PowerPoint Presentation

Note to trainersThe videos in this presentation provide closed-caption files. To view the closed captions, you must install the Subtitling Add-in for Microsoft PowerPoint (STAMP). You can download the add-in from http://sourceforge.net/projects/stamp-addin/files/Latest%20Version/ Once you install the add-in, captions are on by default. To turn them off: Switch to Normal view if you arent already, locate a slide that contains a video and click the video.

The Playback contextual tab appears.On the Playback tab, in the Captions group, click Hide. Go to the next slide and repeat steps 1 and 2 until youve hidden the captions for all slides.To show hidden captions:Locate a slide you want to change and click the video. On the Playback contextual tab, in the Captions group, click Show. Go to the next slide and repeat until youre showing the captions for all slides.To remove captions entirely, click Remove.

Download the PowerPoint viewer at (http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb9bf144-1076-4615-9951-294eeb832823)1Note to trainersThe videos in this presentation provide closed-caption files as its often easier for viewers of all abilities to follow along. If you wish to remove the closed captions, you must install the Subtitling Add-in for Microsoft PowerPoint (STAMP). You can download the add-in from http://sourceforge.net/projects/stamp-addin/files/Latest%20Version/ Once you install the add-in, to turn the captions off: Locate a slide that contains a video and click the video.

The Playback contextual tab appears on the top of the window. If you dont click the video, the Playback tab wont be visible.On the Playback tab, click Hide.Go to the next slide and repeat until youve hidden the captions all slides or for any of the videos with captions you wish to hide. Note that if you save the file, the captions will stay hidden when you re-open the presentation.To show the captions again, repeat steps 1-3, but click Show in step 2. If you click Remove during step 2, the captions will be permanently removed from the video.

Download the PowerPoint viewer at (http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb9bf144-1076-4615-9951-294eeb832823)2Before you beginIf a yellow security bar appears at the top of the screen in PowerPoint, click Enable Editing. You need PowerPoint 2010 to view this presentation. If you dont have PowerPoint 2010, download the PowerPoint Viewer (see the URL in the notes pane).

Download the PowerPoint viewer at (http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb9bf144-1076-4615-9951-294eeb832823)3Microsoft Outlook 2010 TrainingSave time with templates[Notes to trainer: This presentation must be viewed in PowerPoint 2010. If you dont have PowerPoint 2010, the videos included in the presentation will not play. If you dont have PowerPoint 2010, download the PowerPoint Viewer to view these files (http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb9bf144%2D1076%2D4615%2D9951%2D294eeb832823).If the yellow security bar appears at the top of the screen in PowerPoint, or if a Codec Unavailable message appears in the video playback window, the presentation might have opened in Protected View. To enable video playback, in the yellow security bar at the top of the PowerPoint window, click Enable Editing.To browse other downloadable [Product Name] training presentations, see the Download Office 2010 training page (http://office.microsoft.com/en-us/powerpoint-help/download-office-2010-training-HA101901726.aspx).For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides.]4Course contentsOverview: The advantages of templatesLesson: Includes 2 instructional moviesQuick Reference Card

Save time with templates5Overview:Save time with templates[If you constantly recreate an email message, appointment, or task, you can save time by using templates in Outlook 2010. This course explains how to create and share templates for email, calendar items, tasks, and contacts.

6Course goalsCreate, save, and use an email template Download and customize a readymade email templateSave appointments or meetings, tasks, and contacts as templatesShare templates with others Save time with templates7Create and use templates (4:41)Save time with templatesPoint to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back.

