Technology Training - Session 15

Technology TrainingSE SSION 1 5 – DE CE MB ER 17, 20 1 4

Technology Training – December 17, 2014Class Agenda

• Excel – Pivot Tables• Excel – Use Graphic in Charts• Excel – Insert Data into Word• Excel – Q & A• Outlook – Separating “TO” from “CC” and “BC”• Outlook – Defining Your “Read” Emails• Outlook – Write Your Own Rules • Outlook – Connect to Social Media• Outlook – Q & A• Email – Separating Personal & Professional Messages• Email – A Closer Look at Malware• Email – Current Policy Review• Email – Dealing with “Phising” Scams• West Chester Technology Blog• Creating Help Desk Tickets• Q & A

Microsoft Excel Tips – Pivot Tables

Pivot tables are one of Excel's most powerful features. A pivot table allows you to extract the significance from a large, detailed data set.

Microsoft Excel Tips – Pivot Tables

Our data set consists of 214 rows and 6 fields. Order ID, Product, Category, Amount, Date and Country.

Microsoft Excel Tips – Pivot Tables

Insert a Pivot Table

To insert a pivot table, execute the following steps.

1. Click any single cell inside the data set.2. On the Insert tab, click PivotTable.

Microsoft Excel Tips – Pivot Tables

The following dialog box appears. Excel automatically selects the data for you. The default location for a new pivot table is New Worksheet.

3. Click OK.

Microsoft Excel Tips – Pivot Tables

Drag fields

The PivotTable field list appears. To get the total amount exported of each product, drag the following fields to the different areas.

1. Product Field to the Row Labels area.2. Amount Field to the Values area.3. Country Field to the Report Filter area.

Microsoft Excel Tips – Pivot Tables

Here you can find the pivot table. Bananas are our main export product. That's how easy pivot tables can be!

Microsoft Excel Tips – Pivot Tables

Sort

To get Banana at the top of the list, sort the pivot table.

1. Click any cell inside the Total column.2. The PivotTable Tools contextual tab activates. On the Options tab, click the Sort Largest to Smallest button (ZA).

Result.

Excel – Use Graphics in Charts

You can put a graphic in any element of an Excel chart. That means Any element. Each bar, piece of pie, etc., can support its own image. For example, above, there's a South Dakota state flag on the pie chart (placed by selecting the slice, using the Series Options fly-out menu, and selecting "Picture or texture fill"), plus an embedded PCMag logo (placed with the Insert tab's Pictures button). You can even go with "no fill" at all, which caused that missing slice. Clip art can also be cut and pasted to an element—dollar bills to show dollars spent, water drips for plumbing costs, that kind of thing. We'll be honest, mixing and matching too many graphical elements makes it impossible to read, but the options you have are well worth tinkering with. Just let the resident graphic designer check them out before you use them.

Excel – Insert Excel data into Word

Twenty years ago, the thought of placing data from Excel into Word or PowerPoint was mind-blowing in the world of Office Suites. Today, it's a no-brainer breeze. Whether you're copying data cells or a full-blown graphical chart, just copy and paste into the other program. The thing to be aware of is, this is a link-and-embed process—if you change the data in the spreadsheet, it'll change in the Word doc or PowerPoint PPT, too. If you don't want that, it's best to paste it in as graphic (use Word's own Paste Special tool for that or, when taking it from Excel, use the Copy Special option to paste the graphic into any program at all).

Microsoft Excel

Outlook – Separating “TO from “CC” and “BC”

Did you know you can create a special "Inbox – CC" folder to gather all the emails that aren't sent directly to you; that way, the inbox is focused on only the most important emails.

To set this up, go to Rules > New Rules…. Then click the "Advanced Options" button. In the Rules Wizard, select "where my name is not in the To box" and then in the next screen, "move it to the specified folder." (Alternatively, set up a VIP email folder and move "emails sent only to me" into that special folder.)

Outlook – Defining your “Read” Emails

Outlook colors unread emails differently from messages you've already read. However, it's all too easy for an email to be marked as read when you've barely given it a passing glance, which can make you overlook something important.

To prevent this, select File > Options > Mail, and then click the Reading Pane button. Check the "Mark items as read when viewed in the Reading Pane" checkbox. Adjust the number of seconds you want the message to appear in the Reading Pane before Outlook marks it as read. The default is 5 seconds. Let's say you set it to 30 seconds.

