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Revised 5/30/2014 For the latest version of this guide, see: V:\Media Outreach Files\Training\Microsoft\RHS Welcome to Windows 7 and Office 2013.pdf

Welcome to Windows 7 and Office 2013

This guide provides basic instruction for Windows 7 and Office 2013. Feel free to seek out additional training and practice until you are comfortable and proficient in this technology. Best wishes and happy computing from RHS Information Services!

Table of Contents HELP & SUPPORT ............................................................................................................................................................... 2

TRAINING ........................................................................................................................................................................... 2

COMPUTER BASICS ............................................................................................................................................................ 3

ADDING A PRINTER ............................................................................................................................................................ 4

FIRST THINGS FIRST ............................................................................................................................................................ 5

ACCESSIBILITY .................................................................................................................................................................... 5

LYNC 2013 .......................................................................................................................................................................... 6

WORK WITH PROGRAMS ................................................................................................................................................... 7

WORK WITH FILES .............................................................................................................................................................. 9

BROWSE THE WEB ........................................................................................................................................................... 11

EMAIL ............................................................................................................................................................................... 12

EXCITING NEW FEATURES of WINDOWS 7 ...................................................................................................................... 13

Revised 05/30/2014

For the latest version of this guide, see: V:\Media Outreach Files\Training\Microsoft\RHS Welcome to Windows 7 and Office 2013.pdf pg. 2

HELP & SUPPORT

Help - Windows 7 provides context-sensitive help. This means, as you are working, if

you see a question mark icon ( / ? ) in the upper right corner of a window, you can click it to access help related to the context of what you already have open. Available help includes web links, training videos & frequently asked questions. For example, if Word 2013 is open and you click the help icon “?”, a WORD HELP window will open.

Support - As always, if you have any problems or concerns with your computer, please log a service request at http://is.rhs.msu.edu or contact the RHS IS Help Desk by phone at 517-353-1691 (Monday-Friday) 8am-5pm.

TRAINING The transition to Windows 7 and Office 2013 is exciting and may require some learning or adjustment. For many of you, this guide and the materials referenced in it will be sufficient. However, additional training is available online.

Online Resources - For a collection of brief and helpful training tutorials please visit this Microsoft website: Office 2013 Training - https://support.office.com/en-us/article/Training-for-past-versions-8e46a033-1123-46e8-b3b9-57d30f91119f?ui=en-US&rs=en-US&ad=US#ID0EAABAAA=Office_2013

Quick Reference Guides – Microsoft has some Quick Start Guides at http://office.microsoft.com/en-us/support/office-2013-quick-start-guides-HA103673669.aspx?CTT=5&origin=HA103673689 Other guides are available at: V:\Media Outreach Files\Training\Microsoft\. Look for “Office 2013 Quick Reference Guides” & the “Windows 7 Getting Around the Desktop” Guide which features information about Aero, Jump Lists, Libraries & more.

http://is.rhs.msu.edu/

https://support.office.com/en-us/article/Training-for-past-versions-8e46a033-1123-46e8-b3b9-57d30f91119f?ui=en-US&rs=en-US&ad=US#ID0EAABAAA=Office_2013

https://support.office.com/en-us/article/Training-for-past-versions-8e46a033-1123-46e8-b3b9-57d30f91119f?ui=en-US&rs=en-US&ad=US#ID0EAABAAA=Office_2013

http://office.microsoft.com/en-us/support/office-2013-quick-start-guides-HA103673669.aspx?CTT=5&origin=HA103673689



Revised 05/30/2014


COMPUTER BASICS

LOG ON Press the CTRL, ALT and Delete keys on your keyboard to advance to a logon prompt. You will be greeted with the MSU-RHS Acceptable use policy for technology. Please read this information. Then click OK. Enter your NetID into the Username field, then press the Tab key to advance to the Password field. Enter your RHS Password, then press Enter.

LOCK YOUR COMPUTER To protect your information, your identity and the RHS network, lock your computer any time you leave your work area. To lock your computer, press the CTRL, ALT and DELETE keys then click to choose LOCK THIS COMPUTER. When you return to your computer, simply press CTRL, ALT and DELETE to log back in and resume work.

