Microsoft Office 2007 Simplified

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Author: Sherry Willard Kinkoph

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Microsoft®

Office 2007 ®

by Sherry Willard Kinkoph

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Microsoft®

Office 2007 ®

by Sherry Willard Kinkoph

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Microsoft®

OFFICE 2007 SIMPLIFIED® Published by Wiley Publishing, Inc. 111 River Street Hoboken, NJ 07030-5774 Published simultaneously in Canada Copyright © 2007 by Wiley Publishing, Inc., Indianapolis, Indiana No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600. Requests to the Publisher for permission should be addressed to the Legal Department, Wiley Publishing, Inc., 10475 Crosspoint Blvd., Indianapolis, IN 46256, (317) 572-3447, fax (317) 572-4355, online: www.wiley.com/go/permissions. Library of Congress Control Number: 2006939473 ISBN: 978-0-470-04589-3 Manufactured in the United States of America 10 9 8 7 6 5 4 3 2 1

Trademark Acknowledgments Wiley, the Wiley Publishing logo, Visual, the Visual logo, Simplified, Read Less - Learn More, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates. Microsoft is a registered trademark of Microsoft Corporation in the U.S. and/or other countries. All other trademarks are the property of their respective owners. Wiley Publishing, Inc. is not associated with any product or vendor mentioned in this book. FOR PURPOSES OF ILLUSTRATING THE CONCEPTS AND TECHNIQUES DESCRIBED IN THIS BOOK, THE AUTHOR HAS CREATED VARIOUS NAMES, COMPANY NAMES, MAILING, E-MAIL AND INTERNET ADDRESSES, PHONE AND FAX NUMBERS AND SIMILAR INFORMATION, ALL OF WHICH ARE FICTITIOUS. ANY RESEMBLANCE OF THESE FICTITIOUS NAMES, ADDRESSES, PHONE AND FAX NUMBERS AND SIMILAR INFORMATION TO ANY ACTUAL PERSON, COMPANY AND/OR ORGANIZATION IS UNINTENTIONAL AND PURELY COINCIDENTAL.

LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITHOUT LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHER PROFESSIONAL SERVICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENT PROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM. THE FACT THAT AN ORGANIZATION OR WEBSITE IS REFERRED TO IN THIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE OF FURTHER INFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE INFORMATION THE ORGANIZATION OR WEBSITE MAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE. FURTHER, READERS SHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVE CHANGED OR DISAPPEARED BETWEEN WHEN THIS WORK WAS WRITTEN AND WHEN IT IS READ.

Contact Us For general information on our other products and services please contact our Customer Care Department within the U.S. at 800-762-2974, outside the U.S. at 317-572-3993, or fax 317-572-4002. For technical support please visit www.wiley.com/techsupport. In order to get this information to you in a timely manner, this book was based on a pre-release version of Microsoft Office 2007. There may be some minor changes between the screenshots in this book and what you see on your desktop. As always, Microsoft has the final word on how programs look and function; if you have any questions or see any discrepancies, consult the online help for further information about the software.

Sales Contact Wiley at (800) 762-2974 or fax (317) 572-4002.

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Praise for Visual Books “Like a lot of other people, I understand things best when I see them visually. Your books really make learning easy and life more fun.”

“I bought my first Visual book last month. Wow. Now I want to learn everything in this easy format!” Tom Vial (New York, NY)

John T. Frey (Cadillac, MI) “I have quite a few of your Visual books and have been very pleased with all of them. I love the way the lessons are presented!”

“Thank you, thank you, thank you...for making it so easy for me to break into this high-tech world. I now own four of your books. I recommend them to anyone who is a beginner like myself.”

Mary Jane Newman (Yorba Linda, CA)

Gay O’Donnell (Calgary, Alberta, Canada)

“I just purchased my third Visual book (my first two are dog-eared now!), and, once again, your product has surpassed my expectations.” Tracey Moore (Memphis,TN) “I am an avid fan of your Visual books. If I need to learn anything, I just buy one of your books and learn the topic it in no time. Wonders! I have even trained my friends to give me Visual books as gifts.” Illona Bergstrom (Aventura, FL) “Thank you for making it so clear. I appreciate it. I will buy many more Visual books.” J.P. Sangdong (North York, Ontario, Canada) “I have several books from the Visual series and have always found them to be valuable resources.” Stephen P. Miller (Ballston Spa, NY) “Thank you for the wonderful books you produce. It wasn’t until I was an adult that I discovered how I learn — visually. Nothing compares to Visual books. I love the simple layout. I can just grab a book and use it at my computer, lesson by lesson. And I understand the material! You really know the way I think and learn. Thanks so much!” Stacey Han (Avondale, AZ) “I absolutely admire your company’s work. Your books are terrific. The format is perfect, especially for visual learners like me. Keep them coming!” Frederick A.Taylor, Jr. (New Port Richey, FL) “I have several of your Visual books and they are the best I have ever used.” Stanley Clark (Crawfordville, FL)

“I write to extend my thanks and appreciation for your books. They are clear, easy to follow, and straight to the point. Keep up the good work! I bought several of your books and they are just right! No regrets! I will always buy your books because they are the best.” Seward Kollie (Dakar, Senegal) “Compliments to the chef!! Your books are extraordinary! Or, simply put, extra-ordinary, meaning way above the rest! THANK YOU THANK YOU THANK YOU! I buy them for friends, family, and colleagues.” Christine J. Manfrin (Castle Rock, CO) “What fantastic teaching books you have produced! Congratulations to you and your staff. You deserve the Nobel Prize in Education in the Software category. Thanks for helping me understand computers.” Bruno Tonon (Melbourne, Australia) “Over time, I have bought a number of your ‘Read Less - Learn More’ books. For me, they are THE way to learn anything easily. I learn easiest using your method of teaching.” José A. Mazón (Cuba, NY) “I am an avid purchaser and reader of the Visual series, and they are the greatest computer books I’ve seen. The Visual books are perfect for people like myself who enjoy the computer, but want to know how to use it more efficiently. Your books have definitely given me a greater understanding of my computer, and have taught me to use it more effectively. Thank you very much for the hard work, effort, and dedication that you put into this series.” Alex Diaz (Las Vegas, NV)

July 05

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Credits Project Editor

Cover Design

Scott Tullis

Mike Trent

Acquisitions Editor

Production Coordinator

Jody Lefevere

Adrienne Martinez

Product Development Supervisor

Layout

Courtney Allen

LeAndra Hosier Jennifer Mayberry

Copy Editor

Screen Artist

Marylouise Wiack

Jill A. Proll

Technical Editor

Illustrators

James Floyd Kelly

Ronda David-Burroughs Cheryl Grubbs

Editorial Manager

Robyn Siesky Editorial Assistant

Laura Sinise Special Help

Barb Moore Business Manager

Amy Knies Manufacturing

Allan Conley Linda Cook Paul Gilchrist Jennifer Guynn

Proofreader

Evelyn Still Quality Control

John Greenough Indexer

Sherry Massey Vice President and Executive Group Publisher

Richard Swadley Vice President and Publisher

Barry Pruett

Book Design

Composition Director

Kathie Rickard

Debbie Stailey Wiley Bicentennial Logo

Richard J. Pacifico

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About the Author Sherry Willard Kinkoph has written and edited oodles of books over the past 10 years covering a variety of computer topics, including Microsoft Office programs. Her recent titles include Teach Yourself VISUALLY Photoshop Elements 3.0 and Office 2003 Simplified. Sherry’s ongoing quest is to help users of all levels master ever-changing computer technologies. No matter how many times they — the software manufacturers and hardware conglomerates — throw out a new version or upgrade, Sherry vows to be there to make sense of it all and help computer users get the most out of their machines.

Author’s Acknowledgments Special thanks go out to publisher Barry Pruett and to acquisitions editor Jody Lefevere for allowing me the opportunity to tackle this exciting project; to project editor Scott Tullis for his dedication and patience in guiding this project from start to finish; to copy editor Marylouise Wiack, for ensuring that all the i’s were dotted and t’s were crossed; to technical editor Jim Kelly for skillfully checking each step and offering valuable input along the way; and finally to the production team at Wiley for their able efforts in creating such a visual masterpiece. Extra special thanks go to my new Gunter boys, Matty, Matt, and Jeramiah — thanks for being so patient with me while I worked on this endeavor!

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Table of Contents Part I: Office Features

1 Office Basics Start and Exit Office Applications

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

Navigate the Program Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 Work with the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8 Customize the Quick Access Toolbar Find Customizing Options

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12

Turn Off Live Preview

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

Find Help with Office

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

Diagnose Office Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

2

Acquiring and Storing Digital Images

Working with Files Start a New File Save a File

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

Open an Existing File

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21

Close a File

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22

Print a File

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23

Cut, Copy, and Paste Data

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24

View Multiple Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26

k ic cl

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3 Office Internet and Graphics Tools Create an HTML File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28 Add a Hyperlink . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30 Draw AutoShapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32 Insert Clip Art

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34

View Clip Art with the Clip Organizer

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36

Insert a Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38 Insert a WordArt Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40 Move and Resize an Object

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42

Rotate and Flip Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44 Crop a Picture

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46

Arrange Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48 Control Text Wrapping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50 Recolor a Picture

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51

Add SmartArt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52

Part II: Word

4

Home

Adding Text

Shapes

Illustrations

Change Word’s Views Type and Edit Text

New Document - Word

Insert Page Layout Referenc es Mailings Review Cover Page View Blank Page Page Break Hyperlink Table Picture Bookmark # Header Clip Art Pages A Chart Footer Tables Cross-reference

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58

Select Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60 Move and Copy Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62 Insert Quick Parts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64 Apply a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66 Insert Symbols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68

Links

Page Number Header & Footer

Quick Parts Equation Word Art Symbol Drop Cap Text Symbols

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Table of Contents

5 Formatting Text Add Basic Formatting

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70

Use the Mini Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71 Change the Font

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72

Change the Font Size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74

20 A

Add Color to Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .76 New Align Text

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77

Set Line Spacing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78

ab

A

I

tion celebra y join Apply Color Shading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .80 r famil u o y Highlight Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .81 Copy Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82 30? Set Character Spacing

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79

Clear Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83 Indent Text

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84

Set Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .86 Create Bulleted or Numbered Lists

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .88

Set Margins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .90 Format with Styles

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .92

6 Working with Tables Insert a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .94

3

2 1

Li

Lithium 6.941

Insert a Quick Table Draw a Table

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .95

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .96

Insert an Excel Spreadsheet

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .97

Potassium 39.0983

37

Select Table Cells

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .98

Adjust the Column Width or Row Height . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .99 Add Columns and Rows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .100 Delete Columns or Rows

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .101

Merge Table Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102

2 8 1

Na Sodium 22.989770

K

Rb um Rubidi 78 85.46

55

Cs 87 Fr ium5 Cess 9054 132.

nciu Fra (223)

m

2 2

Be

Beryllium 9.012182

11

19

4

2 8 8 1 2 8 18 8 1

12

Beryllium 9.012182

20

Ca Calcium 40.078

2 8 8 2

2 38 8 18 m 8 Strontiu 2

Sr 87.62

56 2 8 18 18 8 1 2 8 32 18 8 1

2 8 2

Be

Ba m Bariu7 137.32

88

Ra ium R ad) (226

2 8 18 18 8 2 2 8 18 32 18 8 2

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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103

Apply Table Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .104 Change Cell Alignment Reposition a Table

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .105

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .106

Resize a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .107

3

K

Potassium 39.0983

Beryllium 9.012182

20

2 8 8 2

Ca

2 8 8 1

Calcium 40.078

2 8 18 8 2

38

Sr

2 8 18 8

m Strontiu 87.62

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .108

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .110

Create Columns

2 8 2

Be

Sodium 22.989770

Business Themes

Adding Extra Touches Add Borders

12

2 8 1

Na 19

2 2

Be

Beryllium 9.012182

11

Rb

Assign a Theme

4

Lithium 6.941

37

7

2 1

Li

Charts s Theme

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .112

Add Headers and Footers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .114

ct Abstra s e Them

Giddyup

Insert Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .116 Insert Footnotes and Endnotes

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .118

Insert Page Numbers and Page Breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .120

elty m e es

Th

8 Reviewing and Printing Documents Find and Replace Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .122 Check Spelling and Grammar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .124 Work with AutoCorrect

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .126

Use the Thesaurus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .128 Check Your Document for Hidden or Personal Data . . . . . . . . . . . . . . . . . . . . . .129 Track and Review Document Changes

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .130

E-mail a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .132 Change Paper Size

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .133

Print an Envelope . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .134

Dom Casual

Nuev

ColorViv es a Them San

d

Brush Comic Book

N

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Table of Contents Part III: Excel

9 Building Spreadsheets Enter Cell Data

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .138

Select Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .140 Faster Data Entry with AutoFill

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .142

Add Columns and Rows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .144 Delete Columns and Rows

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .146

Resize Columns and Rows

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .148

Turn On Text Wrapping

CELL NUMBE

R 31

Grand Tota l:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .149

Center Data Across Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .150 Freeze a Column or Row Remove Data or Cells

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .151

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .152

10 Worksheet Basics Assign Worksheet Names . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .154 Delete a Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .155 Add a Worksheet Move a Worksheet

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .156 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .157

Copy a Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .158 Format the Worksheet Tab Color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .159 B 1 TAB 2 Find and Replace Data

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .160

Sort Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .162 Filter Data with AutoFilter

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .164

Insert a Comment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .166 Track and Review Workbook Changes

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .168

Change Page Setup Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .172

TAB 3

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11 Working with Formulas and Functions Understanding Formulas Create Formulas

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .174

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .176

Define a Range Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .178 Reference Ranges in Formulas

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .180

Reference Cells from Other Worksheets

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .181

Apply Absolute and Relative Cell References . . . . . . . . . . . . . . . . . . . . . . . . . . .182 Understanding Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .184 Apply a Function

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .186

Total Cells with AutoSum . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .190 Audit a Worksheet for Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .192

12 Formatting Worksheets Change Number Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .196 Change the Font and Size

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .198

Increase or Decrease Decimals Change Data Color

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .200

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .201

Adjust the Cell Alignment Control Data Orientation

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .202 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .204

Copy Cell Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .205 Add Borders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .206 Format Data with Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .208 Assign Conditional Formatting

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .210

O EngLe L H ame is n y ra

m

Sales

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Table of Contents

13 Working with Charts Create a Chart

70%

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .212

50%

Move and Resize Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .214 Change the Chart Type

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .216

Change the Chart Style

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .217

20%

Change the Chart Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .218 %

%

15 %

35 %

Format Chart Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .220

10

Add Axis Titles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .219

40

Add Gridlines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .222 Change the Chart Data

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .223

Part IV: PowerPoint

14

lder TextPlaceho -holderText Text

Presentation Basics Create a Presentation with a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .226 Build a Blank Presentation

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .228

Change PowerPoint Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .230

Page xiii

Creating Slides Add and Edit Slide Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .232 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .234

Coas

Change the Font and Size

Change the Text Color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .236 Change the Text Style

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .238

Change the Text Alignment

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .239

Set Line Spacing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .240 Assign a Theme

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .241

Change the Slide Layout

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .242

Add a New Text Object

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .243

Add Clip Art to a Slide

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .244

Add a Chart to a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .246 Add a Table to a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .248 Move a Slide Object

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .250

Resize a Slide Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .251

16 Assembling a Slide Show Insert and Delete Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .252 Reorganize Slides

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .254

Define Slide Transitions

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .256

Add Animation Effects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .258 Insert a Media Clip . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .260 Record Narration

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .262

Set Up a Slide Show

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .263

n

hotos P s Bob’

na

the The gr Unit eate for sm th ed arri irteenStates ajor ci ve in ty in da . We Maj or Le chicagys stra Travel the ed o an it ju fir ag d vi st to Mas st ti ue ba si se m the nfield e. We ball ga t a base Hot st m ball el ju ayed at e for field st so uth the . of

CChhiicc aaggoo

15

Fo to th r the fir with e Midw st tim of th all the est I w e drivin as Cact e dese beauty amaz g rt m an ed the i were ount d aw river in bl e just oom ains. Th sw w dese aitin ere full and al e g this rt . I ha to fill of wat l us er d reco vacatio a grea the dr t a se mend n and I time ony it nce w of ad to anyo ould vent ne w u i

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t to C oast

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17

My Presenta t tiion

Presenting a Slide Show Rehearse a Slide Show . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .264 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .268

Package Your Presentation on a CD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .270

l l l l ll l ll

Create Speaker Notes

l l l l l ll ll

l l l lll ll

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .266

l l l l ll ll ll

Run a Slide Show

Part V: Access

18

NAME

Database Basics Understanding Database Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .274 Create a Blank Database

Bob L.

SS

29 Eas te Mark rn Rd. am, A L.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .276

Create a Database Based on a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .278

ADDRE

Joe B. 30 W

19 Adding Data Using Tables Create a New Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .280 Create a Table with a Table Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .284 Change Table Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .286 Add a Field

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .288

Delete a Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .289 Hide a Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .290

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35264

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .291

Delete a Record

S.

75 75

Add a Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .292

John

555

Move a Field

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .293

20 Adding Data Using Forms Create a Form Using a Wizard

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .294

Create a Quick Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .298 Add a Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .300 Navigate Records Delete a Record

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .302 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .303

Change Form Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .304 Move a Field

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .305

Delete a Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .306 Add a Field

FORM

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .307

Change the Field Formatting

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .308

Apply a Quick Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .309

21 Finding and Querying Data Sort Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .310 Filter Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .312 Perform a Simple Query Create a Report

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .314

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .318

Microsoft Access

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Table of Contents Part VI: Outlook

22 Organizing with Outlook View Outlook Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .324 Schedule an Appointment

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .326

Schedule a Recurring Appointment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .328 Schedule an Event

1

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .330

Plan a Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .332 Create a New Contact

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .334

Create a New Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .336 Add a Note

JULY

2

Tom Schroeder 7 6

5

9 am - Noon

10

11

12

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .338

Organize Outlook Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .340 Perform an Instant Search Customize the To-Do Bar

15

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .342 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .343

23 E-mailing with Outlook Compose and Send a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .344 Read an Incoming Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .346 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .347

K OU TLO O

m: ro

Me

F

Control the Reading Pane

MAIL

Reply to or Forward a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .348 Add a Sender to Your Address Book

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .350

Delete a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .351

AIILL To: M r. R eeeddeerr Attach a File to a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .352A om: Clean Up the Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .354 Screen Junk E-mail

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .358

Create a Message Rule

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .360

Fr Me r ta Sutrbjinecgt:G ui 12 -S ent: Attachm : Message

eder,

Dear Mr. Re

String about the 12- am you to ask the paper. I I am writing e for sale in guitar you hav in this kind of guitar. t d

eder r. Re G

M ing To: ct: 12 Str bje u S

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Part VII: Publisher

24

Dessert Menu

Publisher Basics Create a Publication

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .364 Choices

xt...... Create a Blank Publication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .366 Add Te

Zoom In and Out Add Text

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .368

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .370

Add a New Text Box

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .371

Add a Picture to a Publication Add Clip Art to a Publication

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .372 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .374

25 Fine-Tune a Publication Change the Text Font and Size Change the Text Style

ouse

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .376

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .377

Change Text Alignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .378 Change Text Color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .379 Control Text Wrap . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .380 Add a Border . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .381 Move a Publication Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .382 Resize a Publication Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .383 Connect Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .384 Edit the Background Page

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .386

Add a Design Gallery Object

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .388

Use the Content Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .390

na l a bird with man y diff eren t trai ts. I doub t rtic le so I will just talk abou t the firs t my min d. I wen t fish ing aepp el. We both caug this wee kend with ht a bass but min e was sh was a keep er but he didn ’t feel like ayin a lot of golf late ly so that is pret ty good but I can driv e the ball arou nd 300 .

24

24

$

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I

Office Features The Office applications share a common look and feel. You can find many of the same features in each program, such as the new Ribbon feature, Quick Access toolbar, program window controls, and the new File menu. Many of the tasks you perform, such as creating and working with files, share the same processes and features throughout the Office suite. In this part, you learn how to navigate your way around the common Office features and basic tasks. Chapter 1 shows you how to use basic program elements, add and remove programs, and diagnose program problems. Chapter 2 teaches you how to work with files. Chapter 3 explains how to use the various Internet and graphics tools.

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Chapter 1: Office Basics . . . . . . . . . . . . . . . . . . . . . . . . 4 Chapter 2: Working with Files . . . . . . . . . . . . . . . . . . . 18 Chapter 3: Office Internet and Graphics Tools. . . . . . . . . . 28

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Start and Exit Office Applications Before you begin working with any of the Microsoft Office programs, you must first open a program. When you finish your work, you can close the program. If applicable, you can save your work before exiting a program completely.

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Start and Exit Office Applications START AN OFFICE APPLICATION 1 Click Start. 2 Click All Programs. 3 Click Microsoft Office. 4 Click the name of the program that you want to open.

Note: Depending on which programs you installed, not all of the Office programs may be listed in the menu.

2 1

• The program that you selected opens in a new window.

Note: See the next task to learn how to identify different areas of the program window.

4

3

4

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OFFICE FEATURES

CHAPTER

Office Basics

1

1

EXIT AN OFFICE APPLICATION 1 Click the Close button ( ).

• You can also click the Office button and then click Exit.

If you have not yet saved your work, the program prompts you to do so before exiting. Note: Outlook does not prompt you to save anything before closing, unless you have unsaved e-mail messages that you were composing.

2

2 Click Yes to save. The program window closes.

• If you click No, the program closes without saving your data.

• If you click Cancel, the program window remains open.

SIM

PLIFY

IT Can I create a shortcut icon for an Office application? Yes. You can create a shortcut icon that appears on the Windows desktop. Whenever you want to open the program, you can simply double-click the shortcut icon. Follow these steps to create a shortcut icon:

1 Right-click over a blank area

of the desktop and click New.

2 Click Shortcut. The Create Shortcut dialog box appears.

3 Click Browse, navigate to

the Office program, and double-click the filename.

3 4

4 Click Next. 5 Type a name for the shortcut.

6 Click Finish. The new shortcut icon appears on the desktop.

5 6 5

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Navigate the Program Windows All of the Office programs share a common appearance and many of the same features, such as menu bars, toolbars, and scroll bars. When you learn your way around one program, you can easily use the same skills to navigate the other Office programs. If you are new to Office, you should take a moment and familiarize yourself with the types of on-screen elements that you can expect to encounter.

6

Title Bar

Office Button Menu

Quick Access Toolbar

Displays the name of the open file and the Office program.

Click to display a menu of file commands, such as New and Open.

Displays quick access buttons to the Save, Undo, and Redo commands.

Ribbon

Status Bar

Program Window Controls

Displays groups of related commands in tabs. Each tab offers shortcut buttons to common tasks.

Displays information about the current worksheet or file.

Use these buttons to minimize the program window, restore the window to full size, or close the window.

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OFFICE FEATURES Office Basics

Formula Bar

Work Area

This appears only in Excel. Use this bar to type and edit formulas and perform calculations on your worksheet data.

The area where you add, and work with, data in a program. Depending on the Office program, the work area may be a document, a worksheet, or a slide.

Document Window Controls Use these buttons to minimize or restore the current document.

Zoom Controls

Scroll Bars

Use this feature to zoom your view of a document.

Use the vertical and horizontal scroll bars to scroll through the item displayed in the work area, such as a document or worksheet.

CHAPTER

1

7

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Work with the Ribbon Publisher and Outlook still use the familiar menu and toolbar features from previous versions of Office. However, some of the Outlook features, such as the Appointment window, use the new Ribbon features.

New to Office 2007, menus and toolbars in Word, Excel, PowerPoint, and Access are replaced by the new Ribbon feature. The Ribbon offers an intuitive way to locate commands that accomplish various program tasks. The Ribbon is grouped into tabs, and each tab holds a set of related commands. In addition, some tabs appear only when needed, such as when you are working with a particular object in a document.

X

Work with the Ribbon 1

USE THE RIBBON 1 Click a tab. The tab organizes related tasks and commands into logical groups.

2 2 Click a button to activate a command or feature.

• Buttons with arrows display additional commands.

• With some groups of commands, you can click the corner group button to display a dialog box of additional settings.

When you move the mouse pointer over Live Preview options on the Ribbon, you see the results in the document before applying the command.

8

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OFFICE FEATURES Office Basics

1

CHAPTER

1

MINIMIZE THE RIBBON 1 Double-click a tab name.

2

The Ribbon is minimized.

2 Click the tab name again to maximize the Ribbon.

SIM

PLIFY

IT Is there a way I can keep the Ribbon minimized?

1

Yes. You can keep the Ribbon minimized and click a tab when you need to use a command. Follow these steps:

1 Click the Customize Quick Access Toolbar

button at the end of the Quick Access Toolbar.

2 Click Minimize the Ribbon. The program’s Ribbon is minimized at the top of the screen. To use a Ribbon while it is minimized, you can simply click the tab containing the tools that you want to access.

2

9

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Customize the Quick Access Toolbar The Quick Access toolbar appears in the top-left corner of the program window. You can use the toolbar to quickly activate the Save, Undo, and Redo commands. You can customize the toolbar to include other commands that you need to keep in view at all times. For example, you might add the Quick Print command or another common command you use. You can also choose to display the toolbar above or below the Ribbon.

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Toolbar button.

Note: The Quick Access toolbar is not available in Publisher or Outlook.

2 Click More Commands.

• You can click any of the common

commands to add them to the toolbar.

2

• You can click Show Below the

Ribbon if you want to display the toolbar below the Ribbon. The Options dialog box opens to the Customize tab.

3 Click the Choose commands from 4 Click a command group.

10

3

.

4

ay

1

1 Click the Customize Quick Access

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Customize the Quick Access Toolbar

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OFFICE FEATURES Office Basics

CHAPTER

1

5 Click the command that you want to add to the toolbar.

6 Click the Add button. 5

• Office adds the command. 6

You can repeat Steps 5 and 6 to add additional buttons to the toolbar.

7 Click OK.

7

• The new command appears on the Quick Access toolbar.

SIM

PLIFY

IT How do I remove a button from the Quick Access toolbar?

To remove a command, reopen the program’s Options dialog box by following the steps in this task, click the command name in the list box on the right, and then click the Remove button. Click OK. The button no longer appears on the toolbar.

Are there other ways to customize the Quick Access toolbar?

Yes. You can add commands directly from the Ribbon and place them on the toolbar. Simply click the tab containing the command that you want to add, right-click the command, and then click Add to Quick Access Toolbar. The command is immediately added as a button on the toolbar.

11

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Find Customizing Options In previous versions of Office, you could customize the program window to suit the way you worked. You can do the same in Office 2007 using the Options dialog box. The dialog box features groups of settings that you can change to control how the program works, looks, and interacts with you.

Find Customizing Options 1 Click the Office button. 2 Click the program’s Options button.

1

This example uses the Word Options button.

2 The program’s Options dialog box appears.

3 Click the tab that you want to view.

3

Each tab displays sets of related controls that you can set for the program.

4 Make the changes that you want to the settings.

4

5 Click OK to apply your changes.

5 12

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OFFICE FEATURES

Turn Off Live Preview

CU

T!

CHAPTER

1

Live Preview allows you to preview the effects of a feature before committing to a particular selection. Many of the Ribbon’s tools offer Live Previews. For example, when you move the mouse pointer over a gallery item on the Ribbon, the style is immediately reflected in the document. You can turn the feature off if you find it too distracting.

Livewe Previ Turn Off Live Preview 1

1 Click the Office button. 2 Click the program’s Options button.

This example uses the Excel Options button.

2 The program’s Options dialog box appears.

3

3 Click the Popular tab. 4 Click the Enable Live Preview

4

check box to deselect the feature ( changes to ).

5 Click OK. The program turns off Live Preview.

5

13

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Find Help with Office C

LP

OF

FI

You can use the Office Help tools to assist you when you run into a problem or need more information about a particular task. With an Internet connection, you can use Microsoft’s online Help files to quickly access information about an Office feature. The Help window offers tools that enable you to search for topics that you want to learn more about.

E

You must log on to your Internet connection in order to use the online Help files.

HE

Find Help with Office 1 Click the Help button. 1

The Help window opens.

2 Type a word or phrase that you want to learn more about.

3 Click the Search button. You can also press search.

to start the

• You can click links to view other topics.

Note: You must log on to the Internet to access Microsoft’s online Help files.

14

2

3

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OFFICE FEATURES Office Basics

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1

• The Search Results window displays a list of possible matches.

4 Click a link to learn more about a

4

topic.

5

• The Help window displays the

article, and you can read more about the topic.

• You can use the Back and Forward buttons ( and ) to move back and forth between help topics.

• You can click the Print button ( to print the information.

5 Click

PLIFY

4

You can click the Home button ( ) on the Help window’s toolbar to quickly display the table of contents for the Office program that you are using. You can click a help category to display subtopics of help information. You can click an article to view more about a topic. Many articles include links to related articles. 6

5

Yes. You can still access the Help files that are installed with the program. However, the online resources offer you more help topics, as well as links to demos and other help tools.

Where can I find a table of contents for the Help files?

3

offline?

1

IT Can I use the Help feature if I am

2

SIM

to close the window.

15

)

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Diagnose Office Programs Dr. Diagn Diagnostics gnostic

You can use the Office Diagnostics tool to diagnose and repair problems that you are having with any Office program. For example, a program may not work properly if an important program file is corrupted or accidentally deleted. You can run the diagnosis to check the problem and attempt to make any repairs. Microsoft Word’s diagnostic tool is shown in this example.

Dr.

Diagnose Office Programs 1 Click the Office button. 2 Click the program’s Options button.

1

2 The program’s Options dialog box appears.

3 Click the Resources tab. 4 Click Diagnose.

4 3

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Office Basics

1

The Microsoft Office Diagnostics dialog box appears.

5 Click Continue.

5

6 Click Start Diagnostics. The Office Diagnostics program runs. The procedure may take awhile. If the program finds any problems, you can follow the prompts to fix them.

6

SIM

PLIFY

IT What if I am still having trouble with my Office programs?

You can also run the repair program with the Microsoft Setup feature. To do so, insert your Office CD and click the Repair option when prompted. Setup runs the repair tool, which may take a long time, depending on your computer’s resources.

How do I update my Office program?

You can use the Resources tab in the Options dialog box to check for program updates. Open the dialog box as shown in this task, and click the Resources tab. Next, click the Check for Updates button. You must log onto your Internet connection Update in order to check for program updates. Program e

Updat

Program

Update

Progra m

17

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Start a New File With the exception of Outlook, you can create new files whenever you want to add new data to an Office program. Depending on the program you are working with, you can create different types of new files. When you create a new file in Word, it is called a document. In Excel, a new file is called a workbook. In Access, it is called a database. In PowerPoint, it is called a presentation, while in Publisher it is called a publication.

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In Word, Excel, and PowerPoint, you use the New dialog box to start a new file. In Publisher and Access, you use the Getting Started screen to start new files. Whenever you start a new file in Office 2007, you can choose to create a blank document, or base the file on a template.

Start a New File START A NEW FILE IN WORD, EXCEL, OR POWERPOINT 1 Click the Office button. 2 Click the New button.

1 2

The New dialog box appears. Depending on which Office program you are using, the New dialog box has different names. For example, in Word, it is called the New Document dialog box.

3

3 Click the type of file that you want to start.

4 Click Create. The new file opens, and you can start adding your own data.

18

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OFFICE FEATURES Working with Files

1 2

CHAPTER

2

START A NEW FILE IN PUBLISHER OR ACCESS 1 Click the Office button. 2 Click the New button. Note: In Publisher, you can click the File menu and then click New.

The Welcome screen appears, displaying the Getting Started window.

3 Click the type of file that you want

3

to start.

• In Access, you can name the new file here.

4 Click Create. The new file opens, and you can start adding your own data.

4

SIM

PLIFY

IT How do I create a new file based on a template?

Many Office programs allow you to create a new file from a template. For example, in Word, you can choose from letters, faxes, memos, reports, and more. Templates are simply preformatted layouts that you can use to create files, substituting your own text for the placeholder text in the template. You can choose from a library of templates that install with Office. Simply click the template that you want to apply in the New dialog box or on the Welcome screen. You can also turn an existing file into a template by saving it in the program’s template format.

Where else can I find more templates to use with my Microsoft Office programs?

Using your Internet connection, you can find more Office templates on the Microsoft Web site. Click the Templates link in the New dialog box or on the Welcome screen to access the site, and download any templates that you like. By default, Office is set up to store your downloaded templates in a default folder so that you can easily access them again using the New dialog box or the Welcome screen. et kshe Wor

3

19

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Save a File E E F FIILL

Each Office program saves to a default file type. For example, an Excel workbook uses the XLSX file format. If you want to save the file in a format compatible with previous versions of Office, you must save it in the appropriate format, such as Excel 97-2003 Workbook (*.xls) for previous versions of Excel.

You can save your data to reuse it or share it with others. You should also frequently save any file that you are working on in case of a power failure or computer crash. When you save a file, you can give it a unique filename, and store it in a particular folder or drive.

Save a File 1 Click the Office button. 2 Click the Save or Save As button.

1

• For subsequent saves, you can click the Save button ( ) on the Quick Access toolbar to quickly save the file.

2

Note: In Publisher, you can click the File menu and then click Save or Save As.

• If you click the arrow on the Save As button, you can view several save options that you can apply.

The Save As dialog box appears.

3

3 Click the Save in

to navigate to the folder or drive to which you want to save the file.

4 Click the File name

and type a

name for the file.

• To save the file in another format, click the Save as type choose a format.

and

5 Click Save. The Office program saves the file and the new filename appears on the program window’s title bar.

20

4 5

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OFFICE FEATURES

Open an Existing File With the exception of Outlook, each Office program automatically lists your most recent files to the right of the File menu or in the Getting Started screen.

CHAPTER

2

You can open a file that you previously worked on to continue adding or editing data. Regardless of whether you store a file in a folder on your computer’s hard drive, on a floppy disk, or on a CD, you can easily access files using the Open dialog box.

Open an Existing File 1

1 Click the Office button. 2 Click the Open button.

2

• You can also open a recent file by clicking a filename listed in the Recent Documents list on the Office menu.

3

4

The Open dialog box appears.

3 Click the Look in

to navigate to the folder or drive where you stored the file.

• You can look for a specific file type using the Files of type

.

4 Click the name of the file that you want to open.

5 Click Open. 5

The file opens in the program window.

21

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Close a File FI

LE

You can close a file that you are no longer using without closing the entire program window. When you close unnecessary files, you free up processing power on your computer.

Close a File 1 Click the Office button. 2 Click the Close button.

1

2 The file closes.

• In this example, the Excel program window remains open.

Note: To learn how to close the program entirely, see Chapter 1.

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OFFICE FEATURES

Print a File

CHAPTER

2

If you have a printer connected to your computer, you can print your Microsoft Office files. You can send a file directly to the printer using the default printer settings, or you can open the Print dialog box and make changes to the printer settings. These settings may vary slightly among Office programs.

Print a File 1

1 Click the Office button. 2 Click the Print button.

• You can click the arrow on the Print

button to display several print options. You can click the Print command to open the Print dialog box.

2

If your Quick Access toolbar displays the Quick Print button, you can click it to print a file without adjusting any printer settings.

The Print dialog box appears.

• You can choose a printer from the Name drop-down list.

• You can print a selection from the file, or

specific pages using the available settings.

• You can specify a number of copies to print.

3

• You can click here for more printer options. 3 Click OK. The Office program sends the file to the printer for printing.

23

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Cut, Copy, and Paste Data The Copy command makes a duplicate of the selected data, while the Cut command removes the data from the original file entirely. When you copy or paste data, the Windows Clipboard stores it until you are ready to paste it into place.

You can use the Cut, Copy, and Paste commands to copy data within a program, or move and share data among Office programs. For example, you might copy a graphic from Word and place it in a PowerPoint slide, or copy data from Excel to display in a Publisher publication. You can also drag and drop data to move and copy it within a file.

GLUE

Cut, Copy, and Paste Data CUT AND COPY DATA 1 Select the data that you want to cut

2

3

or copy.

2 Click the Home tab. 3 Click the Cut button (

) to move

data, or the Copy button ( copy data.

1

) to

Note: You can also use keyboard shortcuts to cut and copy. Press + to cut or + to copy.

The data is stored in the Windows Clipboard.

5

4 Click the point where you want to insert the cut or copied data.

You can also open another file to which you can copy the data.

5 On the Home tab, click the Paste button.

Note: You can also press paste data.

• The data appears in the new location.

24

+

to

4

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CHAPTER

OFFICE FEATURES

2

Working with Files

DRAG AND DROP DATA 1 Select the data that you want to cut or copy.

2 Click and drag the data to a new location.

1

The

2

changes to

.

To copy the data as you drag it, you can press and hold the key.

3 Release the mouse to drop the data in place.

The data appears in the new location.

3

SIM

PLIFY

IT When I cut or copy data, an icon appears. What is it?

The Paste Options smart tag ( ) may appear when you perform any cut or copy task. Click the smart tag to view a drop-down list of related options for the task. Click an option from the list to activate the option. If you ignore the tag, it disappears. To turn the feature off, click the Office button, and then click the Options button for the PASTE program, such as Word Options if you are using Word. Click the Advanced Apply Style tab, and then click the Show Paste Options Buttons check box ( changes to ) under the Cut, Copy, and Paste settings. Click OK to save the new settings and exit the dialog box.

Can I cut or copy multiple pieces of data?

Yes. You can cut or copy multiple pieces of data, and open the Office Clipboard task pane to paste the data. The Office Clipboard holds up to 24 items. You can paste them in whatever order you choose, or you can opt to paste them all at the same time. To display the task pane, click the Clipboard button in the Clipboard TE tools group on the PAS Ribbon’s Home tab. The Office Clipboard is just one of many task panes that are available in the Office programs.

25

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View Multiple Files When working with a particularly long document, you can choose to view different portions of the same document by splitting it into two scrollable panes.

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You can use the Office View tools to display different views of your documents. You can view multiple files in your Office programs to compare data or formatting between files. For example, you might want to view two open Word documents side by side to check notes, or view two Excel workbooks to compare similar data. You can choose to view files horizontally or vertically.

View Multiple Files 1 Open two or more files. 2 Click the View tab. 3 Click Arrange All.

2

Note: In Excel, the Arrange Windows dialog box opens, and you can select how you want to display multiple files.

• The files appear stacked. • You can click the Close button ( to close a file.

26

)

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OFFICE FEATURES Working with Files

CHAPTER

2

• You can click the View Side by

Side button on the View menu to view the two open files vertically.

• You can click here to scroll both documents at the same time.

• You can click the Split button to split a single document into two scrollable panes.

Note: To return the page to a full document again, click the Remove Split button.

SIM

PLIFY

IT What does the Switch Windows button do?

F OF

If you open two or more documents, then you can click the Switch Windows button on the View tab, and then click the document that you want to view. The Switch Windows button displays a menu that lists every open Word document. You can use this feature to quickly display the document that you ON want to edit. In previous versions of Word, the list of open files appeared in the Window menu.

How do I redisplay full windows again?

If you use the Arrange All command to display several open documents at once, you can click the Maximize button ( )in the upper-right corner of a document pane to open the document to its full window size again. Each open document has a set of window controls — Minimize ( ), Maximize ( ), and Close ( ) — to control the individual document window.

