 After sorting your inbox folder, you may need to reverse your sort from
ascending to descending or vice versa. This could be done through the View
tab → Arrangement group → Reverse Sort.
Summary
Working with Outlook Data Files
 To Open an Outlook Data File: Select File Tab → Open → Open

Outlook Data File (.pst). Browse to and open the .PST file.
 To Close an Outlook Data File: Open the Folder List by clicking the Folder
List button in the Navigation Pane. Right-click the Outlook Data file you want
to close and select Close from the shortcut menu.
Organizing Information using Folders
 To Create a New Folder: Open Folder tab → New group → New

folder
Specify the folder’s name, type, and location.
 To Rename a Folder: Right-click the folder, select Rename from the

shortcut menu, and enter the new name.
 To Delete a Folder: Select the folder you want to delete, press
<Delete>, and click Yes to confirm the deletion.
 To Move a Folder: Click and drag the folder to the desired location.
Finding Information
 To Search for Information: Click the button whose folder you want to
search in the Navigation Pane. Click in the Instant Search box, the
Search Tools tab is created → Option group → Search Tools then
click on Advanced find from the menu. Enter the text you want to
search for in the Search for the word(s). Fill in the other search criteria
and then click Find Now.
Flagging Items
 To Flag an Item for Follow Up: Click the Flag area of the message or
right-click the Flag area of the message and select the desired flag from
the shortcut menu.
 To Mark a Flagged Message as Complete: Click the Flag area of any

flagged message.
 To Clear a Flag: Right-click the Flag area of the message and select
Clear Flag from the shortcut menu.
 To View all Flagged Messages: Click the For Follow Up folder in
the Navigation Pane.
Sorting Information
 To Sort a View: Right click any column header, and then from the shortcut
menu select the criteria to sort according to Or from View tab →
Arrangement group → choose any criteria you need to sort your
messages with.
Q UIZ
1. By default, Outlook saves its information in which type of file?
a. ASCII files (.txt)
b. Personal Folder files (.pst)
c. Microsoft Access Database files (.mdb)
d. Outlook Data files (.out)
2. What command could you use to search all Outlook items (e-mails,
appointments, tasks, etc.) for the phrase “money laundering”?
a. Find
b. Advanced Find
c. You cannot — Outlook can only search the current folder
d. Search Folders
3. Pressing the <Ctrl> key as you click multiple items lets you select several
consecutive items. (True or False?)
4. A icon indicates the message is marked as urgent. (True or False?)
CHAPTER VII: WORKING WITH TASKS
 Schedule and reschedule a task

 Assign task to another user
 Working with TO-DO list and To-Do Bar
Lesson 7.1: Using the Tasks List

Tasks are an unavoidable part of work. Writing down your tasks on a to-do list or
task list makes them easier to remember and manage. To help you organize your
tasks, Outlook comes with the Tasks list, as shown below.
You can add

new tasks to
the Tasks List
by simple
typing them
here
Click a task
box checkbox
when you
have
completed the
task
Notice the following:

 Overdue tasks appear in red.
 Completed tasks are crossed out.
As with most other Outlook items, you can make your tasks as simple or as detailed
according to your needs. Here are a few more things to know about Outlook tasks
list:
 You can assign priorities to your tasks. For example, you could give a “Try
to find manager’s airline tickets” task a higher priority than a “Organize
desktop” task.
 You can assign start dates to your tasks for when they should appear as
reminders in the Tasks list and due dates for when the task must be
completed. For example, a “Draft monthly report” task might have a start
date of January 25, 2010 and a due date of January 31, 2010. After the due
date, the task will be an overdue task.
 Tasks can be recurring. For example, you could create a “Weekly Lectures”
task that appears in the Tasks list every Tuesday.
 Perhaps most satisfying of all, tasks in the Tasks list can be completed, or
crossed off, when you have finished them.
In this lesson, you will learn how to use Outlook Tasks list to manage your job
tasks.
1. Switch to the Tasks list by clicking the Tasks button on the

Navigation Pane and in the My tasks list click Tasks.
Outlook switches to the Tasks list.
Although you can create a new task by clicking the New Task button, it is usually
easier to create a task by entering it directly in the Task View.
Click here to add a new Task box and type Prepare