SWITCH USERS A new feature in Windows 7 is the SWITCH USER option. This allows for better sharing of computers throughout a work day. If “user A” is logged in and needs to step away, he can lock the computer. When a second user, “user B”, needs that computer she can choose SWITCH USER from the login menu. User B enters her username and password to start her own session. User A’s session has not ended; it is still running in the “background”. When user B is done with the computer, she can lock it or log out. If user A returns, he can log back in and resume work. With this new feature, it is important that each user LOGS OFF when they are done with their shift or away for an extended period of time. Also, it is advised to save your work before you lock and leave a computer unattended. If someone happens to shut down or power off the computer, your work could be lost.

LOG OFF If you are leaving your work area for an extended period of time, it is recommended that you log off of your computer. Press CTRL, ALT + DELETE, then click LOG OFF.

SHUT DOWN At the end of your work day or on weekends you are encouraged to shut down your computer to save power and be Spartan Green. Make sure all your work is saved and exit any programs, then click START > Shut down. Once your computer shuts down, turn your monitor off.

DAILY MAINTENANCE Around noon, each day, your computer may run invisible maintenance routines on drives & disk space. Though you may notice some slowness during this maintenance, it will help your computer run optimally overall.

CHANGE YOUR PASSWORD All RHS Team Members are encouraged to register for a self-service password system at http://password.rhs.msu.edu/. This system allows you to manage your RHS Network Password and reset or unlock your account any time, 24/7 whether the Information Services help desk is open or not. For more information, see: http://is.rhs.msu.edu/faqbook/passwords-how-to-sign-up-rhs-password-self-service If you have not registered yet, you can change your password from the Windows logon page by pressing CTRL, ALT + DELETE on your keyboard, then clicking CHANGE A PASSWORD.

http://password.rhs.msu.edu/

http://is.rhs.msu.edu/faqbook/passwords-how-to-sign-up-rhs-password-self-service

Revised 05/30/2014


ADDING A PRINTER

Log onto any RHS computer

with your MSU NetID and

RHS password.

Open up the Internet

Explorer Web browser and

navigate to

https://printers.rhs.msu.edu.

This will take you to the RHS

Printer Logic website.

Click on the folder for your

neighborhood/ location.

Then click to select your

building (and floor, if

applicable).

Scroll down the page to a list

of available printers. Click on

the desired printer to begin

installation.

To make this printer your

default printer, check the box

for SET AS DEFAULT PRINTER.

Then confirm installation

(click YES).

Wait for installation to

complete. Click Ok.

The printer is installed! To

change printing preferences,

go to START > DEVICES AND

PRINTERS, find and right click

the printer’s icon.

With Printer Logic, install printers with simple mouse clicks! This guide will get you started adding a printer!

SCROLL

Revised 05/30/2014


SET PRINT PREFERENCES Now that your printer is defined, you can set print preferences for it. Return to the START > DEVICES AND PRINTERS page. Find your printer, right-click on it and choose PRINTING PREFERENCES. This is where you can choose settings for routine printing, such as Black & White (to save toner) or Duplex / Print on Both Sides (to save paper). The dialogue page and the options you see may differ based on the printer make and model.

FIRST THINGS FIRST As you open programs in Windows 7, you may be prompted with a “First things First” window and asked to configure

some initial settings. Some programs may give you options about which background you prefer or ask if you want to

personalize a program. Other programs may ask how often you want to run maintenance routines or updates. If

given the option, choose Recommended Settings and progress through the setup wizard. For more information on

setting up Outlook 2013 for the first time, see the EMAIL section of this guide.

ACCESSIBILITY Within the START > ALL PROGRAMS > ACCESSORIES folder, you will see an EASE OF ACCESS subfolder. This contains programs that make it easier to see, hear, and use your computer. You can personalize settings, use a virtual magnifying lens, try out an onscreen keyboard with text prediction features or utilize speech recognition technology. For more information on using these features, see http://www.microsoft.com/enable/products/windows7/default.aspx.

To quickly open the EASE OF ACCESS

center, from any screen, press CTRL – ALT

– DEL then click its icon in the lower left

corner of the Windows logon screen.

http://www.microsoft.com/enable/products/windows7/default.aspx

Revised 05/30/2014


LYNC 2013 Upon successful login, Windows will load your personal settings and may automatically launch the Lync Instant Messaging program. Lync is a convenient way to “chat” electronically with other coworkers that are signed into Lync. It also offers group chat, video conferencing and other advanced features. To open Lync directly, click START, then ALL PROGRAMS. Find and click the Microsoft Office 2013 folder then click Lync 2013. Note: Lync may also be called Skype for Business 2013.