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Create an HTML File You can turn your Microsoft Office files into HTML documents that you can post on the Web. When you activate the Save As Web page command, you create a Web page file that contains all of the necessary HTML coding for it to be read by Web browsers.

Create an HTML File 1 Click the Office button. 2 Click Save As. Note: In Publisher, you can click File and then click the Convert to Web Publication command to convert a publication to an HTML page.

The Save As dialog box appears.

3 Navigate to the folder where you

1

2

3

want to save the file.

4 Type a name for the file. 5 Click the Save as type and click Web Page (*.htm; *.html).

6 Click Change Title. Note: The Save As dialog box only displays the Web page options when you activate the Save as Web Page command.

28

4

5

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OFFICE FEATURES Office Internet and Graphics Tools

CHAPTER

3

• The Set Page Title dialog box appears.

7 Type a title. 8 Click OK. 9 Click Save.

7

8 9

• The file is saved as a Web page.

SIM

PLIFY

IT What does the Publish button do?

If you are turning an Excel worksheet or PowerPoint slide into a Web page, and you are ready to publish the Web page to a server, you can click Publish in the Save As dialog box to open the Publish as Web Page dialog box. You can then use the Publish as Web Page dialog box to add spreadsheet functionality to the page and designate a server path and filename. When you activate the Publish command, Office publishes the page and opens it in your .html default browser to display the information.

Can I assign a password to a workbook?

Yes. You can assign a password from the Save As dialog box. Simply click the Tools button and click General Options. This opens the General Options dialog box. Type a password for the file and click OK. Then retype the same password again to verify it. When you save the file, the password is saved along with the workbook. You can also use the General Options OOK dialog box to add a WORKB password that allows other users who know the password the opportunity to change the file. t3 sheeet 2 ork he W et 1 et rks ee h Wo kshe ks orrk Wor

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Add a Hyperlink You can insert hyperlinks into your files that open a Web page when a user clicks them. When linking to a Web page, you must designate a Uniform Resource Locator, or URL. This is the unique address that identifies the Web page.

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Header Hyperlink Footer Bookmark # Page Number Cross-reference Header & Footer Links

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You can also use hyperlinks to link to other files on your computer. You must designate the address or path of the page that you want to link to when you add links to a file.

Add a Hyperlink 2

1 Select the text or image that you

3

want to use as a hyperlink.

2 Click the Insert tab on the Ribbon. 3 Click Hyperlink. Note: In Word, click the Links button and then click Hyperlink.

1

Note: In Publisher, click the Insert Hyperlink button ( ) on the Standard toolbar.

The Insert Hyperlink dialog box appears.

4 Click the type of document to which you want to link.

5 Select the page or type the address, or URL, of the page to which you want to link.

•

To browse the Internet to look for the page, you can click the Web Search button ( ) and open your default browser window.

6 Click OK. 30

4 5 5

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The hyperlink is created.

7 To test the link, press and hold the

7

mouse button on the link for a moment and then release. The

changes to

on the link.

The default Web browser opens and displays the designated page.

• You can click

to close the

browser window.

SIM

PLIFY

IT How do I edit a link?

To change a link, such as editing the Web page URL, you can open the Edit Hyperlink dialog box and make any necessary changes. Right-click the link and click Edit Hyperlink from the shortcut menu. The Edit Hyperlink dialog box appears. You can use the dialog box to .html change the hyperlink text and address, or the type of page that you want to use in the link.

How do I remove a hyperlink?

You can right-click a link and click Remove Hyperlink from the shortcut menu. The associated link is removed and the original text or image remains. To remove a .html hyperlink from the Edit Hyperlink dialog box, you can click Remove Link.

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Draw AutoShapes

AutoShapes is just one of several features that you can find on the Insert tab on the Ribbon in Word, Excel, and PowerPoint. You can also use AutoShapes in Publisher. Graphics tools are not available in Outlook or Access.

You can use AutoShapes to draw your own shapes and graphics for your documents, worksheets, slides, and publications. You can choose from a large library of predrawn shapes in the AutoShapes palette. Once you draw a shape, the Format tab displays the Drawing tools that you can use to format the shape, including tools for controlling the color and line thickness.

Draw AutoShapes 1

1 Click the Insert tab on the Ribbon. 2 In the Illustrations group, click

2

Shapes.

Note: In Publisher, you can click the AutoShapes tool ( ) on the Objects toolbar to draw shapes.

The full Shapes palette displays.

3 Click the shape that you want to draw. The

changes to

.

3

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3

4 Click and drag in the work area to draw the desired shape.

4

• When you release the mouse, the program completes the shape.

Note: You can move and resize the object or edit it with the Drawing toolbar buttons. See the “Move and Resize an Object” task to learn more.

• You can use these Shape Styles

controls to define the fill color, line thickness, and color of the shape. Note: You can right-click a shape and click Format AutoShape to open the Format AutoShape dialog box.

SIM

PLIFY

IT How do I add text to an AutoShape? To add text to a shape, you can click the Edit Text button on the Format tab that appears on the Ribbon when you select the shape. After you type your text, you can format it with the formatting tools found on the Home tab of the Ribbon. When you activate the Edit Text tool, the AutoShape converts to a text box object.

How do I remove an AutoShape?

You can easily delete any AutoShape object that you add to a document. Simply click the shape to select it, and then press . You can also delete objects using the Cut command, found on the Home tab of the Ribbon.

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Insert Clip Art You can add interest to your Office files by inserting clip art images. Clip art is simply predrawn artwork. Word, Excel, PowerPoint, and Publisher install with the Office clip art collection. In addition, you can look for more clip art on the Web using the Clip Art task pane.

Hom

e Inse

Shapp es

rt New Co Page Layo Doc Bla ver P ut R um efere Page nk Pagage nces Page Break e Mail s Ta ings Tableble P icture s C Illust lip Art ration Char s

Insert Clip Art 1 Click where you want to add clip art. You can also move the clip art to a different location after you insert the art.

2

3

2 Click the Insert tab. 3 In the Illustrations group, click Clip Art.

1

The Clip Art task pane opens.

4

4 To search for a particular category of clip art, type a keyword or phrase here.

• To search in a particular collection, you can click the Search in click a collection.

and

• You can also search for clip art on

the Office Web site by clicking this link.

5 Click Go.

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The Clip Art task pane displays any matches for the keyword or phrase that you typed.

• You can use the scroll bar to move through the list of matches.

6

• To view information about a clip art image, you can move the image.

over

6 To add a clip art image, click the image.

• The clip art is inserted. • The Picture tools appear on the Format tab.

You can resize or move the clip art. Note: See the “Move and Resize an Object” task, later in this chapter, to learn more. To deselect the clip art, you can click anywhere else in the work area.

• You can click

SIM

to close the pane.

PLIFY

IT How do I search for a particular type of clip art, such as a photo or sound file?

To search for a particular type of media, click the Results should be . The dropdown menu displays a list of different media types. You can select or deselect which types to include in your search. If you leave the All media types check box selected ( ), you can search for a match among all of the available media formats.

How do I find details about the clip art?

To find out more about the clip art’s properties in the Clip Art task pane, move the over the image, click the , and then click Preview/Properties. This opens the Preview/Properties dialog box, where you can learn more about the file size, filename, file type, its creation date, and more.

PROPERTIES

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View Clip Art with the Clip Organizer S

BIRD

You can use the Microsoft Clip Organizer to view clip art collections on your computer. You can also insert clip art from the Organizer window and place it in your Office file. The Clip Organizer does exactly as its name implies — it organizes clip art images and entire clip art collections to suit the way you work. For example, you might place all of the clip art related to your company newsletter in one collection.

AC M E

View Clip Art with the Clip Organizer 1

1 Display the Clip Art task pane. Note: See the previous task to learn how to open this pane.

2 Click Organize clips.

2

The Microsoft Clip Organizer window opens.

3 Click the Collection List button if

3 4

the list is not already displayed.

4 Click a collection

to expand the

collection list.

5 Click a category. If some categories include subcategories, you can click a category to expand the list.

• The Clip Organizer displays

thumbnails of available clip art.

36

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• You can use these buttons to

change how clip art displays in the window: Thumbnails ( ), List ( ) or Details ( ).

• To view information about a clip art image, you can move the image.

over

To add a clip art image to the current document, you can drag the clip art to your work area.

6

• You can click the Search button to display settings for conducting a search for clip art on your computer.

6 When you finish viewing the clip art, click

.

The Microsoft Clip Organizer window closes.

SIM

PLIFY

IT How do I download clip art from the Web?

Can I copy clip art from one collection to another?

You can click the Clip art on Office Online link at the bottom of the Clip Art task pane to open your default Web browser to the Office Web site. From there, you can click a clip art category and locate the art that you want to download. Simply select the images that you want to download, click the Download link, and follow the instructions.

Yes. You can copy clip art from one collection and paste it into another collection using the Microsoft Clip Organizer. Simply click the clip art that you want to copy, and then use the Copy ( ) TE PAS and Paste ( ) buttons on the Microsoft Clip Organizer’s toolbar to copy and paste the clip art.

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Insert a Picture Image or picture files, also called objects in Office, come in a variety of file formats, such as GIF, JPEG or JPG, and PNG. After you insert an image, you can resize and reposition it, as well as perform other types of edits on the image.

You can illustrate your Office files with images that you store on your computer. For example, if you have a photo or graphic file from another program that relates to your Excel data, you can insert it onto the worksheet. If you have a company logo, then you can insert it onto a Word document.

Insert a Picture

2

1 Click the area where you want to add a picture.

You can also move the image to a different location after inserting it onto the page.

2 Click the Insert tab. 3 In the Illustrations group, click

3

1

Picture.

Note: In Publisher, click the Picture Frame button ( ) on the Objects toolbar.

The Insert Picture dialog box appears.

4 Navigate to the folder or drive

containing the image file that you want to use.

• To browse for a particular file type, you can click the Files of type and choose a file format.

38

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3

5 Click the filename. 6 Click Insert.

6

• The picture is added to the file. • The Picture tools appear on the Format tab.

You may need to resize or reposition the picture to fit the space. Note: See the “Move and Resize an Object” task to learn more. To remove a picture that you no longer want, you can click the picture and press .

SIM

PLIFY

IT If I am sharing my file with others, can I compress the pictures to save space?

Yes. You can take advantage of the new compression features available in Office 2007 to compress image files that you add to any document. Simply select the picture and display the Format tab on the Ribbon. In the Picture Tools group of commands, click the Compress Pictures button. This opens the Compress Pictures dialog box. Click the Options button to open the Compression Settings dialog box, and fine-tune any settings that you want to apply. Click OK, and then click OK again to compress the pictures.

I made changes to my picture, and now I do not like the effect. How do I return the picture to the original settings?

You can click the Reset Picture button, located in the Picture Tools group on the Format tab, to restore a picture to its original state. This command removes any edits that you applied to the image. Activating this command does not restore the original size of the image.

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Insert a WordArt Object In Word, the WordArt feature works the same as in previous versions of Office. In PowerPoint and Excel, the feature works a bit differently, as shown in this task.

You can use the WordArt feature to turn text into interesting graphic objects to use in your Office files. For example, you can create arched text to appear over a range of data in Excel, or vertical text to appear next to a paragraph in Word. You can create text graphics that bend and twist, or display a subtle shading of color.

Insert a WordArt Object 1 Click the area where you want to add a

2 3

WordArt object.

You can also move the WordArt object to a different location after inserting it onto the page.

2 Click the Insert tab. 3 In the Text group, click WordArt. 4 Click a Quick Style. Note: In Word, the WordArt Gallery menu appears, and you can choose a style in the same way as in previous versions of Office. Note: In Publisher, click the Insert WordArt button ( ) on the Objects toolbar.

4

1

• The WordArt text box appears. 5 Select the text and replace it with your own text.

5

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6 Click the Text Effects button. 7 Click Transform. 8 Click a transform style.

6

7

8

• The WordArt object is transformed. You can resize or move the image.

• You can click here to change the text style.

• You can click these options to

change the fill color and text color. Note: See the next task, “Move and Resize an Object,” to learn more.

SIM

PLIFY

IT How do I edit my WordArt text?

To edit the WordArt text, simply click the WordArt text box and select the text that you want to change. When you type your changes, the object immediately reflects the new text. To edit the appearance of the WordArt object, use the WordArt Styles Art Word tools, located on the Format menu on the Ribbon.

How do I remove a WordArt object?

To remove the object entirely, click the WordArt text box, and then press In Excel and PowerPoint, you can also remove the WordArt style, and still keep the text. To do so, click the WordArt text box, click Quick Styles on the Format tab, and then click Clear WordArt.

.

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Move and Resize an Object You can move and resize any clip art, image, or shape that you place in a file. Clip art, images, and shapes are also called objects in Office. When you select an object, it is surrounded by handles that you can use to resize it.

Move and Resize an Object MOVE AN OBJECT 1 Click the object that you want to move. The

changes to

2 Drag the object to a new location on the worksheet.

• As soon as you release the mouse, the object moves to the new location.

Note: When moving the object to fit with text, you may need to adjust the object’s text wrapping settings. See the “Control Text Wrapping” task to learn more.

42

2

.

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Office Internet and Graphics Tools

RESIZE AN OBJECT 1 Click the object that you want to resize.

1

The

changes to

.

2 Drag a selection handle to resize the object.

2

• As soon as you release the mouse, the object is resized.

SIM

PLIFY

IT Can I also use the Cut, Copy, and Paste commands to move or copy an object?

Yes. You can easily cut, copy, and paste objects around your Office files. Simply select an object and then apply the commands. You can find the commands on the Home tab on the Ribbon in Word, Excel, and PowerPoint. In Publisher, TE PAS you can click , , or on the Standard toolbar, or you can click the Edit menu to apply the commands.

Can I resize an object and keep the scaling proportional?

Yes. To maintain an object’s height-to-width ratio when resizing, press and hold while dragging a resizing corner handle. To resize from the center of the object in two dimensions at the same time, press and hold while dragging a corner handle.

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Rotate and Flip Objects You can rotate and flip objects that you place on your documents, worksheets, slides, or publications to change the appearance of the objects. For example, you might flip a clip art image to face another direction, or rotate an arrow object to point elsewhere on the page.

Rotate and Flip Objects ROTATE AN OBJECT 1 Click the object that you want to rotate.

• A rotation handle appears on the selected object.

2 Click and drag the handle to rotate the object. The

changes to

.

• When you release the mouse, the object rotates.

Note: You can also use the Rotate button on the Format tab on the Ribbon to rotate an object 90 degrees left or right.

44

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3

FLIP AN OBJECT 1 Click the object that you want to

2

flip.

3

2 Click the Rotate button on the Format tab.

3 Click Flip Vertical or Flip 1

Horizontal.

Note: In Publisher, you can click the Arrange menu to find the Rotate and Flip commands.

• The object flips.

PLIFY

IT How do I rotate text?

Is there a way to constrain how much rotation occurs when I drag the rotation handle?

Yes. To constrain the rotation to 15-degree angles, press and hold while rotating the object using the rotation handle. You can also choose to rotate the object in 90-degree increments by clicking the E OF ROTATI Rotate button on the Format RE EG tab, and then choosing the Rotate Right 90° or Rotate Left 90° command. ON

The easiest way to rotate text is to create a WordArt object to rotate. You can learn how to create a WordArt object in the “Insert a WordArt Object” task, earlier in this chapter. After you create the WordArt, you can rotate it using the steps shown in this task. You can also choose from several preset vertical text styles among the WordArt styles.

DE

SIM

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Crop a Picture You can crop a picture that you add to any Office file to create a better fit or to focus on an important area of the image. The Crop tool, located on the Format tab, can help you crop out parts of the image that you do not need. You can also crop clip art pictures.

Crop a Picture 1 Double-click the image that you

2

want to edit.

The Format tab opens and displays the Picture tools.

2 Click the Crop button. Note: In Publisher, click the Crop button ( ) on the Picture toolbar to crop a picture.

1

• Crop handles surround the image. 3 Move the mouse over a crop handle.

46

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CHAPTER

OFFICE FEATURES

3

Office Internet and Graphics Tools

The

changes to

.

4 Click and drag a crop handle to crop out an area of the image.

4

5

• When you release the mouse

button, the image is cropped.

5 You can continue cropping other edges of the image.

Note: See the “Move and Resize an Object” task, earlier in this chapter, to learn how to resize an image.

SIM

PLIFY

IT How can I reduce the overall file size of an image that I use in an Office file?

How can I return the image to its original state before cropping?

You can use the Compress Pictures tool on the Ribbon’s Format tab to reduce the resolution of an image or to discard extra information from cropping the image. Click the Compress Pictures button to open the Compress Pictures dialog box, and then click the Options button to open the Compression settings dialog box, which offers several options to help you to control the overall file size of an image.

Click the Reset Picture button in the Format Picture dialog box to reset the image to the size it appeared when you first inserted it onto your worksheet. Any cropping or other edits that you made to the image are discarded. Click the Size button, which is located in the bottom right corner of the Size command group on the Ribbon. The Size dialog box appears. Click the Reset button on the Size tab to resize the image.

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Arrange Objects You can control the placement of objects, such as AutoShapes, in your document to create different kinds of effects. For example, you might layer two shapes on top of each other to create a logo, or you might group several shapes together in order to move them around the document more easily.

Arrange Objects CHANGE OBJECT ORDER 1 Double-click the object that you

2 3

want to adjust.

• Handles appear around the selected object.

2 Depending on how you want to

arrange the objects, click the Bring to Front or Send to Back button on the Format tab.

3 Click a placement.

The object moves forward or backward in the layer order.

• In this example, the heart shape now appears behind the banner.

48

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3

4

CHAPTER

3

GROUP OBJECTS 1 Click the first object that you want to include in a group.

• Handles appear around the selected object.

2 Press and hold

2

and click the next object that you want to include in the group. You can continue clicking other objects to add to the group.

1

3 Click the Group button on the Format tab.

4 Click Group.

• The objects are grouped as one unit.

• A single set of handles replaces the multiple selection handles around the entire group.

SIM

PLIFY

IT How do I align shapes?

You can use the Align controls in the Format tab of the Ribbon to align and distribute shapes evenly on the page. For example, you might want to line up three shapes on the left side of a document. To do so, select the first shape, and then press and hold while selecting the additional shapes that you want to align. Next, click the Align button on the Format tab and click an alignment. The shapes align immediately.

Is there another way to select and group multiple objects?

Yes. If you have several objects scattered around a page, you can drag a selection handle around them to create a group. Simply click and drag across the page to include each object in the selection rectangle. When you release the mouse button GROUP after dragging across the objects, the objects are automatically grouped for you.

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Control Text Wrapping You can control the way in which your document’s text wraps around any object that you place on a page. For example, you might want the text to wrap tightly around a clip art graphic, or to make the text appear to overlap a shape.

Control Text Wrapping 1 Click the object that you want to wrap.

2

2 Click the Text Wrapping button on

3

the Format tab.

3 Click a wrap style.

1

The wrap style is applied.

• This example wraps the text squarely around the clip art object.

Note: Text wrapping is not available in PowerPoint.

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Recolor a Picture

CHAPTER

3

You can use the Recolor command to quickly recolor a clip art object or a picture. For example, you might want to choose a color that matches the other elements in your document. You can choose from several preset color modes, in light and dark variations.

Recolor a Picture 1 Double-click the clip art or picture that you want to edit.

2

2 Click the Recolor button on the Format tab.

3 Click a color style. 3 1

• The new color setting is applied.

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Add SmartArt

Word ent -

ocum New D Home

Insert

out Page Lay ge Cover Pa ge

es Referenc

Mailings

Review rt

le

rt Graphic

A Cha Clip Art Picture strations Illu

Blank Paeak aTabSmartA ooBrse Tables Page Ch Pages

s

View

Hyperlink Bookmark nce Cross-refere Links

Header Footer er # Page Numb r Header & Foote

Quick Part Word Art Drop Cap Text

You can use the SmartArt feature to create all kinds of diagrams to illustrate concepts and processes. For example, you might insert an organizational diagram in a document to show the hierarchy in your company, or you might use a cycle diagram to show workflow in your department.

Equation Symbol

Symbols

? X

Shapes

Add SmartArt 1

1 Click the Insert tab. 2 Click the SmartArt button.

2

The Choose a SmartArt Graphic dialog box appears.

3 Click a category. 4 Click a chart style. 5 Click OK.

3 4 5

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3

The diagram and placeholder text boxes appear, along with the Text pane.

6 Click in a text box, or click in the

Text pane, and type the text for the item.

6

• You can change the layout here.

6

7 Continue typing text in each diagram text box.

• To add another text box and

element to the diagram, click the Add Shape button.

• To change the shape style, click

another shape from the SmartArt Styles group.

7

SIM

PLIFY

IT Can I resize my diagram?

Yes. The diagram is an object that you can move and resize just like other objects in the Microsoft Office programs. To move or resize a diagram, see the “Move and Resize an Object” task. You can also use the control on the Diagram toolbar to change the sizing of the diagram layout, such as fitting the diagram to the contents or expanding the chart. Click Layout on the Diagram toolbar to view your options.

Can I change a shape’s position or shape in the diagram?

Yes. To change the position, click the shape element in the diagram, and then click the Promote or Demote button in the Create Graphic group on the Design tab. To change the shape to a new shape, first click the shape to select it, then click the Format tab and click the Change Shape button in the Shape Styles group.

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II

Word You can use Word to tackle any project involving text, such as correspondence, reports, and more. Word’s versatile formatting features allow you to enhance your text documents with ease, and add additional elements such as tables or headers and footers. Word offers a variety of editing tools to help you make your document look its best. In this part, you learn how to build and format Word documents and tap into Word’s many tools to preview, proofread, and print your documents. Chapter 4 teaches you how to work with text in a document, while Chapter 5 shows you how to format the text. Chapters 6 and 7 show you how to add tables, columns, themes, and other special features, while Chapter 8 teaches you how to use the proofing and reviewing tools.

W

GLUE

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Chapter 4: Adding Text. . . . . . . . . . . . . . . . . . . . . . . . 56 Chapter 5: Formatting Text . . . . . . . . . . . . . . . . . . . . . 70 Chapter 6: Working with Tables . . . . . . . . . . . . . . . . . . 94 Chapter 7: Adding Extra Touches. . . . . . . . . . . . . . . . . 108 Chapter 8: Reviewing and Printing Documents . . . . . . . . 122

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Change Word’s Views Print Layout view shows margins, headers, and footers. Outline view shows the outline levels in a document. Web Layout view displays a Web page preview of your document. Full Screen Reading Layout view optimizes your document for easier reading. Draft view shows a draft version of your document.

New Document - Word Home

Insert

Shapes

Page Layout References Mailings Review Cover Page Blank Page Table Page Break Picture Clip Art Chart Pages Tables Illustrations

View Hyperlink Bookmark Cross-reference Links

Header Footer

Quick Parts Word Art Drop Cap Text

# Page Number Header & Footer

Equation Symbol Symbols

Word -W New Document View Home Shap Shapes

Page Layout Insert Cover Page Blank Page Table Page Break Tables T bles g ages Pages PPag

References Mailings Artt Picture Clip A Illustrations

Chart

Review

Header Hyperlink Footer Bookmark # Page Number Cro Cross-reference Header & Footer ks Links

Equation Quick Parts Symbol Word Art Drop Cap Symbols Text

As you work with Word, you can choose several ways to view your documents. For example, you can use the Zoom tool to control the magnification of your document. You can also choose from five different layout views: Print Layout, Outline, Web Layout, Full Screen Reading Layout, and Draft.

Change Word’s Views USE THE ZOOM TOOL 1 Drag the Zoom button on the Zoom bar.

• You can also click a magnification button to zoom in or out.

1

• Word applies the magnification to the document.

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WORD ORD Adding Text

1 2

CHAPTER

4

SWITCH LAYOUT VIEWS 1 Click the View tab on the Ribbon. 2 Click a layout view button. Word immediately displays the new view.

• You can also switch views using the View buttons at the bottom of the program window.

• In this example, Print Layout view

displays all of the positioning of text, graphics, and other elements on the page.

3 Click another layout view icon.

• In this example, Draft view displays 3

SIM

the text without graphics or other elements.

PLIFY

IT How do I move through a Word document? You can use the scroll bars to move up and down a document page, or you can use the keyboard keys. For example, you can press the arrow keys to move up, down, left, and right in the document, or you can press the Page Up and Page Down keys to move up and down in the document.

What can I do in the Outline view?

If you create documents built on a structure such as headings, subheadings, and body text, you can use the Outline view to see and make changes to the document structure. When you activate the Outline view, the Outlining toolbar appears. You can use the E VI EW buttons on the toolbar to OUTL IN change heading styles and levels to modify your document’s structure.

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Type and Edit Text Home

Shapes

When you launch Microsoft Word, a blank document appears, ready for you to start typing text. Whether you want to write a letter, a memo, or a report, you can use Word to quickly type and edit text for your project.

• Word automatically wraps the text to

1

the next line for you.

• The insertion point, or cursor, marks the current location where text appears when you start typing.

2 Press

to start a new paragraph.

• You can press

twice to add an extra space between paragraphs.

• You can press

to quickly create an indent for a line of text.

58

New Document - Word Page Layout References Mailings Review View Cover Page Blank Page Hyperlink Bookmark Page Break Table Picture Clip A Art Chart Pages Cross-reference Tables Illustrations Links

Header Footer # Page Number Header & Footer

Dea r M om,

Type and Edit Text TYPE TEXT 1 Start typing your text.

Insert

2

Quick Parts Word Art Drop Cap Text

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WORD Adding Text

CHAPTER

4

EDIT TEXT 1 Click in the document where you want to fix a mistake.

2 Press

to delete characters to the left of the cursor.

1

3 Press

to delete characters to the right of the cursor. You can also delete selected text. Note: See the next task to learn how to select characters, words, and paragraphs in Word.

3

SIM

Note: If you make a spelling mistake, Word’s AutoCorrect feature either corrects the mistake or underlines it in red.

PLIFY

IT How do I add lines to my Word documents?

If you type three or more special characters and press , Word replaces the characters with a line style. For example, if you type three asterisks and press , Word displays a dotted line. Use this table for more line styles that you can add: Character Line Style * Dotted line = Double line ~ Wavy line # Thick decorative line _ Thick single line

What is the difference between Insert and Overtype mode?

By default, Word is set to Insert mode, which means that anywhere you insert the cursor and start typing, the existing text moves over for any new text that you type. If you switch to Overtype mode, any existing text is overwritten with the new text. To use the Insert key to toggle between modes, you must set the option in the Word Options dialog box. Click the Office button, and then click the Word Options button. Click the Advanced tab and view the Editing options. Click the Use the Insert key to control Insert Overtype mode check box ( changes to ). Overtype Click OK. You can now press to toggle between Insert and Overtype mode.

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Select Text You can select text in your document to perform different tasks, such as editing and formatting. For example, you can select a word and make it italicized, or select a paragraph to remove it from the document. Word offers several different selection techniques that you can apply to select a single character, a word, a sentence, a paragraph, or the entire document.

ord t-W View ocumen view New D k ngs Re Hyperlin ili ces Ma Referen

Home

Insert

yout Page La Chart ge Clip AArt s Picture ion Cover PaPage Illustrat Blank eak Tablees Br ge Tabl Pa Pages

? X

1

character that you want to select.

2 Drag the cursor across the text that you want to select.

Word selects any characters that you drag across. You can use this technique to select characters, words, sentences, and paragraphs. To deselect selected text, simply click anywhere outside the text or press any keyboard arrow key.

60

ts

Header Footer ber # Page Num er Header & Foot

Shapes

Select Text CLICK AND DRAG TO SELECT TEXT 1 Click to one side of the word or

Bookmarkence Cross-refer Links

2

Quick Par Word Art Drop Cap Text

Equation Symbol

Symbols

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Adding Text

1

SELECT TEXT WITH A MOUSE CLICK 1 Double-click anywhere inside a word that you want to select. Word selects the text. You can also triple-click anywhere inside a paragraph to select a paragraph.

1

SELECT TEXT USING THE MARGIN 1 Click inside the left margin. Word selects the entire line of text. You can double-click inside the left margin to select a paragraph. You can triple-click inside the left margin to select all of the text in the document.

SIM

PLIFY

IT Can I also use my keyboard to select text?

Yes. You can use keyboard shortcuts to select text in your document. You can use , and to move around the document. To select text, use one of these shortcuts: To select a single word, press + + or + + . To select a paragraph, press + + or + + . To select all of the text from the cursor onward, press + + . To select all of the text above the current cursor location, press + + ome. To select the entire document, press + .

,

,

SHORT CUT

TEXT

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Move and Copy Text You can move text from one location to another in your document. You can also duplicate text and paste a copy in another spot on the page. You can use the Cut, Copy, and Paste commands to move or copy a single character, a word, or an entire paragraph.

Move and Copy Text DRAG AND DROP TEXT 1 Select the text that you want to move or copy.

Note: See the previous task to learn how to select text.

1

2 Drag the text to a new location in the document.

To copy the text, press dragging.

2

while

3 Release the mouse button. Word moves or copies the text.

3

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CHAPTER

Adding Text

4

MOVE OR COPY TEXT WITH BUTTONS 1 Select the text that you want to

2

move or copy.

2 Click the Cut button (

) to move the text, or click the Copy button ( ) to copy the text.

1

3 Click where you want to insert the cut or copied text.

4 Click the Paste button. Word pastes the text in place.

4

3

SIM

PLIFY

IT How do I use the smart tag to paste text?

As soon as you finish pasting text into place, Word displays a smart tag icon ( ) next to the pasted data. You can click the icon to display a menu of related moving or copying options for the text, such as copying formatting along with the text. You can click the smart tag to reveal the PASTE list of options. If you ignore the smart tag, it goes away when you Apply Style continue working in the document.

What does the Paste button do?

You can click the Paste button on the Ribbon to reveal the three Paste commands: Paste, Paste Special, and Paste as Hyperlink. The Paste command simply pastes the data, while the Paste Special command opens the Paste Special dialog box, where you can specify a format for the pasted data. The Paste as Hyperlink P E PAST E SPAESCITAL command allows you to turn the pasted data into a link to the PAHYSPETRLEINK AS original data.

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Insert Quick Parts Quick Parts are a part of Word’s Building Blocks — preformatted content that you can add to your documents. Word installs with a wide variety of preset phrases that you can use, or you can create your own.

Home

Shapes

New Document - Word

Insert Page Layout Referenc es Mailings Review Cover Page View Blank Page Page Break Hyperlink Table Picture Bookmark # Header Clip AArt Chart Pages Footer Tables Cross-reference Illustrations

Links

Page Number Header & Footer

Quick Parts Equation Word Art Symbol Drop Cap Text Symbols mbo

You can speed up your text entry tasks by using the new Quick Parts tool. For example, if you repeatedly type the same company name in your documents, then you can add the name to the list of Quick Parts entries. The next time you begin to type the name, you can reuse the entry from the Quick Parts Gallery.

Insert Quick Parts ADD A QUICK PARTS ENTRY 1 Select the text that you want to add to the Quick Parts Gallery.

3 2

4

Note: See the “Select Text” task, earlier in this chapter, to learn how to select text.

2 Click the Insert tab on the Ribbon. 3 Click the Quick Parts button. 4 Click Save Selection to Quick Part

1

Gallery.

The Create New Building Block dialog box appears.

5

5 Type a name for the entry, or use the default name.

• You can also assign a gallery, a

category, and a description for the entry.

6 Click OK.

64

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2

CHAPTER

4

INSERT A QUICK PART ENTRY 1 Click in the text where you want to insert a Quick Part.

2 Click the Insert tab on the Ribbon. 3 Click the Quick Parts button. 4 Click the entry that you want to insert.

1

• Word inserts the entry into the document.

SIM

PLIFY

IT Where can I find Word’s preset building blocks?

You can insert building blocks from the Building Blocks Organizer. The dialog box keeps a full list of entries, including watermarks, pull quotes, and more. Building Blocks and Quick Parts are organized into galleries and categories. BUILDING BL OC ORGA NIZER KS To display the dialog box, click the Quick Parts button on the Insert tab, and then WATER click Building Blocks tations s! aluMARK S & tion Organizer. To insert an entry, simply click it and click the Insert button. s s! ion tat tion alu &ita S Felic

How do I remove a Quick Parts entry?

You can remove a Quick Parts entry that you no longer need. Click the Insert tab, click Quick Parts, and then click Building Blocks Organizer to open the Building Blocks Organizer dialog box. Next, scroll through the list and select the entry that you want to Logo remove. Click Delete to remove the entry, and then click OK to y pan Com fo In close the dialog box. d roun Backgmarks Water

tatios Salu

pany Com e Lin Tag

er Oldups Back

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Apply a Template Home

You can use Word templates to speed up your document creation. Templates are ready-made documents that you can use to quickly assemble memos, letters, faxes, and more. Templates contain preformatted placeholder text. All you need to do is replace the placeholder text with your own.

Shapes

The New Document dialog box appears.

3 Click Installed Templates.

• If you are connected to the Internet, you can choose an online Office template from among these categories.

66

Insert Pagee LLayout Refere erreence ere nces ces ees M Mailings Review Cover Page age gee View Blank Page Page Break Hyperlink TTable Picture Bookmark Pages # Header Clip Art A Chart Footer Tables bl ble Cross-refereence nce nc Illustrations i

Apply a Template 1 Click the Office button. 2 Click New.

New D Docu Doc Do ocum ooc c men ent ntt - Word

1 2

3

Links

Page Number Header & Footer

Quick ick Parts EEquation Equa Word o Art Symbol Drop opp Cap C Text TTe Symbols

Word installs with a variety of templates that are stored in the Templates folder, a subfolder found in the Microsoft Office folder on your computer. You can also download additional templates from the Microsoft Office Web site.

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CHAPTER

4

4 Click the template that you want to use.

• The Preview area shows a sample of the template.

4

5 Click Create.

5 Word applies the template to a new document.

• You can click the placeholder text and start typing to add your own text to the document.

When you finish filling in the template, you can save the file just like any other Word document.

SIM

PLIFY

IT Can I create a custom template in Word?

Yes. You can turn any template into a customized template by saving the document as a template file type, which uses the .dot file Rep extension. For example, you might want to save a memo late ort Temp e Tem r with your department name and contact information as a u pla Broch te template and reuse it for future memos. The easiest way to create a custom template is to base it on an existing template. In the New Document dialog box, click a Letter Template template, and then click the Template option ( changes to ) in the bottom corner of the dialog box before opening the document in Word. This creates a copy of the existing template. Add your own text and then save the file. The next time you want to use the document, you can find it listed among the available templates.

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Insert Symbols From time to time, you might need to insert a special symbol or character into your Word document, such as a trademark symbol or an em-dash character. The Symbol palette displays several common symbols and recently used symbols that you can quickly reinsert. You can also use the Symbol dialog box to access a wide range of special characters and symbols, including mathematical and Greek symbols, architectural symbols, and more.

Insert Symbols INSERT A SYMBOL 1 Click where you want to insert a

2

3

symbol.

4

2 Click the Insert tab. 3 Click Symbol. 4 Click the symbol that you want to insert.

1

• Word inserts the symbol.

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CHAPTER

Adding Text

2

3

4

INSERT A SPECIAL CHARACTER 1 Click where you want to insert a character.

4

2 Click the Insert tab. 3 Click Symbol. 4 Click More Symbols.

1

The Symbol dialog box appears.

5

6

5 To add a special character, click the Special Characters tab.

6 Click the character that you want to insert.

7 Click Insert. 7

8

• Word adds the character to the current cursor location in the document.

The dialog box remains open so that you can add more characters to your text.

8 When finished, click Close.

SIM

PLIFY

IT How do I change the display of listed symbols in the Symbols tab in the Symbol dialog box?

In the Symbol dialog box, you can click the Font and click another font to change the list of symbols shown in the Symbols tab. For example, the Wingdings font includes a library of character icons, such as clocks and smiley faces, while the Symbols font lists basic symbols.

When I type some special characters on the keyboard, Word inserts a symbol for me. Why does this happen?

Word’s AutoCorrect feature automatically inserts common symbols for certain keyboard combinations. For example, if you type (c), AutoCorrect immediately changes it to the copyright symbol, ©. To undo the occurrence, simply click ECT CORR AUTO the Undo button ( ) immediately to return to (c). To learn more about AutoCorrect, see Chapter 8.

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Add Basic Formatting d - Wor umeent View w Doc view New k ngs Re Hyperlin ili ences Ma

Home

Insert

Refer youutt R yo Page Laayo art A Ch ge Clip Art Picture ions Cover PaPage Illustrat Blank eak Tablees Br ge Tabl Pa Pages

Bookmarkence Cross-refer Links

eaddderer Hea Foo F ter bber # Page Num er HHeadderer & FFoot

rtsts Quick Par Word Art Drop CCapp Text

Equation Symbol ymbols Sym Sy

You can use Word’s basic formatting commands — Bold, Italic, and Underline — to quickly add formatting to your text. These three formatting styles are the most common ways to change the appearance of text in a document.

ent ocum My D

Shapes

ing rmatt erline – d asic fo rd’s b lic, and un xt. o W e te st your an us ld , ita You c nds – b o atting to re the mo a e rm sa comm kly add fo ing style ppearanc tt a a ic to qu ree form hange the th c These n ways to o comm xt. te e of th

Add Basic Formatting 1 Select the text that you want to format.

2

Note: See Chapter 4 to learn how to select text.

2 Click the Home tab on the Ribbon. 3 Click a formatting button. You can click Bold ( bold.

) to make text

You can click Italic ( text.

) to italicize

You can click Underline ( an underline to text.

) to add

Word applies the formatting to the text.

• This example applies bold formatting to the text.

• To undo basic formatting, simply

click the appropriate button again to toggle the formatting off, or click the Undo button ( ) on the Quick Access toolbar.

70

You can use keyboard shortcuts to quickly apply formatting. Press + to apply bold formatting, press + to apply italics, or press + to apply underlining.

3

1

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Use the Mini Toolbar ew mes N Tim

B

20 A

ab

A

I

ratiioon le celeb j in Hi Lina! g to have a lil tt our family jo y in d o n g a We’re ’t you ay...Won 7:30? this Frid er and fun at n in d us for there! See you amour Louise L

CHAPTER

5

Word’s new mini toolbar feature gives you quick access to common formatting commands. The mini toolbar appears faintly when you select text in a document. If you want to use the toolbar, you can activate its tools. If you prefer not to use the toolbar, you can continue working, and the toolbar disappears.

Use the Mini Toolbar 1 Select the text that you want to format.

Note: See Chapter 4 to learn how to select text.

1

• The mini toolbar appears faintly. You can also right-click over the selected text to display the toolbar.

2 Move the mouse pointer over the

toolbar and click the tool that you want to activate.

• Word immediately applies the formatting.

2

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Change the Font Home

You can change the font to alter the appearance of text in a document. For example, you might change the font of the title of your document. By default, Word 2007 applies Calibri to every new document that you create. You can change the font by using the Font tool.

Shapes

Insert

New Do cument - Word

Page Layou t Reference

Cover Page Blank Page Page Brea k

Pages

Table

Tables

s Mailings

Review

Picture Clip A Art Chart Illustrations

#

View Hyperlink Bookmark Cross-referenc e Links

Header Footer Page Number Header & Footer

Dooccum m een n1t1 t n e m u

Quick Parts Word Art Drop Cap

Text

Equation Symbol

Symbols

Doc

Change the Font QUICKLY CHANGE THE FONT 1 Select the text that you want to format.