2. Click in the
for Tuesday’s Seminar.
Other ways to add a new task:
 Click the Tasks button in the navigation pane then click the New Task
button on the Ribbon.
 Press <Ctrl> + <Shift> + <K>.
 Home tab → New group → New item, and then click on Task from
the menu.
You can also specify a due date for the task.
3. Click in the Due Date box to the right of the new task, click the arrow,
and select a future date from the drop-down calendar.
You can edit a task directly from the Task View or by double-clicking the task and
editing it in the Task dialog box.
4. Double-click the Prepare for Tuesday’s Seminar task.

The task appears in the Task dialog box, as shown below.
The Task dialog box lets you specify additional information about the task, such as
the task priority or the percentage of the task that is finished.
5. Click the Priority arrow and select High.
That is enough change for now.
6. Click the Save and Close button on the Task tab → Actions group.
Outlook saves the task and closes the Task dialog box.
As you complete tasks, you will want to mark them as complete without deleting
them from the Tasks folder to keep a record of what you have accomplished.
Here is how to mark a task as complete:
7. Check the empty checkbox to the left of the Prepare for Tuesday’s
Seminar task.
A  appears in the checkbox and a line appears through the task to indicate
that it is complete.
Other ways to complete a task:
 Double-click the task and click the Mark Complete button on the Task
tab, Manage Task group in the Task dialog box.
 Right click the task and choose Mark Complete from the short cut
menu.
Eventually, you will want to delete some of your completed tasks. The procedure
for deleting a task is no different than deleting any other Outlook item.
8. Click the Prepare for Tuesday’s Seminar task, and then delete the
task by pressing the <Delete> key.
Outlook deletes the task from the Tasks list and puts it in the Deleted Items
folder.
The following Table 9 describes the fields you will see in the Task dialog box.
Table 9: Fields in the Task Dialog Box
Field Description
Due Date Specifies the due date when the task must be completed
Start Date Specifies the date when the task will appear in the Tasks list as
a reminder
Status Specifies the status of the task, Not Started, In Progress,
Completed, Waiting on someone else, or Deferred
Priority Specifies the importance level of the task, High, Normal, or Low
% Complete Specifies the percentage of the task that is finished
Reminder Displays a reminder for the item

Owner Specifies the name of the person who created the task. If the
task is sent to another person, that person becomes the owner
of the task
Lesson 7.2: Assigning Tasks to Another User

The folks at Microsoft realize that there is no sense putting off until tomorrow what
you can assign to someone else to do today. That is why Outlook lets you assign
tasks to a coworker and keep track of that person progress on the task. In this
lesson, you will learn how to assign a task to another Outlook user.
1. Click the Tasks button in the Navigation Pane.

Outlook switches to Tasks view, as shown below.
First, we need to create a task and then assign it to someone else.
Click here to add a new Task box and type Update

2. Click in the
Monthly Report and press <Enter>.
If this task sounds too big for you to handle! Better assign it to someone else…
3. Right-click the Update Monthly Report task and select Assign Task
from the shortcut menu, as shown above.
The Update Monthly Report appears in its own window, as shown below.
Other way to assign a task:
 Open the task and on the Task tab → Manage Task group, click
Assign Task .
All you have to do is enter the name of the person to whom you want to assign the
task in the To: box, the same way you would address an e-mail message.
4. Type the e-mail address of the person to whom you want to assign the task
in the To: box.
Alternatively, you can click the To: button and select the person name from the
Address Book.
Enter the name of

the person to whom
you want to assign
the task, just as you
would address an e-
mail message.
There are several additional options that you should be aware of when assigning a
task:
 Status: Specifies the status that applies to the task. The status appears
when you send a status report. The Status list options are Not Started, In
Progress, Completed, Waiting on Someone Else, and Deferred.
 Keep an updated copy of this Task on my Task List: Creates a copy of

the task in your task list that is updated when the owner makes changes to
the task. This option is checked by default—and you should keep it that way.
 Send me a status report when this Task is complete: Specifies that a