Using Lync – When prompted, click CONNECT to complete signing in to Lync. You can add contacts & set your status to Available, Busy or Reset to use your Outlook calendar to determine your status. For more information about Lync and all it has to offer, see the Quick Reference Guides available here http://office.microsoft.com/en-us/quick-reference-cards-about-lync-HA103433496.aspx or visit this training site and click on Lync. http://office.microsoft.com/en-us/training/ If you do not wish to use Lync at this time you can minimize or close it with the X in the upper right corner of the Lync window. It will keep running however, and coworkers can message you, unless you exit Lync.

Exiting Lync – To exit Lync you must first find the Lync icon in your notification area. It is hidden, so click on the up arrow in the lower right corner of your Windows Task bar to show hidden icons. The Lync icon is a green circle composed of two arrows. Click on the arrow then click EXIT. This will close Lync for the remainder of your login session. However if you restart your computer or log off then on again, Lync will launch anew. Note: You can reopen Lync any time. Click START > ALL PROGRAMS > MICROSOFT OFFICE 2013 > LYNC 2013 (or Skype for Business 2013).

http://office.microsoft.com/en-us/quick-reference-cards-about-lync-HA103433496.aspx

http://office.microsoft.com/en-us/quick-reference-cards-about-lync-HA103433496.aspx

http://office.microsoft.com/en-us/training/

Revised 05/30/2014


WORK WITH PROGRAMS

To start using programs, click the START button , then ALL PROGRAMS to bring up a list of folders.

OFFICE PROGRAMS - You will find standard Microsoft productivity programs in the Microsoft Office 2013 folder. Click on the name of a program to launch it. For example, clicking Outlook 2013 will launch the email program.

RHS PROGRAMS - To open programs specific to RHS or to your job responsibilities, click on the RHS folder, then click on the program name.

RHS WEB APPS – Many RHS programs are now web applications. To access them, open Internet Explorer (START > ALL PROGRAMS > INTERNET EXPLORER). Click the FAVORITES star icon, then click the RHS folder. Within this folder you will find RHS supported applications, simply click to launch.

ACCESSORIES - More helpful programs are found in the ACCESSORIES folder including: Calculator, Paint, Word Pad, Sticky Notes, Windows Explorer & Snipping Tool. (For info on snipping tool, see pg. 11).

Revised 05/30/2014


This section helps you set up convenient ways to access programs you use frequently.

PIN PROGRAMS ICONS TO TASKBAR OR START MENU Click START > ALL PROGRAMS, then navigate to the desired folder or program icon, right-click on the icon. You can then choose to click PIN TO START TASKBAR OR PIN TO START MENU.

ADD ICONS TO YOUR DESKTOP You may want to create desktop shortcut icons for programs you access frequently. In Windows XP you could drag and drop icons from your start menu to your desktop. In Windows 7, you right-click on a program icon then select SEND TO then DESKTOP (create shortcut). For example, the figure to the right shows the steps to create a desktop shortcut for Outlook 2013.

SEARCH FOR A PROGRAM - To quickly find a program, click START then SEARCH. Type in the name of the program and click to open it.

Revised 05/30/2014


WORK WITH FILES

ACCESS FILES - Now that you are getting familiar with Windows 7, you may need to access your previously saved files. To open files that are saved on the RHS V: drive, click on START, COMPUTER, then double click on SHARE (V:)

Double click on the folders then subfolders to navigate to your files. This assumes you know the path where your file is saved. If you don’t, there are ways to search.

SEARCH FOR FILES - Click START > COMPUTER > then type text into the search field (upper right corner of the window). Windows will automatically search the computer first, then any connected network drives (like our V: drive). If you have a ballpark idea of where your file is on the V: drive, you may want to click CUSTOM and select the folders to search.

SAVE FILES IN OFFICE 2013 – If you click FILE > SAVE AS, you may see a new OneDrive option (cloud icon). DO NOT use this option! This is not supported and could expose your files to the internet and security threats. Also, avoid saving files to your Desktop or C: drive subfolders. Files saved in these areas are not backed up by Information Services. If your computer stops working, they may be lost. Instead, always save to the Share (V:) drive, as outline by the next section.