2

3

Note: See Chapter 4 to learn how to select text.

2 Click the Home tab on the Ribbon. 3 Click the Font . 4 Click a font. Note: With Word’s Live Preview feature on, you can immediately preview any font in the list by moving over it.

• Word applies the font to the text.

72

1

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5

2

USE THE FONT DIALOG BOX 1 Select the text that you want to format.

3

Note: See Chapter 4 to learn how to select text.

2 Click the Home tab on the Ribbon. 3 Click the Font Dialog button ( ).

1

4

The Font dialog box appears.

4 Click the font that you want to apply. You can also use this dialog box to change the font style and size, and to apply other text effects.

5

5 Click OK.

• Word applies the font change.

SIM

PLIFY

IT Can I change the default font and size that

Word always applies to new documents? Yes. To change the default font and size, follow these steps:

1 Display the Font

dialog box as shown in this task.

2 Click the font and

font size that you want to set as defaults.

3 Click Default.

A confirmation prompt appears.

2

2

4 Click Yes. 5 Click OK. The next time that you create a new document, Word applies the default font and size that you specified.

3

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Change the Font Size You can change the font size to alter the appearance of text in a document. For example, you can increase the title text to appear larger than the other text in your document. Font sizes are measured in points. By default, Word applies a 11-point font size to every new document that you create. You can change the font size to suit your document needs.

chang chan e f g ont chan e s c h a n g e font ize c h a n g e fon size ts ge ch c h aa n g e font ize ng e fon siz

ze

fon t si e t s ze i

Change the Font Size QUICKLY CHANGE THE FONT SIZE 1 Select the text that you want to

2

3

format.

Note: See Chapter 4 to learn how to select text.

2 Click the Home tab on the Ribbon. 3 Click the Font Size . 4 Click a size.

Word applies the font size to the text.

• This example applies a 36-point font size to the text.

74

4

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CHAPTER

5

USE THE FONT DIALOG BOX 1 Select the text that you want to format.

Note: See Chapter 4 to learn how to select text.

3 1

2 Click the Home tab on the Ribbon. 3 Click the Font Dialog button ( ).

The Font dialog box appears.

4 Click the font size that you want to apply.

• You can use the scroll arrows to

4

view the various sizes.

You can also type a size directly into the Size text box.

• You can also use this dialog box to change the font style and size, and to apply other text effects.

5

5 Click OK.

• Word applies the font size. SIM

PLIFY

IT How do I apply superscript or subscript text?

Is there another way to change my font sizes?

You can apply superscript and subscript text for reference numbers or scientific coding. Superscript text appears smaller and slightly above the baseline, while subscript text appears smaller and slightly below the baseline. To apply superscript or super subscript text, simply click the Superscript or Subscript buttons ( and ) on the Home tab of the sub Ribbon.

Yes. You can click the Grow Font and Shrink Font buttons ( and ) on the Home tab to quickly change the font size. Word increases or decreases the font size with each click of the button. You can also find these buttons on the mini toolbar when you move the mouse pointer over selected text or rightclick the text.

SCRIPT

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Add Color to Text You can add color to your Word text to enhance the appearance of a document or to add emphasis to your text. When selecting text colors, you should avoid choosing colors that make your text difficult to read.

Text

Add Color to Text 1 Select the text that you want to format.

Note: See Chapter 4 to learn how to select text.

2 Click the Home tab on the Ribbon. 3 Click the Font Color . 4 Click a color.

Word applies the color to the text.

• This example applies brown to the text.

76

2 3 4 1

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Align Text

5

New Document - Word Home

You can use Word’s alignment commands to change how text is positioned horizontally on a page. By default, Word assigns the Left Align command. You can also choose to center your text on a page, align it to the right side of the page, or justify it so that it lines up at both the left and right margins of the page.

Shapes

Insert

Page Layout References Mailings Review Cover Page Blank Page Page Break Table Picture Clip Art Chart Pages Tables Illustrations

View Hyperlink Bookmark Cross-reference Links

Header Footer # Header & Footer

Quick Parts Word Art Drop Cap Text

Equation Symbol Symbols

Align Text 2

1 Select the text that you want to format.

3

2 Click the Home tab on the Ribbon. 3 Click an alignment button. Click the Align Left button ( left-align text. Click the Center button ( center text.

) to

) to

Click the Align Right button ( to right-align text.

1

)

Click the Justify button ( ) to justify text between the left and right margins.

Word applies the alignment to the text.

• This example centers the text on the document page.

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Set Line Spacing

New Document - Word Home

Shapess

Insert

Page Layout References Mailings Review Cover Page Blank Page Page Break Table Picture Clip AArt Chart Tables Illustrations Pages

Lin L L iin in ne e1 1

You can adjust the amount of spacing that appears between lines of text in your paragraphs. For example, you may need to set double-spacing to allow for handwritten edits in your printed document, or set 1.5 spacing to make the paragraphs easier to read. By default, Word assigns single spacing for all new documents that you create.

View

Hyperlink Bookmark Cross-reference Links

Header Footer

# Page Number Header & Footer

Quick Parts Word Art Drop Cap Text

Equation Symbol Symbols

L Liin nee 2 2

Set Line Spacing 1 Select the text that you want to format.

2 Click the Home tab on the Ribbon. 3 Click the Line Spacing button ( ). 4 Click a line spacing option.

2

1

Word immediately applies the new spacing.

• This example applies 1.5 line spacing.

• To control the spacing that surrounds

a paragraph, you can use the Before and After options in the Paragraph dialog box. Click the Paragraph Dialog button ( ) to display the dialog box.

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Set Character Spacing

New Document - Word Insert

Home

You can control the spacing that occurs between characters in your text. For example, you may want the title text of your document to appear stretched out across the top of the page, or you may need to condense the spacing to make the title text fit on one line.

CHAPTER

WORD

Shapes

Page Layout References Mailings Review Cover Page Blank Page Page Break Table Picture Clip AArt Chart Tables Illustrations Pages

5

View

Hyperlink Bookmark Cross-reference Links

Header Footer # Page Number Header & Footer

Quick Parts Word Art Drop Cap Text

Equation Symbol Symbols

Spacing

Set Character Spacing 2

1 Select the text that you want to format.

Note: See Chapter 4 to learn how to select text.

3

2 Click the Home tab on the Ribbon. 3 Click the Font Dialog button ( ).

1

4 6 5

The Font dialog box appears.

4 Click the Character Spacing tab. 5 Click the Spacing . 6 Click a spacing option.

• To decrease or increase the spacing, you can click

.

• You can see a preview of the spacing here.

7

7 Click OK. Word applies the formatting to your text.

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Apply Color Shading You can add color shading behind text to create emphasis or to set the text apart from the rest of the document. Word’s Shading feature allows you to choose from a palette of complimentary theme colors for your document, or you can choose from standard colors.

U

er

Apply Color Shading 1 Select the text that you want to

2 3

format.

2 Click the Home tab on the Ribbon. 3 Click the Shading button ( ). 4 Click a color.

1

• Word immediately applies the

shading behind the selected text.

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WORD

Highlight Text You can use Word’s Highlight tool to add highlighting to text in a document. For example, if you share a document with others, you can highlight a sentence or paragraph that you add to the page to draw attention to the new addition. You might also highlight text that you want a colleague to check. When you apply highlighting, you can specify a highlight color.

CHAPTER

5

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Highlight Text

1 3

2

1 Click the Home tab on the Ribbon. 2 Click the Text Highlight Color button (

).

3 Click a color. 4 Click and drag over the text that you want to highlight.

4

• Word applies the color highlighting to the text.

• To undo highlighting, you can

select the text, click the Text Highlight Color button ( ), and then click No Color for the highlight color.

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Copy Formatting Copy

tting

You can use the Format Painter feature to copy formatting to other text in your document. For example, you may have applied a variety of formatting to a paragraph to create a certain look. When you want to re-create the same look elsewhere in the document, you do not have to repeat the same steps that you applied to assign the original formatting. Instead, you can “paint” the formatting to the other text in one swift action.

a Form

Copy Formatting 1 Select the text that contains the

formatting that you want to copy. Note: See Chapter 4 to learn how to select text.

2 Click the Home tab on the Ribbon. 3 Click the Format Painter button ( ). 4 Click and drag over the text to which you want to apply the same formatting.

formatting to the new text.

• To copy the same formatting multiple .

You can press to cancel the Format Painter feature at any time.

82

3 1

4

• Word immediately copies the times, you can double-click

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Clear Formatting

WORD

CHAPTER

5

You can use Word’s Clear Formatting command to remove any formatting that is applied to the document text. When you apply the Clear Formatting command, Word removes any formatting that is applied to the text, and restores the default settings.

Clear Formatting 2

1 Select the text containing the formatting that you want to remove.

3

Note: See Chapter 4 to learn how to select text.

2 Click the Home tab on the Ribbon. 3 Click the Clear Formatting button (

).

1

• Word immediately removes the

formatting and restores the default settings.

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Indent Text New Document - Word

You can use indents as another way to control the horizontal positioning of text in a document. Indents are simply margins that affect individual lines of text or paragraphs. You can use indents to distinguish paragraphs on a page.

Home

Shapes

Insert

View Page Layout References Mailings Review Hyperlink Header Cover Page #Footer Bookmark Blank Page Page Number Page Break Table Picture Clip Art Chart Cross-reference Header & Footer Links Tables Illustrations Pages

Quick Parts Word Art Drop Cap Text

Equation Symbol Symbols

s s entent indind useuse cancan YouYou Y to y wa r he ot an as tal control horizon t tex positioning of en m t. in your docu

Indent Text SET QUICK INDENTS 1 Click anywhere in the text line or

2

paragraph where you want to indent.

3

2 Click the Home tab on the Ribbon. 3 Click an indent button. You can click the Decrease Indent button ( ) to decrease the indentation. You can click the Increase Indent button ( ) to increase the indentation.

• Word applies the indent change.

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2

CHAPTER

5

SET PRECISE INDENTS 1 Click anywhere in the text line or

3

paragraph where you want to indent.

2 Click the Home tab on the Ribbon. 3 Click the Paragraph Dialog button (

).

1

The Paragraph dialog box appears.

4 Type a specific indentation in the Left or Right indent text boxes.

• You can also click

4

to set an indent

measurement.

• To set a specific kind of indent, you can click the Special click an indent.

and then

• The Preview area shows a sample of the indent.

5

SIM

5 Click OK. Word applies the indent to the text.

PLIFY

IT What is the difference between an indent and a tab?

You can use tabs to create columnar text across a page, while indents control where a paragraph or line of text starts in relation to the margins. However, you can press to quickly create an indent for a line of text or for the first line of a paragraph. By default, pressing indents the text by 0.5 inches.

Can I set indents using the Word ruler?

Yes. You can drag the indent marker ( ) on the ruler bar to quickly set an indent. If the ruler is not displayed, move over the top of the work area and pause. The ruler opens and displays markers for changing the left indent, right indent, first-line indent, and hanging indent. You can move over the marker to identify the correct marker.

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Set Tabs You can use tabs to create vertically aligned columns of text in your Word document. By default, Word creates tab stops every 0.5 inches across the page, and aligns the text to the left of each tab column. You can set your own tab stops using the ruler or the Tabs dialog box. You can also change the tab alignment and specify an exact measurement between tab stops.

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You can use tab stop alignments to control how text aligns. For example, you can align tab text to the right or center of the tab column, use a decimal tab to line up decimal points, or use a bar tab to set a vertical bar between columns.

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Set Tabs SET QUICK TABS 1 Move over the top edge of the

work area, and pause to display the ruler.

• You can also click the View tab and click Ruler to turn on the ruler.

2 1

2 Click the Tab marker area on the

ruler to cycle through to the type of tab marker that you want to set. sets a left tab. sets a center tab. sets a right tab. sets a decimal tab. sets a bar tab.

3

3 Click in the ruler where you want to insert the tab.

4 Click the beginning of the text that you want to tab.

5 Press

.

Word applies the tab to the text.

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CHAPTER

WORD Formatting Text

1 2

5

SET PRECISE TABS 1 Click the Home tab on the Ribbon. 2 Click the Paragraph Dialog button (

).

The Paragraph dialog box appears.

3 Click Tabs on the Indents and Spacing tab. The Tabs dialog box appears.

3 4 Click in the Tab stop position text box and type a new tab stop measurement.

4

5 Click a tab alignment (

changes to

).

• You can also select a tab leader character

5

here (

changes to

).

6 Click Set.

6

7

Word saves the new tab stop.

7 Click OK. Word exits the dialog box, and you can use the new tab stops.

SIM

PLIFY

IT How do I remove tab stops that I no longer need?

To remove a tab stop from the ruler, simply drag the tab stop off of the ruler. To remove a tab stop in the Tabs dialog box, you can select it, and then click Clear. To clear every tab stop that you saved in the Tabs dialog box, click Clear All.

What are leader tabs?

You can use leader tabs to separate tab columns with dots, dashes, or lines. Leader tabs can help readers follow the information across tab columns. You can set leader tabs using the Tabs dialog box, as shown in this task.

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Create Bulleted or Numbered Lists You can set off lists of information in your documents by using bullets or numbers. A bulleted list adds bullet dots in front of each list item, while a numbered list adds numbers in front of each list item. Bulleted and numbered lists can help you keep your information better organized.

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1. Groceries meat milk bread eggs 2. Errands pick up glasses dry cleaning ll 3. Ca Backs Gina Insurance Co.

Create Bulleted or Numbered Lists 2

SET QUICK LISTS 1 Select the text that you want to format.

3

2 Click the Home tab on the Ribbon. 3 Click a list button. You can click the Bullets button ( to create a bulleted list.

)

You can click the Numbering button ( ) to create a numbered list. You can click the Multilevel button ( ) to create a multi-level list.

Word applies the formatting to the list.

• This example shows a bulleted list. To add more text to the list, you can click at the end of the line and press ; Word immediately starts a new line in the list with a bullet or number.

• To turn off a bulleted or numbered

list, you can press twice after the last item in the list, or click the Bullets ( ) or Numbering ( ) button.

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CHAPTER

WORD Formatting Text

2

3

5

CHANGE BULLET OR NUMBER STYLES 1 Select the text that you want to format.

4

2 Click the Home tab on the Ribbon. 3 Click either the Bullets or

1

Numbering

.

4 Click a style.

• Word applies the new style.

SIM

PLIFY

IT Can I customize a style? Yes. You can create a customized style or control the positioning of bullets and numbers. Follow these steps:

1 Click the Bullets or Numbering

and then click Define New Bullet or Define New Number Format.

2

The Define New Bullet or Define New Number Format dialog box appears.

2 Set any options for the format and

position of the bullets or numbers.

3 Click OK to close the dialog box. Word applies the customized style.

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Set Margins You can control the margins of your document pages. By default, Word assigns a 1-inch margin at the top and bottom of a page, and a 1.25-inch margin on the left and right sides of a page in every new document that you create. You can set wider margins to fit more text on a page, or set smaller margins to fit less text on a page.

It’s a 50th Birthday Celebration ! honoring Louise m 2p , th August 25 m. oo kr ea in the Br

Set Margins SET MARGINS USING PAGE LAYOUT TOOLS 1 Click the Page Layout tab on the Ribbon.

2 Click the Margins button. 3 Click a margin setting.

• You can click Custom Margins to create customized margins for a document.

• Word applies the new settings.

90

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CHAPTER

WORD

5

Formatting Text

SET MARGINS USING THE RULER 1 Move over the top edge of the

work area and pause to display the ruler.

2 1

The

changes to

.

2 Click and drag a margin area to move a margin.

• Word immediately adjusts the margin in the document.

SIM

PLIFY

IT How do I set new default margins for all of my Word documents?

If your company or organization consistently uses the same margins, you can choose those settings as the default for every new document that you open in Word. Click the Margins button on the Page Layout tab and click the Custom Margins option. This opens the Page Setup dialog box. Set the new margins using the options in the Margins tab, and then click Default.

I set new margins, but my printer did not follow them. Why not?

Use caution when setting margins that are too wide. Some printers have a minimum margin in which nothing can be printed. For example, with many printers, anything less than 0.25 inches is outside the printable area. Be sure to test the margins, or check your printer documentation for more information.

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Format with Styles Word comes with a collection of preset styles that you can use. You can also customize the styles, as well as create your own new styles.

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You can use Word’s styles to apply a collection of formatting specifications all at the same time. For example, if a corporate report requires specific formatting for every heading, you can assign the formatting to a style and apply it whenever you need it. This can save you time that you would otherwise spend assigning multiple formatting settings over and over again.

les

Format with Styles

2

APPLY A QUICK STYLE 1 Select the text that you want to format.

2 Click the Home tab on the Ribbon. 3 Click a style from the Styles list.

• You can click the More button (

)

to see the full palette of available styles.

Word applies the style.

• This example applies the Title style. • You can click the Change Styles button to customize the style set, colors, or fonts.

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WORD Formatting Text

2

CHAPTER

5

CREATE A NEW QUICK STYLE 1 Format the text as desired and then select the text.

4

1

2 Click the Home tab on the Ribbon. 3 Click the More button ( ) in the Styles group.

4 Click Save Selection as a New Quick Style.

The Create New Style from Formatting dialog box appears.

5 Type a name for the style. 6 Click OK.

5 6

SIM

Word adds the style to the list of Quick Styles.

PLIFY

IT How do I remove a style that I no longer need?

From the Home tab, display the full Quick Styles palette and right-click over the style that you m!! em Diie want to remove. Click D pee p r r a Ca C ! the Remove from M! m DIE ! Die PE M R Quick Style Gallery DIE pre CA E r RP command. Word ap C CA removes the style immediately from the Quick Styles list.

How do I customize an existing style?

Apply a style to your text and then leave the text selected. Click the Change Styles button on the Home tab, and then click the type of change that you want to make. For example, if you want to switch fonts, click the Fonts option and then select another font. If you want to change style colors, click the Colors option and then select another color set.

CARP e diem!

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Insert a Table You can use tables to present data in an organized fashion. For example, you can add a table to your document to display a list of items or a roster of classes. Tables are built with columns and rows that intersect to form cells. You can insert all types of data in table cells, including text and graphics.

After you create a table, you can use to move from one cell to another, or you can click in the cell in which you want to add or edit data. As you type data, Word wraps the text to fit the current cell size.

Not Add e to sel Tabl f: e

Insert a Table 1 Click in the document where you want to insert a table.

2 Click the Insert tab on the Ribbon. 3 Click the Table button. 4 Drag across the number of columns

2 3 4

and rows that you want to set for your table.

• Word previews the table as you drag over cells.

• Word adds the table to the document.

5 Click inside a cell and type your data.

5

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WORD

Insert a Quick Table 3

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Word installs with a selection of preset tables that you can use in your documents. For example, you can insert a tabular-list style table, complete with subheadings, or a double table.

Insert a Quick Table 1 2

1 Click the Insert tab on the Ribbon. 2 Click the Table button. 3 Click Quick Tables.

• You can use the scroll bar to scroll through the available tables.

4 Click the table that you want to insert.

3 4

• Word adds the table to the document.

You can click inside a cell and replace the data with your own text.

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Draw a Table You can create a customized table by drawing the table size and controlling how the rows and columns appear in your table. Using the Table and Borders toolbar buttons, you can customize the line style, line thickness, and line color of the borders that you draw for your table cells.

Draw a Table 1 2 3 4

Click the Insert tab on the Ribbon. Click the Table button.

1

2

Click Draw Table. Drag across the document to draw an outside border for your table.

3

4 5 Drag an internal line to delineate a row or column in your table.

6 Continue adding inner lines to build your table cells.

• You can click inside a cell and type

5

your table data.

• When you select the table, you can use the Design and Layout tabs to format and edit your table.

Note: You can find more drawing tools on the Design tab that appears after you create a table.

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WORD

Insert an Excel Spreadsheet

CHAPTER

6

WORKSH

EET 6

If Excel is installed on your computer, you can insert an Excel spreadsheet into your Word document. When adding an Excel spreadsheet, you can use Excel’s features to add table data, including formulas and cell formatting controls.

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Insert an Excel Spreadsheet 1

1 Click the Insert tab on the Ribbon. 2 Click the Table button. 3 Click Excel Spreadsheet.

2

3

• An Excel spreadsheet appears,

along with tools that are associated with the Excel program.

4 Click in a cell and type the data that you want to add.

• The Home tab displays tools for 4

formatting your cells and data.

• The Formulas tab offers tools for building Excel formulas.

• You can click anywhere outside of

the table to return to Word’s tools and features.

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Select Table Cells

k ic cl

You can select table cells, rows, and columns in a table to perform editing tasks and apply formatting to all of the selected areas of the table. For example, you might select an entire column to apply bold formatting to all of the text in that column.

Select Table Cells 1 Click and drag over the cells that you want to select.

2 Release the mouse button to select everything that you dragged over.

• You can also use the Select tool on

the Layout tab to select parts of your table.

• To select a single cell, you can triple-click the cell to select everything in it.

• To select an entire column or row, you can move the mouse pointer near the border, and click.

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WORD

Adjust the Column Width or Row Height

CHAPTER

6

After you create a table, you can control the sizing of the inner cells by adjusting the column width or row height. For example, you may need to make a cell wider to accommodate a long line of text, or you may need to make a cell large enough in depth to hold a particular graphic or chart.

Adjust the Column Width or Row Height 1 Move the mouse pointer over the edge of the cell where you want to adjust the size. The

changes to

.

2 Click and drag the border in the desired 2

direction to adjust the column width or row height.

If you drag the top or bottom border of a cell, the row height adjusts as you drag. If you drag the left or right border of a cell, the column width adjusts as you drag.

3 Release the mouse. Word adjusts the column width or row height.

• This example widens the column.

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Add Columns and Rows Marks

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You can add columns and rows to your Word tables to add more data. For example, you can insert a row to add another item to a list, or insert a column to add another header to a table.

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Add Columns and Rows

2

1 Click in the row or column where you

want to add another row or column, or select the row or column. If you select more than one row or column, Word duplicates the number when you activate the Insert command.

3

2 Click the Layout tab on the Ribbon. 3 Click an insertion option. You can click Insert Above or Insert Below to add new rows. You can click Insert Left or Insert Right to add new columns.

• Word adds a column or row to the table.

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WORD

Delete Columns or Rows

CHAPTER

6

You can remove a column or row that you no longer need in your table. When you remove a column or row, Word restructures the remaining cells to fill the void.

Delete Columns or Rows 2 3

1 Click the row or column that you want to delete.

4

2 Click the Layout tab on the Ribbon.

3 Click the Delete button. 4 Click a deletion option. You can also right-click the column or row that you want to remove, and then click the Delete command.

1

• Word deletes the column or row.

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Merge Table Cells You can combine two or more table cells to create a larger cell. For example, you might merge cells to create a title across the top of your table, or you may merge two interior cells to create one large cell for a graphic or chart.

Merge Table Cells 1 Select the cells that you want to

3

merge.

Note: See the “Select Table Cells” task, earlier in this chapter, to learn how to select cells.

2 Click the Layout tab on the Ribbon. 3 Click Merge Cells.

• Word creates one large cell.

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WORD

Split Table Cells

CHAPTER

6

You can split table cells to create additional cells within your table. For example, you might split a cell in order to show two different choices in a column or row.

Split Table Cells

2

3

1 Click inside or select the cell that you want to split.

Note: See the “Select Table Cells” task earlier in this chapter, to learn how to select cells.

4

1

2 Click the Layout tab on the Ribbon.

3 Click Split Cells.

5

The Split Cells dialog box appears.

4 Designate how many columns

or rows you want to create in the split cell.

• You can type a number, or click to specify a number.

5 Click OK.

• Word splits the cell.

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Apply Table Styles Spring Schedule

You can add instant formatting to your Word tables by assigning one of the many formatting styles that are designed specifically for tables. Table styles offer a variety of designs that include shading and color, borders, and fonts.

Spring Schedule

Apply Table Styles 1 Click anywhere in the table that you want to format.

2 Click the Design tab on the Ribbon. 3 Click a style from the Table Styles list.

• You can click the More button (

)

to display the entire palette of available styles.

• Word applies the style. • You can toggle table parts on or off using the Table Style Options check boxes.

• You can click these options to

change the shading and borders.

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WORD

Change Cell Alignment

CHAPTER

6

You can control the positioning of text within your table cells by using the alignment commands. For example, you may want to change the alignment for the column headings in a table. Word’s table alignment options include the basic left, right, center, and justify alignments, as well as vertical alignments, such as bottom center or top right. By default, Word aligns your table text to the left, inside each cell.

Change Cell Alignment 2

1 Select the cells that you want to format.

2 Click the Layout tab on the 3

Ribbon.

3 Click an alignment from the Alignment group.

1

Word applies the alignment.

• This example centers the headings in the cells.

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Reposition a Table You can move a table around your document to better position it on a page. For example, you might position a smaller table off to the side of your document, or move a table to the top of a page.

Reposition a Table 1 Move the mouse over the upper-left corner of the table.

• A selection handle appears. The

changes to

.

2 Click and drag the table handle to

2

move the table to a new area in the document.

• A dotted line marks the table location as you move.

3 Release the mouse button. Word moves the table. Note: You can control the text wrap around a table using the Table Properties dialog box. With the table selected, click the Properties button on the Layout tab to open the dialog box. Click the Table tab to view the text-wrapping options.

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CHAPTER

WORD

Resize a Table You can resize a table to adjust its appearance in a Word document. For example, you may need to enlarge a table to make it more legible, or you may need to reduce the table size to fit it in with other text on the page.

6

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Basic Landscaping

Michelle Pauls

TracyTeacher Cox

Digital 6:00-8:30 Mon., Wed., Fri.

Spring Schedules Basic PhotographyTue., Thurs. Tracy Cox 2:00-4:00 Time Teacher LandscapingMon.,Class 6:00-8:30 JewelryWed., Fri. Janet Donaldson Michelle Pauls

Digital Tue., Thurs. Mon., Wed., Fri. Tracy Michelle Basic Cox Pauls Photography 2:00-4:00 6:00-8:30 MakingJewelry-Landscaping 9:00-12:00 Mon., Wed., Fri. Janet Donaldson Tue., Thurs. Tracy Cox Making Jewelry- Basic 9:00-12:00 Mon., Wed., Fri. Janet Donaldson Tue.,Landscaping Thurs.9:00-12:006:00-8:30 Lee Ann Wollet Making JewelryWed., Fri.Lee Ann Janet Wollet Donaldson Tue., Thurs. Mon., 9:00-12:00 Making 9:00-12:00 Tue., Thurs. Lee Ann Wollet History Art 9:00-12:00

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9:00-12:00

Resize a Table 1 Move the mouse over any area of the table.

• A sizing handle appears in the

lower-right corner of the table. The

changes to

.

2 Click and drag the resizing handle

to enlarge or reduce the table size.

1

Note: If you make the table too small, Word shortens the table width but tries to fit all of the text in each cell by increasing the table depth.

2

3 Release the mouse button. Word resizes the table. Note: You can control the text wrap around a table using the Table Properties dialog box. With the table selected, click the Properties button on the Layout tab to open the dialog box. Click the Table tab to view textwrapping options.

3

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Assign a Theme If you assign Word’s styles, such as headings and subtitles, you can see the difference that an applied theme can make. The theme is even more pronounced when you assign a background color to a page.

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Nature Themes

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Business Themes

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You can use Word’s themes to quickly add a professional look to your documents. Themes are predesigned sets of formatting that include backgrounds, color schemes, and fonts. Because themes are shared among the Office programs, you can use a theme in your Word document to match the same theme in worksheets that you create with Excel, or slides that you create in PowerPoint.

Assign a Theme APPLY A THEME 1 Click the Page Layout tab on the

1

2

Ribbon.

2 Click the Themes button. 3 Click a theme.

3

• Word immediately applies the theme to the current document.

• You can use these tools to change

the formatting of the theme’s colors, fonts, and effects.

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WORD ORD Adding Extra Touches

2

3

1

CHAPTER

7

CREATE A CUSTOM THEME 1 Apply a theme and edit the

formatting to create the theme that you want to save.

2 Click the Page Layout tab on the Ribbon.

3 Click the Themes button. 4 Click Save Current Theme.

4 The Save Current Theme dialog box appears.

5 Type a unique name for the theme.

• By default, Word saves the theme

to the Document Themes folder so that it is accessible in the Themes Gallery.

6 Click Save.

5 6

SIM

Word saves the theme and adds it to the list of available themes.

PLIFY

IT How do I apply a background color to my document?

To add a background color, click the Page Layout tab on the Ribbon and then click the Page Color button in the Page Background group of controls. When you click a color from the palette, Word immediately assigns it to the page.

Where can I find more themes to use with my Word documents?

You can visit the Office Web site to look for more themes that you can download onto your computer. Click the Page Layout tab, click Themes, and then click Search Office Online. If you are connected to the Internet, your browser opens and displays your default Web page to the Office Web site. You can then download any themes that you find and add them to the Document Themes folder, which is the default folder for all of the Office themes.

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Add Borders COMPANY MEMO

You can add borders to your document text to add emphasis or make the document aesthetically appealing. For example, you can add a border to a paragraph to bring attention to the text. You can also add a border to the entire document page.

The company picnic wi on Saturday, August ll take place 6. Ple Jan to let her know ho ase phone w you will be bringing! many guests

You should not add too many effects, such as borders, to your document because it will become difficult to read.

Add Borders ADD A BORDER 1 Click anywhere in the text, or select

2 3

the text to which you want to add a border.

2 Click the Home tab on the Ribbon. 3 Click the Borders button ( ). 4 Click a border.

4

1

• Word applies the border to the text.

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WORD Adding Extra Touches

1 2

CHAPTER

7

ADD A PAGE BORDER 1 Click the Page Layout tab on the Ribbon.

2 Click the Page Borders button.

• The Borders and Shading dialog

3

box appears, and displays the Page Border tab.

3 Click the type of border that you want to add.

• You can use these settings to select a different border line style, color, and width.

• You can set a graphical border using this option.

• The Preview area displays a sample of the selections.

4

4 Click OK.

• Word applies the border to the page.

SIM

PLIFY

IT How do I add shading to my text instead of a border?

To add shading behind a block of text, you can use the Shading tool ( ), which is located on the Home tab with the Paragraph group of tools. Simply click the Shading button ( ) and click a color to apply. Word immediately applies the shading to the selected text. To learn more about this feature, see the "Apply Color Shading" task in Chapter 5.

How do I create a custom border?

You can use the Custom setting in the Borders and Shading dialog box to create a custom border. For example, you might make each border line a different color or line thickness, or you might apply two different line styles to a border. To create a custom border, click the Borders button ( ) on the Home tab, and then click Borders and Shading. Next, click the Custom setting on the Borders tab and assign the options that you want to apply to the first line. Then click in the Preview area where you want the BORDERS line to appear. You can repeat this process for each line that you want to add. When finished, click OK to apply the effects.

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Create Columns ! EX TRA EX T R A ! E X T R A T R A ! E X T R A ! E X T R A A! EX ! EX TRA! EX TR X TRA! EX TRA! EX T R RA! E A! E X T R A ! E X T E X T R A ! E X T R A ! E X T RA!ekly RA! E’XsTWe RA! EXTJim X TRA! E X A! Ews EXTRNe ! A R T X E ! A R T E TR A ! E X X TRA! EX TRA! E ! A R T X E ! A R X TRA! EX T X TRA! EX TRA! E ! A R T X E ! A R EXTRA! EXT TRA! EXTRA X E ! A R T X E ! A XTR

You can create columns in Word to present your text in a format similar to a newspaper or magazine. For example, if you are creating a brochure or newsletter, you can use columns to make text flow from one block to the next.

Create Columns 2

CREATE QUICK COLUMNS 1 Select the text that you want to place

3

into columns.

2 Click the Page Layout tab on the Ribbon.

4

3 Click the Columns button. 4 Click the number of columns that you want to assign.

1

• Word immediately places the

selected text into the number of columns that you specify.

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7

CREATE CUSTOM COLUMNS 1 Select the text that you want to place into

3

columns.

2 Click the Page Layout tab on the Ribbon. 3 Click the Columns button. 4 Click More Columns. 4

1 The Columns dialog box appears.

5 Click a preset for the type of column style that you want to apply.

• You can also specify the number of columns here.

5

• You can set an exact column width and spacing here.

• You can specify whether the columns apply

to the selected text or the entire document.

• You can include a vertical line separating the columns.

6

6 Click OK. Word applies the column format to the selected text.

SIM

PLIFY

IT How do I wrap column text around a picture?

You can control the text wrap for any object that you place in a Word document. To do so, right-click the picture or other object that you want to wrap, click the Text Wrapping command, and then click the type of wrapping that you want to apply. For example, Tight wrapping allows column text to flow neatly around the image, regardless of where you move the image in the column area. You can also control text wrapping for a selected object by using the Text Wrapping button on the Format tab.

How do I create a break within a column?

You can add a column break by first clicking where you want the break to occur and then pressing + + . To remove a break, select it and press . To return to a one-column format, click the Columns button on the Page Layout tab, and then select the single-column format.

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Add Headers and Footers You can use headers and footers to add text that appears at the top or bottom of every page. Headers and footers are useful for ensuring that every page prints with a page number, document title, author name, or date. Header text appears at the very top of the page outside the text margin. Footers appear at the very bottom of the page.

Birds

Headers and footers are built with fields that hold places for information that updates, such as page numbers or dates.

Add Headers and Footers ADD A HEADER OR FOOTER 1 Click the Insert tab on the Ribbon. 2 Click the Header button to add a

header, or click the Footer button to add a footer.

3 Click the type of header or footer

1

2

3

that you want to add.

This example creates header text.

4 To create header text, click the field in the header area and type your text.

• You can click the Quick Parts button to insert additional fields.

•

You can insert more headers and footers using these controls.

5 Click the Close Header and Footer button.

Word closes the Header and Footer tools.

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• Word displays the header or footer on the document page.

1

2

EDIT A HEADER OR FOOTER 1 Click the Insert tab on the Ribbon. 2 Click the Header or Footer button. 3 Click Edit Header or Edit Footer. Word displays the Header and Footer tools, and you can now edit the header or footer text.

3

SIM

PLIFY

IT Can I remove a header or footer from the first page and keep it for the remaining pages?

Yes. To do so, click the Header or Footer button on the Insert tab, and then click Edit Header or Edit Footer. Next, click the Different First Page check box in the Options group ( changes to ). If you want HEAD ADER HE ER to remove the header or footer for odd or even pages, click the Different FOOT OTER FO ER Odd & Even Pages check box.

How do I remove a header or footer that I no longer want?

Click the Insert tab on the Ribbon and click either the Header or Footer button. Then click the Remove Header or Remove Footer command at the HEAD ADER HE ER bottom of the menu. Word immediately removes the FOOT OTER FO ER header or footer from your document.

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Insert Comments You can add comments to your documents to make a note to yourself about a particular section or task, or as a note for other users to see. For example, if you share your documents with other users, you can use comments to leave feedback about the text without typing directly in the document. Word displays comments in a balloon or in the Reviewing pane.

Comments are especially important if you and your colleagues use Word’s tracking and revision features. To learn more about tracking and reviewing document changes, see Chapter 8.

memo

ts of upcoming even

take f tournament will for and the fundraiser place Preserve will take es spac few a e hav still Spring mpany roster for the Hope to 23 23. il Apr on t ven

Insert Comments

2

ADD A COMMENT 1 Click where you want to insert a comment, or select the text.

2 Click the Review tab on the Ribbon. 3 Click the New Comment button.

3

1

• A comment balloon appears. 4 Type your comment.

• You can use the Previous and Next buttons to navigate between comments.

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CHAPTER

7

VIEW COMMENTS IN THE REVIEWING PANE 1 Click the Review tab on the

2

Ribbon.

2 Click the Reviewing Pane button.

• Word displays the Reviewing pane, and lists all of the comments associated with the document.

You can click the Reviewing Pane button again to hide the pane.

DELETE A COMMENT 1 Click the comment that you want to

2

remove.

2 Click the Delete button on the Review tab.

You can also right-click over a comment and click Delete. Word deletes the comment.

1

SIM

PLIFY

IT How do I change the name used in my comments?

Click the Review tab on the Ribbon, and then click the Track Changes button. Click the Change User Name command to display the Word Options dialog box. Click to display the Personalize tab, click in the User Name text box, and then type a new name for your comments. Click OK to apply the change.

cgrubbs Jake

How do I respond to a comment?

You can respond to a comment by typing a new comment adjacent to the existing comment. Navigate to the comment using the Previous or Next buttons on the Review tab, and then click the New Comment button. Word inserts a new comment.

?

!

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Insert Footnotes and Endnotes Ama

You can add footnotes and endnotes to your document to include additional information. Footnotes and endnotes help identify sources or references to other materials. Footnotes appear at the bottom of a page, while endnotes appear at the end of the document.

hou d r i B zing

Insert Footnotes and Endnotes INSERT A FOOTNOTE 1 Click where you want to insert the

2

3

footnote number.

2 Click the References tab on the Ribbon.

3 Click the Insert Footnote button. 1

4 Type the note text.

• To return to the reference mark in

the document, you can double-click the footnote number. You can repeat these steps to add more footnotes.

4

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1

2

CHAPTER

7

INSERT AN ENDNOTE 1 Click the References tab on the Ribbon.

2 Click the Insert Endnote button.

3

3 Type your note text at the bottom of the last page of the document.

• The endnote number appears automatically.

To return to the reference mark in the document, you can doubleclick the endnote number.

SIM

PLIFY

IT How can I reset the footnote number in my document?

If you need to reset the number, perhaps for a new chapter in the document, you can open the Footnote and Endnote dialog box and specify a start number. Click the References tab on the Ribbon and click the Footnote & Endnote Dialog button ( ) in the bottom-right corner of the Footnotes group. The Footnote and Endnote dialog box appears. Next, click inside the Start at text box and type a number, or use the spin arrow button TE TNO ( ) to set a new FO O E R 5 B M NU number. Click Apply to apply the changes to the document.

What other referencing tools can I use in Word?

The References tab offers several other referencing tools that you can apply to your documents, such as indexing features, citation and bibliography tools, captioning tools, and cross-reference features. For example, you can use the Insert Caption button to set a caption for a figure or table in your document. See the Word Mou ntai n La Help files to learn ke ERT INSTION more about the CAP other available referencing tools.

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Insert Page Numbers and Page Breaks You can add page numbers and page breaks to your documents to make the pages more manageable. For example, adding page numbers to longer documents can help you keep the pages in order after printing. Adding page breaks can help you control which text appears on which page of the document. Page numbers are added to the header or footer area of the document.

As a result, you should always make sure that you clean the bird feeder regularly, and that you change the bird seed often.

Building a Birdhouse

Buildin g a Birdhou se

24

23

24

23

Insert Page Numbers and Page Breaks INSERT PAGE NUMBERS 1 Click the Insert tab on the Ribbon. 2 Click the Page Number button. 3 Click a location for the page

1

2 3

4

numbers.

4 Click a page number style.

• Word assigns page numbers to your document.

5 Click Close Header and Footer to exit the header or footer area.

Note: See the “Add Headers and Footers” task to learn more.