message is sent to you verifying that the task is complete when the recipient
completes the task. This option is checked by default—and you should keep
it that way. You can also assign other options.
5. Specify any additional options for the task, such as a Due Date, Start Date,
and/or Priority.
OK—you are ready to assign the task.
6. Click the Send button on the toolbar.
The task recipient will receive a task request e-mail message. When they double-
click the message, they can either Accept or Decline the task by clicking
the appropriate button on the toolbar, and you will be notified of their decision.
NOTE: Once the task is assigned to someone else, the person the task assigned to
becomes the task owner.
Table 10: Task Status
Show Time As Description
Not Started The task has not been started yet. Selecting this option
resets the % Complete box to 0%
In Progress The task is being worked on. Use the % Complete box to
specify the percentage of the task that is finished
Completed The task is finished. Selecting this option sets the %
Complete box to 100%
Waiting on Create and read items and files, create subfolders and
Someone Else modify and delete items and files you create
Deferred The task has been assigned to another person
Lesson 7.3: To-Do List and To-Do Bar
In previous versions of Microsoft Office Outlook, keeping track of your action
items— tasks, appointments, and flagged e-mail messages—required switching
among views and keeping good track of your commitments. Microsoft Office
Outlook 2016 displays all your action items in a column along the right edge of the
Outlook window. The To-Do Bar is available in all Office Outlook 2016 views, so
you have access to the information whether you are working in the Calendar,
Tasks, Mail, or one of the other views.
A task is an item that you create in Outlook to track until its completion. A to-do
item is any Outlook item, such as a task, an e-mail message, or a contact, that has
been flagged for follow-up. By default, all tasks are flagged for follow-up when they
are created, even if they have no start date or due date. Therefore, whenever you
create a task, or flag an e-mail message or a contact, a to-do is created
automatically. This means that a to-do item is not necessarily a task but that any
task is necessarily a To-Do item. All your To-Do items are listed in the To-Do list.
To view your To-Do Bar, do the following:
The options are to turn the To-Do Bar Off (the default) or for it to display a
combination of Tasks, People and Calendar. The order in which you select these
options determines the order they appear in the To-Do Bar. For example, Task,
selected first, is at the top. The second item, People, appears below that and the
third, Calendar, appears at the bottom of the bar.
1. Click the View tab → Layout group → To-Do Bar → from the
dropdown list select which items should appear on the To-Do bar.
The To-Do Bar appears on the right side of the screen. Different areas of the To-
Do Bar are shown in figure below.
Date Navigator
Appointments
Task List
Favorites people
The To-Do List is included also in the Tasks work area; it can be viewed by doing
the following:
2. On the Navigation Pane, click the Tasks button → To-Do List.

The To-Do List appears as shown.
Summary
Using the Tasks List
 To View the Tasks list: Click the Tasks button in the Navigation Pane
and then click Tasks in the My Tasks menu.
 To Create a New Task (Directly in the Tasks list): Click the Click
here to add a new Task box and enter the task.
 To Create a New Task (Using the Task Form): Click the New Task
button or press <Ctrl> + <N>, enter the information about task, and
click the Save and Close button or press <Alt>+<S> when you are
finished.
 To Delete a Task: Select the task and click the <Delete> button on the
Task tab, Actions group or select the task and press the <Delete>
key.
Assigning Tasks to Another User
 To Assign a Task to Someone Else: Create a new Task, on the Task

tab, Manage Task group click Assign Task.. Press the To… button,
then choose the person to whom you are going to assign the task. Finally
press the Send button.
To-Do List and To-Do Bar
 The To-Do Bar is used to keep track of your action items— tasks,
appointments, and flagged e-mail messages
 To View the To-Do Bar: Click the View tab → Layout group → To-Do
Bar → check the Normal option from the menu, or you may alternatively
click the Expand To-Do Bar button at the right edge of the screen.
 A to-do item is any Outlook item that has been flagged for follow-up.
 To View the To-Do list: Click Tasks button on the Navigation Pane, →
To-Do List.
Q UIZ
1. A crossed out task is a(n)
a. Overdue task
b. Deleted task
c. Marked Complete task
d. Low priority task
2. A task creator is always the task owner. (True or False?)
3. All tasks are To-Do items. (True or False?)
4. All To-Do items can be marked complete even mail messages. (True or False?)
CHAPTER VIII: USING THE CALENDAR
 Schedule and reschedule an appointment