After that, while you preview messages in the Reading Pane, only the emails that appear there longer than 30 seconds will be marked automatically as read.

Outlook – Write Your Own Rules

Outlook 2013 has a new way of indicating unread messages. There's a blue bar to the left of the message in your inbox, and the message header also appears blue.This blue is applied using conditional formatting. However, you can change both the color and font. Better still, you can write your own rules and format your emails using colors of your choice.

You can assign a certain color to emails based upon who sent them, or upon which words appear in the subject line. To do this, choose View > View Settings > Conditional Formatting. You will see the Unread Messages rule and the blue color. Here you can change the font or color as you wish.

You can also click Add to add a new rule. Start by typing a name for the rule in the Name box. Then click Font and choose a font and font color to apply to the email header. Finally, click the Condition button. When the Filter dialog opens, select the options that describe which types of emails will be formatted with your new settings. Click OK three times to save your settings.

Outlook – Connect to Social Media

When you connect Outlook to your social media accounts, the People module can display data about your contacts and their activities.

To link a social network account to Outlook 2013, choose File > Info > Account Settings> Social Network Accounts. Connect to LinkedIn and Facebook by selecting the desired service, typing your account details, and giving Outlook permission to access your account. Now details from people in your contact list who use the social site you've added will appear in the People area of Outlook.

Email – Separating Personal & Professional Messages

Our email policy is in the process of being reviewed and modified to more effectively deal with the challenges faced by organizations today.

Here are some basic rules to understand and follow:

1. Keep your personal and professional email separate. Do not mix the two up!

2. Do not open attachments that you did not specifically request.3. Do not click on hyperlinks included in email messages that you did not

specifically request.

Email - Separating Personal & Professional Messages

Now is the time to start separating your personal & professional email.

If you are subscribed to daily email messages from retailers and other non Borough related services you can, in most cases easily unsubscribe on the bottom of the email message.

On some occasions you can simply change the email address. On other occasions you will need to unsubscribe and then re-subscribe using your personal email message.

Microsoft Outlook

The reason this is important is that the majority of the malware that jeopardizes the Borough’s data is originating in personal email.

You do not what to be in a position in which you must explain why you were using Borough email for personal business and that it was your personal email that placed our data and security at risk.

Email - Separating Personal & Professional Messages

You can avoid this by simply taking the time to separate your email accounts.

You can see here how official or real a piece of malware can look. Here you can see a message pretending to be from Costco attempts to lure the recipient to their website. By clicking the here link malware is installed the on the PC.

Email – A Closer Look at Malware

Once again, never ever clock on a link or attachment in an email that you did not specifically request. If you believe it may be a legitimate message make phone contact with the retailer.

Any other action on your part will place your data and perhaps the data of your organization in jeopardy!

1. Email messages, attachments, and other data—is discoverable and may be used as evidence—for or against any organization — in litigation.

2. Email that is related to current, pending, or potential litigation shall be retained, archived, and produced during e-discovery, the evidence-gathering phase of litigation.

3. Employers are allowed to routinely purge electronic archives of data that is not relevant to ongoing litigation or pending cases.

4. All email is archived and may be retrieved as part of an open records request or an internal investigation.

5. Borough of West Chester email shall not contain profanity or illegal action of any kind.

6. Borough of West Chester email shall not be used to conduct personal business.

Email – Current Policy and Procedure Review

Email – Dealing with “Phising”Scams

Windows OS vs. Mobile

There are many exciting projects and changes planned to begin with the new year and here are some of the highlights.

• SharePoint• OneDrive for Business• Microsoft Azure• Digital Document Management • Help Desk Technician

A Look to 2015

West Chester Technology Blog

The mission of the West Chester Technology Blog is to cover the tech news that matters the most to the most people. From Apple to Android and Microsoft we try to cover the news of the day while staying alert to the ever changing dangerous times thanks mostly to cyber criminals.

You can find us at www.wctechblog.com.

Creating Help Desk Work Orders

Work Orders can be created in many ways now. These include:

1. www.westchester.freshdesk.com2. Email [email protected]. Use the West Chester Help Desk widget which is on the left panel of the West Chester

Technology Blog.4. Click the WC Help Desk link on the top menu bar at the West Chester Technology Blog.5. Download the iOS Freshdesk App6. Download the Android Freshdesk App