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2

7

INSERT PAGE BREAKS 1 Click in the document where you

3

want to insert a page break.

2 Click the Insert tab on the Ribbon. 3 Click the Page Break button.

1

• Word assigns the page break.

PLIFY

break?

PAGE 1

2 GE PA

Yes. Click the Page Number button on the Insert tab, and then click Format Page Numbers. This opens the Page Number Format dialog box. You can change the number style to Roman numerals, alphabetical OMAN ALPHAB numbering, and more. C R You can also include PAGE NUMBER STYLES chapter numbers with your page numbers.

ET

L ICA

Yes. You can use keyboard shortcuts to quickly insert a page break as you type in your document. You can insert a manual page break by pressing + . You can also insert a soft break by pressing + .

Can I change the number style that is used in my document’s page numbers?

BI

IT Is there a faster way to insert a page

A RA

SIM

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Find and Replace Text You can use Word’s Find tool to search your document for a particular word or phrase. You can use the Replace tool to replace instances of a word or phrase with other text. For example, you may need to search through a long document to replace a reference with another name.

Thursday

New Text Find and Replace Text FIND TEXT 1 Click at the beginning of your

2

3

document.

2 Click the Home tab on the Ribbon. 3 Click the Find button.

1

• The Find and Replace dialog box appears, displaying the Find tab.

4 Type the text that you want to find. 5 Click Find Next or press .

4

• Word searches the document and

6

finds the first occurrence of the text. You can click Find Next again to search for the next occurrence.

6 When finished, click Cancel. Note: If Word displays a prompt box when the last occurrence is found, click OK.

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WORD ORD Reviewing and Printing Documents

2

3

CHAPTER

8

REPLACE TEXT 1 Click at the beginning of your document.

2 Click the Home tab on the Ribbon. 3 Click the Replace button.

1

4 In the Replace tab of the Find and Replace dialog box, type the text that you want to find.

4 5 8

7 6

5 Type replacement text. 6 Click Find Next.

• Word locates the first occurrence. 7 Click Replace to replace the occurrence.

• To replace every occurrence in the document, you can click Replace All.

8 When finished, click Cancel. Note: If Word displays a prompt box when the last occurrence is found, click OK.

SIM

PLIFY

IT Where can I find detailed search options?

You can click More in the Find and Replace dialog box to reveal additional search options that you can apply. For example, you can search for matching text case, whole words, and more. You can also search for specific formatting or special characters by clicking Format and Special. To hide the additional search options, click Less.

How can I search for and delete text?

You can search for a particular word or phrase using the Find and Replace dialog box, and remove the text completely from the document. Start by typing the text in the Find what text field. Leave the Replace with text field empty. When you activate the search, Word looks for the text and deletes it without adding new text to the document.

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Check Spelling and Grammar You can use Word’s Spelling and Grammar check features to review your document for spelling and grammatical errors. Although both features are helpful, they are never a substitute for good proofreading with your own eyes. Both features can catch some errors, but not all, so you should take time to read over your documents for misspellings.

By default, Word automatically checks for spelling and grammar problems. Misspellings appear underlined with a red wavy line. Potential grammar errors are underlined with a green wavy line.

Check Spelling and Grammar CORRECT A MISTAKE 1 When you encounter a spelling or

2

grammar problem, right-click the underlined text. The menu that appears shows possible corrections.

2 Click a correction from the menu.

• To ignore the error, you can click

Ignore or click Ignore All for all instances of the error.

1

• To add the word to the built-in

dictionary, you can click Add to Dictionary.

RUN THE SPELL CHECKER 1 Click the Review tab on the Ribbon. 2 Click the Spelling & Grammar button.

To check only a section of your document, you can select the section before activating the spell check.

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8

• Word searches the document for any

mistakes and displays the Spelling and Grammar dialog box if it finds an error.

3 Click Change to make a correction.

3

• To correct all of the misspellings of the same word, you can click Change All.

• To ignore the error one time, you can click Ignore Once.

• To ignore every occurrence, you can click Ignore All or Ignore Rule.

• When the spell check is complete, a prompt box appears.

4 Click OK.

4

SIM

PLIFY

IT How do I turn the automatic spelling and grammar checking off? To turn off the automatic checking features, open the Word Options dialog box. Then, follow these steps:

1 Click the Office button. 2 Click the Word Options button.

The Word Options dialog box appears.

5 Under the When

6 Click OK. 3 Click the Proofing tab. Word turns off the 4 Under the When Correcting Spelling in Word options, click Check spelling as you type ( changes to ).

3

Correcting Grammar in Word options, click Mark grammar errors as you type ( changes to ).

automatic checking features.

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Work with AutoCorrect You may have already noticed the AutoCorrect feature working as you typed in a document. This feature performs corrections automatically. Although AutoCorrect comes with a list of preset misspellings, the list is not comprehensive. To speed up your own text entry tasks, you can add your own problem words to the list.

You can use the AutoCorrect feature to quickly correct words that you commonly misspell. For example, if you continually mistype the same term, you can add the word to the AutoCorrect dictionary. The next time you mistype the word, AutoCorrect fixes your mistake for you.

Work with AutoCorrect ADD A MISSPELLING 1 Click the Office button. 2 Click Word Options.

1

2 The Word Options dialog box appears.

3 Click the Proofing tab. 4 Click AutoCorrect Options.

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8

• The AutoCorrect dialog box appears, displaying the AutoCorrect tab.

5 Type the common misspelling in the Replace text field.

5

Be sure to type the word exactly as you normally misspell it.

6

6 Type the correct spelling in the With text field.

7 Click Add. 7

• AutoCorrect adds the word to the list. You can repeat Steps 5 to 7 to add more words to the list, as needed.

8 Click Close to exit the dialog box. 9 Click OK to exit the Word Options dialog box.

The next time that you misspell the word, AutoCorrect corrects it for you.

8

SIM

Note: If you type text that you do not want to be corrected, press + to undo AutoCorrect before you continue typing anything else.

PLIFY

IT How do I remove or edit a word

Can I customize the AutoCorrect feature?

from the AutoCorrect list?

Open the AutoCorrect dialog box as shown in this task and display the AutoCorrect tab. Click the word that you want to remove, and then click Delete. To edit a word, select it from the list and make your change to the Replace or With text fields. Click OK to exit the dialog box and apply your changes.

AUTO

EC CORR

T

Yes. You can select or deselect search options for AutoCorrect, such as typing two initial caps or capitalizing the first letter of a sentence. To control any of the AutoCorrect options, you must first open the AutoCorrect dialog box, as shown in the steps in this task. You can find the options in the AutoCorrect tab. You can also turn the AutoCorrect feature off by ECT clicking the Replace text CORR AUTO as you type check box ( changes to ). Click OK to exit the dialog box and apply your changes.

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Use the Thesaurus You can use the Word Thesaurus to help you find just the right word to use in your document. The Thesaurus is just one of several research tools that you can use to build better documents.

“Featu

re”

k! clic

Use the Thesaurus 1 Select the word that you want to look up.

2 Click the Review tab on the Ribbon. 3 Click the Thesaurus button.

3

2

1

• The Research task pane opens and

displays suggested replacements for the word.

• To replace the selected word with a word from the Thesaurus, you can click the word, click , and then click Insert.

• You can click the Close button ( to close the pane.

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Check Your Document for Hidden or Personal Data

WORD

CHAPTER

8

Metadata The Acme Company George Gomez, Marketing Director Alice Fewmet, Project Manager

Before sending or sharing your documents with others, you can check them over for different types of hidden or personal data. When you save a document, certain hidden information, called metadata, is saved with the file. This information can include data about your company or other information that you may not want made public. By removing metadata, you can keep your file secure.

ge: ggesti Hi Geor mit a list of su at th ub Please s ting campaign 10. e pt rk our ma meeting on Se ha ly r e a t alw ys Quar m a e t r you ing f You and s....we’ll be look . ea great id r presentation u o thanks seeing y

Check Your Document for Hidden or Personal Data

1

1 Click the Office button. 2 Click Prepare. 3 Click Inspect Document.

3 2

The Document Inspector dialog box appears.

4

4 Click the types of data that you want to search (

changes to

).

5 Click Inspect.

5 The Document Inspector checks the document and displays any inspection results.

6

6 Click Remove All to remove the information.

7 Click Close.

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Track and Review Document Changes If you work in an environment in which you share your Word documents with others, you can use the track and review features to help you keep track of who adds changes to the file. For example, you can see what edits others have made, including formatting changes and text additions or deletions.

The tracking feature changes the color for each person’s edits, making it easy to see who changed what in the document. When you review the document, you can choose to accept or reject the changes.

Hi, Bill, Can you pick up Kelly Smith at the airport tomorrow afternoon? Wanda

Track and Review Document Changes TURN ON TRACKING 1 Click the Review tab on the Ribbon. 2 Click the Track Changes button. 3 Click Track Changes.

2

Word activates the Track Changes feature.

4 Edit the document.

• Any changes that you make appear underlined and in color.

• Word marks the deleted text with a strikethrough.

4

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REVIEW CHANGES 1 Click the top of the document. 2 Click the Review tab on the

3

Ribbon.

1

3 Click the Reviewing Pane button.

• The Reviewing pane opens. The Reviewing pane shows each person’s edits, including the user’s name and when they added any edits and comments.

5

4

4 Click the Next button.

• Word displays the next edit. • You can click the Accept button to add the change to the final document.

• You can click the Reject button to reject the change.

5 When you complete the review,

click the Track Changes button to turn the feature off.

SIM

PLIFY

IT How can I customize the markup options?

You can customize what color appears for your edits by using the Change Tracking Options dialog box. On the Review tab, click the Track Changes button, and then click Change Tracking Options. This opens the Track Changes dialog box, where you can make changes to the tracking color, formatting, and more.

Can I control which markup elements appear in a document?

Yes. You can click the Show Markup button on the Reviewing tab to select which elements you want to include in the review. For example, you may want to hide comments or review marks for a particular user.

P MARKU SHOW

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E-mail a Document You can e-mail a document without leaving the Word program. If you use Microsoft Outlook as your e-mail editor, you can use the program’s features to insert e-mail addresses and send a Word document as an e-mail message.

Microsoft Outlook

US You may need to log on to your Internet account before sending an e-mail message from Word.

E-mail a Document 1 Click the Office button. 2 Click Send. 3 Click E-mail.

1 3

2

An Outlook message window appears with the current document attached.

4 Type the recipient’s e-mail address.

• You can click To to access the

Outlook Address Book and retrieve an address. When typing more than one e-mail address, use a semicolon (;) to separate them.

• You can replace the default subject title with another title.

• You can type a brief introduction about the message here.

5 Click the Send button. Outlook sends the message.

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Change Paper Size

c li c k

ex le ecutive lettgearl

CHAPTER

8

You can change the size of your document page to print to a particular size of paper. For example, if you need to print your memo on legal size paper, you can use the Page Setup dialog box to switch to the Legal or Executive paper size. By default, Word sets the paper to Letter size.

Change Paper Size 1 2 3

1 Click the Page Layout tab on the Ribbon.

2 Click the Size button. 3 Click a paper size. Note: To learn more about printing with Office, see Chapter 2.

• Word applies the sizing to your document.

• To change the page orientation,

click Orientation and choose an orientation setting.

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Print an Envelope Outbox Print

the eet my Str e S ain A Jan54 M eld, G 123 ringfi Sp 321 54

Scan

You can create instant envelopes in Word based on the information in a document. For example, when typing a letter, you can use the address from the document to create and print an envelope.

Print an Envelope 1 Select the text that you want to use as the address.

2

3

2 Click the Mailings tab on the Ribbon.

3 Click the Envelopes button.

1

The Envelopes and Labels dialog box appears.

4

4 Click the Envelopes tab if it is not already displayed.

5 Type the return address, if needed. To accommodate preprinted envelopes, Word does not display a return address.

6 Click Options.

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5

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8

The Envelope Options dialog box appears, displaying the Envelope Options tab.

7

7 Click the Envelope size

to

choose an envelope size.

• You can change the font or positioning of addresses, if needed.

8 Click OK. 8

9 Click Print. Word sends your envelope text to the printer.

• Depending on your printer setup,

the Feed area indicates how to feed the envelope into the printer. Note: See your printer documentation to learn how to print envelopes.

9

SIM

PLIFY

IT Can I save the envelope information for later use?

NAME

ADDRES

S

PROPERTIES

Yes. You can save the delivery and return address information along with the document to use at a later time. Click Add to Document in the Envelopes and enve lo Labels dialog box. The andpes l a b next time you open els the file and the dialog box, the information is already entered and ready to print.

How do I print labels?

HOME

BUSINESS

EDIT

You can use the Envelopes and Labels dialog box to print labels. From the Mailings tab on the Ribbon, click the Labels button to open the Envelopes and Labels dialog box with the Labels tab displayed. You can create an address label, and print either one or multiple copies of the label. You can choose to print the return LABE address or the delivery L L AB LABE address on your label. L LA EL BEL LABE L LAB You can also choose a EL LABE L LA label type by clicking B LABE L LA EL BEL Options, and then selecting a label size from the Label Options dialog box.

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III

Excel Excel is a powerful spreadsheet program you can use to enter and organize data, and perform a wide variety of number crunching tasks. You can use Excel strictly as a program for manipulating numerical data, or you can use it as a database program to organize and track large quantities of data. In this part, you learn how to enter data into worksheets and tap into the power of Excel’s formulas and functions to perform mathematical calculations and analysis. Chapter 9 teaches you how to enter data, while Chapter 10 shows you how to work with worksheets in an XL Excel workbook. Chapter 11 XL explains how to use Excel’s XL formula and function tools. Chapter 12 shows you how to format data, and Chapter 13 teaches you how to turn rough data into presentable charts.

1 rter Qua

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Chapter 9: Building Spreadsheets . . . . . . . . . . . . . . . . 138 Chapter 10: Worksheet Basics . . . . . . . . . . . . . . . . . . . 154 Chapter 11: Working with Formulas and Functions. . . . . . 174 Chapter 12: Formatting Worksheets . . . . . . . . . . . . . . . 196 Chapter 13: Working with Charts . . . . . . . . . . . . . . . . . 212

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Enter Cell Data Data can be either text, such as row or column labels, or numbers, which are called values. Values also include formulas. Excel automatically left-aligns text data in a cell and right-aligns values. By default, Excel recognizes numerical dates and times that you enter as values, and assigns right alignment.

You can enter data into any cell within an Excel worksheet. When you click a cell, it immediately becomes the active cell in the worksheet, and any data that you type appears within the active cell. You can type data directly into the cell, or you can enter data using the Formula bar.

CELL NUMB

ER 31

Grand Tota l:

Enter Cell Data TYPE INTO A CELL 1 Click the cell that you want to use. The active cell always appears highlighted with a thicker border than the other cells.

1

• To add data to another worksheet in

your workbook, you can simply click the worksheet tab to display the worksheet.

• To magnify your view of the

worksheet, you can click and drag the Zoom slider.

2 Type your data.

• The data appears both in the cell and in the Formula bar.

2

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EXCEL Building Spreadsheets

CHAPTER

9

TYPE DATA IN THE FORMULA BAR 1 Click the cell that you want to use. 2 Click in the Formula bar.

2 1

3 Type your data.

4

• The data appears both in the Formula bar and in the cell.

3

4 Click Accept (

) or press to enter the data.

• To cancel an entry, you can click Cancel (

SIM

).

PLIFY

IT What if the data that I type is too long to fit in my cell?

When I start typing in a cell, Excel tries to fill in the text for me. Why?

Long text entries appear truncated when you type data into adjoining cells. You can remedy this by resizing the column to fit the data, or by turning on the cell’s text wrap feature, which wraps the text to fit in the cell and remain visible. Text wrapping causes the cell depth to increase. To learn how to resize columns, see the “Resize Columns and Rows” task. To learn how to turn on the text wrap feature, see the “Turn On Text Wrapping” task.

Excel’s AutoComplete feature is automatic. If you repeat an entry from anywhere in the same column, AutoComplete attempts to complete the entry for you, based on the first few letters that you type. If the AutoComplete entry is correct, press and Excel fills in the text for you. If not, just keep typing the text that you want to insert into the cell. The AutoComplete feature is just one of many Excel tools that help you speed up your data entry tasks.

Car Pa Paym yment ent

Ins

Insurance

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Select Cells You can select cells in Excel to perform editing, mathematical, and formatting tasks. Selecting a single cell is easy: You just click the cell. To select a group of cells, called a range, you can use your mouse or keyboard. For example, you might apply formatting to a range of cells rather than format each cell individually.

CELL NUMBE

R 31 Grand Tota l:

You can learn more about working with a range of cells in Chapter 11.

Select Cells SELECT A RANGE OF CELLS 1 Click the first cell in the range of cells that you want to select.

2 Click and drag across the cells that you want to include in the range. The

changes to

.

1

2

3 Release the mouse button.

• Excel selects the cells. • To select all of the cells in the

worksheet, you can click here. You can select multiple noncontiguous cells by pressing and holding while clicking cells.

3

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SELECT A COLUMN OR ROW 1 Move the mouse over the header of the column or row that you want to select. The

changes to

.

1

2 Click the column or row.

• Excel selects the entire column or row.

To select multiple columns or rows, you can click and drag across the column or row headings.

2

You can select multiple noncontiguous columns or rows by pressing and holding while clicking column or row headings.

SIM

PLIFY

IT How do I select data inside a cell?

To select a word or number inside a cell, you can click in front of the text in the Formula bar, and then drag over the characters or numbers that you want to select. You can also select data directly in a cell. If a cell contains several words, you can double-click a word to select it.

Sales

How do I use my keyboard to select cells?

You can use the arrow keys to navigate to the first cell in the range. Next, press and hold while using an arrow key to select the range, such as or . Excel selects any cells t shif that you move over using the keyboard navigation keys.

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Faster Data Entry with AutoFill UT OFI L

A

When you make a cell active in the worksheet, a small fill handle appears in the lower-right corner of the selector. You can use the fill handle to create an AutoFill series.

L

ata Column Data wD Ro Data

n

m Colu

Row Data

You can use Excel’s AutoFill feature to help you automate data entry tasks. You can use AutoFill to add duplicate entries or a data series to your worksheet cells, such as labels for Monday, Tuesday, Wednesday, and so on. You can create your own custom data lists, as well as use built-in lists of common entries such as days of the week, months, and number series.

Faster Data Entry with AutoFill AUTOFILL A TEXT SERIES 1 Type the first entry in the text series. 2 Click and drag the cell’s fill handle across or down the number of cells that you want to fill. The

changes to

.

1

You can also use AutoFill to copy the same text to every cell that you drag over.

2

3 Release the mouse button.

• AutoFill fills in the text series. • An AutoFill smart tag ( ) may

appear, offering additional options that you can assign to the data.

3

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AUTOFILL A NUMBER SERIES 1 Type the first entry in the number series.

1

3

2 In an adjacent cell, type the next entry in the number series.

2

3 Select both cells. Note: See the “Select Cells” task to learn more.

4 Click and drag the fill handle

across or down the number of cells that you want to fill.

4

The

changes to

.

5 Release the mouse button.

• AutoFill fills in the number series. • An AutoFill smart tag ( ) may

appear, offering additional options that you can assign to the data.

5

SIM

PLIFY

IT How do I create a custom list? To add your own custom list to AutoFill’s list library, first create the custom list in your worksheet cells. Then follow these steps:

1 Select the cells containing the list that you want to save.

2 Click the Office button.

6 In the Custom Lists

dialog box, click Import, and Excel adds the series to the custom lists.

3 Click the Excel Options button. l You can also create a new list by clicking Add and 4 In the Excel Options dialog box, click the Popular tab.

5 Click the Edit Custom Lists button.

6

typing your list here.

7 Click OK to close

both dialog boxes.

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Add Columns and Rows You can add columns and rows to your worksheets to add more data. For example, you may need to add a column in the middle of several existing columns to add data that you left out the first time you created the workbook.

Add Columns and Rows ADD A COLUMN 1 Click the heading of the column to

the right of where you want to insert a new column. Note: See the task "Select Cells" task, earlier in this chapter, to learn how to select columns and rows.

2 Click the Home tab on the Ribbon. 3 Click the Insert . 4 Click Insert Sheet Columns. You can also right-click a column heading and click Insert.

• Excel adds a column. • A smart tag icon ( ) may appear

when you insert a column, and you can click the icon to view a list of options that you can assign.

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ADD A ROW 1 Click the heading of the row below

where you want to insert a new row. Note: See the "Select Cells" task, earlier in this chapter, to learn how to select columns and rows.

2 Click the Home tab on the Ribbon. 3 Click the Insert . 4 Click Insert Sheet Rows.

1

You can also right-click a row heading and click Insert.

• Excel adds a row. • A smart tag icon may appear (

), and you can click the icon to view a list of options that you can assign. You can also right-click the row and click Insert.

SIM

PLIFY

IT Can I insert a multiple number of columns and rows?

Yes. First, select two or more columns and rows in the worksheet and then activate the Insert command as shown in the steps in this task. Excel adds the same number of new columns and rows as the number that you originally selected. You can also rightclick the selected columns or rows, and then click Insert to insert multiple columns or rows into your worksheet.

Can I insert columns or rows using the Insert dialog box?

Yes. If you click a cell and click Insert on the Home tab and click Insert Cells, the Insert dialog box appears. You can click the Entire Row or Entire Column options ( changes to ). When you click OK to exit the dialog box, Excel immediately adds a single row or column below or to the right of the active cell.

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Delete Columns and Rows You can remove columns or rows that you no longer need in your worksheet. For example, you may want to remove a row of obsolete data. When you delete an entire column or row, Excel deletes any existing data within the selected cells. Excel also moves over the other columns and rows to fill the space left by the deletion.

Delete Columns and Rows DELETE A COLUMN 1 Click the heading of the column that you want to delete.

Note: See the “Select Cells” task, earlier in this chapter, to learn how to select columns and rows.

2 Click the Home tab on the Ribbon. 3 Click the Delete . 4 Click Delete Sheet Columns. You can also click the Delete button rather than the down arrow to delete a column. Note: If you press , Excel deletes the column’s contents instead of the entire column.

• Excel deletes the column. You can also right-click a column heading and click Delete to remove a column.

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2

CHAPTER

9

DELETE A ROW 1 Click the heading of the row that you want to delete.

Note: See the “Select Cells” task, earlier in this chapter, to learn how to select columns and rows.

2 Click the Home tab on the Ribbon. 3 Click the Delete . 4 Click Delete Sheet Rows.

1

You can also click the Delete button rather than the down arrow to delete rows. Note: If you press , Excel deletes the row’s contents instead of the entire row.

• Excel deletes the row. You can also right-click a row heading and click Delete to remove the row.

PLIFY

IT How do I delete an entire worksheet from my workbook?

To remove a worksheet, right-click the worksheet tab, and then click Delete from the shortcut menu. If the sheet contains any existing data, Excel prompts you to confirm the deletion by clicking the Delete button. To learn more about adding and deleting worksheets from a workbook file, see Chapter 10. 2

3 et he rks Wo

1 et he rksh Wo

W o rk sh e e t

SIM

I accidentally deleted a column that I need. How do I reinsert it?

If you click the Undo button ( ) on the Quick Access toolbar immediately after deleting a row or column, you can undo the action. Excel reinserts the row or column, including any data that it contained.

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Resize Columns and Rows You can resize your worksheet’s columns and rows to accommodate text or make the worksheet more aesthetically appealing.

Resize Columns and Rows 1 Move the mouse pointer over the

heading of the border of the column or row that you want to resize. The

changes to

.

1

2 Click and drag the border to the desired size.

• A dotted line marks the new border of the column or row as you drag.

3 Release the mouse button. Excel resizes the column or row.

• You can also click the Format button on the Home tab, and then click AutoFit Selection to quickly resize a highlighted column to fit existing text.

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Turn On Text Wrapping

CHAPTER

9

By default, long lines of text that you type into a cell remain on one line. You can turn on the cell’s text-wrapping option to make text wrap to the next line and fit into the cell without truncating the text. Text wrapping makes the row size taller to fit the number of lines that wrap.

Turn On Text Wrapping

2

1

3

1 Click the cell that you want to edit. Note: You can also apply text wrapping to multiple cells. See the “Select Cells” task, earlier in this chapter, to learn how to select multiple cells for a task.

2 Click the Home tab on the Ribbon. 3 Click the Wrap Text ( ) button.

• Excel applies text wrapping to the cell.

Note: See the previous task, “Resize Columns and Rows,” to learn how to adjust cell depth and width to accommodate your text.

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Center Data Across Columns You can center a title or heading across a range of cells in your worksheet. For example, you may want to include a title across multiple columns of labels. You can use the Merge and Center command to quickly create a merged cell to hold the title text.

Center Data Across Columns 1 Select the cell containing the text that you

2

want to center, and the cells that you want to center the text across. Note: See the "Select Cells" task, earlier in this chapter, to learn how to select columns and rows.

2 Click the Home tab on the Ribbon. 3 Click the Merge and Center button (

1 ).

You can also click the Merge and Center to select from several different merge commands.

• Excel merges the cells and centers the text.

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Freeze a Column or Row

CHAPTER

9

You can freeze a column or row to keep the labels in view as you scroll through larger worksheets. As a result, you cannot scroll the area that you freeze, but you can scroll the unfrozen areas of the worksheet.

Freeze a Column or Row 2 3

1

1 Click to the right of the column or 4

below the row that you want to freeze. Note: To freeze only a row or column, click the row or column heading rather than a cell.

2 Click the View tab on the Ribbon. 3 Click the Freeze Panes . 4 Click Freeze Panes. You can also choose to freeze a row of column headings or a column of row titles.

• Excel freezes the areas above or to the left of where you applied the Freeze Panes command.

You can scroll the area below or to the right of the frozen pane.

• To unlock the columns and rows, you can click the Freeze Panes then click Unfreeze Panes.

, and

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Remove Data or Cells

BUD GET M

=

+

You can delete Excel data that you no longer need. When you decide to delete data, you can choose whether you want to remove the data and keep the cells or delete the cells entirely. When you delete a cell’s contents, Excel removes only the data. When you delete a cell, Excel removes the cell as well as its contents. The existing cells in your worksheet shift over to fill any gap in the worksheet structure.

22

SU

Remove Data or Cells DELETE DATA 1 Select the cell or cells containing the data that you want to remove.

Note: See the “Select Cells” task, earlier in this chapter, to learn how to select cells.

2 Press

.

1

Excel deletes the data from the cell, but the cell remains.

DELETE CELLS 1 Select the cell or cells that you want

2 4

to remove.

Note: See the “Select Cells” task, earlier in this chapter, to learn how to select cells.

2 Click the Home tab. 3 Click the Delete . 4 Click Delete Cells. You can also right-click the selected cells and then click the Delete command.

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The Delete dialog box appears.

5 Click a deletion option (

changes to

).

6 Click OK.

5 6

• Excel removes the cells and their content from the worksheet.

Other cells shift over or up to fill the void of any cells that you remove from your worksheet.

SIM

PLIFY

IT Can I remove a cell’s formatting without removing the content?

Yes. You can use the Clear command to remove formatting, contents, or comments from your worksheet cells. To activate the command, select the cell or cells that you want to edit and click the Home tab on the Ribbon. Click the Clear button ( ) . A submenu appears. Click Clear Formats to remove all of the formatting in the cell. Click Clear Contents to remove all of the cell’s data. Click Clear Comments to remove any comments assigned to the cell. To remove all formatting, contents, and comments at the same time, click Clear All.

CLEAR

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Assign Worksheet Names You can name your Excel worksheets to help identify their content. For example, if your workbook contains four worksheets, each detailing a different sales quarter, then you can give each worksheet a unique name, such as Quarter 1, Quarter 2, and so on.

XL

Qua rter 1

XL

.eps

Quarterr22 e art Qu

Assign Worksheet Names 1 Double-click the worksheet tab that you want to rename.

Excel highlights the current name. You can also right-click the worksheet name and click Rename.

1

2 Type a new name for the worksheet. 3 Press . Excel assigns the new worksheet name.

2

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EXCEL

Delete a Worksheet You can delete a worksheet that you no longer need in your workbook. You should always check the worksheet’s contents before deleting it to avoid removing any important data. As soon as you delete a worksheet, Excel permanently removes it from the workbook file.

CHAPTER

10

XL

Delete a Worksheet 1 Right-click the worksheet tab. 2 Click Delete.

• You can also click the Delete

on the Home tab and then click Delete Sheet.

2

1

If the worksheet is blank, Excel deletes it immediately. If the worksheet contains any data, Excel prompts you to confirm the deletion.

3 Click Delete. Excel deletes the worksheet.

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Add a Worksheet You can move worksheets to reposition their order. See the next task, “Move a Worksheet,” for more information.

You can add a worksheet to your workbook to create another worksheet in which to enter data. By default, every Excel workbook opens with three worksheets. You can add more worksheets as you need them.

XL wo rk

she et

Add a Worksheet 1 Click the Insert Worksheet button (

).

You can also right-click a worksheet tab and click Insert to open the Insert dialog box, where you can choose to insert a worksheet.

1

• Excel adds a new worksheet and

gives it a default worksheet name.

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EXCEL

Move a Worksheet You can move a worksheet within a workbook to rearrange the worksheet order. For example, you may want to position the worksheet that you use most often as the first worksheet in the workbook.

CHAPTER

10

B’S MOVING C O BO

.

Move a Worksheet 1 Click the tab of the worksheet that you want to move.

2 Drag the worksheet to a new

position in the list of worksheets. The

changes to

.

• A small black triangle icon keeps

track of the worksheet’s location in the group while you drag.

1 2

3 Release the mouse button.

• Excel moves the worksheet.

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Copy a Worksheet You can copy a worksheet within a workbook. For example, you may want to copy a worksheet to use as a starting point for data that is new, yet similar.

Copy a Worksheet 1 Click the worksheet tab that you want to copy.

2 Press and hold The

changes to

. .

3 Drag the worksheet copy to a new position in the list of worksheets.

• A small, black triangle icon keeps

track of the worksheet’s location in the group while you drag.

1 3

4 Release the mouse button.

• Excel copies the worksheet as a new

worksheet in the workbook and gives it a default name to indicate that it is a copy. Note: Excel names worksheet copies sequentially with a number, starting with (2), after the worksheet name.

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Format the Worksheet Tab Color

EXCEL

CHAPTER

10

XL

TAB 1

TAB 2

TAB 3

You can add color to your worksheet tabs to help distinguish one worksheet from another. The color that you add to a tab appears in the background, behind the worksheet tab name. By default, all worksheet tabs are white unless you assign another color.

Format the Worksheet Tab Color 1 Right-click the worksheet tab that you want to format.

2 Click Tab Color. 3 Click a color.

2

3

1

• Excel assigns the color to the tab. • To see the new tab color, you can click another worksheet tab.

Note: You can set the tab color to No Color to return it to the default state.

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Find and Replace Data You can use Excel’s Find tool to search through your worksheet for a particular number, formula, word, or phrase. You can use the Replace tool to replace instances of text or numbers with other data. For example, you may need to sort through a long worksheet to replace a reference with another name.

Find and Replace Data FIND DATA 1 Click the Home tab on the Ribbon. 2 Click the Find & Select button. 3 Click Find.

1 3

• The Find and Replace dialog box

4

appears, displaying the Find tab.

4 Type the data that you want to find. 5 Click Find Next.

• Excel searches the worksheet and

finds the first occurrence of the data. You can click Find Next again to search for the next occurrence.

6 When finished, click Close to close the dialog box.

Note: Excel may display a prompt box when the last occurrence is found. Click OK.

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REPLACE DATA 1 Click the Home tab on the Ribbon. 2 Click the Find & Select button. 3 Click Replace.

• The Find and Replace dialog box appears, displaying the Replace tab.

4

4 Type the data that you want to find.

5 8

7

5 Type the replacement data. 6 Click Find Next.

• Excel locates the first occurrence of

6

the data.

7 Click Replace to replace it.

• You can click Replace All to

replace every occurrence in the worksheet.

8 When finished, click Close. Note: Excel may display a prompt box when the last occurrence is found. Click OK.

SIM

PLIFY

IT Where can I find detailed search options?

You can click the Options button in the Find and Replace dialog box to reveal additional search options that you can apply. For example, you can search by rows or columns, matching data, and more. You can also search for specific formatting or special characters using Format options. To hide the additional search options, click the Options button again. 2 et he ks or W

How can I search for and delete data?

You can search for a particular word, number, or phrase using the Find and Replace dialog box, and remove the data completely from the worksheet. Start by typing the text in the Find what field. Leave the Replace with field empty. When you activate the search, Excel looks for the data, and deletes it without adding new data to the worksheet. et he ks or W

2

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Sort Data You can sort your Excel data to reorganize the information. This technique is particularly useful when using Excel to create database tables, which are lists of related data. For example, you might want to sort a client table to list the names alphabetically. An ascending sort lists records from A to Z, and a descending sort lists records from Z to A. In the case of numbers, an ascending sort lists numbers from lowest to highest, while a descending sort lists numbers from highest to lowest.

MAIL ROOM

L-Q

A-K

R-Z 37c

T. Light

J. Toms

.S

m

ith

T. Robbs

R.

G

La ur en

ite C. Wh

Sort Data PEFORM A QUICK SORT 1 Click in the field name, or heading, that you want to sort.

2 Click the Home tab on the Ribbon. 3 Click the Sort & Filter button. 4 Click an ascending or descending sort command.

• Excel sorts the records based on the field that you specified.

• If you do not want Excel to sort the

records permanently, click the Undo button ( ) on the Quick Access toolbar to return the list to its original state.

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2

3

PERFORM A CUSTOM SORT 1 Click in the field name, or heading, that you

4

1

10

want to sort.

6

2 Click the Home tab on the Ribbon. 3 Click the Sort & Filter button. 4 Click Custom Sort. The Sort dialog box appears.

5

7

5 Click the first Sort by

and select the

primary field to sort by.

• By default, the Sort On field is set to values. To sort on another setting, you can click the Sort On and choose a setting.

6 Click the Order

to sort the field in ascending or descending order. To specify additional sort fields, repeat Steps 5 and 6.

7 Click OK.

• Excel sorts the data.

SIM

PLIFY

IT What are database tables, and how do I use them in Excel?

A database is a collection of related information, such as an address book. You can create a variety of database lists in Excel to manage sales contacts, inventory, household valuables, and more. An entire database list of information is called a table. You use fields to break down your list into manageable pieces. Fields are typically the columns that you use to define each part of your list, such as name, address, and phone number. You use rows to enter each database entry for your list of data. Database entries are called records.

Can I sort data in rows?

Yes. If the listed data is across a row instead of down a column, you can activate the Sort left to right option. Open the Sort dialog box as shown in this task, and click the Options button. In the Sort Options dialog box SORT DATA that appears, click the Sort left to right option ( changes to ).

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Filter Data with AutoFilter XL

XL

When using Excel as a database, you can use an AutoFilter to view only portions of your data. Unlike a sort, which sorts the entire table, a filter selects certain records to display based on your criteria, while hiding records that do not match the criteria.

BU

E DG XL

BU DG ET

05 T 20

D BU

2 GET

200 4

006

A U TO F I LT E R

You can refer to the previous task to learn how to sort data in Excel.

BUD GET 2 007

Filter Data with AutoFilter 1 Select the field names for the data

2

2 Click the Home tab on the Ribbon. 3 Click the Sort & Filter button. 4 Click Filter.

1

that you want to filter.

3 4

• Excel adds drop-down arrow buttons (

) to your field names.

5 Click

.

5

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6 Click a filter type. You can filter the table based on a particular field.

6

7 Click OK.

7

• Excel filters the table. To view all of the records again, you can display the filter list and click Select All. You can also click the Clear Filter command to clear the filter.

SIM

PLIFY

IT Are there other filtering tasks that I can perform?

ONN

In the Filter drop-down list, click Text Filters or Number Filters, and then click Custom to open the Custom AutoFilter dialog box. Here you can further customize the filter by selecting operators and values to apply on the filtered data. To learn more about customizing AutoFilters, see Excel’s Help files.

O FF

Yes. For real filtering power, you can use Microsoft Access. You can turn any Excel spreadsheet into an Access database and use the many filtering and sorting tools that are available in Access. To learn more about creating filters in Access, see Chapter 21.

In what ways can I customize a filter?

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Insert a Comment You can add comments to your worksheets to make a note to yourself about a particular cell’s contents, or as a note for other users to see. For example, if you share your workbooks with other users, you can add comments to leave feedback about the data without typing directly in the worksheet. Excel displays comments in a balloon.

TOM’S WORKSH May 1 May 3

May 6 May 8

N to ote Cheself: Am ck oun t

Ma

EET

100.20

180.56

125.23

115.00

Plea le ease se 1 checkk 13

amou nt 130

Y 11

ay 13

114

150.22 123.00

21 1.58 1.95

112.00

102.31 4:00

Insert a Comment ADD A COMMENT 1 Click the cell to which you want to

3

2

add a comment.

2 Click the Review tab on the Ribbon. 3 Click the New Comment button. You can also right-click the cell and click New Comment.

A comment balloon appears.

4 Type your comment text. 5 Click anywhere outside the comment balloon to deselect the comment.

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• Cells that contain comments

display a tiny red triangle in the corner.

1

VIEW A COMMENT 1 Position the mouse pointer over the upper-right corner of the cell.

• The comment balloon appears, displaying the comment.

SIM

PLIFY

IT How do I remove a comment? To remove a comment that you no longer want to associate with a cell, rightclick the cell containing the comment to display a shortcut menu. Click Delete Comment. Excel immediately removes the comment from the cell.

How do I respond to and edit another user’s comment?

If the worksheet’s tracking features are turned on, you can add a comment to another user’s comment. Excel’s tracking features enable you to see the edits that each user makes to the workbook. After all of the edits are completed, you can decide which edits to accept or reject to create a final file. To turn on workbook tracking, click the Review tab on the Ribbon, click the Track Changes , and then click Highlight Changes. See the next task, "Track and Review Workbook Changes," to learn more.

?

!

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Track and Review Workbook Changes The tracking feature changes the color for each person’s edits, making it easy to see who changed what in the workbook. When you review the workbook, you can choose to accept or reject the changes.

If you work in an environment in which you share your Excel workbooks with others, you can use the tracking and reviewing features to help you keep track of who adds changes to the files. For example, you can see what edits others have made, including formatting changes and data additions or deletions.

Tom’s Worksheet

XL

May 2

E AD May 5 BM ET DG BUMay 8GES AN CH 11

BO

May

M 20 May May 24 May 30

116.20

101.50

98.94

120.21

101.55

100.27

98.21

101.00

110.22

95.26

113.30

100.25

114.78

116.23

CHANG ES

MADE

6/1/0 5

Track and Review Workbook Changes 1

TURN ON TRACKING 1 Click the Review tab on the Ribbon. 2 Click the Track Changes . 3 Click Highlight Changes.

2

The Highlight Changes dialog box appears.

4 Click the Track changes while editing option (

changes to

).

This option automatically creates a shared workbook file if you have not already activated the share workbook feature.

• You can click an option to choose

when, by whom, or where you track changes ( changes to ).

• You can leave this option checked (

) to view changes in the file.

5 Click OK. 168

4

5

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Excel prompts you to save the file.