If you frequently send the same email message, schedule meetings with the same people or, say, create the same task twice a month, you can save time by using templates. For example, if you send a sales report to the same people every week, you can save that message as a template ...and then open the template when you need it... ...update it... ...and send it. That can save a lot of time, and it helps reduce errors. So in this video, Ill show you how to create and use email templates; and in the next video Ill show you how to use templates with meetings, tasks and contacts, and Ill show you how to share templates. To create an email template, go to the Home tab, click New E-mail, and add your text, images, and any other information to the message. That can include spreadsheets, PowerPoint slides, or any other type of file that Outlook allows you to insert. And if you send your message to the same people or distribution list, add those recipients to the To line, and then, as an example, you can add reminders to update information, such as the dates for this sales report. In other words, the information that you always use is in the message and the message reminds you about anything you need to change, such as dates. After you compose the message, instead of sending it, you save it as a template. Go to the File tab. Click Save As. Open the Save as type list, and click Outlook Template. Enter a name for the template, click Save, and your template is ready to use. To use a saved email template, click New Items (here on the Home tab), point to More Items, and then click Choose Form. Open the Look In: list, and select User Templates in File System. Now, this step is critical. If you dont select this option, you wont see your template. Select the template you want to use, and click Open. Change any information in the template, such as dates; and for this example Ill change some sales figures and once youre done, click Send. Thats all there is to it. If you want a head start on a template, go to Office.com and youll find templates that you can adapt for your own use. Click Get the template, then Download, and that opens the template as a message in Outlook. Customize the message (and Ill animate that process for you), and again you can see that some information youll always use, and some youll change. On the File tab, click Save As... ...save the message as an Outlook Template... ...and its ready for use whenever you need it. The Quick Reference Card at the end of this course has a link to this templates page; and next well look at how to use templates with calendar items, contacts and tasks, and how to share templates.[Note to trainer: If you have trouble playing this video, for instance if a Codec Unavailable message appears in the videoplayback window, the presentation might have opened in Protected View.To enable video playback, inthe yellow security bar at the top of the PowerPoint window, click Enable Editing.Note that even with Protected View turned on, video should play correctly in Slide Show view.]

8Use templates with calendars, tasks, and contacts (4:41)

Save time with templatesPoint to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back.

Templates can also save time when you schedule meetings or you enter almost any other type of frequently used information in Outlook. For example, I meet with the same set of coworkers but never at the same time. So, to save time organizing the meeting, I create an invitation template, and then I add any information thats always the same; the people, the location, and some common text. On the File tab, I click Save As, and then save the meeting as an Outlook Template. To use the template, I go to the Home tab, click New Items, point to More Items, and then click Choose Form. Open the Look In list, select User Templates in File System (and remember, you have to select this option or you wont see your template), and open the invitation. Set the meeting time and add any new information, and theres my meeting. The same ideas apply to tasks and, as an example, this is a task request that I send around whenever I need color schemes for new products. So, I create a task, and on the Task tab Ill click Assign Task, enter the recipients and any text, set the Status and Priority, and follow the same process to save the template; File tab, Save As command, and so on. I need you to notice one thing though, this isnt the same as a recurring task, because it doesnt happen at a regular interval. If it did, I could simply create the task once, set it to recur, and I wouldnt need a template. So keep in mind that templates work best for things that are similar but that you need to change or customize whenever you use them. You follow the same process when you need a contacts template. Create a New Contact, enter all the common information, such as Company name, Phone and Fax, URL, and Mailing Address, and then save the contact as a template. Now, you might wonder why I did this, when I couldve just selected a similar contact, gone to the Ribbon and clicked New Items, and then Contact from the Same Company, changed the information in a few fields, and save the new contact. The advantage to creating a template is that you can share it with your coworkers and save them time. So, lets look at how to do that. Probably the best way to share a template is to save it to a network location, such as your SkyDrive, and let your colleagues save the template from that location to their computers. So for this example Ill open a template... ...and remember to select User Templates in File System, because I always forget... ...click Save As, and then open the Save as type list and select Outlook Template. If you dont take this step now, youll save the template to your local hard drive, not your network. Open a network folder that you know your colleagues have permission to use, and thats key; you need to make sure that your coworkers can access the network location. Save the template, and then send your colleagues an email message about the new template. If you really want to be nice, include the instructions for saving and using the template, especially the need to select the User Templates in File System option. That way, everyone has the same version of the template, and everyone can easily get a new copy whenever you update the template. And finally, the Quick Reference Card lists the steps that youve seen here, and you can print it if you need to.[Note to trainer: If you have trouble playing this video, for instance if a Codec Unavailable message appears in the videoplayback window, the presentation might have opened in Protected View.To enable video playback, inthe yellow security bar at the top of the PowerPoint window, click Enable Editing.Note that even with Protected View turned on, video should play correctly in Slide Show view.]

9Quick Reference Card 1You create a template when You constantly recreate or customize a message, appointment, task, or other Outlook item.You repeatedly enter the same data, such as multiple contacts for a single organization. You don't need templates for things that you set to recur automatically, such as a weekly meeting or that pesky reminder to clean out your Inbox every Tuesday morning.