 Schedule all-day events
 Set an appointment reminder
 Copy an appointment
 Create a recurring appointment
 Switch between Calendar Views
The second most-used tool in Outlook after e-mail, the Calendar lets you keep track
of appointments, like a visit to the dentist, and events, like a friend’s birthday or a
holiday. It is amazingly simple to add or reschedule an appointment or event into
the Calendar. Once you have entered your schedule into the Calendar, you can
display it in Daily, Weekly, or Monthly View.
In this chapter, you will learn how to create and reschedule appointments and
events, how to add a reminder to your appointments so that you do not forget
about them, and how to view your schedule using the various Calendar Views. You
will also learn how to create a recurring appointment, such as a weekly staff
meeting.
Outlook Calendar is one of those tools that once you start using, will wonder how
you ever got along without it.
Outlook Calendar is great for keeping track of your appointments and events.
 An Appointment: is any activity you schedule that does not include other
people or resources. When you schedule an appointment, the Calendar
blocks off the specified time span, for example from 10:00 AM to 11:30 AM.
 An Event: is any appointment that lasts one or more 24-hour days, such
as a conference or vacation. Events are not displayed as blocked-out time
periods.
Lesson 8.1: Scheduling an Appointment
The day is already over?! All that precious time—where has it all gone? The current
version of Outlook Calendar cannot give you any extra time, but it can help you
manage the time you have so that you can (hopefully) spend your day more
productively.
Entering an Appointment:
 The quick way to enter an appointment is to view the Calendar in a display
that shows the hours of the day in a column. To enter your appointment,
just click the start time of your appointment, type a description, and specify
the duration of the appointment.
 The complete way to enter an appointment is by clicking the New
Appointment button from Home tab → New group , entering the information
about the appointment, and then clicking the Save and Close button when
you are finished. This method lets you add details about the meeting
location, notes about the agenda, and a reminder about the appointment, Display the
as shown below. reminder of the
appointment
Enter the
appointment
description
Enter the location

(optional)
Enter the appointment

start and end date and Make the appointment an
time event that lasts for one
day or more, such as a
vacation
In this lesson, you will learn how to schedule appointments using both methods.
1. Switch to the Calendar folder by clicking the Calendar button in the

Navigation Pane.
First, we will schedule an appointment using the quick and easy method—
something you need to be in either Day or Work Week View to do.
2. Click the Day View button .

The Calendar displays one day at a time, each hour in a row.
To change appointment duration, click
and drag the appointment bottom border
3. Click to the right of 9:00 AM and type Meeting with Supervisor.

By default, new appointments last 30 minutes. If your appointment is shorter or
longer, you must change the End Time. You can do this by selecting the
appointment and then clicking and dragging its bottom border.
4. With the “Meeting with supervisor”, still selected, click and drag the
appointment bottom border to 10:30 AM, as shown above.
Let us explore the more detailed method for creating an appointment.
5. Click the New Appointment button on the ribbon.

The Appointment window appears. This is where you add the what, where, and
when information about your appointment.
6. Click in the Subject box and type Unit Meeting.

That is the “what” part of the appointment. Now for the “where” part:
7. Click the Location box and type Meeting Room, F3.

Actually, entering the location of your appointment is optional. If you know your
appointment location, you can just leave the Location box blank.
8. Click the first Start time arrow (the date arrow).

A tiny drop-down calendar appears, as shown below. You can use this
calendar to select a date by clicking on the date that you want.
View the previous View the next month

month
Select the date
Go to today’s date
9. Click the calendar Advance Arrow ►.

The calendar advances one month.
Now let us select a date.
10. Select the third Sunday of the month.
The dropdown calendar disappears and the selected date appears in the
date field. The End Time has also changed to the selected date.
11. Click the second Start time arrow (the time arrow) and select 10:00
AM.
The start time is now set at 10:00 AM, and the end time automatically
adjusts to 10:30 AM.
This appointment lasts 2 hours, so we need to change the End Time.
12. Click the second End time arrow (the time arrow) and select 12:00
PM.
That is all the information we need for this particular appointment. Let us save it.
13. Click the Save and Close button on the Appointment tab, Actions
group.
Other ways to create a new appointment:
 Press <Ctrl> + <Shift> + <A>.