6 Click OK. 6

Excel activates the tracking feature.

• Excel highlights any changes in the worksheet.

• To view details about a change and the author, you can move the mouse over the highlighted cell.

PLIFY

IT Is there a way to view all of the changes at

the same time when reviewing a workbook?

S GE

Yes. Click the Track Changes on the Ribbon and then click Highlight Changes. In the Highlight Changes dialog box that appears, you can click the List changes on a new sheet check box ( changes to ). This opens a special History sheet in the workbook for viewing each edit. The History sheet breaks down the details of each edit, including the date, time, and author. You can use the filters to change the list of edits. CHAN K When you save the workbook, AC Excel deletes the History sheet. TR

SIM

Can I remove a user from a shared workbook?

Yes. You can open the Share Workbook dialog box and view which users are using the file. Click the Review tab on the Ribbon, and then click the Share Workbook button to open the dialog box. You s h can then remove a user worakrbeodok by clicking his or her name and then clicking Remove User. 1 et he rks Wo

continued

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Track and Review Workbook Changes (continued) XL

When you activate the reviewing process, Excel goes through each change in the worksheet and allows you to accept or reject the edit. When the review is complete, you can turn the tracking feature off.

worksheet

May June

99.23

July

116.20

ACCEP 100.25 T 10.2 Oct. Nov.

6 33

105.14 98.54

Track and Review Workbook Changes (continued)

1

REVIEW CHANGES 1 Click the Review tab on the Ribbon. 2 Click the Track Changes . 3 Click Accept/Reject Changes.

2 3

Excel prompts you to save the file.

4 Click OK.

4

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The Select Changes to Accept or Reject dialog box appears.

5 6

5 Click options for which changes you want to view ( to ).

changes

6 Click OK.

The Accept or Reject Changes dialog box appears.

7

7 Specify an action for each edit.

• You can click Accept to add the change to the final worksheet.

• To reject the change, you can click Reject.

• You can click one of these options to accept or reject all of the changes at the same time.

SIM

PLIFY

IT Are there certain edits that Excel does not track or highlight?

Click the Review tab on the Ribbon, and then click the Track Changes . Click the Highlight Changes command to open the Highlight Changes dialog box. Next, click the Track ON changes while editing check box ( changes to ). When you click OK, Excel turns the feature off.

F OF

Yes. Excel’s tracking feature does not keep track of changes in worksheet names, inserted or deleted worksheets, or hidden rows or columns. In addition, some of Excel’s features do not work with shared workbooks, such as grouping data, recording and assigning macros, or inserting pictures or hyperlinks. For a complete list of changes and features that are supported with shared workbooks, see Excel’s Help files.

How do I turn off the tracking feature?

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Change Page Setup Options 5 1 8 2 3 4 5 6

GE PA UP T SE IONS T OP

Worksheet 1

You can assign page setup options, such as page orientation, margins, paper size, and more using the tools on the Page Layout tab on the Ribbon. For example, if your workbook data appears too wide to fit on a regular 81⁄2-by-11 sheet, then you can change the page orientation to Landscape to fit more data on the page horizontally. You can also insert your own page breaks to control the placement of data on a printed page.

Change Page Setup Options CHANGE THE PAGE ORIENTATION 1 Click the Page Layout tab on the

1 2

Ribbon.

2 Click the Orientation button. 3 Click Portrait or Landscape. Note: Portrait is the default orientation.

Excel applies the new orientation.

• This example applies Landscape, and Excel marks the edge of the page with a dotted line.

• You can click the Margins button to set up page margins.

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2

3

4

CHAPTER

10

INSERT A PAGE BREAK 1 Click the cell or row above which you want to insert a page break.

2 Click the Page Layout tab on the Ribbon.

3 Click the Breaks button. 4 Click Insert Page Break.

1

• Excel inserts a page break.

SIM

PLIFY

IT How do I define a print area?

You can assign a print area to print only a certain portion of a worksheet. For example, you may want to print only a range of cells. You can define a print area to prevent Excel from printing the entire worksheet every time you print. To do so, first select the cells that you want to define as the print area, and then click the Page Layout tab on the Ribbon. Next, click the Print Area button and click the Set Print Area command. Excel defines the print area.

How do I print a spreadsheet with gridlines?

By default, the gridlines that you see on a worksheet do not print out with the cell data. You can turn gridlines on for printing purposes. To do so, ON simply click the Gridlines Print check box on the Page Layout tab ( changes to ). A check mark in the check GRID OFF box indicates that the feature is on.

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Understanding Formulas You can use formulas to perform all kinds of calculations on your Excel data. You can build formulas using mathematical operators, values, and cell references. For example, you can add the contents of a column of monthly sales totals to determine the cumulative sales total. If you are new to writing formulas, this task explains all of the basics required to build your own formulas in Excel.

Formula Structure Ordinarily, when you write a mathematical formula, you write the values and the operators, followed by an equal sign, such as 2+2=. In Excel, formula structure works a bit differently. All Excel formulas begin with an equal sign (=), such as =2+2. The equal sign immediately tells Excel to recognize any subsequent data as a formula rather than as a regular cell entry.

5 1 8 2 3 4 5 6

Formulas 101

=5+ 8 0

1

4 .

7 2

5 =

8 3

6

++

9 --

*

//

Referencing Cells 5 1 8 2 3 4 5 6

Although you can enter specific values in your Excel formulas, you can also easily reference data in specific cells. For example, you can add two cells together or multiply the contents of one cell by a value. Every cell in a worksheet has a unique address, also called a cell reference. By default, cells are identified by their specific column letter and then by their row number, and so cell D5 identifies the fifth cell down in column D. To help make your worksheets easier to use, you can also assign your own unique names to cells. For example, if a cell contains a figure totaling weekly sales, then you might name the cell Sales.

Cell Ranges A group of related cells in a worksheet is called a range. Excel identifies a cell range by the anchor points in the upper-left and lower-right corners of the range. The range reference includes both anchor points separated by a colon. For example, the range name A1:B3 includes cells A1, A2, A3, B1, B2, and B3. You can also assign unique names to your ranges to make it easier to identify their contents. Range names must start with a letter or underscore, and can include uppercase and lowercase letters. Spaces are not allowed in range names.

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Mathematical Operators You can use mathematical operators in Excel to build formulas. Basic operators include the following: Operator

Operation

Operator

Operation

+

Addition

=

Equal to

-

Subtraction

<

Less than

*

Multiplication

≤

Less than or equal to

/

Division

>

Greater than

%

Percentage

≥

Greater than or equal to

^

Exponentiation

<>

Not equal to

Operator Precedence Excel performs a series of operations from left to right, but also gives some operators precedence over others, as follows: First

All operations enclosed in parentheses

Second

Exponential equations

Third

Multiplication and division

Fourth

Addition and subtraction

When you are creating equations, the order of operations determines the results. For example, if you want to determine the average of values in A2, B2, and C2, and you enter the equation =A2+B2+C2/3, you will calculate the wrong answer. This is because Excel divides the value in cell C2 by 3 and then adds that result to A2+B2. Following operator precedence, division takes precedence over addition. The correct way to write the formula is =(A2+B2+C2)/3. By enclosing the values in parentheses, Excel adds the cell values first before dividing them by 3.

Reference Operators

Operator

Example

Operation

You can use Excel’s reference operators to control how a formula groups cells and ranges in order to perform calculations. For example, if your formula needs to include the cell range D2:D10 and cell E10, you can instruct Excel to evaluate all of the data contained in these cells using a reference operator. Your formula might look like this: =SUM(D2:D10,E10).

:

=SUM(D3:E12)

Range operator. Evaluates the reference as a single reference, including all of the cells in the range from both corners of the reference.

,

=SUM(D3:E12,F3)

Union operator. Evaluates the two references as a single reference.

[space]

=SUM(D3:D20 D10:E15)

Intersect operator. Evaluates the cells common to both references.

[space]

=SUM(Totals Sales)

Intersect operator. Evaluates the intersecting cell or cells of the column labeled Totals and the row labeled Sales.

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Create Formulas You can create a formula in the Formula bar at the top of the worksheet. Formula results appear in the cell to which you assign a formula.

C4

C3

You can write a formula to perform a calculation on data in your worksheet cells. All formulas begin with an equal sign (=) in Excel. You can reference values in cells by entering the cell name, also called a cell reference. For example, if you want to add the contents of cells C3 and C4 together, your formula looks like this: =C3+C4.

Create Formulas 1 Click in the cell to which you want to assign a formula.

2 Type =.

• Excel displays the formula in the

Formula bar and in the active cell.

2 1 3 Click the first cell that you want to reference in the formula.

• Excel inserts the cell reference into the formula.

3

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11

4 Type an operator for the formula. Note: See the previous task, “Understanding Formulas,” to learn more about mathematical operators.

5 Click the next cell that you want to reference in the formula.

5 4

• Excel inserts the cell reference into the formula.

6 Press

.

• You can also click Accept (

) on the Formula bar to accept the formula.

• You can click Cancel (

) to cancel the

formula.

• The formula results appear in the cell. To view the formula in the Formula bar, you can simply click in the cell.

• The Formula bar displays any formula assigned to the active cell.

Note: If you change any of the values in the cells referenced in your formula, the formula results automatically update to reflect the changes.

SIM

PLIFY

IT How do I edit a formula?

To edit a formula, simply click in the cell containing the formula and make any corrections in the Formula bar. You can also double-click in the cell to make edits directly to the formula within the cell. You can use the keyboard arrow keys to move the cursor to the place you want to edit in the data, or simply click the cursor in place. You can press and to make changes to the formula and type new values or references as needed. When finished with the edits, press or click Accept ( ) on the Formula bar.

What happens if I see an error message in my formula?

If you see an error message, such as #DIV/0!, double-check your formula references to ensure that you referenced the correct cells. Also make sure that you did not attempt to divide by zero, which always produces an error. To learn more about fixing formula errors, see the “Audit a Worksheet for Errors” task, later in this chapter.

STOP

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Define a Range Name 1 2 3 4 5 6

You can assign distinctive names to the cells and ranges of cells that you work with in a worksheet, making it easier to identify the cell’s contents. A range is simply a rectangular group of related cells; a range can also consist of a single cell. Naming ranges can also help you when deciphering formulas. A range name, such as Sales_Totals, is much easier to recognize than a generic reference, such as B24:C24.

O HELe L name is

my rang

Sales

Define a Range Name ASSIGN A RANGE NAME 1 Select the range that you want to name.

2 Click inside the Name field on the

2

Formula bar.

• You can also click the Define Name

1

on the Formulas tab and then click Define Name to open the New Name dialog box.

3 Type a name for the range. 4 Press . Excel assigns the name to the cells.

178

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CHAPTER

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GO TO A RANGE 1 Click the Name . 2 Click the range name to which you want to move.

• Excel immediately activates the cells.

SIM

PLIFY

IT Are there any rules for naming ranges?

Yes. Range names must start with a letter or an underscore (_). After that, you can use any character, uppercase or lowercase, or any punctuation or keyboard symbols, with the exception of a hyphen or space. Because neither hyphens nor spaces are allowed M in range names, EXCET L _Name you can substitute ge an R them with a period or underscore.

How do I edit a range name?

You can use the Name Manager feature to make changes to your range names. To display the Name Manager, click the Name Manager button on the Formulas tab. You can edit existing range names, change the cells referenced by a range, or remove n MT home o ranges to which you ame EXCEL N _ no longer need theRange names assigned in the worksheet.

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Reference Ranges in Formulas You can reference an entire group of cells in a formula by referencing its range name. This can speed up the time it takes to build a formula in a worksheet, and range names are much easier to remember than the default range names that Excel assigns.

Reference Ranges in Formulas 1 Click in the cell to which you want to

3

assign a formula.

2 Type the formula that you want to

4

apply.

Note: See the “Create Formulas” task, earlier in this chapter, to learn more.

3 To insert a range into the formula, click Use in Formula on the Formulas tab.

4 Click a range. Excel automatically inserts the range name.

1

You can also select the range directly in the worksheet.

2

5 Continue creating the formula as needed.

6 Press

or click Accept ( ) on the Formula bar to complete the formula. The formula results appear in the cell.

6

• You can also click Use in Formula

on the Formulas tab and click Paste to open the Paste Name dialog box, where you can select which range you want to use in the formula.

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Reference Cells from Other Worksheets You can reference cells in other worksheets in your Excel formulas. When referencing data from other worksheets, you must specify the worksheet name, followed by an exclamation mark and then by the cell address, such as Sheet2!D12. If the worksheet has a specific name, such as Sales, you must use the name along with an exclamation mark, followed by the cell or range reference (Sales!D12). If the worksheet name includes spaces, enclose the reference in single quote marks, such as ‘Sales Totals!D12’.

CHAPTER

EXCEL

11

Regional Sales

1 2 3 4 5 6

Total Sales

See Chapter 10 to learn more about naming Excel worksheets.

1 2 3 4 5 6

Reference Cells from Other Worksheets 1 Click the cell to which you want to assign a formula.

2 Create the formula that you want to apply.

Note: See the “Create Formulas” task, earlier in this chapter, to learn more.

2 1

3

3 When you are ready to insert a cell or range from another worksheet into the formula, type the worksheet name.

4 5

4 Type an exclamation mark. 5 Type the cell address or range. You can continue creating the formula as needed.

6 When finished, press

or click Accept ( ) on the Formula bar to complete the formula.

• The formula results appear in the cell.

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Apply Absolute and Relative Cell References By default, Excel treats the cells that you include in formulas as relative locations rather than set locations in the worksheet. This is called relative cell referencing. For example, when you copy a formula to a new location, the formula automatically adjusts using relative cell addresses. If you want to address a particular cell location no matter where the formula appears, you can assign an absolute cell reference. Absolute references are preceded with a dollar sign in the formula, such as =$D$2+E2.

Apply Absolute and Relative Cell References ASSIGN ABSOLUTE REFERENCES 1 Click in the cell containing the

2

formula that you want to change.

2 Select the cell reference. 3 Press . Note: You can also type dollar signs to make a reference absolute.

1

• Excel enters dollar signs ($) before

each part of the cell reference, making the cell reference absolute. Note: You can continue pressing to cycle through mixed, relative, and absolute references.

4 Press

or click Accept (

Excel assigns the changes to the formula.

182

).

4

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ASSIGN RELATIVE REFERENCES 1 Click in the cell containing the

2

formula that you want to change.

2 Select the cell reference. 3 Press to cycle to relative addressing.

Note: You can press multiple times to cycle through mixed, relative, and absolute references.

1

Note: You can also type dollar signs to make a reference absolute.

4 Press

or click Accept (

).

• Excel assigns the changes to the formula.

SIM

PLIFY

would I use absolute cell references? IT When You can use absolute referencing to always refer

to the same cell in a worksheet. For example, perhaps your worksheet contains several columns of pricing information that refer to one discount rate disclosed in cell G10. When you create a formula based on the discount rate, you want to make sure that the formula always refers to cell G10, even if the formula is moved or copied to another cell. By making cell G10 absolute instead of relative, you can always count on an accurate value for the success of your formula.

When would I use mixed cell references?

You can use mixed referencing to reference the same row or column, but different relative cells within, such as $C6, which keeps the column from changing while the row remains relative. If the mixed reference is C$6, the column is relative but the row is absolute. You can press while writing a formula to cycle through absolute, mixed, and relative cell referencing, or you can type the dollar signs ($) as needed.

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Understanding Functions If you are looking for a speedier way to enter formulas, you can use a wide variety of built-in formulas, called functions. Functions are ready-made formulas that perform a series of operations on a specified range of values. Excel offers over 300 functions that you can use to perform mathematical calculations on your worksheet data.

Function Elements Because functions are formulas, all functions must start with an equal sign (=). Functions are also distinct in that each one has a name. For example, the function that sums data is called the SUM function, while the function for averaging values is called the AVERAGE function. You can type functions directly into your worksheet cells or into the Formula bar. You can also use the Insert Function dialog box to help construct functions. This dialog box offers help in selecting and applying functions to your data.

1 2 3 4

Constructing Arguments 1 2 3 4

Functions typically use arguments to indicate the cell addresses that you want the functions to calculate. Arguments are enclosed in parentheses. When applying a function to individual cells in the worksheet, you can use a comma to separate the cell addresses, such as =SUM(A5,B5,C5). When applying a function to a range of cells, you can use a colon to designate the first and last cells in the range, such as =SUM(B5:E12). If your range has a name, you can insert the name, such as =SUM(Sales).

Types of Functions Excel groups functions into ten categories, and each category can include a variety of functions:

184

Category

Description

Database & List Management

Includes functions for counting, adding, and filtering database items.

Date & Time

Includes functions for calculating dates, times, and minutes.

Engineering

Offers many kinds of functions for engineering calculations.

Financial

Includes functions for calculating loans, principal, interest, yield, and depreciation.

Information

Includes functions for testing your data.

Logical

Includes functions for logical conjectures, such as if-then statements.

Lookup & Reference

Includes functions that enable you to locate references or specific values in your worksheets.

Mathematical & Trigonometric

Includes a wide variety of functions for calculations of all types.

Statistical

Includes functions for calculating averages, probabilities, rankings, trends, and more.

Text

Includes text-based functions to search and replace data and other text tasks.

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Common Functions The table below lists some of the more popular Excel functions that you might use with your own spreadsheet work. Function

Category

Description

Syntax

SUM

Math & Trig

Adds values

=SUM(number1,number2,...)

INT

Math & Trig

Rounds down to the nearest integer

=INT(number)

ROUND

Math & Trig

Rounds a number specified by the number of digits

=ROUND(number,number_digits)

ROUNDDOWN

Math & Trig

Rounds a number down

=ROUNDDOWN(number,number_digits)

COUNT

Statistical

Returns a count of text or numbers in a range

=COUNT(value1,value2,...)

AVERAGE

Statistical

Averages a series of arguments

=AVERAGE(number1,number2,...)

MIN

Statistical

Returns the smallest value in a series

=MIN(number1,number2,...)

MAX

Statistical

Returns the largest value in a series

=MAX(number1,number2,...)

MEDIAN

Statistical

Returns the middle value in a series

=MEDIAN(number1,number2,...)

PMT

Financial

Finds the periodic payment for a fixed loan

=PMT(interest_rate,number_of_ periods,present_value,future_value,type)

RATE

Financial

Returns an interest rate

=RATE(number_of_periods,payment, present_value,future_value,type,guess)

TODAY

Date & Time

Returns the current date

=TODAY()

IF

Logical

Returns one of two results that you specify based on whether the value is TRUE or FALSE

=IF(logical_text,value_if_true, value_if_false)

AND

Logical

Returns TRUE if all of the arguments are true, FALSE if any are false

=AND(logical1,logical2,...)

OR

Logical

Returns TRUE if any argument is true, or FALSE if all arguments are false

=OR(logical1,logical2,...)

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Apply a Function You can use functions to speed up your Excel calculations. You can use the Insert Function dialog box to look for a particular function from among Excel’s ten function categories.

Apply a Function 1 Click in the cell to which you want to assign a function.

2 Click the Function Wizard button

( ) on the Formula bar or on the Formulas tab.

• You can also choose from functions

2

listed among the Function Library group on the Formulas tab.

1

• Excel inserts an equal sign

automatically to denote a formula and displays the Insert Function dialog box.

3 Click the Or select a category

186

3 .

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4 Click a category. Excel’s built-in functions are grouped into ten categories. Note: See the previous task, “Understanding Functions,” to learn more about function categories.

4

• A list of functions appears here. 5 Click the function that you want to apply.

• A description appears here for the

5

function that you select.

6 Click OK.

6

SIM

PLIFY

IT What kind of results can I expect with Excel functions?

Most of the time, the functions that you create will produce number results. However, because functions use different types of arguments, some functions produce different types of results.

Result

Description

Number

Number results can include any integer or decimal number.

Time & Date

Provides time and date results.

Logical values

Logical arguments produce results such as TRUE, FALSE; YES, NO; 1, 0.

Text

Any text results always appear surrounded by quotation marks.

Arrays

An array is a column or table of cells that are treated as a single value, and array formulas operate on multiple cells.

Cell references

Some function results display references to other cells rather than actual values.

Error values

If a function uses error values as arguments, the results appear as error values as well. Error values are not the same as error messages.

continued

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Apply a Function (continued) Home

Insert

Page Layout

Alba Matter

B

Paste Clipboard

I

Formulas

Data

11

U

A

Review General

+a+

A

A

ab

$ .0 .00

% .00 .0

Font

25.00 15.00

=C o =Av u nt g t m =P

After selecting a function, you can then apply the function to a cell or range of cells in your worksheet. You can use the Function Arguments dialog box to help you construct all of the necessary components of a function. The dialog box can help you to determine what values you need to enter to build the formula.

Alignment

View

,

A Styles

Add-Ins Insert Delete

A Z

Format

Number Cells

SORT & FIND & FILTER SELECT

Editing

=Sum

Apply a Function (continued) The Function Arguments dialog box appears.

7 Depending on the function’s

7

arguments, select the cells for each argument required by the function. If you select a cell or range of cells directly in the worksheet, Excel automatically adds the references to the argument. You can also type a range or cell address into the argument text box.

• The dialog box displays additional

information about the function here.

8 If needed, continue adding the

necessary cell references to complete all of the function’s arguments.

9 When finished constructing the

8

arguments, click OK.

9

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• Excel displays the function results in the cell.

• The function appears in the Formula bar.

EDIT A FUNCTION 1 Click the cell containing the

2

function that you want to edit.

2

2 Click the Function Wizard button

( ) on the Formula bar or on the Formulas tab.

• Excel displays the Function

Arguments dialog box, where you can make changes to the cell references or values as needed.

1

PLIFY

IT How can I find help with a particular function?

You can click the Collapse button ( ) at the end of the argument text box to minimize the dialog box. You can then select any cells needed, and click the Expand button ( ) to maximize the dialog box again. You EX P PSE A can also click and LA OL drag the dialog box by its title bar to move it around the screen. ND

If you click the Help on this function link in either the Insert Function or Function Arguments dialog box, you can access Excel’s Help files to find out more about the function. The function help includes an example of the function being used, and tips about how to use the function.

The Function Arguments dialog box covers the cells that I need to select. How do I move the dialog box out of the way?

C

SIM

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Total Cells with AutoSum 1 2 3 4 5 6

One of the most popular functions available in Excel is the AutoSum function. AutoSum automatically totals the contents of cells. For example, you can quickly total a column of sales figures. AutoSum works by guessing which surrounding cells you want to total, although you can also specify exactly which cells to sum.

Total Cells with AutoSum 1 Click in the cell where you want to insert a sum total.

3

2

2 Click the Formulas tab on the Ribbon.

3 Click the AutoSum button.

• If you click the AutoSum

, you can select another common function to apply, such as Average. You can also click the AutoSum button on the Home tab.

1

• AutoSum immediately attempts to total the adjacent cells.

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4

11

• To sum another range of cells

instead of AutoSum’s guess, you can select the cells that you want to include in the sum.

4 Press the Accept (

key or click ).

• Excel totals the selected cells.

SIM

PLIFY

IT Can I total cells without applying a function?

Yes. Excel’s status bar quickly sums cells or displays results from several other popular functions without having to insert a formula or function into a cell. When you select a group of cells that you want to total, Excel immediately adds all of the cell contents and displays a total in the status bar at the bottom of the program window. To sum noncontiguous cells, press and hold while clicking the cells.

Can I apply AutoSum to both rows and columns at the same time?

Yes. Simply select both the row and column of data that you want to sum, along with a blank row and column to hold the results. When you apply the AutoSum function, Excel sums the row and column and displays the results in the blank row and column.

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Audit a Worksheet for Errors Insert

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When dealing with larger worksheets in Excel, it is not always easy to locate the source of a formula error when scrolling through the many cells. To help you with errors that arise, you can use Excel’s Formula Auditing tools to examine and correct formula errors. The Error Checking feature looks through your worksheet for errors and helps you find solutions.

Audit a Worksheet for Errors APPLY ERROR CHECKING 1 Click the Formulas tab on the Ribbon.

2 Click the Error Checking 3 Click Error Checking.

2

3

1

.

• Excel displays the Error Checking

dialog box and highlights the first cell containing an error.

4 To fix the error, click Edit in Formula Bar.

• To find help with an error, you can click here to open the Help files.

• To ignore the error, you can click Ignore Error.

• You can click Previous and Next to 192

scroll through all of the errors on the worksheet.

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5

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5 Make edits to the cell references in the Formula bar.

6

6 Click Resume.

• When the error check is complete, a prompt box appears.

7 Click OK. 7

SIM

PLIFY

IT What kinds of error messages does Excel display for formula errors?

The following table explains some of the different types of error values that can appear in cells when an error occurs: Error Message

Problem

Solution

######

The cell is not wide enough to contain the value

Increase the column width

#DIV/0!

Dividing by zero

Edit the cell reference or value of the denominator

#N/A

Value is not available

Ensure that the formula references the correct value

#NAME?

Does not recognize text in a formula

Ensure that the name referenced is correct

#NULL!

Specifies two areas that do not intersect

Check for an incorrect range operator or correct the intersection problem

#NUM!

Invalid numeric value

Check the function for an unacceptable argument

#REF!

Invalid cell reference

Correct cell references

#VALUE!

Wrong type of argument or operand

Double-check arguments and operands

continued

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Audit a Worksheet for Errors (continued) Alba Matter

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Auditing tools can trace the path of your formula components and check each cell reference that contributes to the formula. When tracing the relationships between cells, you can display tracer lines to find precedents, cells referred to in a formula, or dependents, cells that contain the formula results.

Audit a Worksheet for Errors (continued) TRACE PRECEDENTS 1 Click in the cell containing the

formula results or content that you want to trace.

3 2

2 Click the Formulas tab on the Ribbon.

3 Click the Trace Precedents button.

• To trace dependents instead, you can click the Trace Dependents button.

1

• Excel displays trace lines from the

current cell to the cells referenced in the formula. You can make changes to the cell contents or to the formula to make any corrections.

• In this example, the trace lines show that the wrong total cell is referenced.

• You can click the Remove Arrows button to turn off the trace lines.

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EXCEL Working with Formulas and Functions

3 2

4

CHAPTER

11

TRACE ERRORS 1 Click in the cell containing the error that you want to trace.

2 Click the Formulas tab on the Ribbon.

3 Click the Error Checking 4 Click Trace Error.

.

1

• Excel displays trace lines from the

current cell to any cells referenced in the formula. You can make changes to the cell contents or changes to the formula to correct the error.

• In this example, the text cell is

referenced in the formula instead of a numeric value.

• You can click the Remove Arrows button to turn off the trace lines.

SIM

PLIFY

IT How do I use the Smart Tag to fix formula errors?

Excel displays a Smart Tag icon ( ) whenever you encounter an error. You can click the Smart Tag to view a menu of options, including options for correcting the error. For example, you can click the Help on help on this error menu this error command to find out more about the error message.

What does the Evaluate Formula button do?

You can click the Evaluate Formula button ( ) on the Formula Auditing toolbar to check over your formula or function step by step. When you click the cell containing the formula that you want to evaluate, and click , Excel opens the Evaluate Formula dialog box, where you can evaluate each portion of the formula to check it for correct references and values.

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Change Number Formats You can use number formatting to control the appearance of numerical data in your worksheet. For example, if you have a column of prices, you can apply currency formatting to the data to format the numbers with dollar signs and decimal points. Excel offers several different number categories, or styles, from which to choose.

Change Number Formats 1 Select the cell, range, or data that

3

you want to format.

Note: See Chapter 9 to learn how to select cells; see Chapter 11 to learn about ranges.

2

4

2 Click the Home tab on the Ribbon. 3 Click the Number Format . Note: You can apply number formatting to single cells, ranges, columns, rows, or an entire worksheet.

4 Click a number format.

Excel applies the number formatting to the data.

• To quickly apply dollar signs to your data, you can click the Currency Style button ( ).

• If you click the Currency Style

, you can specify a type of currency, such as Euro.

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• To quickly apply percent signs to your data, you can click the Percent Style button ( ).

• You can click the Number Dialog

button ( ) to open the Format Cells dialog box to the Number tab to find more formatting options.

• To quickly apply commas to your number data, you can click the Comma Style button ( ).

SIM

PLIFY

IT What sort of number formats can I apply to my numeric data?

Each number format style is designed for a specific use. The table below explains each number category: Style

Description

General

The default category; no specific formatting is applied

Number

General number display with two default decimal places

Currency

Adds dollar signs and decimals to display monetary values

Accounting

Lines up currency symbols and decimal points in a column

Short Date

Used to display short date strings

Long Date

Used to display long date strings

Time

Used to display time values

Percentage

Multiplies cell value by 100 and displays percent sign

Fraction

Displays value as a specified fraction

Scientific

Uses scientific or exponential notation

Text

Treats values as text

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Change the Font and Size You can control the font that you use for your worksheet data, along with the size of the data text. For example, you may want to make the worksheet title larger than the rest of the data, or you may want to resize the font for the entire worksheet to a more legible size to make the data easier to read.

Change the Font and Size CHANGE THE FONT 1 Select the cell or data that you want

2

3

to format.

1

Note: See Chapter 9 to learn how to select cells.

2 Click the Home tab on the Ribbon. 3 Click the Font .

• You can use the scroll arrows or scroll bar to scroll through all of the available fonts.

You can also begin typing a font name to choose a font.

4 Click a font.

• Excel immediately applies the font.

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3

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CHANGE THE FONT SIZE 1 Select the cell or data that you

2

want to format.

4

Note: See Chapter 9 to learn how to select cells.

2 Click the Home tab on the Ribbon. 3 Click the Font Size . 4 Click a size.

1

• Excel immediately applies the new size to the selected cell or data.

SIM

PLIFY

IT Is there a way to apply multiple formatting options at the same time? Yes. You can use the Format Cells dialog box to apply a new font, size, or any of the basic formatting, such as bold, italics, and underlining. Follow these steps:

1 Click the Home tab on the Ribbon. 2 Click the Font Dialog button ( ) in the corner of the Font group.

The Format Cells dialog box appears and displays the Font tab.

Regular

3

26

Arial

3 You can use the various options

within the Font tab to control the font, size, and style of the data.

4 Click OK to save your changes.

4

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Increase or Decrease Decimals You can control the number of decimals that appear with numeric data using the Increase Decimal and Decrease Decimal commands. For example, you may want to increase the number of decimals shown in a cell, or reduce the number of decimals in a formula result.

Increase or Decrease Decimals 1 Select the cell or range that you want to format.

Note: See Chapter 9 to learn how to select cells; see Chapter 11 to learn about ranges.

2 3

2 Click the Home tab on the Ribbon. 3 Click a decimal button. You can click Increase Decimal ( ) to increase the number of decimals. You can click Decrease Decimal ( ) to decrease the number of decimals.

Excel adjusts the number of decimals that appear in the cell or cells.

• This example removes one decimal. • You can click again to remove another decimal.

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EXCEL

Change Data Color When adding color to worksheets, you should always consider the color’s effect on the legibility of your data, both in print and on-screen. You want your worksheet to appear easy to read, not jarring and distracting to the eye.

Rent 450 Car 2500

Utilities 200 Gasoline 200 Food 200 00 Total 13

4500 250 300 300

300 1600

CHAPTER

12

You can change the color of your data, whether the data is numeric or text. For example, you might choose a brighter color for any cell data to which you want to bring attention, or select a different color for the column headers in your worksheet.

Change Data Color 1 Select the cell, range, or data that you want to format.

3

2

4

1

Note: See Chapter 9 to learn how to select cells; see Chapter 11 to learn about ranges.

2 Click the Home tab on the Ribbon. 3 Click the Font Color .

• To apply the current color that is

shown, simply click the Font Color button ( ).

4 Click a color from the palette.

• Excel applies the color to the data.

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Adjust the Cell Alignment You can control the alignment of data within your worksheet cells. By default, Excel automatically aligns text data to the left and number data to the right. Data is also aligned vertically to sit at the bottom of the cell. You can change horizontal and vertical alignments to improve the appearance of your worksheet data.

Adjust the Cell Alignment SET HORIZONTAL ALIGNMENT 1 Select the cells that you want to format.

2

Note: See Chapter 9 to learn how to select cells.

2 Click the Home tab on the Ribbon. 3 Click an alignment button from the Alignment group.

Click the Align Left button ( align data to the left. Click the Center button ( center align the data.

) to

) to

Click the Align Right button ( align data to the right.

) to

Excel immediately applies the alignment to your cells.

• This example aligns the text data to the right of the cell.

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EXCEL Formatting Worksheets

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3 1

CHAPTER

12

SET VERTICAL ALIGNMENT 1 Select the cells that you want to format.

Note: See Chapter 9 to learn how to select cells.

2 Click the Home tab on the Ribbon. 3 Click an alignment button from the Alignment group.

Click the Top Align button ( align data to the top.

) to

Click the Middle Align button ( to align the data in the middle.

)

Click the Bottom Align button ( to align data to the bottom.

)

Excel immediately applies the alignment to your cells.

• This example aligns the text data to the top of the cell.

SIM

PLIFY

IT How do I set indents for my cell text? You can use the Increase Indent and Decrease Indent buttons to add indents to lines of text in your worksheet. To indent text, click the Increase Indent button ( ) on the Home tab. To decrease an indent, click the Decrease Indent button ( ).

Can I justify my text to create left and right margins in a cell?

Yes. To justify cell text, you must open the Format Cells dialog box and display the Alignment tab. To do so, click the Font Dialog button ( ) at the bottom of the Alignment group. You can then click the Horizontal and click Justify to assign justification to your cell text.

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Control Data Orientation You can use Excel’s Orientation command to rotate data in a cell. For example, you might angle column labels to make them easier to distinguish from one another. You can also angle the column labels to format data better on your printed spreadsheet.

T ext Te ex x tt

TT ee xx tt

Control Data Orientation 1 Select the cells that you want to

3

format.

Note: See Chapter 9 to learn how to select cells.

2 Click the Home tab on the Ribbon. 3 Click the Orientation . 4 Click an orientation.

Excel applies the orientation to the cell or cells.

• This example angles the text counterclockwise.

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Copy Cell Formatting

CHAPTER

12

You can use the Format Painter feature to copy formatting to other cells in your worksheet. For example, you may have applied a variety of formatting options to a range of cells to create a certain look. When you want to re-create the same look elsewhere in the worksheet, you do not have to repeat the same steps that you applied to assign the original formatting. Instead, you can paint the formatting to the other cells in one action.

Copy Cell Formatting 2

1 Select the cell or range containing the formatting that you want to copy.

3 1

Note: See Chapter 9 to learn how to select cells.

2 Click the Home tab on the Ribbon.

3 Click the Format Painter button (

4

The

).

changes to

.

4 Click and drag over the cells to which you want to copy the formatting.

• Excel immediately copies the formatting to the new cells.

Note: To copy the same formatting multiple times, double-click the Format Painter button ( ). Note: You can press to cancel the Format Painter at any time.

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Add Borders You can add borders to all four sides of a cell, or choose to add borders to just one or two sides. Any borders that you add to the worksheet print along with the worksheet data.

You can add borders to your worksheet cells to help define the contents or more clearly separate the data from surrounding cells. By default, Excel displays a grid format to help you enter data, but the borders defining the grid do not print.

Add Borders ADD QUICK BORDERS 1 Select the cells that you want to

2 3

format.

Note: See Chapter 9 to learn how to select cells.

2 Click the Home tab on the Ribbon. 3 Click the Borders .

• To apply the current border selection shown, simply click the Borders button ( ).

4 Click a border style.

• Excel immediately assigns the borders to the cell or cells.

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4

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CREATE CUSTOM BORDERS 1 Select the cells that you want to

3 1

4

CHAPTER

5

6

format.

Note: See Chapter 9 to learn how to select cells.

2 Click the Home tab on the Ribbon. 3 Click the Borders . 4 Click More Borders. The Format Cells dialog box appears with the Border tab displayed.

5 Click a border type to assign. You can click multiple border buttons to create a custom border.

• To set a particular line style to the border, click a style.

• Assign a color to the border lines here. • Click here to assign a preset style. 6 Click OK.

• Excel assigns the border.

SIM

PLIFY

IT Can I turn the worksheet gridlines on or off?

Yes. By default, Excel displays gridlines to help you differentiate between cells as you build your worksheets. You can turn gridlines off to view how your data will look when printed. Click the Page Layout tab on the Ribbon. Under the Sheet Options group, click the View check ON box for gridlines ( changes to ). Excel immediately turns off the gridlines display on-screen. GRID OFF Optionally, you can also turn the gridlines on or off for printing if you select or deselect the Print option on the Ribbon. Excel does not print gridlines unless you specify them.

How do I add color inside my worksheet cells?

You can click the Fill Color the Home tab to display a palette of fill colors. When you select a color, the cell’s background changes to the color that you choose. Be careful not to pick a color that makes reading your cell data difficult.

on

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Format Data with Styles You can use Excel’s Styles to apply preset formatting designs to your worksheet data. You can apply table styles to a group of worksheet data, or you can apply cell styles to individual cells or ranges of cells. When you apply a table style, Excel converts the data into a table.

Format Data with Styles FORMAT AS A TABLE 1 Select the cells that you want to format.

Note: See Chapter 9 to learn how to select cells.

2 Click the Home tab on the Ribbon. 3 Click the Format as Table button. 4 Click a table style.

3 2 1

4

• The Format As Table dialog box appears.

5 Verify the selected cells. 6 Click OK.

5

=$4:$10

6

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• Excel applies the formatting style. 2 3

1

APPLY A CELL STYLE 1 Select the cell or cells that you want to format.

Note: See Chapter 9 to learn how to select cells.

2 Click the Home tab on the Ribbon. 3 Click the Cell Styles button. 4 Click a style. 4

• Excel applies the formatting to the selected cell.

SIM

PLIFY

IT Can I add a background to my spreadsheet?

Yes. You can add a background picture to any sheet. To do so, click the Page Layout tab on the Ribbon and click the Background button. This opens the Sheet Background dialog box, in which you can navigate to the picture that you want to use. Be very careful when applying background images to your worksheet, and ensure that the image does not distract from the legibility of your cell data.

How do I apply a theme?

You can use themes to create a similar appearance among all of the Office documents that you create. Themes are shared through Word, PowerPoint, and Excel. To apply a theme to your spreadsheet, simply click the Page Layout tab on the Ribbon, click the Themes button, and then select a theme from the list. You can use the Colors, Fonts, and Effects tools to fine-tune a theme.

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Assign Conditional Formatting You can use Excel’s conditional formatting feature to assign certain formatting only when the value of a cell meets the required condition. For example, your worksheet may track weekly sales and compare them to last year’s sales during the same week. You can set up conditional formatting to alert you if a sales figure falls below last year’s level, and make the cell data stand out among the other cells.

You can use color scales and data bars as additional visual guides to help you distinguish which cells meet your conditional rules.

Assign Conditional Formatting APPLY A CONDITIONAL RULE 1 Select the cell or range to which you want to apply conditional formatting.

3 2

5

2 Click the Home tab on the Ribbon. 3 Click the Conditional Formatting

4

button.

4 Click Highlight Cells Rules. 5 Click the type of rule that you want to create.

1

• A rule dialog box appears. 6 Specify the values that you want to

7

assign for the condition.

7 Click OK.

• If the cell value changes to meet the condition, Excel applies the conditional formatting.