Save time with templates[Note to trainer: With [App] 2010 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in [App] 2010, with instructions to guide you. Important: If you dont have [App] 2010, you wont be able to access the practice instructions.]10Quick Reference Card 2Create a templateCreate a new email message, meeting, task, or other item that you want to save as a template. In that new item, add any information. When done, click the File tab in that open item, and then click Save As.Open the Save as Type list and select Outlook Template. Enter a name for the template and click Save.Your template is now ready to use.

Save time with templates[Note to trainer: With [App] 2010 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in [App] 2010, with instructions to guide you. Important: If you dont have [App] 2010, you wont be able to access the practice instructions.]11Quick Reference Card 3Use a templateYou follow these steps when you're working in mail, your calendar, your contacts, and so on.On the Home tab, in the New group, click New Items, point to More Items, and then click Choose Form. Open the Look In list and select User Templates in File System. You must select User Templates in File System or you won't see your template.Click the template you want to use and click Open.Fill in the missing information, such as dates, and then send the message or invitation, save the new contact or task, and so on.

Save time with templates[Note to trainer: With [App] 2010 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in [App] 2010, with instructions to guide you. Important: If you dont have [App] 2010, you wont be able to access the practice instructions.]12Quick Reference Card 4Share a templateOn the Home tab, in the New group, click New Items, point to More Items, and then click Choose Form. Open the Look In list and select User Templates in File System. You must select User Templates in File System. If you don't, you won't see your template.Click the template you want to share and click Open.In the open template, click the File tab, and then click Save As. Open the Save As Type list and select Outlook Template. Do this step now, or Outlook will save the template to your local drive. Navigate to your network location, such as a mapped network drive, and in the File name box, enter a name for your template, and then click Save.Send an email to your coworkers about the new template.

Save time with templates[Note to trainer: With [App] 2010 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in [App] 2010, with instructions to guide you. Important: If you dont have [App] 2010, you wont be able to access the practice instructions.]13Quick Reference Card 5The online version of this Quick Reference Card provides more information. To see that version, go to http://office.microsoft.com/en-us/outlook-help/quick-reference-card-RZ102644316.aspx?section=5&mode=print Save time with templates[Note to trainer: With [App] 2010 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in [App] 2010, with instructions to guide you. Important: If you dont have [App] 2010, you wont be able to access the practice instructions.]14Using this templateSee the notes pane or view the full notes page (View tab, Notes Page) for detailed help on this template.Using This TemplateThis Microsoft PowerPoint template has training content about using email templates in Microsoft Outlook 2010. Its content is adapted from the Office.com Training course called Save time with templates in Outlook.PowerPoint version: The template must be viewed in PowerPoint 2010. If you dont have PowerPoint 2010, the videos included in the presentation will not play. If you dont have PowerPoint 2010, download the PowerPoint Viewer to view these files (http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb9bf144%2D1076%2D4615%2D9951%2D294eeb832823).Video playback: If the yellow security bar appears at the top of the screen in PowerPoint, or if a Codec Unavailable message appears in the video playback window, the presentation might have opened in Protected View. To enable video playback, in the yellow security bar at the top of the PowerPoint window, click Enable Editing.Slide layouts: Each slide has a custom layout. To apply the custom layout to a new slide, right-click the slide thumbnail, point to Layout, and click the layout from the Layout gallery. To alter the layouts, open master view and alter the specific master layout in that view. You can find the layouts title by pointing to its thumbnail.Animations: Custom animation effects are applied throughout the presentation. These include Float In (Up or Down option), Fade, and Zoom. To alter animation effects, click the Animations tab, and use the Add Animation gallery and Timing options. Effect Options gives you choices about the effect; click Animation Pane on the Animations tab to work with multiple animations. Transitions: One transition, Doors, is used to emphasize sections of the slide show. Its applied on the Course Contents slide, Lesson slide, and the first test slide. Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please take note: You must have [app] 2010 installed to view the hands-on practice sessions. If you dont have [app] 2010, you wont be able to access the practice instructions. Headers and footers: The template contains a footer that has the course title. To add footers such as the date or slide numbers, click the Insert tab, and click Header & Footer. Extracting videos from this file: Read these instructions first, because youll have to close this file in order to follow them. To extract the videos from this file, start Windows Explorer and change the filename extension from .pptx to .zip. Confirm the name change, and then open the renamed file. Youll see a set of folders. The videos are located in the \ppt\media folder. Copy the videos and paste them to your local drive or other convenient location. Youll probably need to rename the videos, because PowerPoint names them Media1.wmv, and so on. To resume using the presentation, change the filename extension back to .pptx. 15