 From Day or Week View, double click (or right click then select New
Appointment from the shortcut menu), select the appointment date and
time and enter the appointment’s description.
Editing and Rescheduling Appointments
There are two ways to reschedule an appointment in Outlook:
Dragging and Dropping an Appointment:
1. Switch to Calendar View, if necessary.
2. Select the appointment.
3. Click and drag the appointment to the new date and time.
Then the second method for editing an appointment comes. Let us see how:
4. Make sure that you are in the Calendar folder – click the Calendar button
on the navigation pane if you are not.
Opening and Editing an Appointment:
1. Double-click the appointment you want to edit.
The appointment appears in an appointment form.
Rescheduling an appointment is not much different than creating a new
appointment—all you have to do is select the new Start and End times and dates.
2. Click the first Start time arrow (the time arrow), select the new time,
then the End time arrow, and select the new time.
Now all you have to do is save the rescheduled appointment.
3. Click the Save and Close button.
To Delete an Appointment:
Select the appointment you want to delete and then press <Delete> button from
the keyboard. The appointment vanishes from the calendar.
To Copy an Appointment:
You can copy any appointment by selecting the appointment you want to copy,
then holding down <Ctrl> as you click and drag the appointment to where you
want it copied.
NOTE: If your workdays are different from those displayed on the calendar, set
Outlook on your correct workweek. On the File tab, choose Options and then
click Calendar Options.
If an appointment repeats at regular intervals, such as a meeting that is held on
the first Tuesday of every month, you should create a single recurring appointment
instead of copying and creating several individual appointments. We will cover that
topic in another lesson.
Lesson 8.2: Working with Recurring Appointments
Some appointments are like your favorite television show; as soon as you are done
watching it, you can look forward to seeing it again next week. With Outlook, you
can easily enter a recurring appointment that appears at regular intervals: same
time, same place. For example, if you have a staff meeting that occurs at 10:00
AM the first Monday of each month, you only need to create one recurring
appointment instead of creating dozens of separate appointments.
1. Click the New Appointment button on the ribbon.

The Appointment form appears.
You already know the procedure for adding a new appointment.
2. Schedule an appointment using the following information:
Subject: Staff Meeting
Start Time: 9:30 AM on Tuesday of the current week
End Time: 11:00 AM on Tuesday of the current week
This staff meeting is held at 9:00 AM every Tuesday, so it makes sense to make it
into a recurring appointment. Here is how:
3. Click the Recurrence button on the Appointment tab, Options

group.
The Appointment Recurrence dialog box appears, as shown below.
The Appointment Recurrence dialog box is where you tell Outlook when and how
often the appointment recurs. You have several choices here:
 Daily: Appointments that recur every day or specific number of days.
 Weekly: Appointments that recur on the same day(s) of the week or
specific number of weeks, such as a staff meeting that occurs every Friday
or a payday which occurs every other Thursday.
 Monthly: Appointments that recur on a monthly basis, such as a
departmental meeting that occurs on the first Friday of every month or an
inventory audit that occurs on the 5th of every month.
 Yearly: Appointments that recur on an annual basis, such as a holiday or
birthday.
Since this appointment recurs every Tuesday, you want to select the Weekly option.
4. In the Recurrence pattern section, select Weekly and Tuesday

options.
The Recur every __ weeks box lets you specify the time you want to pass
before repeating the appointment. Because there is a one in the Recur every
week’s box, the appointment will repeat every week.
The Range of Recurrence section in the Appointment Recurrence dialog box
lets you specify when the recurring appointment will stop repeating (if ever). We
do not need to specify an end date for our recurring appointment, so we can leave
the No End date option selected.
5. Click OK.
The Appointment Recurrence dialog box closes.
group.
Outlook saves the recurring appointment.
Creating a recurring appointment is straightforward and easy. Rescheduling or
deleting a recurring appointment is a little more tricky, when you reschedule a
recurring appointment, you must specify if you want to reschedule just one instance
of the appointment’s series, such as a meeting that has been rescheduled for this
particular week, or all instances of the appointment, such as a meeting that is
permanently moved from Thursdays to Wednesdays.
7. Click the Month View button.
Notice the recurring appointment appears at 9:30 AM on each Tuesday.
As you have seen, creating recurring appointments is quite easy, but modifying
and deleting them is a little trickier. Here is why…
8. Select any Staff Meeting appointment and press <Delete>.