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3

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12

APPLY A COLOR SCALE 1 Select the cell or range that contains the

2

conditional formatting.

5 4

2 3 4 5

Click the Home tab on the Ribbon. Click the Conditional Formatting button. Click Color Scales. Click a color scale to apply.

• You can apply color bars instead by clicking 1

Data Bars.

• Excel applies the color scale to the conditional formatting.

SIM

PLIFY

IT How do I create a new rule for conditional formatting?

You can open the New Formatting Rule dialog box to set a new rule and formatting for the condition that you set. Click the Conditional Formatting button on the Home tab, and then click New Rule to open NEUWLE the dialog box. Use R the dialog box to AL define the condition TIOGNRULES I D of the rule, as well as CONRMATTIN FO what formatting you want to apply when the condition is met.

How do I remove conditional formatting from a cell?

To remove conditional formatting, you can use the Conditional Formatting Rules Manager dialog box. Select the data, click the 1 Conditional LE # al RU n o i t Formatting button on i Cond atting E #2 RUL the Home tab, and Form #1 E L RU E# then click Manage RUL #2 E L U Rules. Next, click the R rule that you want to remove, and click Delete Rule.

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Create a Chart In Excel 2007, charting is simpler than ever before. You can quickly turn your spreadsheet data into easy-to-read charts and customize the chart style to suit your needs. You can choose from a wide variety of chart types, and Excel makes it easy to determine exactly which type of chart works best for your data. After you create a chart, you can use the Chart Tools on the Ribbon to fine-tune the chart to best display and explain the data.

70% 50% 20%

%

15 %

%

10

35 %

40

Create a Chart 2

1 Select the range of data that you want to chart.

3

Note: See Chapter 9 to learn how to select cells; see Chapter 11 to learn about ranges. You can include any headings and labels, but do not include subtotals or totals.

2 Click the Insert tab on the Ribbon. 3 Click a chart type from the Charts group. 4 Click a chart style.

• Excel immediately creates a chart, places it on the worksheet, and displays three chart tabs (Design, Layout, Format) for working with the chart.

Note: You may need to move your chart. See the next task to learn how.

• You can click the Design tab to find tools for controlling different design elements in the chart, such as the legend, chart style, and chart type.

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CHAPTER

13

• You can click the Layout tab to

find tools for controlling how the chart elements are positioned on the chart.

• You can click the Format tab to

find tools for formatting various chart elements, including chart text and shapes.

SIM

PLIFY

IT Can I select noncontiguous data to include in a chart?

Yes. The data that you select for a chart do not have to be adjacent to each other. To select noncontiguous cells and ranges, select the first range and then press and hold while selecting additional ranges that you want to include.

CTR

L

How do I create an organizational chart in Excel?

You can add an organizational chart to track the hierarchy of an organization or method. When you insert an organizational chart, Excel creates four shapes to which you can add your own text. You can add additional shapes and branches to the chart as needed. To create an organizational chart, click the Insert tab on the Ribbon, and then click the SmartArt button. To learn more about using this feature, see Chapter 3.

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Move and Resize Charts You can move and resize an embedded chart on your worksheet. For example, you may want to reposition the chart at the bottom of the worksheet, or resize it to make the chart easier to read.

25 % 25 %

25 %

60 %

15 %

60 6 0%

15 %

60 6 0%

15 %

Move and Resize Charts MOVE A CHART 1 Click an empty area of the chart.

• Excel selects the chart and surrounds it with handles.

2 Move the mouse over the edge of the chart. The

changes to

.

2 1

3 Click and drag the chart to a new location on the worksheet.

• A dimmed, gray border represents the chart as you move it on the worksheet.

4 Release the mouse button. Excel moves the chart.

3

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EXCEL Working with Charts

CHAPTER

13

RESIZE A CHART 1 Click an empty area of the chart.

2

• Excel selects the chart and surrounds it with handles.

2 Move the mouse over a handle. The

changes to

.

1

3 Click and drag a handle to resize the chart.

3

• A dotted border represents the chart as you resize it on the worksheet.

4 Release the mouse button. Excel resizes the chart.

SIM

PLIFY

IT How can I move a chart to its own worksheet?

How do I delete a chart that I no longer want?

Select the chart, and then click the Design tab on the Ribbon. Click the Move Chart button at the end of the tab. This opens the Move Chart dialog box. Click the New Sheet option and click OK. Excel adds a new worksheet to the workbook and places the chart on the worksheet.

To remove an embedded chart, simply select the chart and press . Excel immediately removes the chart from the worksheet. If your chart appears on its own worksheet, you can right-click the worksheet name and click Delete. When Excel asks you to confirm the deletion, click Delete.

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Change the Chart Type You can change the chart type at any time to present your data in a different way. For example, you might want to change a bar chart to a line chart.

5%

10 %

60 % 25 %

60 %

10 %

25 %

5% 60 %

25 %

1 % 10

5%

Change the Chart Type

2

1 Click an empty area of the chart to select the chart.

2 Click the Design tab on the Ribbon. 3 Click the Change Chart Type button.

3 5

The Change Chart Type dialog box appears.

4 Click a new chart type. 5 Click a chart style. 6 Click OK.

6 1

• Excel changes the chart to the chart type that you selected.

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EXCEL

Change the Chart Style An nual Rep ort rt epoort AAnnnnuuaall RReep

CHAPTER

13

You can change the chart style to change the appearance of a chart. For example, you might prefer a brighter color scheme for the chart. You can choose from a wide variety of styles to find just the look you want.

Change the Chart Style 2

1 Click an empty area of the chart to select the chart.

2 Click the Design tab on the Ribbon.

3

3 Click a new chart style from the Chart Styles group.

• Click the More button (

) to view

the full palette of styles.

1

• Excel applies the new style to the existing chart.

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Change the Chart Layout You can change the chart layout to change how chart elements are positioned. For example, you may prefer to show a legend on the top of the chart rather than on the side. You can use Excel’s layout options to further customize your chart’s appearance.

Change the Chart Layout 2

1 Click an empty area of the chart to select the chart.

2 Click the Design tab on the Ribbon. 3 Click a new layout from the Chart Layouts group.

• You can click the More button (

3

)

to view the full palette of layouts.

1

• Excel applies the new layout to the existing chart.

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EXCEL

Add Axis Titles Axes are used to show the scale of all of the values in a chart. The x-axis is the horizontal value display in a chart, and the y-axis is the vertical value display.

700.00 500.00

arc h

100.00 00

February

300.00

nuary ua

2

3

CHAPTER

13

You can add x- and y-axis titles on your chart to identify your chart data. You can add axis titles in a variety of positions on the axes. If your chart has existing titles, you can change them to more descriptive titles, or if your titles are too long, you can shorten the title text.

Add Axis Titles 2

1

1 Click the Layout tab on the Ribbon.

3 4

2 Click the Axis Titles button. 3 Click the axis type that you want to add.

4 Click an axis option.

• Excel adds the new title to the chart.

5 Replace the placeholder text with your own title text.

5

You can click anywhere outside the selected object to deselect the object.

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Format Chart Objects Depending on which object you select, you can open the Format dialog box and display settings that are specific to that type of chart object. In this task, you learn how to change the data series and data labels. You can apply these same techniques to format other chart objects.

You can change the formatting for any of the elements, called objects in Excel, that are contained within a chart. For example, you can change the background color or pattern for the plot area, or change the color of a data series on the chart.

Format Chart Objects FORMAT THE DATA SERIES OBJECTS 1 Click the data series object that you

2 3

want to edit.

• Excel automatically selects all of the corresponding objects in the series.

1

2 Click the Format tab on the Ribbon. 3 Click the Format Selection button.

The Format Data Series dialog box appears.

4 Click the type of formatting that you want to change.

In this example, the Marker Fill options appear.

5 Change any settings that you want in order to format the object differently.

6 Click Close to apply the changes.

• Excel changes the format option that you selected.

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EXCEL Working with Charts

2 3

CHAPTER

13

FORMAT THE DATA LABELS 1 Click the data series object that you want to edit.

• Excel automatically selects all of 1

the corresponding objects in the series.

2 Click the Format tab on the Ribbon.

3 Click the Format Selection button.

The Format Data Labels dialog box appears.

4 Click the type of formatting that

4

you want to change.

In this example, the Label options appear.

5

5 Change any settings that you want in order to format the object differently.

6 Click Close to apply the changes.

• Excel changes the data label format option that you selected.

SIM

PLIFY

IT How do I change the font for my chart text?

The quickest way to change the font is to first select the chart element that contains text, and then right-click the element to display the mini toolbar. You can then activate any of the formatting controls, including the Font .

How do I print my chart?

To print only the chart, first select the chart on the worksheet, click the Office button, and then click Print. The Print dialog box appears. Ensure that the Selected Chart option is selected ( changes to ), and then click OK to print the chart. If the chart is on its own worksheet, you can just click the Print button ( ) on the Quick Access toolbar to print the worksheet.

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Add Gridlines You can add objects to your charts, such as gridlines, using the tools on the Layout tab on the Ribbon. The Layout tab is one of three special tabs that appear when you select a chart on a worksheet. The tab lists chart objects that you can turn on or off in your chart.

Although this task shows how to add gridlines to enhance the plotting of units on a chart, you can use this same technique to add other objects to your chart with the Layout tab tools. Keep in mind that you can add gridlines to all charts except pie charts.

Add Gridlines 2 3

1 Click an empty area in the chart that you want to edit.

2 Click the Layout tab on the Ribbon. 3 Click the Gridlines button. 4 Click the type of gridlines that you want to add.

Select Primary Horizontal Gridlines to add horizontal gridlines. Select Primary Vertical Gridlines to add vertical gridlines.

5 Click a gridline option.

Excel adds the gridlines to the chart.

• This example adds horizontal gridlines.

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Change the Chart Data 2003

Jan.

98%

Feb.

85 % 78 %

Apr.

80 %

May

70 %

80 % 88 8%

% 91

Mar.

2004

69 %

77 % 82%

13

Whenever you change data that is referenced in your chart, Excel automatically updates the chart data. For example, if you change a value, the chart updates to reflect the new value. If you need to add more data to the chart, you can easily update the source cells.

XL % Growth

CHAPTER

20

72 % 75 % 84 % 70 % 85 %

Change the Chart Data 2

1 Select the chart that you want to edit.

2 Click the Design tab on the Ribbon.

3

3 Click the Select Data button.

1

• Excel highlights the source data in

the worksheet with a dashed border and displays the Select Data Source dialog box.

4

Note: You may need to move the dialog box to view the data.

4 Edit the data range here, or click

and drag the corner handle of the source range to add or subtract cells.

5

• You can edit the series or axis labels using these options.

5 Click OK. Excel updates the chart.

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IV V

PowerPoint PowerPoint is a presentation program you can use to convey all kinds of messages to an audience. You can use PowerPoint to create slide shows to present ideas to clients, explain a concept or procedure to employees, or teach a class about a new subject. In this part, you learn how to create slide shows, add text and artwork, and package your show on a CD-ROM. You also learn how to add special effects to make your slide show lively and engaging to watch. Chapter 14 shows you how to build a presentation, while Chapter 15 teaches you the basics for working with slides and slide elements. In Chapters 16 and 17, you learn how to assemble and present your show using PowerPoint’s many slide show tools.

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Chapter 14: Presentation Basics . . . . . . . . . . . . . . . . . 226 Chapter 15: Creating Slides . . . . . . . . . . . . . . . . . . . . 232 Chapter 16: Assembling a Slide Show . . . . . . . . . . . . . . 252 Chapter 17: Presenting a Slide Show . . . . . . . . . . . . . . 264

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Create a Presentation with a Template Home

You can use PowerPoint’s templates to help you create a new presentation. PowerPoint installs with a wide variety of templates featuring different types of designs and color schemes. For example, you might use the Financial Overview template to create a slide show about your company’s financial status.

The New Presentation dialog box appears.

3 Click Installed Templates.

• You can click a category to view

available templates on the Microsoft Office Online Web site.

• You can click here to create a new template based on the current presentation.

226

A

Reset

Add Slide

Delete

B I U S

Slides

?

A

AAA

A

Font

New Presentation

Paragraph

WordArt Styles

A

Replace Find

Select

Editing

? X Template Categories

Installed Templates

My Oper a

My Op

era

Create a Presentation with a Template 1 Click the Office button. 2 Click New.

x

Insert Design Animations Slide Show Review View Layout

Paste

Clipboard

1 2

3

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POWERPOINT Presentation Basics

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14

4 Click a template.

• PowerPoint displays a sample of the template design.

5 Click Create. 4

5

• PowerPoint creates the presentation and displays it in Slide view.

You can add your own text to each slide. Note: See Chapter 15 to learn how to add slide text.

SIM

PLIFY

IT Where can I find more presentation templates?

You can download additional presentation templates from the Microsoft Office Web site. To view available templates, open the New Presentation dialog box and click the Microsoft Office Online template category that you want to view, such as Presentations or Agendas. Click the template that you want, and then click the Download button to start downloading the file.

How do I navigate between slides in a new presentation?

Click the Outline tab to view the new presentation in outline form. This allows you to build the slide show by typing text into the Outline pane. You can also type text directly onto a slide. Click the Slides tab to view individual slides in the presentation. You can click a slide to view the IN E/ larger slide in the work OUTLIDES SL B TA area and add your own presentation content.

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Build a Blank Presentation You can create a blank presentation, containing just one slide, and add your own slide show elements and formatting. This technique allows you the freedom to create your own color schemes and design touches. You can use PowerPoint’s layouts to quickly assign a layout to any blank slide.

Place Place -holder -holder TextPlacerText -holde Text

By default, PowerPoint opens a blank slide for you whenever you start the program. You can use the slide as the first slide in your presentation and add more slides as you go along. See Chapter 15 to learn more about working with slides.

Build a Blank Presentation 1 Click the Office button. 2 Click New.

1 2

The New Presentation dialog box appears.

3 Click Blank Presentation. 4 Click Create.

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14

PowerPoint opens a new, blank slide.

• To change the slide layout, you can click Layout and choose another layout.

• To fill in slide text, you can click a text box and type your own text.

• You can add notes about each slide in the Notes box.

SIM

PLIFY

IT How do I add a design theme to my blank presentation?

To add a theme to your blank presentation, simply click the Design tab on the Ribbon, and then choose a theme from the Themes group. PowerPoint themes include a preset color scheme and font scheme for the presentation. When you select a theme, it is applied only to the current slide. If you have already created several slides for the presentation, you can assign the theme to the whole slide show by right-clicking over the theme on the Ribbon and T NT ON FFO MEE HEEM SCCH S clicking Apply to All R R O EE O L L O O CC EEM Slides. H M SCCH S

How do I save a slide show as a template?

You can turn any presentation you create into a template file that you can reuse to make new slide shows. Simply click the Office button, and then click Save As to open the Save As dialog box. Navigate to the folder or drive to which you want to save the template, and then click the Save as type and click PowerPoint Template (*.potx). Type a name for the file in the File name text box and click Save. PowerPoint > saves the presentation as a template file that you can IL ES EM F SY ST reuse to create new presentations.

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Change PowerPoint Views You can use PowerPoint’s views to change how your presentation appears on-screen. The PowerPoint view modes can help you with the various presentation elements that you want to edit. By default, PowerPoint displays your presentation in Normal view, which displays a single slide. You can switch to Outline view to see your presentation in an outline format, or Slide Sorter view to see all of the slides at the same time.

Change PowerPoint Views 1

USE OUTLINE VIEW 1 Click the Outline tab. PowerPoint displays the presentation in an outline format.

• You can click the outline text to edit it.

• You can click a slide icon to view the slide.

USE SLIDES VIEW 1 Click the Slides tab.

• PowerPoint displays the current slide in the presentation.

• To view a particular slide, you can click the slide in the Slides tab.

• To close the tabs pane entirely and free up on-screen workspace, you can click .

Note: To redisplay the tabs pane, you can click the View tab on the Ribbon, then click the Normal button.

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USE SLIDE SORTER VIEW 1 Click the Slide Sorter View button (

).

• PowerPoint displays all of the slides in the presentation.

Note: To learn more about using Slide Sorter view to prepare a presentation, see Chapter 16.

1

USE NORMAL VIEW 1 Click the Normal View button (

).

• PowerPoint returns to the default

view, displaying the current slide in the presentation.

• You can also click the Slide Show View button ( ) to view your presentation as a slide show.

Note: To learn more about running a presentation with Slide Show view, see Chapter 17.

1

SIM

PLIFY

IT How do I zoom my view of a slide?

To zoom your magnification of a slide, you can drag the Zoom bar on the Status bar at the bottom of the PowerPoint window. You can also click the View tab on the Ribbon, and then click the Zoom button to select a zoom percentage. You can click the Fit slide to current window button ( ) on the Status bar to return the view to the default view of the slide.

Can I resize the PowerPoint pane areas?

Yes. You can resize any of the panes shown in the PowerPoint program window, including the task pane and the tabs pane. Simply move the mouse over the pane’s border, and then click and drag to resize the pane’s width.

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Add and Edit Slide Text When you apply one of PowerPoint’s text layouts to a slide, the text box appears with placeholder text. You can replace the placeholder text with your own text.

B

Add and Edit Slide Text ADD SLIDE TEXT 1 Click the text box to which you want

1

to add text.

Note: It is easiest to add slide text in Normal view. See Chapter 14 to learn more about PowerPoint’s views.

PowerPoint hides the placeholder text and displays a cursor.

2 Type the slide text that you want to add.

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EDIT SLIDE TEXT 1 Click in the text box where you want to edit.

PowerPoint selects the object and adds a cursor to the text box.

1

2 Make any changes that you want to the slide text.

You can use the keyboard arrow keys to move the cursor in the text, or you can click where you want to make a change.

2

SIM

PLIFY

IT How do I add slide text in Outline view? You can use PowerPoint’s Outline view to see your entire presentation in an outline format. When viewing a slide in Normal view, the Slides and Outline tabs appear in the left pane. To add text to slides in Outline view, follow these steps:

1 Click the Outline tab. 2 2 Click the slide that you want to edit. 3 Type the text that you want to add or change.

PowerPoint immediately changes the text on the slide.

1

3 233

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Change the Font and Size

Vincen

When you assign slide layouts and designs, they use a default font and size for the text. You can change the font and size to change the appearance of your slide text. For example, you might want to increase the size of a slide’s title text, or change the font of the body text to make the words more legible on a background color.

t Van G

ogh

Change the Font and Size CHANGE THE FONT 1 Click the text or text box that you

2

3

want to edit.

To select a text box without selecting text within, click the text box border.

2 Click the Home tab on the Ribbon. 3 Click the Font . 4 Click a font.

• PowerPoint immediately applies the new font to the text box.

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POWERPOINT Creating Slides

2

3

CHAPTER

15

CHANGE THE SIZE 1 Click the text that you want to edit. To select a text box without selecting text within, click the text box border.

1

2 Click the Home tab on the Ribbon. 3 Click the Font Size . 4 Click a size.

4

• PowerPoint immediately applies the new font size to the text in the text box.

• To quickly increase or decrease the

font size, you can click the Increase Font Size and Decrease Font Size buttons ( and ) in the Font command group on the Home tab.

SIM

PLIFY

IT Is there another way to change both the font and size at the same time? Yes. You can use the Font dialog box to make all kinds of changes to the font, size, font style, text color, and more. Follow these steps:

1 Select the text that you want to edit

and click the Home tab on the Ribbon.

2 Click the Font Dialog button (

1 2

).

The Font dialog box appears.

3 Make changes to the font,

size, style, color, or effects.

3

4 Click OK. PowerPoint applies your changes to the selected text.

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Change the Text Color

offi c

You can change the color of your slide text to create a different look for a slide. For example, you may need to change the text color to make the text more legible against the slide background.

Change the Text Color CHOOSE A COORDINATING COLOR 1 Click the text box that you want to

2 3

edit.

To select a text box without selecting text within, click the text box border.

2 Click the Home tab on the Ribbon. 3 Click the Font Color button .

• PowerPoint displays coordinating

theme colors designed to go with the current slide design.

4 Click a color.

• PowerPoint applies the color to the text in the selected text box.

You can also add color formatting to text within the text box, such as a single word or phrase.

236

4 1

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15

OPEN THE COLORS DIALOG BOX 1 Click the text box that you want to

3

edit.

You can also add color formatting to text within the text box, such as a single word or phrase.

1 4

2 Click the Home tab on the Ribbon. 3 Click the Font Color button . 4 Click More Colors.

7

5 6

The Colors dialog box appears.

5 Click the Standard tab. 6 Click a color. 7 Click OK. PowerPoint applies the color to the text in the selected text box.

SIM

PLIFY

IT How do I set a custom color? You can use the Colors dialog box to create your own custom color to use with the slide text or other slide elements. To set a custom color, follow these steps:

1 Open the Colors dialog box, as shown in this task, and click the Custom tab.

2 Click the color that you want to customize. 3 Drag the intensity arrow to adjust the color intensity.

4

1 2

3

l You can also adjust the color channel settings.

4 Click OK. PowerPoint assigns the custom color.

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Change the Text Style You can quickly change the appearance of text by changing the text style. You can choose from four different font styles: bold, italic, underline, and shadow.

bold italic line r e d n u shadow

Change the Text Style 1 Select the text box or text that you

2

want to edit.

2 Click the Home tab on the Ribbon. 3 Click a style button. Click the Bold button ( the text bold.

) to make

Click the Italic button ( italicize the text.

) to

Click the Underline button ( underline the text.

1 ) to

Click the Shadow button ( ) to add a shadow effect to the text.

PowerPoint assigns the formatting.

• In this example, the subheading text is now bold.

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Change the Text Alignment You can change the horizontal positioning of text in a text box by assigning a different alignment command. By default, PowerPoint usually centers the text in text objects, with the exception of bulleted text, which uses left alignment.

POWERPOINT

CHAPTER

15

0100011111011011010100011111000111 bots ers, ro l work hanica uiring 01010000111110101101011001010101101 As mec for jobs req ts. As mec ovemen eal hanica are id cise m ork in l work ive, pre of robots w are id it ers, ro et p 01001110010011010100011100110110101 re eal for t work nt bots a ce o re er ls p petitiv jobs re d are a n a s e, preci quirin Ninety ot s, Ninety od Rob fo se s. s, ie m le p ovemen g ercent texti factor , 0100101110101001010101101100001100 fa gs ct of ts. ru ories. robots bs. gd Robot work makin g of bom makin in isposin g drugs s are also a 0100011111011011010100011111000111 even d t work , texti les, fo even d ods, a isposin n d g of bom 01010000111110101101011001010101101 bs. 01001110010011010100011100110110101 0100101110101001010101101100001100 As mechanical workers, robots are ideal for jobs requiring 0100011111011011010100011111000111 repetitive, precise movements. Ninety percent of robots work in 01010000111110101101011001010101101 factories. Robots are also at work making drugs, textiles, foods, and 01001110010011010100011100110110101 even disposing of bombs. 0100101110101001010101101100001100

Change the Text Alignment 2

1 Select the text or text box that you want to edit.

3 1

2 Click the Home tab on the Ribbon. 3 Click an alignment button. Click the Align Left button ( ) to align the text to the left side of the text box. Click the Center button ( ) to align the text in the center of the text box. Click the Align Right button ( ) to align the text to the right side of the text box. PowerPoint assigns the formatting.

• In this example, the text is now left aligned.

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Set Line Spacing You can change the line spacing to create more or less space between lines of text. For example, you might want to increase line spacing so the text fills up more space in the text box, or to make the text easier to read.

0100011111011011010100011111000111 01010000111110101101011001010101101 Robot Review Vol. 14 01001110010011010100011100110110101 0100101110101001010101101100001100 As mechanical workers, robots 0100011111011011010100011111000111 are ideal for jobs requiring 01010000111110101101011001010101101 repetitive, precise movements. Ninety percent of robots work in 01001110010011010100011100110110101 factories. Robots are also at work 0100101110101001010101101100001100 making dru making drugs, textiles, foods, and gs, tex tiles, foo ds, and ev en dis even disposing of bom bombs. posing of 0100011111011011010100011111000111 bs. 01010000111110101101011001010101101 01001110010011010100011100110110101 0100101110101001010101101100001100

Set Line Spacing 1 Select the text box or text that you

2

want to edit.

To select a text box without selecting text within, click the text box border.

2 Click the Home tab on the Ribbon. 3 Click the Line Spacing button . 4 Click a line spacing amount.

• You can click the Character Spacing button ( ) to set character spacing for horizontal placement of characters in a line of text.

PowerPoint applies the line spacing.

• This example applies 1.5 spacing.

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15

rid ad M is ar i P h n elp e D d m Ca

otos s Ph Bob’

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CChhic icaag goo

Assign a Theme

CHAPTER

PowerPoint installs with a variety of designs, called themes, which allow you to give every slide in your presentation the same look and feel. Themes include preset fonts, colors, and backgrounds. When you assign a theme, PowerPoint applies the new theme to the entire presentation.

Assign a Theme 1

1 Click the Design tab on the Ribbon.

2

2 Click a theme from the Themes box.

• You can scroll through the available themes.

• You can click the More button (

)

to view the full palette of themes.

• PowerPoint applies the theme to all of the slides in the presentation.

• You can use these controls to

customize various aspects of the theme, such as color and font.

• You can also find more themes

online. Click the More button ( ) in the corner of the Themes box and then click Search Office Online.

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Change the Slide Layout If you assign a new slide layout to a slide with existing text, you may need to make a few adjustments to the text position and size to fit the new layout. For best results, you should assign a new layout before adding content to your slides.

You can change a slide’s layout at any time. For example, you may want to change a slide to include a bulleted text box or use one of PowerPoint’s many content layouts.

Change the Slide Layout 1 Display the slide that you want to

2

change.

3

2 Click the Home tab on the Ribbon. 3 Click the Layout button. 4 Click a layout. 4

1

• PowerPoint immediately assigns the layout to the slide.

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POWERPOINT

Add a New Text Object You can add new text boxes to a slide when you need to customize a layout. Text boxes are simply receptacles for text in a slide. With new text boxes, you can control the placement and size of the text object.

FO S N ST IZE T YL E

CHAPTER

15

M ENU

Add a New Text Object 1

1 Click the Insert tab on the Ribbon. 2 Click the Text Box button. 3 Click and drag where you want to

2

place a text box on the slide.

3

4 Type the text that you want to insert.

• PowerPoint immediately displays

the Home tab, where you can use the formatting buttons to change the font, size, alignment, and more. You can click anywhere outside the text box to deselect the text object.

4

Note: To delete a slide object that you no longer need, select the object and press .

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Add Clip Art to a Slide You can add artwork to a slide by inserting clip art images. Clip art is premade art. Office installs with a clip art collection that includes many illustrations for a variety of topics. You can add clip art to a placeholder object or insert a new clip art object.

Add Clip Art to a Slide 1 Click the Clip Art icon.

• If you are adding a new clip art

object, click the Clip Art button on the Insert tab.

1

The Clip Art task pane opens.

2 Type a keyword or phrase for the type of clip art that you want to insert.

• To search in a particular collection, click the Search in collection.

and click a

• You can also search for clip art on

the Office Web site by clicking this link.

3 Click Go. 244

2

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The Clip Art task pane displays any matches for the keyword or phrase that you typed.

4

4 To add a clip art image, click the image.

• The clip art is inserted and the

Picture Tools appear on the Format tab. You can resize or move the clip art. Note: See the “Move a Slide Object” or "Resize a Slide Object" tasks later in this chapter to learn more. To deselect the clip art, click anywhere else in the work area.

• You can click the Close button ( to close the pane.

SIM

PLIFY

IT How do I insert a photo or image file instead of clip art? To insert a photograph or other image file onto a slide, follow these steps:

1 Click the Picture button on the Insert

tab of the Ribbon, or if using a content layout, click the Insert Picture icon ( ) in the placeholder box.

1

The Insert Picture dialog box appears.

2 Navigate to the file that you

Water lilies.jpg

want to insert and select it.

3 Click Insert. PowerPoint inserts the file.

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Add a Chart to a Slide If you also use Excel 2007 on your computer, you can add a chart to a PowerPoint slide to turn numeric data into a visual element that your audience can quickly interpret and understand. You can create a chart in PowerPoint using an Excel worksheet. You can type your own chart data and choose the type of chart that you want to display.

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Add a Chart to a Slide 1 Click the Chart icon (

).

• If you are adding a new chart object, click the Chart button on the Insert tab.

1

The Create Chart dialog box appears.

2 Click a chart category. 3 Click a chart type. 4 Click OK.

2

3

4

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Creating Slides

• PowerPoint immediately displays a sample of the chart type on the slide.

• The Excel program window opens. 5 Replace the placeholder data with 5

the chart data that you want to illustrate. You can press cell to cell.

to move from

6 When finished entering chart data, click anywhere in the chart area to update the data.

• To edit the chart at any time, click the Edit Data button.

• Click the Quick Styles button to change the chart style.

• Click the Close button (

) to close

the Excel window.

6

SIM

PLIFY

IT Can I insert an existing Excel chart into my PowerPoint slide?

Yes. You can use the Copy and Paste commands to copy an Excel chart and insert it into a PowerPoint slide. You can also link and embed an Excel chart. To learn more about copying and pasting data between Office programs, see Chapter 2.

How do I change chart formatting?

When you click a chart, the Ribbon shows a collection of tabs called Chart Tools that you can use to make changes to the chart. Click the Design tab to find options for changing the chart layout and style. Click the Layout tab to find tools for changing individual elements on the chart, such as the axis or legend. Click the Format tab to find tools for changing fill colors and shape styles. To remove a chart entirely, select the chart and press .

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Add a Table to a Slide You can add tables to your slides to organize data in an orderly fashion. Tables use a column-and-row format to present information. For example, you might use a table to display a list of products or classes.

es

Groceri

cheese carrots s milk tomatoe yogurt apples lettuce

Add a Table to a Slide 1 Click the icon for the table you want to edit.

• If you are adding a new table object, click the Table button on the Insert tab.

1

The Insert Table dialog box appears.

2 Type the number of columns that you want to appear in the table.

3 Type the number of rows that you want to appear in the table.

4 Click OK.

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• PowerPoint inserts the table into the slide and displays the Table Tools tabs on the Ribbon.

• You can click to change the table 5

style.

6

5 Click inside the first table cell and type your data.

You can press to move from one table cell to the next.

6 Continue typing additional table cell data to fill the table.

• You can use the tools on the Layout tab to merge table cells, split table cells, change alignment, add borders, and more.

• You can resize columns or rows by

clicking and dragging the borders.

7 When you finish typing table data, click anywhere outside of the table area to deselect the table.

7

SIM

PLIFY

IT How do I add a column or a row to my table? To add a column or a row to a table, follow these steps:

1 Select the row below, or the column

2

to the right of, where you want to insert a new row or column.

You can also click in a cell next to where you want to insert a new column or row.

2 Click the Layout tab on the Ribbon. 3 Click an Insert button, such as

3

1

Insert Below or Insert Left. PowerPoint immediately inserts a new row or column.

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Move a Slide Object

Ac hi e

S ve tud m en en t tA w ar d

You can move any slide element to reposition it in the slide. For example, you can move a text box to make room for a clip art box, or move a title to make the text fit better on a slide.

Move a Slide Object 1 Click the slide object that you want to move. The

changes to

.

2 Drag the object to a new location on the slide.

1

2

• PowerPoint immediately repositions the object.

Note: You can also resize slide elements. See the next task, “Resize a Slide Object,” to learn more.

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Resize a Slide Object

15

You can resize any slide element to make it larger or smaller on the slide. For example, you can resize a text box to make room for more text, or resize a clip art box to make the artwork larger.

Resize a Slide Object 1 Click the slide object that you want to resize.

1 2

• PowerPoint surrounds the object box with handles.

2 Click and drag a handle. The

changes to

.

Drag a corner handle to resize the object’s height and width. Drag a side handle to resize the object only along the one side.

• PowerPoint immediately resizes the object.

Note: You can also move slide elements. See the previous task, “Move a Slide Object,” to learn more.

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Insert and Delete Slides You can add more slides to a presentation, or you can remove slides that you no longer want. PowerPoint makes it easy to insert new slides and delete existing slides by using buttons on the Ribbon’s Home tab. You can add and remove slides on the Slides tab in Normal view, or you can switch to Slide Sorter view and manage your presentation’s slides.

Insert and Delete Slides INSERT A SLIDE IN SLIDE SORTER VIEW 1 In Slide Sorter view, click the slide

2

that appears before where you want to insert a new slide. Note: See Chapter 14 to learn how to work with PowerPoint views.

2 Click the New Slide button on the Ribbon’s Home tab.

3 Click a slide design.

• PowerPoint adds a new slide. • You can click the Normal View

button ( ) to switch to Normal view to add a layout and content to the new slide. Note: See Chapter 15 to learn how to work with slide content.

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DELETE A SLIDE IN SLIDE SORTER VIEW 1 In Slide Sorter view, click the slide

2

that you want to remove from the presentation.

2 Click the Delete button on the Home tab or press

.

1

• PowerPoint immediately deletes the slide.

• If you accidentally delete the

wrong slide, click the Undo button ( ) to undo the mistake.

SIM

PLIFY

IT How do I add and remove slides in Normal view?

Can I add slides from another presentation?

In Normal view, you can quickly add slides using the Slides tab. Simply click where you want to insert a new slide in the Slides tab, and then click the Add Slide button on the Ribbon’s Home tab. Select a slide layout from the menu; PowerPoint immediately adds the new slide to the presentation. See Chapter 15 to learn more about slide layouts. To remove a slide in the Slides tab, click the slide and click the Delete button or press .

Yes. Click where you want the new slides to appear in Slide Sorter view, click the Add Slide button on the Home or Insert tab, and then click Slides from Outline. Use the Insert Outline dialog box to navigate to the folder containing the presentation, and select the file that you want to insert. You may need to change the Files of Type setting to All to view other PowerPoint presentation files in the dialog box.

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Reorganize Slides You can reorganize the order of your slides to make changes to the presentation. For example, you may want to move a slide to appear later in the presentation, or swap the placement of two side-by-side slides. PowerPoint makes it easy to change the slide order in Slide Sorter view or by using the Slides tab in Normal view.

Reorganize Slides MOVE SLIDES IN SLIDE SORTER VIEW 1 In Slide Sorter view, click the slide that you want to move.

Note: See Chapter 14 to learn how to work with PowerPoint views. The

changes to

.

2 Drag the slide to a new location in the presentation.

• PowerPoint moves the slide.

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2

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MOVE SLIDES IN NORMAL VIEW 1 In Normal view, click the slide that

2

you want to move on the Slides tab.

1

Note: See Chapter 14 to learn how to work with PowerPoint views. The

changes to

.

2 Drag the slide to a new location on the tab.

• PowerPoint moves the slide.

SIM

PLIFY

IT How do I hide a slide in my presentation?

If you want to hide a particular slide before giving your presentation, you can activate the Hide Slide feature. Click the slide that you want to hide in Slide Sorter view, and then click the Slide Show tab on the Ribbon. Click the Hide Slide button on the Slide Show tab. PowerPoint hides the slide during the actual presentation, but keeps the slide displayed in Slide Sorter view. To unhide the slide again, repeat the steps. You can always tell when a slide is hidden if the Hide Slide HIDE button appears activated when you select the slide in Slide Sorter view.

Can I move multiple slides at once to reorganize my presentation?

Yes. To move multiple slides at the same time, press and hold as you click each slide, and then drag the slides to a new location. This CONTRO L technique works both in Slide Sorter view, and when using the Slides tab in Normal view.

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Define Slide Transitions Use good judgment when assigning transitions. If you use too many different types of transitions, you may end up distracting from your presentation.

You can add transition effects to your slides to control how one slide segues to the next. Transition effects include fades, dissolves, and wipes. You can control the speed of the transition to appear fast or slow. You can also specify how PowerPoint advances the slides, either manually or automatically.

TRANSITI ON MEN U Dissolve Push - Out

Uncover Split Wipe

Define Slide Transitions 2

1 In Slide Sorter view, click the slide that you want to edit.

Note: You can also use Normal view to assign transitions; however, you may find it easier to assign effects to your entire presentation in Slide Sorter view. See Chapter 14 to learn about PowerPoint views.

1

2 Click the Animations tab on the Ribbon.

• You can scroll through the available transition effects.

• You can click the More button (

)

to view all of the transition effects.

• You can move the mouse pointer

over a transition to learn more about the effect.

3 Click a transition.

• PowerPoint immediately displays a preview of the transition effect.

• PowerPoint adds an animation icon below the slide.

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CHAPTER

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4 Click the Transition Speed . 5 Click a speed setting for the transition.

• PowerPoint immediately displays a preview of the transition effect.

• You can click Apply to All to

apply the same transition to the entire slide show.

6 Under the Advance Slide 6

options, click an advance option ( changes to ). To use a mouse click to move to the next slide, click the On Mouse Click option ( changes to ). To move to the next slide automatically, click the Automatically After option ( changes to ) and set a time. Note: See Chapter 17 to learn how to run the slide show.

SIM

PLIFY

IT How do I remove a transition effect?

To remove a transition effect, first select the slide containing the transition that you want to remove in Slide Sorter view. Click the Animations tab, and then click the No Transition ON option in the Transitions list box. PowerPoint removes the previous transition that you assigned to S the slide and TRANSITION OFF returns the slide to the default state.

What does the sound option do?

You can assign sounds as transition effects with your slides. For example, you might assign the Applause sound effect for the first or last slide in a presentation. To assign a sound transition, click the Transition Sound on the Animations tab and select a sound. PowerPoint immediately previews the sound with the slide transition.

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Add Animation Effects You should avoid assigning too many animation effects or you may overwhelm the audience. For best results, limit the effects to slides in which they make the most impact.

ZOOM

You can use PowerPoint’s animation effects to add even more visual interest to your slide show presentations. You can add a simple animation effect — such as a fade, wipe, or fly in — to any slide element, including text boxes, clip art, and other objects. You can also assign a custom animation. PowerPoint’s custom animation schemes include a variety of preset animations, such as spinning, zooming, and scrolling credits.

SCRO

LL

SPIN

Add Animation Effects ADD A SIMPLE ANIMATION EFFECT 1 In Normal view, click the slide element that you want to edit.

Note: See Chapter 14 to learn how to work with PowerPoint views. You can assign an animation to any object on a slide, including text boxes, shapes, and pictures.

2 Click the Animations tab on the Ribbon. 3 Click the Animate . 4 Click an animation effect.

• PowerPoint immediately assigns the

effect and previews the effect on the slide.

• You can click the Preview button to preview the effect again.

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16

ADD A CUSTOM EFFECT 1 In Normal view, click the slide

3

element that you want to animate. You can assign an animation to any object on a slide, including text boxes, shapes, and pictures.

2 Click the Animations tab on the Ribbon.

1

3 Click Custom Animation.

4 6

5

The Custom Animation task pane opens.

4 Click Add Effect. 5 Click an effect category. 6 Click an animation. PowerPoint immediately assigns the animation and previews the effect.

PLIFY

IT How do I remove an animation effect?

Can I edit an individual animation effect?