Click Me then V:

Type into the Search Field

Double Click to open folders

Revised 05/30/2014


(Work with Files Continued) In Office 2013 when you click “File” you are taken to what is known as the “Backstage” area. If you wish to return to your file without saving, just click the back arrow button in the upper left. The pictures (below) explain how to save to the RHS Network V: drive.

Within the V: drive, navigate to the appropriate location for your file. Type a descriptive File Name, choose a Save As

Type and click SAVE.

Let’s pause the action for an overview of the V: drive folder structure and the recommended locations for saving

files. The RHS file structure is modeled after file structures used by central MSU archives. Click Start, Computer,

then double-click Share (V:). You will see the root of the v: drive and should see a mix of four folder types. If you do

not see all the folders mentioned in this table that is ok. You will only see folders required by your role and

responsibilities.

Folder Types Examples of these Folders Items in these folders & any subfolders:

Divisional Category

Folders

Administrative Records Financial Records Legal Records Media Outreach Meeting Files Personnel Records University Relation

Can be seen by all RHS Team Members Note: there is another level of subfolders within each of these category folders. For example, Administrative Records contains subfolders named: Annual Reports, Correspondence, Directories Contact List, and more.

Departmental Shared

Folders

AR, CS, ECenter & ECenter Shared, HR, IS, MC & MC Archive, REHS, Safety & Security, SHG, VPAE, WRC

Can only be seen by coworkers in your department. Within these departmental folders, you will find the same folder structure that exists at the Divisional Category Folder level. (Administrative Records, Financial Records, etc.)

Your Home Folder Home > YourNetID Can only be seen by you. There is a quota (restriction) on storage space for this area: 1,000MB (1GB) for full-time staff & 500MB for student staff.

Remnants from

Previous Network

Structure

Novell > DepartmentNames Are being moved to areas within one of the 3 folder types above. The Novell folder structure is being discontinued.

Revised 05/30/2014


BROWSE THE WEB Three browsers are now available on the standard RHS computer: Internet Explorer, Google Chrome & Mozilla Firefox. Most MSU systems still recommend using Microsoft Internet Explorer, so this guide will focus on that browser.

IMPORT FAVORITES – If you exported your browser bookmarks or favorites from a previous computer, you can import them. Each browser has different steps for this process. For Internet Explorer, click the favorites - star icon (1), in the upper right corner of the window. Then click the drop down arrow next to Add to Favorites (2). Select Import and Export, click Import from a file then Next. Check the Favorites checkbox, click Next, then Browse to the location of your import file, highlight it and click Open.

COMPATIBILITY VIEW - When browsing older websites in Internet Explorer, if they don’t function as you expect, try turning on COMPATIBILITY VIEW. The icon for this view looks like a paper torn in half and appears near the web address field. Click it to enable compatibility view for any site.

TOOLBARS - You may notice Internet Explorer has a new sleek look & feel. Many of your familiar toolbars are not visible. To make them visible, right-click your browser’s title bar to access a menu. Then click any combination of toolbars which you wish to display: menu bar, favorites bar, command bar or status bar.

Revised 05/30/2014


EMAIL Outlook 2013 is the new email application. Note: Some CAT (Computer Access & Training) computer users will still utilize mail.msu.edu.

Email on the Go – When you use a computer in a conference or training room, it is recommended that you use the Outlook Web Application instead of opening the desktop program. The web application is more convenient for email on-the-go (or from home) and your mail will load faster! Open a web browser and go to http://webmail.rhs.msu.edu.

Daily Email Use - The Outlook 2013 desktop program is quite powerful and handy for daily or complex email use. To open Outlook 2013, click START > ALL PROGRAMS > MICROSOFT OFFICE 2013 > OUTLOOK 2013. The first time you open outlook, you will need to walk through a few configuration steps. Click NEXT > YES & NEXT > NEXT > FINISH.

Personalize Outlook - You may notice Outlook 2013 uses simpler lines and color schemes than older versions of the program. You can play around with changing the background or themes by clicking FILE > OPTIONS > GENERAL. There are subtle backgrounds and only three themes to choose from: White, Light Gray & Dark Gray.