As soon as you try to delete the Staff Meeting appointment, a dialog box
like the one shown below appears. When you reschedule or delete a
recurring appointment, you have to tell Outlook if you want to reschedule
or delete just one instance of the appointment or all instances of the
appointment.
9. Select the Delete the series option and click OK.

Outlook deletes all occurrences of the Staff Meeting appointment.
NOTE: Be extremely careful when you delete or modify all occurrences of a
recurring appointment. All occurrences mean all occurrences—even if they have
already occurred! So if you use the Calendar to keep track of your past
appointments, modifying or deleting a recurring appointment will delete and modify
occurrences in the past and you will lose your record of the appointment.
Recurring appointments become more useful the more you use them. Many people
find it useful to enter all their regular appointments, such as classes or regular
recreational events as recurring appointments to prevent them from scheduling
conflicting appointments.
Lesson 8.3: Setting Reminders
You may want Outlook to remind you of your appointments. A reminder sounds an
alarm and displays a dialog box prior to an appointment. You can specify how many
minutes before an appointment a reminder appears and even the sound that plays
for a reminder. Appointments with reminders have the alarm icon in them.
1. Click the New Appointment button on the ribbon and schedule an

appointment using the following information:
Subject: Wake Up
Start Time: 10 minutes from whatever time, it is now
Next, you need to set the reminder.
2. In the Reminder list box, click the arrow, and select 5 minutes from
the list.
By default, you will be reminded fifteen minutes before that pending appointment.
You can change the amount of time prior to the appointment the reminder appears
by selecting a new time from the arrow to the right of the Reminder checkbox.
group.
In several minutes, you should hear a chime and see the Reminder dialog box, as
shown below.
When the Reminder dialog box appears, you have several choices:
 Dismiss: Closes the Reminder and will not display further reminders
 Snooze: Displays the reminder again after the amount of time you select
in the list below has passed
 Open Item: Opens the appointment the reminder is about
4. Click Dismiss.
Outlook closes the Reminder dialog box.
NOTE: Depending on your setup, Outlook may automatically add a reminder to all
of your new appointments. You can change this default setting by selecting File
tab → Options → Calendar; change the Default Reminder settings in the
Calendar option section, as shown below.
Here, you can

specify the
default
reminder
setting
Lesson 8.4: Scheduling an Event
Events are important dates that last one or more days—such as conferences,
holidays, and vacations. Because they do not have start and stop times, events
appear as banners in your Calendar, as shown below. Normally, events do not
occupy blocks of time in the Calendar, unless you specify that you will be out of the
office during the event. Since it does not occupy time in your calendar, you can
schedule appointments during an event just as if you would on a normal day.
You can add an

all-day event by
clicking here
Event appear at
the top of the
selected days
1. Make sure you are in Calendar View and click the New Appointment
button from the ribbon. The procedure for scheduling an event is the same
as scheduling an appointment.
2. In the Subject box, type Vacation.

Next, you have to specify when the event starts and ends.
3. Set the start time to 27/07/2016 and the end time 27/07/2016.
Lastly, you need to tell Outlook that this is an all-day event and not an appointment.
4. Check the All-day event box.
5. Click the Save and Close button on the Event tab, Actions group.
Lesson 8.5: Changing Calendar Views
Besides Day, Work Week, Week, and Month Views, the Calendar has several more
ways of displaying your appointments. These additional Views are quite useful in
getting a bird’s eye view of all your appointments. You can use additional Views to:
 Display a list of all appointments and meetings and their details beginning
today and going into the future.
 Display only events or recurring appointments in a list.
 Display all appointments by category in a list.
In this lesson, you will learn how to utilize the Calendar additional views.
1. Make sure you are in Calendar View and select View tab → Current
View group → Change view → Active from the menu.
Active Appointments View displays a list of all appointments and meetings
beginning today and going into the future. It is useful when you want to see all of
your upcoming appointments in a list.
2. Switch between each of the Calendar Views, and read about their
descriptions.
Table 11: Available Calendar Views
View Displays
Calendar/Preview Displays appointments, events, and meetings for days,