Yes. If you use the Custom Animation task pane to add an animation effect, you can customize how the effect appears in the slide. For example, if you assign a wipe effect, you can specify a direction for the wipe effect to appear for the element, and control the speed of the wipe effect. You can also use the Custom Animation task pane to specify FA whether the animation W O starts automatically or CUSTOMIZE ANIMATION with a mouse click. ST

To remove a simple animation effect, first select the slide element containing the effect that you want to remove. Click the Animations tab, click the Animate , and then click the No Animation option. PowerPoint removes the effect. If you assigned custom ANIM effects, click the ATIO N Custom Animations button to display the EFFE CT Custom Animation task pane, click the effect that you want to remove in the list box, and then click the Remove button.

S SLL

SIM

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Insert a Media Clip You can insert media clips onto your PowerPoint slides to play during a slide show presentation. For example, when creating a presentation showcasing the latest company product, you might place a video clip of the department head discussing the new item, or insert a voice clip from the designer describing the product’s features. You can also insert music clips from audio CDs to play as background sound in a show.

Insert a Media Clip 2

1 In Normal view, display the slide to

which you want to add a media clip.

2 Click the Insert tab. 3 Click Movie or Sound. If you click the Movie or Sound , you can select a source for the clip.

The Insert Movie or Insert Sound dialog box appears.

4 Navigate to the folder or drive

containing the media clip that you want to use.

3 1

4 5

5 Click the filename. 6 Click OK. 6

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• PowerPoint displays a dialog box,

prompting you to specify how you want the clip to play.

7 Click an option.

• Click Automatically to make the

7

clip play automatically.

• Click When Clicked to play the clip only when it is clicked.

PowerPoint inserts the clip into the slide.

• If you insert an audio clip, the

audio icon appears and you can double-click the icon to play the clip.

• If you insert a media clip, you can right-click over the clip and then click Preview to play the clip.

SIM

PLIFY

IT Can I add an action button to a slide? Yes. You can turn any shape you draw on a slide into an action button that, when clicked, jumps to a designated slide, opens a program, or runs a macro. To turn a shape into an action button, follow these steps:

3

1 Click the shape that you want to edit. 2 Click the Insert tab on the Ribbon. 3 Click the Action button. The Action Settings dialog box appears.

4

4 Use the Mouse Click tab settings to control

which action you want to assign to the button when the user clicks it with the mouse.

5 Click OK. PowerPoint assigns the action to the button.

5

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Record Narration If your presentation needs some narration, you can use PowerPoint’s Record Narration feature to record a narration track to go along with the show. If your computer has a microphone, you can record a narration, and save it along with the file.

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Record Narration 1 Click the Slide Show tab on the Ribbon.

1

2

2 Click Record Narration.

The Record Narration dialog box appears.

• To set your microphone level, click Set Microphone Level to run a check.

• To check the sound quality, click Change Quality to change the format.

3 Click OK. PowerPoint starts the show, and you can begin talking into the computer’s microphone to record your narration.

262

Note: When you finish recording, an audio icon appears at the bottom of each slide to which you have assigned narration.

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Set Up a Slide Show Set Up Show Show Type

You can set up how you want a slide show to run using the Set Up Show feature. For example, you can specify whether you want the show to loop continuously, advance manually, or advance with preset timings.

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Set Up a Slide Show

1

2

1 Click the Slide Show tab on the Ribbon.

2 Click Set Up Slide Show.

The Set Up Show dialog box appears.

3 Set any options that you want to assign to the show.

• The Show type settings specify how the slide show is presented.

• The Show options settings control

looping, narration, and animation.

• The Show slides settings specify

which slides appear in the show.

• The Advance slides settings specify how each slide advances.

4

4 Click OK. PowerPoint assigns the new settings.

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Rehearse a Slide Show My Presenta t tiion

You can time exactly how long each slide displays during a presentation using PowerPoint’s Rehearse Timings feature. When rehearsing a presentation, you should rehearse what you want to say during each slide, as well as allow the audience time to read the entire content of each slide. After you record the timings, PowerPoint saves them.

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Rehearse a Slide Show 1 Click the Slide Sorter button ( ). 2 Click the Rehearse Timings button

2

on the Slide Show tab.

1

• PowerPoint switches to Slide Show

mode, displays the first slide and the Rehearsal toolbar, and starts a timer.

3 Rehearse what you want to say while the slide displays.

• If you need to pause the rehearsal, you can click the Pause button (

).

If you need to restart the timing, you can click again.

4 When you finish with the first slide, click the Next button (

264

).

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PowerPoint displays the next slide.

6

5 Repeat Steps 3 and 4 for each slide in your presentation.

• When the slide show is complete, a dialog box appears, displaying the total time for the slide show.

6 Click Yes.

• PowerPoint saves the timings and displays them below each slide.

SIM

PLIFY

IT Can I set up preferences for a presentation? Yes. You can use the Set Up Show dialog box to specify a show type, looping options, and more. Follow these steps:

1 Click the Set Up Slide Show

button on the Slide Show tab.

2

The Set Up Show dialog box appears.

2 Select any options you want to set for the presentation.

3 When you finish setting options, click OK to save the settings.

3

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Run a Slide Show You can view a presentation using PowerPoint’s Slide Show view. Slide Show view displays full-screen images of your slides. You can advance each slide manually, or instruct PowerPoint to advance the slides for you.

Run a Slide Show 1 Click the Slide Show button (

).

Note: To learn more about PowerPoint views, see Chapter 14.

1 PowerPoint switches to Slide Show mode and displays the first slide.

• When you move the mouse near the bottom-left corner, a small slideshow control bar appears.

2 Click anywhere in the slide to

advance to the next slide, or click the Next button.

• To return to a previous slide, you can click the Previous button.

2

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• To view a menu of slide-show commands, click here.

• You can pause the show by

activating the Pause command.

• You can end the show early by activating the End Show command.

Note: You can end a slide show at any time by pressing .

3 When the slide show is complete, click anywhere on-screen.

PowerPoint closes the presentation.

3

SIM

PLIFY

IT Can I draw on my slides as I present the show? Yes. You can use PowerPoint’s pointer options to draw directly on the screen using the mouse. You can choose from several pen tools and colors. Follow these steps:

3

1 During the slide show, click the Pen button. 2 Click a pen style. l You can click here to choose a pen color.

3 Draw where you want to mark on the slide. To erase your markings, press and drag across the markings. At the end of the slide show, PowerPoint asks if you want to save any of your markings.

2 1

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Create Speaker Notes You can create speaker notes for your presentation. Speaker notes, also called notes pages, are notations that you add to a slide and that you can print out and use to help you give a presentation. You can also use speaker notes as handouts for your presentation. When creating notes pages, PowerPoint includes any note text that you add, as well as a small picture of the actual slide.

NOTES

Create Speaker Notes 1 In Normal view, click the slide to which you want to add notes.

1

Note: To learn more about PowerPoint views, see Chapter 14.

2 Click in the Notes pane, and type

any notes that you want to include. You can repeat Step 2 for other slides to which you want to add notes.

2 3 Click the View tab. 4 Click Notes Page.

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4

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The Notes Page view opens and displays the first page in your slide show.

• You can use the scroll bars to scroll through the notes.

• You can drag the Zoom slider to magnify your view of the notes.

• You can edit and format your notes text.

• You can click Normal to return to Normal view.

SIM

PLIFY

IT How do I print my notes? To print your speaker notes, follow these steps:

1 Click the Office button. 2 Click Print. The Print dialog box appears.

3 Click the Print what 4 Click OK.

and click Notes Pages.

PowerPoint prints the notes. You can also print out your presentation as single slides or as handouts, which print multiple slides on a printed page. To learn more about printing Office files, see Chapter 2.

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Package Your Presentation on a CD

so un d

PowerPoint can help you save your slide show to a CD to take with you for presentations on the go. With the Package for CD feature, PowerPoint bundles the presentation along with all of the necessary clip art, multimedia elements, and other items needed to run your show.

Package Your Presentation on a CD 1 Click the Office button. 2 Click Publish. 3 Click Package for CD.

1 3

2

The Package for CD dialog box appears.

4 Type a name for the CD. 5 Click Copy to CD.

4

5

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• PowerPoint copies the presentation files.

Depending on the size of the presentation, the copying process can take a few minutes. When the copying process is complete, a dialog box appears.

6 Click No.

6

If you want to continue packing additional copies of the presentation, you can click Yes.

7 Click Close. The Package for CD dialog box closes.

7

SIM

PLIFY

IT What if I want to give the presentation to someone who does not have PowerPoint?

The Package for CD feature automatically includes a PowerPoint Viewer with the file in case the recipient does not have PowerPoint installed on his computer. The PowerPoint Viewer allows users to view I NT E RPO slide shows without all POWI EWE R V of the extra PowerPoint tools and features found in the full program.

How do I view information about a presentation file?

By default, when you save a presentation, PowerPoint stores information about the author as well as the date the file is created. To view the information, click the Office button, click Finish, and then click Properties. This opens the Document Information panel, which you can use to add more information, such as company name, subject, comments, and more. To view more click information, click the Property Views and Options button and then click Advanced to open the File Properties dialog box to view additional properties.

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V V

Access Access is a robust database program you can use to store and manage large quantities of data. You can use Access to manage anything from a home inventory to a giant warehouse of products. Access can help you organize your information into tables, speed up data entry with forms, and perform powerful analysis using filters and queries. In this part, you learn how to build and maintain a database file, add tables, create forms, and analyze your data using filters, sort, and queries. Chapter 18 teaches you how to create a database, while Chapter 19 demonstrates how to populate the database with data using tables. Chapter 20 shows you how to simplify data entry with forms, and Chapter 21 explains a few ways you can manipulate your database data. 555-

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Chapter 18: Database Basics . . . . . . . . . . . . . . . . . . . 274 Chapter 19: Adding Data Using Tables . . . . . . . . . . . . . 280 Chapter 20: Adding Data Using Forms . . . . . . . . . . . . . 294 Chapter 21: Finding and Querying Data . . . . . . . . . . . . 310

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Understanding Database Basics A

Access is a popular database program that you can use to catalog and manage large amounts of data. You can use Access to manage anything, from a simple table of data to large, multifaceted lists of information. If you are new to Access, you should take a moment and familiarize yourself with the basic terms that are associated with the program.

Defining Databases

Tables

Simply defined, a database is a collection of information. You use databases every day whether you are aware of it or not. Common databases include telephone directories or television program schedules. Your own database examples might include a list of contacts that contains addresses and phone numbers. Other examples of real-world databases include product inventories, client invoices, and employee payroll lists.

The heart of any Access database is a table. A table is a list of information organized into columns and rows. In the example of a client contact database, the table might list the names, addresses, phone numbers, company name, title, and e-mail addresses of your clients. You can have numerous tables in your Access database. For example, you might have one table listing client information and another table listing your company's products.

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CHAPTER

ACCESS

18

Database Basics

Records and Fields

Forms

Every entry that you make in an Access table is called a record. Records always appear as rows in a database. You can organize the information for each record in a separate column, which is called a field. For example, in a client contact list, you might include fields for first name, last name, company name, title, address, city, zip code, phone number, and e-mail address. Field names appear at the top of the table.

You can enter your database records directly into an Access table, or you can simplify the process by using a form. Access forms present your table fields in an easy-to-read, fill-in-theblank format. Forms allow you to enter records one at a time. Forms are a great way to speed up data entry, particularly if other users are adding information to your database list.

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Reports and Queries

Planning a Database

As soon as you create an Access database, you can begin to manipulate data. You can use the report feature to summarize data in your tables and generate printouts of pertinent information, such as your top ten salespeople and your topselling products. You can use queries to sort and filter your data. For example, you can choose to view only a few of your table fields and filter them to match certain criteria.

The first step to building an Access database is to decide what sort of data you want to store and manage. Think about what sort of actions you want to perform on your data, and how you want to organize it. How many tables of data do you need? What types of fields do you need for your records? What sort of reports and queries do you hope to create? You might also take time to sketch out on paper how you want to group the information into tables and how the tables will relate to each other. Taking ase Datab time to plan the database in advance can save you time when you build the file. Top 5 Nat

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Create a Blank Database To learn how to add data to a database, see Chapter 19.

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You can start a new, blank database and populate it with data. When you create a new database file, Access prompts you to assign a name to the file. Every time you launch Access, the Getting Started screen, or Welcome screen, appears with options for creating a new database or for opening an existing file.

Create a Blank Database 1 Launch Access and click the Blank Database option in the Getting Started window.

•

1

To open an existing database file that you have already created, click the filename or click More to navigate to the file.

2 Type a name for the database. Access automatically assigns the .accdb extension to all database files. This extension stands for Access Database.

• You can click the Browse button (

) to navigate to the folder or drive where you want to store the new file.

3 Click Create.

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• Access creates a new, blank

database and opens a new table ready for data. You can now create your own tables, enter records, and more. Note: See Chapter 19 to learn how to populate a database with data.

• The Navigation pane displays

database objects that you create, such as tables and forms.

• If Access is already open, you can start a new, blank database by clicking the Office button, and then clicking New.

The Getting Started screen opens, and you can follow Steps 2 and 3 to create a new file.

SIM

PLIFY

IT What happened to the database window?

In previous versions of Access, the database window listed all of the objects associated with your database, such as tables, forms, queries, and reports. In Access 2007, the Navigation pane replaces the database window. You can use the pane to open various objects. By default, the pane appears on the left side of the program window. You can collapse the pane to increase the onscreen workspace. Simply click the Shutter Bar Open/Close button ( ) in the top-right CLOSE corner of the pane to collapse the pane. Click OPEN the button again to expand the pane.

How many databases can I open in Access?

Unlike other Office programs, you can only work with one database file at a time in Access. When you open a new or existing database, Access closes the currently open database file.

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Create a Database Based on a Template Record 10

20

Sold of Items 30

40

Total

60

50

24

You can build a new database based on any of the Access online templates. When you create a new database using a template, the database includes pre-built tables and forms that you can use to simply fill in your own data. You can control the structure of your database by determining which preset tables and fields are included in the file.

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Create a Database Based on a Template 1 Launch Access and click the template category that you want to search in the Getting Started window.

1

• You can also download templates

from the Office Web site by clicking a template category in this list.

• Access lists recently opened database files here. To open a database file, you can click the filename or click More to navigate to the file.

2 Click a template.

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3 Type a name for the database. Access automatically assigns the .accdb extension to all database files.

4 Click Download.

3 4

• Access downloads the template and creates a new, blank database, opening a new table ready for data.

You can now create your own tables, enter records, and more. Note: See Chapter 19 to learn how to populate a database with data.

• You can maximize the Navigation

pane by clicking the Shutter Bar Open/Close button ( ). The Navigation pane displays database objects that you create, such as tables and forms.

SIM

PLIFY

IT How do I know which fields to keep in or remove from my table?

To best determine which fields you need in your database, you should take time to do a little preplanning. Decide what kinds of information you want to track in your database and what sorts of reports and queries you want to generate to view your data. The Database Wizard lists suggested fields most users find necessary for the database along with optional fields. For best DA TA results, use the BA SE suggested fields. You can always remove fields that you do not use at a later time.

What kinds of templates can I find to use for a database?

Microsoft offers all kinds of templates in a variety of categories. For example, the Business category includes templates for creating contact lists, assets, marketing projects, and events. The Education category includes templates for creating student and faculty database lists. You can also log onto the Website les ting/Sa weekly to find new Marke plates Tem featured templates you can download. ts Asse tes pla Tem

ness Busigory Cate

s Task plat Tem

er Oldups Back

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Create a New Table To learn more about starting a database file, see Chapter 18.

D# IID

You can start building a database by entering data into a table. Access stores all data in tables, and you can have multiple tables in a single database. Tables consist of columns and rows that intersect to form cells for holding data. Each row is considered a record in a table. You can use columns to hold fields, which are the individual units of information contained within a record.

Phon e Nu mber

Create a New Table 1 Click the Create tab on the Ribbon. 2 Click the Table button.

1 2

Note: See Chapter 18 to learn how to create a database file.

• To enter data into an existing table,

you can double-click the table name in the Navigation pane.

Access opens a new table in Datasheet view. Note: See the “Change Table Views” task to learn more about Datasheet view.

3 To create a field name, double-click the column header.

4 Type a name for the field. 5 Press .

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6 Repeat Steps 3 to 5 to create more 6

fields for the table.

• You can resize a column by

dragging the column border left or right.

• You can use the scroll bars to view different portions of the table.

7 To enter the first record, click inside the first field of the first row and type the data.

7

9

8 Press . 9 Type the next field’s data. Repeat Steps 8 and 9 to complete the record. When you reach the last field, you can press to start a new record.

SIM

PLIFY

IT How do I navigate a table?

You can click in a cell to make the cell active, or you can use the keyboard keys to navigate around a table. You can press to move from cell to cell, or you can press the keyboard arrow keys. To move backward to a previous cell, SHORT press + . CUT

How can I repeat an entry for a cell?

You can press + to copy the contents of the cell directly above the active cell. For example, if you are copying the same state name in the State field, click you can press + and SHORT Access immediately fills in CUT L the same text for you. This CTR shortcut only works in Datasheet view, not in Form view. See the “Change Table Views” task to learn more about Access views.

continued

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Create a New Table (continued) When creating a new table, you can give the table a unique name. After you save the table, you can reopen it to add more data or make changes to the existing data. All table objects that you create appear listed in the Navigation pane.

le Taable Lauuren’s’s Tab

Create a New Table (continued) 0 Continue filling the table with data. ! When finished, click the Close button (

).

!

0

• Access prompts you to save the table changes.

@ Click Yes.

@

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• The Save As dialog box appears. # Type a name for the table. $ Click OK.

#

$

• Access lists the table among the

database objects in the Navigation pane.

PLIFY

IT What is a primary key?

How do I edit a record?

A primary key uniquely identifies each record in a table. For many tables, the primary key is a numbering field that stores a unique number for each record as it is entered into the database. You can also designate another field as a primary key. To do so, switch the table to Design view, select the field that you want to set as the primary key, and click the Primary key button on the Design tab.

To edit a record, reopen the table in Datasheet view and make changes to the data. When you close the table, Access prompts you to save your changes.

PRIM ARY

SIM

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Create a Table with a Table Template ID #

You can use an Access table template to help you create and customize a table for your database. You can choose from a variety of table types. After you create the table, you can insert your own data.

# Ph one First N ame

Create a Table with a Table Template 1 Click the Create tab on the Ribbon. 2 Click the Table Templates button.

1 2

Note: See Chapter 18 to learn how to create a database file.

3 Click a template. 3

Access opens a new table in Datasheet view. Note: See the “Change Table Views” task to learn more about Datasheet view.

4 To enter the first record, click inside the first field of the first row and type the data.

5 Press . 6 Type the next field’s data. 7 Repeat Steps 4 to 6 to complete the record.

When you reach the last field, you can press to start a new record.

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8 When finished, click the Close button (

).

Access prompts you to save the table changes.

9 Click Yes.

9

0

!

The Save As dialog box appears.

0 Type a name for the table. ! Click OK. Access saves the table and lists it in the Navigation pane.

SIM

PLIFY

IT Can I rename the table fields?

Yes. You can rename fields in any table by double-clicking the field label and typing a new name. When you finish, press . To add new ME fields, see the “Add a RENA Field” task later in this chapter. To delete a field, see the “Delete a Field” task.

How do I remove a table that I no longer want?

Before attempting to remove a table, ensure that it does not contain any important data that you need. To delete the table, select it in the Navigation pane and press . Access asks you to confirm the deletion before permanently removing the table, along with any data that it contains.

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Change Table Views You can view your table data using two different view modes: Datasheet view and Design view. In Datasheet view, the table appears as an ordinary grid of intersecting columns and rows where you can enter data. In Design view, you can view the skeletal structure of your fields and their properties. You can use Design view to modify the design of the table.

Field Descrip ti Field

Prope

on

rties

Change Table Views SWITCH TO DESIGN VIEW 1 Click the Home tab on the Ribbon. 2 Click the View button. 3 Click Design View.

2

1

3

• Access displays the design of the

table and shows the field properties.

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MailingListID

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2

3 MailingListID

CHAPTER

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SWITCH TO DATASHEET VIEW 1 Click the Home tab on the Ribbon. 2 Click the View button. 3 Click Datasheet View.

• Access displays the default

Datasheet view of the table.

1

SIM

PLIFY

IT What can I change in Design view?

You can add fields by typing new field names in the Field Name column. You can also change the field names or change the type of data that is allowed within a field, such as text or number data only. The Field Properties sheet at the bottom of Design view allows you to change the design of the field itself, specifying how many characters the field can contain, whether or not fields can be left blank in the record, and other properties.

What do the PivotTable and PivotChart views do?

If you create a PivotTable, you can use PivotTable view to summarize and analyze data by viewing different fields. You can use the PivotChart feature to create a graphical version of a PivotTable, and use the PivotChart view to see various graphical representations of the data. See the Access Help files to learn more about the PivotTable and PivotChart features.

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Add a Field CY

N VACA

Address

You can add fields to your table to include more information in your records. For example, you may need to add a separate field to a Contacts table for mobile phone numbers.

Company

Phone # 317-5555555 317-8773575 317-5552333 317-4892355 317-8975255 317-8425541 317-8452055 317-79723

51

Add a Field 1 Open the table to which you want to add a field in Datasheet view.

Note: See the previous task, “Change Table Views,” to learn more about the Access views.

2

4 1

3

2 Click the Datasheet tab on the Ribbon.

3 Click where you want to insert a new field.

Note: Access adds a new field to the right of the existing field you select.

4 Click the New Field button. The Field Templates pane opens.

• You can scroll through the list of available fields.

5 Click and drag the field name that you want to add to the table.

• Access adds the new field. • You can click the Close button (

+

)

to close the pane.

• To add a blank field, simply click the Insert button on the Datasheet tab.

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ACCESS

Delete a Field

19

Field 2

l Fie

d

Field 1

CHAPTER

You can delete a field that you no longer need in a table. When you remove a field, Access permanently removes any data contained within the field for every record in the table.

3

Delete a Field 3 1

1 Open the table that you want to 2

edit in Datasheet view.

Note: See the “Change Table Views” task, earlier in this chapter, to learn more about the Access views.

2 Click the field that you want to remove.

3 Click the Delete button.

• Access displays a prompt box. 4 Click Yes. Access removes the field and any record content for the field from the table.

4

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Hide a Field You can hide a field in your table by hiding the entire column of data. You might hide a field to focus on other fields for a printout or to prevent another user on your computer from seeing the field.

IDD #

Name Naame

P hone #

36507778950

Aaron Bellmont

31

36507778950

John Chatham

31

36507778950

Paula Differen

31

36507778957

Matt Principal

31

36507778958

Cathy Rudman

31

36507778959

Chris Vincent

31

36507778960

Henry Willer

31

36507778961

Jeremy Wright

31

Hide a Field 2

1 Click the field column header that you want to hide.

Access selects the entire column.

2 Right-click the field name. 3 Click Hide Columns.

Access hides the column.

• To view the column again, you can

right-click the field next to the hidden field, click Unhide Columns, select the column that you want to display again, and click OK. Note: Because Access does not mark hidden fields, you need to remember if you have previously hidden fields or activate the Unhide Columns command when in doubt.

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ACCESS

Move a Field ID #

You can move a field in your table to rearrange how you view and enter record data. For example, you may want to move a field to appear before another field to suit the way you type your record data.

Address

CHAPTER

19

onne # Phone 317-555-5555 317-877-3575 317-555-2333 317-489-2355 317-897-5255 317-842-5541 317-845-2055 317-797-2351

Move a Field 1

1 Click the field column header that you want to move.

Access selects the entire column.

2

2 Drag the column to a new position in the table. The

changes to

.

• A bold vertical line marks the new location of the column as you drag.

3

3 Release the mouse button. Access moves the field to the new location.

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Add a Record ID #

ID # 5 698884 53

Karen A. Smith

1234 5

Full Name

Cad b

ury Cour t

Address

You can add new records to your database table whenever you want. Any new records that you add appear at the end of the table.

Add a Record 1 Click the New button on the Home tab.

• You can also click the New button

( ) on the navigation bar to add a new record.

• Access immediately adds a new

record at the bottom of the table. You can fill in the record’s fields as needed. Note: See the “Create a Table” task, earlier in this chapter, to learn how to enter record data.

• As your table grows longer, you can use the navigation buttons to move between records.

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Delete a Record 35264

J oh n

CHAPTER

19

You can remove a record from your database if it holds data that you no longer need. Removing old records can reduce the overall file size of your database and make it easier to manage. When you delete a record, all of the data within its fields is permanently removed.

S.

75 75 555

Delete a Record 2

1 Click the record that you want to 3

delete.

2 Click the Home tab on the Ribbon. 3 Click the Delete button. You can also right-click the record, and then click Delete Record.

1

Access displays a warning box about the deletion.

4 Click Yes.

• Access permanently removes the record from the table.

4

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Create a Form Using a Wizard You can use the Access Form Wizard to help you create and customize a form for entering records into your database. The wizard guides you through each of the necessary steps for creating a form. You can choose exactly which fields the form contains.

FORM

Create a Form Using a Wizard 1

1 Click the Create tab on the Ribbon. 2 Click the More Forms button. 3 Click Form Wizard.

2

The Form Wizard opens.

4 Click the Tables/Queries . 5 Click a table containing the fields on which you want to base the form.

Depending on the database template that you used to create the file, you may see one or several tables from which to choose.

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6 Click a field that you want to include in the form.

7 Click the Add button (

).

• To add all of the sample fields,

7

click the Add All button (

).

• Access adds the field to the form.

6

8 Repeat Steps 6 and 7 to add more fields to the form.

• To remove a field from the list,

click it and then click the Subtract button ( ).

9 Click Next.

8 9

SIM

PLIFY

IT Can I select fields from different tables for my form?

Yes. If you have more than one table in your database, you can choose fields from the different tables to use in a single form. Simply select a table from the Tables/Queries dropdown list in Step 4, and choose a different table.

Is there a way that I can create a blank form?

Yes. You can click the Blank Form button on the Create tab to open a blank form and a field list containing all of the fields from all of the tables in the database. You can populate the form with as many fields as you need. You can also create a new form based on the fields in a selected table. See the next task, “Create a Quick Form,” for more information. FORM AUTO

continued

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Create a Form Using a Wizard (continued) Unique Record 1 Record 2 3 Record ords Rec l: 3 Tota

When creating a form, you can choose a layout and a design style, and assign a unique name to the form. After you create a new form with the wizard, you can begin entering records using the form.

Create a Form Using a Wizard (continued) 0 Click a layout option for the form (

changes to

).

! Click Next. 0

!

@ Click a style for the form. # Click Next.

@

#

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$ Type a name for the form.

$

• You can click this option to view the form immediately ( to ).

changes

% Click Finish.

%

• Access creates the new form. Access adds the form name to the list of form objects in the database window. Note: See the “Add a Record” task to learn how to use a form to add data to your database.

SIM

PLIFY

IT What kinds of layouts are available for my form?

You can choose from four different layouts. The table below describes the appearance of each layout format. Format

Appearance

Columnar

Sets up your form fields in a column

Tabular

Presents your fields much like a table

Datasheet

Makes the form look just like a datasheet

Justified

Presents your fields so that they line up with both the left and right sides of the form

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Create a Quick Form

Name Jon Gre Address y 9a W C . 8th C iity laayton

State

You can create an instant form based on any table in your database and use it to enter data into the database. Access inserts fields into the form for each field in the selected table.

Zip

India

na

Create a Quick Form 1 Click the table on which you want to base a form.

2

3

2 Click the Create tab on the Ribbon. 3 Click the Form button. 1

• Access creates the form. • You can use the Formatting and

Arrange tabs to make changes to the form.

4 Click the Close button ( the form.

298

) to close

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• Access prompts you to save your changes.

5 Click Yes. 5

• The Save As dialog box appears. 6 Type a name for the form. 7 Click OK.

6

Access saves the form.

7

SIM

PLIFY

IT How do I access my forms?

The Navigation pane keeps a list of all of the database objects in your file. To change the view of the list, click the drop-down arrow ( ) at the top of the pane. Click the All Access Objects option to see all of the tables, forms, queries, and reports that are stored in your database. To view only forms, click the Forms option in the dropdown menu.

How do I delete a form that I no longer need?

To remove a form, display the forms on the Navigation pane and click the one that you want to delete. You can then press or click the Delete button on the Home tab. Access asks you to confirm the deletion. When you click Yes, Access permanently removes the form.

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Add a Record Database

rm o F 1

Another Fielldd

Re cord 3 Re co rd 2 Re c ord 1

:

Record 1

2:

Record 2

3:

You can use forms to quickly add records to your Access databases. Forms present your record fields in an easy-to-read format. The form window presents each field in your table as a box that you can use to enter data.

d3 Recor

Field of Record s

Add a Record 1 Display the Forms objects in the database window.

• If the Forms objects are not shown, you can click here ( Forms.

) and click

2 Double-click the form that you want to use.

1

2

• Access opens the form. 3 Click the New Record button (

)

on the Navigation bar.

3

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ACCESS Adding Data Using Forms

CHAPTER

20

4 Click inside the first field and type

4

the data.

5 Press

.

Access moves to the next field in the form.

6 Repeat Steps 4 and 5 to fill in data

for all the form fields in the record.

7 In the last field, press

or click the Next Record button ( ). Access displays another blank record, ready for data. Note: See the task, “Navigate Records,” to learn how to move among records using a form.

• To close the form window, you can click the Close button (

6

).

7

SIM

PLIFY

IT Are there other ways to insert a new record?

Yes. You can click the New button on the Home tab of the Ribbon to open a new, blank record in your form. The Home tab features a group of tools that you can use to work with records in your form. You New can also click the New th Record button ( ) on miith m Sm the form window’s navigation bar.

How do I edit a record?

You can reopen the form, navigate to the record that you want to change, and make your edits directly to the form data. When you save your changes, Access automatically updates the data in your table. To learn how to display a Edit particular record in a th yth my Sm form, see the next task, “Navigate Records.”

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Navigate Records You can navigate your table records using a form. The Form window includes a navigation bar for viewing different records in your database. You may find it easier to read a record using a form rather than reading it from a large table containing other records.

58

2 RD CO RE

7 25 RD CO RE

FORM

view records: R ec Re ord 256

Re cord 2 cor 5 d 25 7 8

Navigate Records 1 Open the form that you want to view. Note: See the “Create a Form Using a Wizard” task, earlier in this chapter, to learn how to build a form.

• The Record Number box displays the

1

number of the current record that you are viewing.

2 Click the Previous Record ( ) or

Next Record ( ) buttons to move back or forward by one record.

• Access displays the previous or next record in the database.

• You can click the First Record (

) or Last Record ( ) buttons to navigate to the beginning or end of the table.

• You can click the New Record button (

302

) to start a new, blank record.

2 2

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ACCESS

Delete a Record

CHAPTER

20

Database Another Field

You can remove records that you no longer need by using a form. Removing old records can reduce the overall file size of your database and make it easier to manage. When you delete a record, all of the data within its fields is permanently removed.

Re c ord 3

Record 1

Re cord 1

Field of Record s

Delete a Record 2

1 In the form window, navigate to

the record that you want to delete.

3

1

• You can use the navigation bar to 4

display different records in your table.

2 Click the Home tab on the Ribbon. 3 Click the Delete button. 4 Click Delete Record.

• Access displays a warning box about the deletion.

5 Click Yes. 5

Access permanently removes the record.

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Change Form Views You can customize your form using Design view and Layout view. In Design view, each object appears as a separate, editable element in the form. For example, you can edit both the field box that contains the data as well as the field label that identifies the data. In Layout view, you can rearrange the form controls and adjust their sizes directly on the form. You can use the View button to toggle between views.

ABELL D LLABE LD FIELD FIELD BOX FIELD BOX X

FIELD BO BOX

LEVEL 2 DESIGN VIEW

IEW VIEW DESIGN V

EVEL 2 LEVE

Change Form Views 1 Open your form and click the View button on the Home tab.

1

2 Click Design View.

• Access displays the form’s design.

3 Click the View button. 4 Click Layout View.

• Access displays the form as it

originally appears, but each element is editable. To return to Form view, you can click the View button and then click Form View.

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2

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Move a Field

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Although you can move a field in Design view or in Layout view, you might find it easier to make changes to your form in Layout view. This is because Layout view is more intuitive to use.

You can move a field to another location on your form. When you select a field for editing, the field label is also selected, making it easy to move both the field and the label at the same time. C S a urre l e nt s

Move a Field 1 2

1 Open the form that you want to edit in Layout view.

3

Note: See the previous task, “Change Form Views,” to learn how to switch to Layout view.

2 Click the field that you want to move.

To move both the field and the associated label, press and hold while clicking both items.

3 Move the mouse pointer over the top of the field. The

changes to

.

4 Drag the field to a new location on the form.

4

Access repositions the field.

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Delete a Field You can delete a field that you no longer need in a form. When you remove a field, you need to remove both the data box and the field label. Removing a form field does not remove the field from the table upon which the form is originally based.

r Othe s Sale Your s Sale

Cu S a l rrent es

Some Sales

Our s Sale

Delete a Field 1 Open the form that you want to edit in Layout view.

Note: See the “Change Form Views” task, earlier in this chapter, to learn how to switch to Layout view.

3 1

2 Click the field that you want to delete.

To move both the field and the associated label, press and hold while clicking both items.

3 Press

or click the Delete button on the Home tab.

• Access removes the field and label from the form.

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CHAPTER

ACCESS

Add a Field ADD D FIEL

You can add new fields to your form by selecting from a list of available table fields. After you add a field, you can place it where you want in the form.

Some Sales

20

See the “Move a Field” task, earlier in this chapter, to learn how to reposition fields in Layout view.

r Othe s Sale

r You s Sale Our s Sale

Add a Field 2 1

1 Open the form that you want to edit in Layout view.

Note: See the “Change Form Views” task, earlier in this chapter, to learn how to switch to Layout view.

2 Click the Add Existing Fields button on the Formatting tab.

• The Field List pane appears. 3

3 Drag the field that you want to

add from the Field List pane, and drop it onto the form. The

changes to

.

• Access adds the field to the form. You can reposition the field, if needed. Note: See the “Move a Field” task, earlier in this chapter, to learn how to move a field in Layout view.

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Change the Field Formatting You can add formatting to your fields and field labels by using the formatting buttons on the Formatting tab on the Ribbon. For example, you can change the font, size, style, alignment, or color of the text. The Formatting tab only appears when you view the form in Layout view.

FONT Arial Nueve Std. Makerfelt Th Handwriting

Change the Field Formatting 3

1 Open the form that you want to edit in Layout view.

Note: See the “Change Form Views” task to learn how to switch to Layout view.

2 Click the field or label that you want

4 1

to edit.

3 Click the Formatting tab on the Ribbon.

4 Click the formatting that you want to apply, such as a fill color.

2 Access applies the formatting to the field.

• This example assigns another color to the field label.

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ACCESS

Apply a Quick Format You can change the design of a form to give it a different appearance. You can use the Quick Format feature to choose another design theme. This feature includes a variety of preset designs, fonts, and colors that you can apply to the form.

CHAPTER

20

me e T h ets S

Apply a Quick Format

2

1 Open the form that you want to edit in Layout view.

1 3

Note: See the “Change Form Views” task to learn how to switch to Layout view.

2 Click the Formatting tab on the Ribbon.

3 Click the More button (

) in the

AutoFormat group.

The full palette of formats appears.

4

4 Click a new style.

• Access applies the new format to the form.

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Sort Records One of the easiest ways to manipulate your database data is to perform a sort. Sorting allows you to put your database records in a logical order to match any criteria that you specify. For example, with a contacts database, you might want to sort the records alphabetically or based on the zip code. You can sort in ascending order or descending order.

You can either sort records in a table, or you can use a form to sort records. See Chapter 19 to learn more about Access tables. See Chapter 20 to more learn about forms.

Sort Records SORT A TABLE 1 Open the table that you want to sort. 2 Click the column header for the field that you want to sort.

3 Click the Home tab on the Ribbon. 4 Click a sort button. Click Ascending ( ) to sort the records in ascending order. Click Descending ( ) to sort the records in descending order. Access sorts the table records based on the field that you choose.

• This example sorts the records

alphabetically by state in ascending order.

• In the prompt box that appears

when you close the table, you can click Yes to make the sort permanent, or No to leave the original order intact.

310

3

2 1

4

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3

4

CHAPTER

21

SORT USING A FORM 1 Open the form that you want to use.

2 Click in the field that you want to sort.

3 Click the Home tab on the Ribbon. 4 Click a sort button.

1

2

Click Ascending ( ) to sort the records in ascending order. Click Descending ( ) to sort the records in descending order.

• Access sorts the records in ascending order.

• You can use the navigation buttons to view the sorted records.

Note: See Chapter 20 to learn how to navigate records in Form view.

SIM

PLIFY

IT What happens if I have empty records and perform a sort?

If you perform a sort on a field without any data for some of your records, those records are included in the sort. Any empty fields are sorted first when you perform an SORT DATA ascending sort, or last with a descending sort.

How do I remove a sort order?

With the sorted table open, click the Clear All Sorts button ( ) in the Sort & Filter group on the Home tab. This removes the sort order and returns the table to its Clear All Sor original order. You ts can also use this k clic technique to remove a sort from a query or report.

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Filter Records Ap ril

You can apply a simple filter on one field in your database using the Selection tool, or you can filter several fields using the Filter by Form command.

ne Ju

a riss Ma

B rch Ma

June Calendar 7

8

Jen

14

15

14

21

22

23

28

29

30

June B

B

irth Ch d ay rist ina s M.

ays thd Bir

irth

days

You can use the filter feature to view only specific records that meet your criteria. For example, you may want to view all of the clients buying a particular product, or anyone in a contacts database that has a birthday in June. You can use an Access filter to temporarily filter out all of the records except those that you want to view.

r nife

say Lind

B.

R ECO R D

F I LT E R

irthdays

Maris sa Jason R.

Filter Records APPLY A SIMPLE FILTER 1 Open the form to which you want to

apply a filter, and click the field that contains the criteria that you want to filter.

2 Click the Home tab on the Ribbon. 3 Click the Selection button. 4 Click a criterion.

Access filters the records.

• In this example, Access finds eight

records matching the filter criterion.

• You can use the navigation buttons to view the filtered records.

Note: See Chapter 20 to learn how to navigate records in Form view.

• To undo a filter, click the Toggle Filter button.

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3 2

1

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CHAPTER

21

FILTER BY FORM 1 Open the form to which you want

to apply a filter, and click the field that contains the criteria that you want to filter.

2 Click the Home tab on the Ribbon. 3 Click the Advanced button. 4 Click Filter By Form.

1

• A blank form appears. 5 Click the

for the field that you want to filter, and click a criterion.

6

• You can set additional filter criteria for other fields using the tabs at the bottom of the form.

6 Click the Toggle Filter button. 5

SIM

Access filters the records. To return the database to its original order, you can click the Toggle Filter button again.

PLIFY

IT Can I filter by exclusion?

What can I do with an Advanced filter?

You can filter by multiple fields, so that you can designate multiple criteria for a filter. Click the Advanced button on the Home tab, and then click Advanced Filter/Sort to open the feature. Start by choosing a primary field for the filter and specifying the criteria, and then enter secondary fields as needed. When you are ready to filter the records, click the Toggle Filter button.