Outlook Calendar – In today’s busy world, scheduling and collaborating are essential to our success. It is,

therefore, recommended that we keep our Microsoft Outlook calendars current and that we permit other RHS Team

Members to see details about our calendar events. For instructions on setting this up, please see

http://is.rhs.msu.edu/ click on Training, then Technology Guides. Find and click “Outlook Calendar Permissions”.

http://webmail.rhs.msu.edu/

http://is.rhs.msu.edu/

Revised 05/30/2014


EXCITING NEW FEATURES of WINDOWS 7 Search – Find files and folders quickly with Windows Search. Click the Start button, then type what you wish to find in the “search programs and files” field (immediately above Start). Note, search will find all matches whether they correspond to a computer program, a file or a folder. It also searches your “recent files” history. However, it will not search the contents of the network V: drive. To find a file in your home folder or departmental shared folder, use the “SEARCH FOR FILES” method already described in the “WORK WITH FILES” section of this guide. The picture, to the right, shows an example of my search for the word “key”. Windows found 2 programs, 7 control panel options and 4 Files that matched my search. I can click on any of the results to quickly open or navigate to an item.

Problem Step Recorder - This feature allows you to record your keyboard strokes and clicks, saving a file of screenshots that you can share with others. To use it, click START, SEARCH, type psr into the search field then double click the psr program. A Problem Steps Recorder window will open.

Click Start Record then begin performing the steps on your computer that you would like to track. While you click or type, Windows 7 is keeping a log and taking screen shots of your actions. Use the Add Comment feature, if desired. When you are ready to finish, click Stop Record. A file will be created that details all your steps from start to finish. Name your file and save it. Share it as desired. For example, if you get an error message each time you open a program, use PSR to record your attempt, then forward the resulting file as an email attachment to the RHS Information Services Help Desk.

Snipping Tool - This tool allows you to select part of what you see on your screen & save it to a file or copy and paste it into a document for sharing / future reference. To use it, click START > ALL PROGRAMS > ACCESSORIES > SNIPPING TOOL. Click the down arrow to the right of the NEW button, to choose your snip type. Choose from the full window, full screen, free form or rectangular snip. (I’m using rectangular for this example.) Then click NEW. Your mouse pointer will turn into a crosshair selector and your screen content will gray slightly. Using your left mouse button, click and drag to draw/select around the part of your screen that you wish to capture, then release your mouse button. The snip that you collect will show up in the snipping tool window. You can then use the icons in the snipping tool menu bar to manipulate your snip. Use the drawing tools on your snip, save your snip to a file, or copy your snip (to the virtual clipboard) so you can paste it quickly into an email or document.

Revised 05/30/2014


Taskbar Preview - In Windows 7, the taskbar is more interactive. If you have several windows open at once, similar windows will be “stacked” on top of each other. For example, this figure shows two Internet Explorer browsing windows. Without clicking, I can simply put my mouse pointer over the Internet Explorer icon in the taskbar and I will see a transparent preview of the two open windows to remind me of what I have open. This works even if the windows are minimized and out of sight. To return to browsing one of the windows, I only need to click it and it will be restored as the active window.

Edit & Save .pdf Documents - Have you ever received a pdf (portable document format) file made with Adobe Acrobat Pro and wished you could edit it? With Word 2013 you can! Just open the file and edit away. You can also save a file as a pdf, which is great for ensuring the format of your document is preserved for anyone who opens it. To save as a pdf, click FILE > SAVE AS > COMPUTER > BROWSE, then navigate to the folder where you wish to save it. Type in a file name then in the SAVE AS TYPE (drop-down menu) select PDF, then SAVE.

Personalize Your Desktop – Express yourself and select a wallpaper (background) that fits your personality. First, minimize all windows on your desktop by clicking the Show Desktop button to the right of your notification area and clock. Click any open spot on your desktop then click Personalize. Choose from available themes or use one of your own custom pictures. To use a custom picture, just find the picture in your files or on the web, right-click it then choose Set as Desktop Background.

For more exciting features of Windows 7, please see V:\Media Outreach Files\Training\Microsoft\ Windows 7 - Getting Around the Desktop Guide.

Show Desktop

Click then choose PDF.