weeks, or a month. Also includes a list of tasks. This view
looks like a paper calendar or planner and is the
Calendar’s default view
Active Displays a list of all appointments and meetings and their

details beginning today and going into the future
List Displays a list of all Calendar items grouped by
recurrence, with details about them
View tab → Current View group → Change view →

3. Select
Calendar from the menu.
The Calendar is once again displayed in the traditional view you are familiar
with.
Summary
Scheduling an Appointment
 To View the Calendar: Click the Calendar button in the Navigation

Pane.
 To Schedule an Appointment Directly on the Calendar: From Day or

Week View, select the appointment’s date and time and enter the
appointment’s description.
 To Schedule an Appointment in a Form:

– Switch to the Calendar view, then click the New button
– Press <Ctrl> + <N>.
– From Day or Week View, double click (or right click then select New
Appointment from the shortcut menu) and select the
appointment’s date, time, and enter the appointment’s description.
Enter the appointment and its date and time and click the Save and Close
button, or press <Alt> + <S> when you are finished.
 To Reschedule an Appointment (Using Drag and Drop): Switch to a
Calendar view that displays both the original date and time and the new
date and time. Click the appointment to select it, and then click and drag
the appointment to the new date and time.
 To Reschedule an Appointment (Using the Appointment Form):

Double-click the appointment to open it. Modify the appointment’s starting
or ending date and / or time from the Start time and End time drop
down list arrows, and then click the Save and Close button or press
<Alt> + <S> when you are finished.
 To Delete an Appointment Select the appointment you want to delete and
then press <Delete> button from the keyboard. The appointment
vanishes from the calendar.
 To Copy an Appointment Switch to a Calendar view that displays both the
original date and time and the new date and time. Click the appointment to
select it, and then hold down the <Ctrl> button as you click and drag the
appointment to the desired date and time. All other copying methods apply.
Working with Recurring Appointments
 To Create a Recurring Appointment: Open an existing appointment or

create a new appointment. Click the Recurrence button on the
Appointment tab, Options group and specify the recurrence pattern
and duration. Click OK when you are finished. Click the Save and Close
button on the Appointment tab, Actions group or press <Alt> +
<S> to save the appointment.
Setting Reminders
 To Set a Reminder: Open an existing appointment or create a new

appointment. From the Reminder list box, choose the time prior to the
appointment to be alerted. Click the Save and Close button or press
<Alt> + <S> when you are finished.
 To Change the Default Reminder Settings: Select File tab → Options
→ Calendar and change the Default Reminder settings in the Calendar
option section.
 To Respond to a Reminder: There are three available responses
 Dismiss: Close the Reminder box and no further reminders appear.

 Open Item: Open the Outlook item associated with the reminder.
 Snooze: Issues another reminder in the specified period.
 To Change the Default Reminder Settings: Select File tab → Options

→ Calendar and change the Default Reminder settings in the Calendar
option section.
Scheduling an Event
 To Schedule an Event: Click the New button or press <Ctrl> + <N>,

enter the appointment and its date select the All-day event box, and
click the Save and Close button or press <Alt> + <S> when you are
finished.
Alternatively, Double-click the date heading in any Calendar view and
enter the event.
Changing Calendar Views
 To Switch between Calendar Views: Click one of the following buttons

on the toolbar:
Day View displays one day at a time.
Work Week View displays a weekly calendar without weekends.
Week View displays a weekly calendar including weekends.
Month View displays a monthly calendar.
Alternatively, you can select View tab → Current View group →
Change view → Active Appointments from the menu.
Q UIZ
1. An event is a special type of appointment that cannot be rescheduled (True
or False?).
2. Which of the following statements is NOT true?

a. You can change the amount of time prior to the appointment that
the reminder appears by selecting a new time from the arrow to the
right of the Reminder checkbox.
b. When a reminder appears, the only option you have available is to
click OK to close the Reminder dialog box.
c. You can reschedule appointments by either clicking and dragging
them to the desired time and/or date or opening them and then
changing the time and/or date.
3. Which of the following appointments could you NOT schedule using

Outlook’s recurring appointment feature?
a. An appointment held on the first Monday of every month
b. A birthday
c. A mystical ceremony that occurs during each full moon
d. A status meeting held every Thursday
4. When you reschedule a recurring appointment, Outlook asks if you want to

reschedule only that appointment or all appointments (True or False?).
5. Which of the following is NOT a Calendar View?

a. Day View
b. Three-Day View
c. Work Week View
d. Week View
ANSWERS TO CHAPTER QUIZZES
Chapter 1
1. a
2. True
3. d
4. b, d
5. b
Chapter 2
1. c
2. e
3. c
4. a
5. True
Chapter 3
1. e
2. a
3. True
4. a, c
5. True
6. e
7. True
Chapter 4
1. False
2. Refer to lesson 4.2.
3. a, d
4. True
5. Refer to lesson 4.4.
Chapter 5
1. False
2. True
3. Using OWA
Chapter 6
1. b
2. b
3. False
4. False
Chapter 7
1. C
2. True
3. True
4. True
Chapter 8
1. False
2. b
3. c
4. False
5. b

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ICT Department

Prerequisites for this Course

This Course is a Prerequisite for the Following Courses

This Course Has Been Prepared Using the Following Sources

WHAT WILL YOU LEARN?

After completing this chapter, you will be able to:

 Customize Quick Access Toolbar

The Quick Access toolbar can be located in one of two places:

 Upper-left corner (default location).

 Below the Ribbon

1. Click Customize Quick Access Toolbar arrow.

2. From the list, choose Show Below the Ribbon.

4. In the list, click More Commands.

 Click the File tab  Options  Quick Access Toolbar

1. Click the File tab  Options  Customize Ribbon

You can also create your own tab.

4. Click the File tab  Options  Customize Ribbon.

5. Click on New Tab button at the right hand-side.

Other ways to minimize/restore the ribbon:

1. Click the File tab  Options.

5. Click Cancel when you are finished.

Display* Change how document content is displayed, such as show or hide

Language Set the office languages preferences, such as set language

Advanced Controls the program editing options, such as if typing replaces

Customize To customize ribbon.

Quick Access To customize Quick Access Toolbar.

Add-Ins View and manage Microsoft office add-ins.

Trust Center Keeps your computer secure.

Table 2: New Office File Formats

Program Extension Format

1. Click the File tab  Save As  Browse.

4. Finally, click Save.

6. In the Open dialog box, navigate to your Practice Files folder.

8. Find and click the Science file.

Add a file to Quick Access

Remove a file from Quick Access

Tools button and from the shortcut menu choose

5. Re-enter the password trainee and then click OK.

6. Click Cancel to cancel the save as process.

7. Click Save on the Quick Access toolbar.

9. Type the password and then press OK.

Removing password protection from a document is just as easy as adding it.

Tools button and from the shortcut menu choose

13. Click Cancel and then save your changes.

14. Close and reopen the document.

NOTE: The procedure is the same for all office programs.

Working with the Quick Access Toolbar and the Ribbon

 To Change the Location of the Quick Access Toolbar: Click Customize

Changing the Default Options for Office Programs

New File Formats

Organizing Quick File Access by Using My Favorites

 To Add a Folder to My Favorites: Right-click My Favorites and then click

Protecting your Work

3. Which of the following is not part of the ribbon?

5. The Mini toolbar appears when:

WHAT WILL YOU LEARN?

By the end of this chapter, you will be able to do the following:

Lesson 2.1: Formatting Text

2. Press <Ctrl> + <Home> to move the insertion point to the beginning

 Press <Ctrl> + <B>.

3. Type Alexandria and press <Enter> twice.

5. Click the Italics button on the Home tab → Font group

Other ways to italics:

 Press <Ctrl> + <I>.