F OF

Yes. You can filter out records that do not contain the search criteria that you specify. To do so, first click in the field that you want to filter in the form, click the Selection button on the Home tab, and then click an exclusion option. ON Access filters out any records that do not contain the data found in the field that you selected.

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Perform a Simple Query You can use a selection query to extract information that you want to view in a database. Queries are especially useful when you want to glean data from two or more tables. Queries are similar to filters, but offer you greater control over the records that you want to view. You can use the Query Wizard to help you select which fields you want to include in the analysis.

Microsoft Access

CREATE QUER Y

Perform a Simple Query CREATE A QUERY WITH THE WIZARD 1 Click the Create tab on the Ribbon. 2 Click the Query Wizard button.

1

2

Note: You need at least one table to perform a selection query. See Chapter 19 to learn how to add tables to your database.

The New Query dialog box appears.

3

3 Click Simple Query Wizard. 4 Click OK. 4

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ACCESS Finding and Querying Data

21

The Simple Query Wizard opens.

5 Click the Tables/Queries . 6 Click a table containing the fields

5

6

on which you want to base the query.

7 Double-click each field that you want to include in the query.

• To add all of the sample fields, click the Add All button (

).

• Access adds the fields to the list. You can repeat Steps 5 and 6 to choose another table from which to add fields.

7 8

Note: When using fields from two or more tables, the tables must have a prior relationship.

8 Click Next.

SIM

PLIFY

IT What relationships exist between tables?

You can use relationships between tables to bring related information together for analysis. If you create your database using a template, then Access has already defined some table relationships for you. For example, one table might include customer names and addresses, while another table might contain orders placed by your customers. By defining a relationship between the two tables, you can create queries to find all customers ordering the same product. You can click Database Tools and then click Relationships to define relationships between your tables.

Are there other types of queries that I can create?

Yes. When you display the New Query dialog box, you can choose from several other query types to create a query. For example, the Crosstab Query Wizard helps you to group related information for a summary.

QU ER YW IZA RD

continued

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Perform a Simple Query (continued) During the process of creating a new query, the wizard asks you to give the query a unique name. All queries that you create are saved in the Queries objects in the Navigation pane. You can open a query in Design view to add criteria to the query.

Microsoft Access

Perform a Simple Query (continued) 9 Type a name for the query.

• You can click this option to open the

9

query after finishing the wizard ( changes to ).

0 Click Finish.

0

• A query datasheet appears, listing the fields.

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ACCESS Finding and Querying Data

1

CHAPTER

21

ADD CRITERIA TO A QUERY 1 With the query open, switch to Design view.

Note: See Chapter 19 to learn how to switch views.

2 Click in the Criteria field and type the data that you want to view.

• This example lists a city name as the criterion.

2 3 Switch back to Datasheet view to

3

see the results.

The table now shows only the records matching the criteria.

• This example lists records in which London is listed as the city name.

SIM

PLIFY

IT How do I add another table to my query?

Switch to Design view, click the Design tab on the Ribbon, and then click the Show Table button. This opens the Show Table dialog box where you can add Show Tab another table to the le query and choose k c cli from among the available fields to customize the query.

Can I sort or filter my query?

Yes. You can use the sorting and filtering features to further define your query results. To learn how to sort data, see the “Sort Records” task, earlier in this chapter. To learn how to apply a filter, see the “Filter Records” task, also earlier in this SORT QUERY chapter.

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Create a Report COMPANY BUDGET

Jan.

Feb.

Mar.

COMPANY BUDGET

You can use the Report tool to turn any table, form, or query into a professional report document. The Report Wizard guides you through all of the steps necessary to turn your database data into an easy-to-read printout.

Jan.

Feb.

ar Mar.

COMPANY BUDGET

Jan.

Feb.

Mar.

COMPANY CO OMP BUDGET

Jann. Jan.

Feb.

Mar.

COMPANY MP BUDGET

Feb. Feb.

Mar.

Mar.

Create a Report 1

1 Click the Create tab on the Ribbon. 2 Click the Report Wizard button. The Report Wizard opens.

2

3 Click the Tables/Queries . 4 Click a table containing the fields on which you want to base the report.

3

4

5 Double-click each field that you want to include in the report.

• To add all of the sample fields, click the Add All button (

6 Click Next.

318

).

5

6

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ACCESS Finding and Querying Data

21

The next wizard screen asks how you want to group related data in the report.

7

7 Double-click the field that you

want to use to group the data.

• A sample of the grouping appears here.

8 Click Next. 8

9

The next wizard screen asks you how you want to set the sort order.

9 Click the first

and click a sort

field.

You can add more sort fields as needed.

0 Click Next.

0

SIM

PLIFY

IT Can I choose different fields from

different tables to create a report?

Yes. First choose fields from one table, and then follow Steps 3 and 4 in this task to select another table containing fields that you want to use in the report. You can choose fields from more than one table or query for your Access report.

How do I remove a field that I do not want in the report?

With the first Report Wizard screen open, you can click a field that you previously placed in the Selected Fields list box and click the Subtract button ( ) to remove the field. To remove all of the fields and start over again with the list, click the Subtract All button ( ).

RE PO RT WI ZA R D

continued

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Create a Report (continued)

Microsoft Access

Co mp an y

Bu dg et

As the Report Wizard guides you through the steps for building a report, you are asked to decide upon a sort order and a layout for the report’s appearance. After you create the report, you can print it.

Create a Report (continued) The next wizard screen asks you to select a layout for the report.

! Click a layout option ( to

changes

).

• You can set the page orientation for

!

a report using these options.

@ Click Next.

@

# Click a style for the report. $ Click Next.

#

$ 320

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%

CHAPTER

21

% Type a name for the report. ^ Click Finish.

^

• Access creates the report and

displays the report in Print Preview mode.

• If Print Preview mode is not

displayed, you can click the Print Preview button ( ) at the bottom right corner of the program window.

SIM

PLIFY

IT How do I print a report?

To print a report from Print Preview, click the Print button on the Print Preview tab on the Ribbon. You can also click the Office button and then click Print to open the Print dialog box and assign any printing options before printing the report.

How can I customize a report in Access?

You can further customize a report using Design view. You can change the formatting of fields, move fields around, and more. To learn more about switching to Design view and using the formatting tools, see Chapter 20.

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VI V

Outlook

E

Outlook is a personal information manager for the computer desktop. You can use Outlook to manage your calendar, keep track of a contacts list, organize lists of things to do, and more. You can perform a wide variety of everyday tasks from the Outlook window, including sending and receiving e-mail messages, scheduling appointments, and organizing an address book of contacts. In this part, you learn how to put Outlook to work for you using each of the major components to manage everyday tasks. To Sub ToM: Mr. Reed r e Sjuecbjec.tR: e12- r

Strin g

Guit ar

E

From : From: Me Me

ed

:

er

t:

Chapter 22 teaches you how to use the Calendar, Notes, Tasks, and Contacts components. Chapter 23 shows you how to use the e-mailing tools. TASKS

CALLEENDAR

To Do:

CONTA CTS

S NOTE

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Chapter 22: Organizing with Outlook . . . . . . . . . . . . . . 324 Chapter 23: E-mailing with Outlook . . . . . . . . . . . . . . . 344

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View Outlook Components CALLEENDAR

E

From: Me Me m: ro

F

Outlook features five main components: Mail, Calendar, Contacts, Tasks, and Notes. You can switch between components, depending on the task that you want to perform.

eder r. Re ToTo: :MMr. R 12-String Guitar ct: eeder Subjuebctje: S

TASKS To Do:

E

You can use Outlook to manage everyday tasks and e-mail correspondence. Outlook works much like a personal organizer and contains components for certain tasks, such as a Mail folder for e-mail tasks and a Calendar folder for scheduling appointments.

NOTESS N

CONTA CTS

View Outlook Components USE THE NAVIGATION PANE 1 Click the button in the Navigation pane for the component that you want to open.

• You can use the new To-Do Bar to see your daily items at a glance.

Note: To learn more about the To-Do Bar, see the “Customize the To-Do Bar” task, later in this chapter.

1 Outlook displays the component.

• This example displays the Tasks component.

• To change the way you view a

component, you can click the View menu, click Current View, and then click a view.

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CHAPTER

OUTLOOK Organizing with Outlook

1

22

USE THE GO MENU 1 Click Go. 2 Click an Outlook component.

2

Outlook displays the component.

• This example displays the Contacts component.

Depending on the component, Outlook offers different ways to view the information using the View menu.

SIM

PLIFY

IT Can I customize which component opens

3

by default when I start Outlook? Yes. By default, Outlook opens the Inbox for your Mail tasks as soon as you start the program. To start with another component instead, follow these steps:

1 Click Tools. 2 Click Options. 3 In the Options dialog

box, click the Other tab.

4 Click Advanced Options. 5 In the Advanced Options

dialog box, click Browse.

4

6 In the Select Folder

5

dialog box, click the component that you want to set as the default component, such as Calendar.

7 Click OK. 8 Click OK.

8 7

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Schedule an Appointment JULY

2

1 3

4

5

8

9

10

13

4 14

15

You can use Outlook’s Calendar component to keep track of your schedule. You can add notations on the calendar to remind you of appointments and other important events. When adding new appointments to the Calendar, you fill out appointment details, such as the name of the person with whom you are meeting, and the start and end times of the appointment.

Tom Schroeder 7 6

9 am - Noon

11

12 1

Schedule an Appointment 1 Open the Calendar component. Note: See the previous task, “View Outlook Components,” to learn how to open a component.

3

2 Navigate to the date for which you want to set an appointment, and click the date.

2

3 Click Day or Week view. 4 Double-click the time slot for the

appointment that you want to set.

4

1 Outlook opens the Appointment window, displaying the Appointment tab.

5 Type a subject for the appointment.

• Outlook adds the subject to the window’s title.

6 Type a location for the appointment. 7 Click the End time and set an end time for the appointment.

• If you did not select the correct time 326

slot in Step 4, you can click the Start time and click a start time.

5

6 7

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CHAPTER

22

Outlook automatically sets a reminder about the appointment.

8

• You can click the Categorize

button to change the reminder setting.

• You can type any notes about the appointment here.

8 Click the Save & Close button.

• Outlook displays the appointment in the Calendar.

To view the appointment details again or to make changes, you can double-click the appointment to reopen the Appointment window.

• The days on which you have any appointments scheduled appear bold in the Date Navigator.

SIM

PLIFY

IT How do I receive a reminder before an appointment?

If you set a Reminder option ( ) for an appointment, Outlook displays a prompt box at the designated time to remind you about the appointment. The Outlook program window must be running for the reminder audio beep to sound and the reminder prompt box to appear. You can leave Outlook open, but keep the program window minimized on your taskbar to work with other programs.

What does the Categorize option do?

You can click the Categorize button and assign color categories to your appointments. You can use color categories to help organize appointments in your calendar. For example, you might categorize all work-related appointments as blue and all non-work appointments as red.

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Schedule a Recurring Appointment If your schedule includes many of the same appointments over and over again, such as weekly sales or department meetings, you can set the appointment as a recurring appointment. Outlook adds the appointment to each week or month as you require.

JULY Tom Schroeder 9 am - Noon

TEMBER SEPTE

Tom Schroeder 9 am - Noon

GUST UG AU

Tom Schroeder 9 am - Noon

Tom Schroeder 9 am - Noon

You can use this same technique to set recurring meetings and events on your Outlook Tasks.

Schedule a Recurring Appointment 1

1 Open the Calendar component and the Appointment window for the appointment that you want to schedule in a recurring pattern.

Note: See the previous task, “Schedule an Appointment,” to learn how to open an Appointment window.

2 Click the Recurrence button on the Appointment tab.

1 The Appointment Recurrence dialog box appears.

3 Select the Recurrence pattern that you want to set.

• You can also set a range of the

recurrence if the appointments continue only for a set number of weeks or months.

4 Click OK.

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• Outlook marks the appointment as

5

a recurring appointment.

5 Click the Save & Close button.

Outlook displays the appointment in the Calendar.

• Recurring appointments show a tiny recurrence icon ( ) in the lower-right corner of the appointment on the Calendar.

SIM

PLIFY

IT How do I delete an appointment from the Calendar?

To remove an appointment, rightclick the appointment on the Calendar and click Delete. You can also press . Outlook immediately deletes the appointment from your schedule.

Is there an easy way to set an appointment with one of my contacts?

Yes. You can quickly create an appointment with anyone in your Contacts list. In the Contacts component, right-click the contact with whom you want to schedule an appointment. Next, click Create, and then click New Meeting Request with Contact. This opens the Message window, where you can set up details concerning the appointment — such as the date and time — and e-mail the request.

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Schedule an Event If you need to track an activity that lasts the entire day or spans several days, such as an anniversary or a conference, you can schedule the date as an event. Events appear as banners at the top of the scheduled date.

APRIL

26

27

VA CA

29

28

T I ON

30

Schedule an Event 1 Click Actions. 2 Click New All Day Event.

1

Outlook displays the Event window, which looks the same as the Appointment window.

3 Type a subject for the event.

• Outlook adds the subject to the window’s title.

4 Type a location for the event, if applicable.

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5 Use the Start time and End time

6 5

options to set a date and time frame for the event.

• You can click

to display a popup calendar of dates. You can also add a reminder or add notes about the event. Note: To learn how to set appointments, see the “Schedule an Appointment” task, earlier in this chapter. To learn more about using notes, see the “Add a Note” task, later in this chapter.

6 Click the Save & Close button.

• Outlook displays the event as a

banner in the Calendar for the date of the event. To edit an event, you can doubleclick the event banner.

SIM

PLIFY

IT How do I edit a reminder?

To change the details about a reminder that you add to any appointment or event, reopen the Appointment window for the appointment or event, click the Reminder button ( ), and change the setting. To remove the reminder entirely, click the Reminder button and click None. To change the sound associated with the reminder, click the Reminder button, and then click Sound to open the Reminder Sound dialog box. Use the Browse button to assign another sound file.

How do I add a holiday to my calendar?

By default, holidays do not appear in Outlook. You can add a holiday by clicking Tools, clicking Options, and then clicking the Calendar Options button in the Preferences tab. This opens the Calendar Options dialog box. Click the Add Holidays button and then click the country whose holidays you want to add to the calendar.

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Plan a Meeting If you use Outlook on a Microsoft Exchange Server network, you can use the Plan a Meeting feature to schedule meetings with other users. You can send e-mail messages inviting attendees, track responses, and designate resources, such as conference rooms or equipment.

Plan a Meeting 1 Click Actions. 2 Click Plan a Meeting.

1 2

Outlook displays the Plan a Meeting window.

3 Click

and set the start date and time for the meeting.

• You can also click the time in the Meeting pane.

4 Click

332

and set a meeting end time.

3 4

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5 Type the names of the attendees. When you press after typing the first attendee name, Outlook automatically checks for the person’s name in your Contacts list.

5

• You can also click Add Others and select attendee names.

6

6 Click Make Meeting. 7 Type a subject for the event.

9

Outlook adds the subject to the window’s title.

7

8 Type a location for the event, if applicable.

8

• You can type a message to the attendees here.

9 Click the Send button. Outlook e-mails an invitation to each attendee. Note: See Chapter 23 to learn more about e-mailing with Outlook.

0 Click Close to close the Plan a Meeting window.

SIM

PLIFY

IT How do I know if people respond to my meeting invitation?

To see who is attending the meeting, you must open the Plan a Meeting window and click the Scheduling tab. Outlook keeps track of replies to your invitation. To open the window, double-click the meeting appointment in your calendar. To respond to an invitation yourself, simply RS VP click the appropriate button at the top of the e-mail message in Outlook’s Mail component.

YoIun’rveited

How do I publish my calendar so that others can see it on the network?

To publish your calendar, click Tools, click Options, and then click Calendar Options on the Preferences tab of the Options dialog box. Click Free/Busy Options to open the Free/Busy Options dialog box, and turn on any publishing features that you want to set.

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Create a New Contact You can use the Contacts component to keep a list of people that you contact most often, such as family, coworkers, or clients. You can keep track of information such as addresses, e-mail addresses, phone numbers, and more.

A Art Cellar

15 01 St ev en s Av e. 555 - 0976

CONTA CTS

Create a New Contact 1 Open the Contacts component.

2

Note: See the “View Outlook Components” task, earlier in this chapter, to learn how to open a component.

2 Click the New button.

1 Outlook opens the Contact window, and displays the General page.

3 Fill in the contact’s information on the General page. You can press field to field.

to move from

3

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4

CHAPTER

22

4 Click the Details button. 5 Fill in additional information about the contact, as needed.

5

6 Click the Save & Close button.

• Outlook saves the information and

displays the contact in the Contacts list. To edit contact details, you can double-click the contact to reopen the Contact window.

SIM

PLIFY

IT Can I import a list of contacts from another program?

Yes. Click the File menu and then click Import and Export to open the Import and Export Wizard. The wizard guides you through the steps for importing a list of contacts from other sources, including Outlook Express.

IM PO RT WI ZA RD

How do I send an e-mail to a contact?

You can right-click the contact name, click Create, and then click New Message to Contact. This opens the Message window, where you can type a message to the contact. To learn more about e-mailing with Outlook, see Chapter 23.

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Create a New Task S S TAASK

You can use Outlook’s Task component to keep track of things that you need to do, such as a daily list of activities or project steps that you need to complete.

Set Up New Account. Make Junk : #2 Mail Rules.

#1:

il Josh!!!

#3: E-ma

Create a New Task 1 Open the Tasks component.

2

Note: See the “View Outlook Components” task, earlier in this chapter, to learn how to open a component.

2 Click the New button.

1 Outlook displays the Task window.

3 Type a subject for the task.

• Outlook adds the subject to the window’s title.

3

4 Type a due date for the task. 5 Click the Status and click a progress option.

336

Not Started

4

5

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6 Type a note or details about the

7

task here.

• You can set a priority level for the task using the Priority

.

• To set a completion amount, you can click the % Complete

.

7 Click the Save & Close button.

6

• Outlook displays the task in the Tasks list.

To view the task details again or make changes, you can doubleclick the task to reopen the Task window.

• To change your view of tasks in the Tasks list, you can click a view option ( changes to ).

SIM

PLIFY

IT How do I mark a task as completed? You can click the check box next to the task name to mark the task as complete. Completed tasks appear with a strikethrough on the Tasks list. To remove a task completely from the list, right-click the task and click Delete.

Can I turn a task into an e-mail?

Yes. You can assign a task to another user by turning the task into an e-mail message. Right-click the task and then click Assign Task to open the Task window. You can add an e-mail address and a message concerning the task, and then send the message. To TASK learn more about e-mailing in Outlook, see Chapter 23.

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Add a Note You can use the Notes component to create notes for yourself. Much like an electronic version of yellow sticky notes, Outlook’s Notes allow you to write down ideas and thoughts, or any note text that you want to remind yourself of later. You can attach Outlook Notes to other items in Outlook as well as drag them onto the Windows desktop for easy viewing.

NOT

Scan

hotos Car P

2

2 Click the New button.

1

• Outlook displays a yellow note.

338

Editor

Print

N to ote Phoself: n Hom e e

Note: See the “View Outlook Components” task, earlier in this chapter, to learn how to open a component.

).

Photo

Fre

1 Open the Notes component.

button (

stall

Re-in

il E-ma ! nchy

Add a Note

3 Type your note text. 4 When you finish, click the Close

1 E 00

3

4

s

hoto Car P

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• Outlook adds the note to the Notes list.

To view the note again or to make changes, you can double-click the note to reopen the note window.

• To change your view of notes in

the Notes list, you can click a view option ( changes to ).

• This example displays the Icons view.

SIM

PLIFY

IT Can I forward the note to another user? Yes. You can turn any note into an instant e-mail attachment. Simply right-click the note in the Notes list, and then click Forward to open an e-mail Message window. TE You can address the NO note and add any additional message text. To learn more about e-mailing with Outlook, see Chapter 23.

How do I delete notes that I no longer want?

Right-click the note in the Notes list and then click Delete or press . Outlook immediately deletes the note. To delete multiple notes at the same time, press and hold while clicking the notes and then press .

TE NO

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Organize Outlook Items FOLDER 002

1 ER 00 FOLD

NOT

TASKS

1 E 00 stall

Set Up New Account. Make Junk #2: Mail Rules.

Re-in

il

A Art Cellar

15 01 St ev en s Av e. 555 - 0976 in fo @ th ea

E-ma

#1:

r Edito Photo

Leo Vince

Print

Scan tos

s

hoto Car P

il Josh!!

#3: E-ma

ho Car P

rtce lla r.com

You can store your Outlook items, whether they are messages, tasks, or notes, in folders. By default, Outlook creates a set of folders for you to use when you install the program, including e-mail folders for managing incoming, outgoing, and deleted messages. You can use the Folders list to move items from one folder to another and create new folders in which to store Outlook items.

Organize Outlook Items

1

VIEW THE FOLDER LIST 1 Click Go. 2 Click Folder List.

2

• You can also click the Folder List icon (

) on the Navigation pane.

• Outlook displays the Folder List pane.

3 Click the folder whose contents you want to view.

• Outlook displays the folder’s contents.

To move an item to another folder, you can click and drag the item and drop it on the folder’s name.

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1

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CHAPTER

22

CREATE A NEW FOLDER 1 Click File. 2 Click New. 3 Click Folder.

3

The Create New Folder dialog box appears.

4 Type a name for the new folder. 5 Click the Folder contains and

4 5 Calendar

choose an item type.

6

6 Click the parent folder in which

you want to store the new folder.

7 Click OK. Outlook creates the new folder.

7

SIM

PLIFY

IT How do I delete an item from a folder?

Select the item that you want to delete, and then click the Delete button or press . The deleted items are immediately placed in the Deleted Items folder. To empty the folder, click Tools and then click Empty “Deleted Items” Folder. To delete an entire folder and all of its items, click the folder name in the Folder list and then press .

Can I create subfolders for my work items and home items?

Yes. You can create as many folders as you need for each type of Outlook item or for a variety of items. For example, you might create a subfolder in your Inbox folder to place all of the corporate correspondence that you send and receive, or create a folder in the Tasks folder for a special project.

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Perform an Instant Search CALLEENDAR

E

F

You can use Outlook’s new search tool to quickly find an item in your Outlook components. Each component includes an Instant Search box that you can use to quickly look for a keyword or phrase within the component’s items.

TASKS

From: Me

m: ro

Me

eder r. Re ToTo: :MMr. R 12-String Guitar ct: eeder Subjuebctje: S

To Do:

E

NOTES

CONTA CTS

Perform an Instant Search 1 Click the component that you want to search.

2 Click inside the Search Inbox and

2

type a keyword or phrase.

• You can also click the Tools menu,

click Instant Search, and then click Instant Search again. The Instant Search command on the Tools menu offers access to advance search options.

1

• Outlook immediately conducts a

search and displays any matching results.

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Customize the To-Do Bar

Satur

day

TO-DO

Friday

22

BAR o:

to d

7 6 5 4 1 3 1 2 1 21

ay Thursd

ch w lun en @ Kar o Café h t m Cos sday 5 r Thu o:

to d

S M taf @ ee f 9A tin M g

You can use Outlook’s new To-Do Bar to quickly view the Date Navigator and the current day’s appointments and tasks. The To-Do Bar appears by default when you open the Inbox, Contacts, or Notes components. You can customize the To-Do Bar to change which items appear in the list.

CHAPTER

OUTLOOK

bert pick up Al @ airport th 14 ay id Fr

tist Den ed W on 0AM @1

to do:

w dinner neses the Jo 17 y a Tuesd

Customize the To-Do Bar 1

1 Click View. 2 Click To-Do Bar. 3 Click Options.

2 3

• You can click here (

) to minimize

the bar.

The To-Do Bar Options dialog box appears.

4 Click a check box to deselect a 4 5

feature on the To-Do Bar view ( changes to ).

• You can control the number of months or appointments that appear on the bar.

5 Click OK.

• Outlook applies the changes.

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Compose and Send a Message MAIL

E

K OU TLO O

m: ro

Me

M MAA IILL

eder r. Re Guitar

M ing To: ct: 12 Str b je Su

F

You can use Outlook to create and send e-mail messages. When you compose a message, you can designate the e-mail address of the person or persons to whom you are sending it, and type your message text. You can also give the message a subject title to help the recipients know what the message is about.

Re ed err To: M r. Me From: Gu iitar -S tr in g Subject: 12 ent: Attachm : Message

Dear Mr. Ree

der,

tring about the 12-S am you to ask the paper. I I am writing e for sale in guitar you hav in this kind of guitar. ed very interest

Compose and Send a Message 1 Open the Mail component in Outlook.

2

Note: See Chapter 22 to learn how to view components using the Navigation pane.

2 Click the New button.

1 Outlook opens an untitled message window.

3 Type the recipient’s e-mail address.

• If the e-mail address is already in

your Address Book, you can click To and select the recipient’s name. If you enter more than one e-mail address, you must separate each address with a semicolon (;) and a space.

4 Type a subject title for the message.

344

3 4

You need to log on to your Internet connection in order to send a message. If you compose a message while offline, the message is stored in Outlook’s Outbox folder until you send it.

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OUTLOOK Emailing with Outlook

23

5 Type the message text.

• You can use Outlook’s formatting

buttons to change the appearance of your message text.

• To set a priority level for the

5

message, you can click Importance: High ( ) or Importance: Low ( ).

Note: By default, the message priority level is considered Normal.

• If you have several e-mail accounts, you can click Account and specify your user ID.

6 Click Send.

6

Outlook sends the e-mail message. Note: You must be logged on to your Internet account in order to send the message.

SIM

PLIFY

IT Where can I find messages that I have previously sent?

How do I carbon copy my message to someone?

You can click the Sent Items folder to view a list of e-mail messages that you have previously sent. The Sent Items folder is one of the main Mail folders in Outlook. To view a message from the Sent Items list, simply double-click the message to open it in a new window.

You can use the Cc field to copy the message to another recipient besides the main recipient. You can click Cc to open the Address Book and select the person’s name. To send a copy of the message without revealing the Cc recipient’s name, use the blind carbon copy, or Bcc, feature. Click Cc, click the person’s name, and then click Bcc. fr frie iend nds’ s’ ma mail il

bbu uss iiiin nee ssss

MMA AIL IL

f fa am mil ily ym ma ail il

co conf nfer eren en

ce

sspp eecc ia ia ll in in ttee rre ess ttss s se en n t t

mai

l

M M

A

IL

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Read an Incoming Message OUTLOOK

You need to log on to your Internet connection in order to receive e-mail messages.

Inbox Outbox

From:

Mr. Reeder

RE:12 String Guitar

Subject:

When you open Outlook’s Mail feature, you can retrieve and view incoming e-mail messages. You can view a message in a separate message window or in the Reading pane.

RE:12-String Guitar

Sent Items

Hello,

Drafts Deleted Items

guitar. r interest in my Thanks for you Address Bookt. it ye a buyer for ve ha n’t I do News

eeder - Mr. R

Message:

Hello, Thanks for your inter est in my guitar. I don’t have a buye r for it yet. - Mr. Reeder

Read an Incoming Message 1 Open the Mail component in Outlook.

2

Note: See Chapter 22 to learn how to view components using the Navigation pane.

2 Click the Send/Receive button.

• Outlook accesses your e-mail account and downloads any waiting messages.

Note: You must be connected to your Internet account to download messages.

• If the Inbox is not displayed, you can click the Inbox folder.

3 Double-click the message that you want to view.

• The message appears in a message window.

You can now read and respond to the message. Note: You can also view a message in the Reading pane as soon as you click the message. See the next task to learn how to turn the pane on or off.

346

1

3

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Control the Reading Pane OUTLOOK From:

Inbox

Mr. rReed cy@erusw

Outbox

m y.co ile w k@ .org Mar Deleted Items bc Sent Items

Drafts

@s ary

Address Book

MNews

Z

ik e

M

o @y

Message:

Subject:

String Guitar esRE:1 t.co2m

Ma

[email protected] Mi

Hello,

.tv oh o o

Mr

.Reeder@

Thanks for your inte rest in my guitar. I don’t have a buyer for it yet.

OUTLOOK

CHAPTER

23

Outlook features a Reading pane that you can use to view your messages. You can turn the pane on or off, and control its placement. In today’s world of spam e-mails, you may prefer to leave the Outlook Reading pane off when working with incoming and outgoing messages. You can also turn off Outlook’s Reading pane to prevent viewing of unsolicited e-mails and to free up on-screen workspace to view more of your message lists.

Control the Reading Pane 2

1 Open the Mail component in Outlook.

3

1

4

Note: See Chapter 22 to learn how to view components using the Navigation pane.

2 Click View. 3 Click Reading Pane. 4 Click Right or Bottom.

Outlook displays the Reading pane.

• In this example, the pane appears at the bottom of the Outlook window.

To turn the pane off again, you can simply repeat these steps and select the Off option instead.

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Reply to or Forward a Message From: Guitarv erse.c om

You can reply to an e-mail message by sending a return message to the original sender. You can also forward the message to another recipient.

E E

OKK OUTTLLOOO

m: ro

Me

F

To: M Subje e ct : Guit ar P rice s

eed r. R

er

M r Pric To: ct: FW: Guita b je Su

es

Reeder To: Mr. Me From: ices : Guitar Pr Subject: FW ent: m ch ta At : Message

der, Dear Mr. Ree

to e list sent ing you a pric My I am forward line guitar catalog. on. me from an price quoted d use the to bid is close

You need to log on to your Internet connection in order to send e-mail messages.

Reply to or Forward a Message REPLY TO A MESSAGE 1 Open the message that you want to

2

answer.

Note: See the “Read an Incoming Message” task, earlier in this chapter, to learn how to view an e-mail message.

1

2 Click the Reply button to reply to the original sender.

• To reply to everyone who received

the original message, you can click the Reply to All button.

3 Type the recipient’s e-mail address. 4 Type any return message that you

4

want to add to the e-mail.

5 Click Send. Outlook sends the e-mail message.

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2

23

FORWARD A MESSAGE 1 Open the message that you want

1

to forward.

Note: See the “Read an Incoming Message” task, earlier in this chapter, to learn how to view an e-mail message.

2 Click the Forward button on the Message tab.

5

3 Type any message that you want to add to the e-mail.

3

4 Click Send. Outlook forwards the e-mail message.

4

SIM

PLIFY

IT How do I get rid of the

original message in my reply? By default, Outlook retains the original message when you click the Reply or Reply to All buttons. To turn off the feature, follow these steps:

3

1 Click Tools. 2 Click Options. 3 In the Options dialog box, click the E-mail

4

Options button on the Preferences tab.

4 In the E-mail Options dialog box, click the

Do not include original message

When replying to a message and click Do not include original message.

5 Click OK to exit each dialog box.

5

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Add a Sender to Your Address Book OUTLOOK From:

Inbox

m y.co ile w k@ .org Mar Deleted Items bc

s y@ Mar

Address Book

News

e-

Z

M ik

String Guitar esRE:12 t.com

Ma

Sent Items

Drafts

Message:

You can add the e-mail address of any message that you receive to your Outlook Address Book. This makes it easy to send e-mails to the person at a later time.

Subject:

Mr. rReed cy@erusw

Outbox

[email protected] Mi

.Reeder@ Hello, Mr .tv o o h oo Thanks for your interest in my guitar. @y I don’t have a buyer

for it yet.

Add a Sender to Your Address Book 1 Open the e-mail message of the

2

sender that you want to save.

1

Note: See the “Read an Incoming Message” task, earlier in this chapter, to learn how to view an e-mail message.

2 Right-click the sender’s name. 3 Click Add to Outlook Contacts.

• The Contact window opens with the sender’s name and e-mail address already filled in.

• You can add additional information as needed.

4 Click Save & Close. Outlook saves the e-mail address. Note: The next time you want to send a message to the person, you can click To in the message window and choose the name from the Address Book.

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3

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Delete a Message

CHAPTER

23

OUTLOOK From:

Inbox

Sent Items

Subject:

To maximize your computer’s storage capacity, remember to purge the Deleted Items folder regularly.

RE:Guitar Price ricess RE:12 String Guitar

uitar vers e.

com

Drafts

: Deleted Items To

Message: y er ices Bu uitar Pr G Hello, ct :

je ub

S

Fro m: G

You can remove messages from your Inbox to eliminate clutter and keep your folder manageable. When you delete a message, Outlook moves it to the Deleted Items folder. You can remove all of the deleted Outlook items at your leisure.

E G-ver se.com Mr. Reed eder er

Outbox

Address Book News

The price on our 12 string guitars with shipping is usually between 120 and 400 dollars.

Don Guitarverse.com

Delete a Message 1 Open the Mail component in

3

Outlook.

2

Note: See Chapter 22 to learn how to view components using the Navigation pane.

• If the Inbox is not displayed, you can click the Inbox folder.

1

2 Click the message that you want to remove from the Inbox.

3 Press

button (

or click the Delete ) on the toolbar.

Outlook deletes the message from the Inbox and adds it to the Deleted Items folder.

• You can click the Deleted Items folder to view the message that you deleted.

• To empty the Deleted Items folder, click the Tools menu and click Empty “Deleted Items” Folder.

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Attach a File to a Message E

K OU TLO O

er Reed Mr.

F

You can send files stored on your computer to other e-mail recipients. For example, you might send an Excel file to a work colleague, or send a digital photo of your child’s birthday to a relative.

m: ro

B uy er To: r M r. R ee de arr From: in g G uiitta E :1 2- S tr jp eg R t: ec bj Su ta r. ui G ent: Attachm

: Message

, Dear Buyer

of the guitar you a picture dition! I‘m sending in great con at. It’s really in jpeg form

Attach a File to a Message 1 Open and address the message that you want to send.

1

Note: See the “Compose and Send a Message” task, earlier in this chapter, to learn how to create an e-mail message.

2

2 Click the Attach File button on the Message tab.

The Insert File dialog box appears.

3 Navigate to the folder or drive

3

containing the file that you want to send.

4 Click the filename. 5 Click Insert.

4

Order Form.docx

5

352

uyer

B tring To: ct: RE:12-S b je Su

Guitar

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23

• Outlook adds the file attachment to the message and displays the filename and the file size.

6 Type any message text that you want to send.

6 7 Click Send.

7

Outlook sends the e-mail message and attachment. Note: Some Internet providers and e-mail systems are not set up to handle large file attachments. Check with the recipient to see if his system can receive the attachment size that you want to send.

SIM

PLIFY

IT How do I open an attachment that someone sends me?

You can double-click the attachment filename to open the item. When you do, a prompt box appears, warning you about opening attachments and presenting options to open or save the file. If you click Open, the associated program opens and displays the file. Never open a file AT TA CH ME unless you trust the NT person who sent it. If you click Save, you can MENT ATTACH ENT save the attachment to a CHM ATTA folder or drive on your computer.

Why does Outlook block some file attachments?

Some attachments, such as those ending with the extensions .bat, .exe, .vbs, and .js, are associated with viruses, and Outlook automatically blocks the files. Always use a good virus protection program, such as McAfee, Norton Antivirus, or another reputable program, to help keep your computer safe from unwanted viruses.

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Clean Up the Mailbox OUTLOOK From:

Inbox

Sent Items Drafts E

Subject:

G-verse.com OX RE:Guitar Prices Mr. ReedYerINB RE:12 Strin ng gG Guitar M

Outbox

You can use the Mailbox Cleanup feature to tidy up your Outlook mailbox, delete old e-mail messages, archive messages, and more.

Message:

Deleted Items er

To Sub Bu j ec y :

t:

rP ita

Gu

From: Guitarverse.com

s Address Book rice

News

The price on our 12 st string guitars with shipp ing is usually between 120 and 400 dollars.

Don Guitarverse.com

Clean Up the Mailbox 1

1 Click Tools. 2 Click Mailbox Cleanup.

2

The Mailbox Cleanup dialog box appears.

3 Click the type of items that you want to locate (

changes to

).

• To find old messages, you can click and specify an age.

• To find large message files, you can click

and specify a size.

4 Click Find.

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3

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OUTLOOK Emailing with Outlook

5 6

CHAPTER

23

• Outlook searches for the items that you specified and displays the results.

5 Click Edit. 6 Click Select All.

• Outlook selects all of the old

7

messages that it found.

8

SIM

7 Click Edit. 8 Click Delete.

PLIFY

IT How do I archive old messages instead of deleting them?

To archive old e-mails, click the AutoArchive button in the Mailbox Cleanup dialog box. The AutoArchive feature helps you to store Outlook items that you Auto Archives do not use frequently, yet still want to keep. By default, AutoArchive is turned on, archiving older items and placing them in an Archive.pst file.

How do I check on my overall mailbox size?

To view the size of your entire mailbox folder in Outlook, click the View Mailbox Size button in the Mailbox Cleanup dialog box. The Folder Size dialog box appears, detailing the total file size of each of the main Outlook folders. Viewing the folder sizes can help continued you to determine which folders to archive or delete items from. 355

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Clean Up the Mailbox (continued) OUTLOOK Inbox

From:

MY

Outbox

OX INB Subject:

Sent Items Drafts

Message:

Deleted Items E

Address Book News er

To Sub Bu jec y :

t:

s rice rP ita

Gu

From: Guitarverse.com

After you locate and delete old or space-consuming e-mail messages, you can delete them permanently from Outlook by emptying the Deleted Files folder.

PERMANENT DELETION WASTE REMOVAL CORP.

Clean Up the Mailbox (continued)

• A prompt box appears, warning you about the deletion.

9 Click Yes.

9

Outlook deletes the items from the Inbox and moves them to the Deleted Items folder.

0 Click the Close button ( the dialog box.

356

) to exit

0

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OUTLOOK Emailing with Outlook

!

CHAPTER

23

! Click Tools. @ Click Empty “Deleted Items” Folder.

@

A prompt box appears, warning you about the deletions.

# Click Yes. Outlook permanently deletes the items.

#

SIM

PLIFY

IT Can I tell Outlook to automatically

empty theDeleted Items folder for me? Yes. Among the General preferences, you can set up Outlook to empty the folder whenever you exit the program. Follow these steps:

3 4

1 Click Tools. 2 Click Options. 3 Click the Other tab. 4 Click the Empty the Deleted Items folder upon exiting option (

changes to

).

5 Click OK to apply the new setting. 5 357

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Screen Junk E-mail TE ELE

JUN K

D OX INB MY

JU NK

JUNK

Junk e-mail, also called spam, is overabundant on the Internet and often finds its way onto your computer. You can safeguard against wasting time viewing unsolicited messages by setting up Outlook’s Junk E-mail feature. You can target e-mail from specific Web domains and make sure that it is deposited into the Outlook Junk E-mail folder.

Screen Junk E-mail VIEW JUNK E-MAIL OPTIONS 1 Click Actions. 2 Click Junk E-mail. 3 Click Junk E-mail Options.

1 2 3

The Junk E-mail Options dialog box appears. You can use the various tabs to view junk e-mail settings, blocked domains, and safe senders.

• You can click one of these options to control the level of junk e-mail filtering that Outlook applies ( changes to ).

• You can click this option to

permanently remove any junk e-mail that you receive ( changes to ).

4 Click OK.

358

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OUTLOOK Emailing with Outlook

CHAPTER

23

DESIGNATE A MESSAGE AS JUNK 1 Right-click the message. 2 Click Junk E-mail. 3 Click Add Sender to Blocked

1

Senders List.

2

3

• A prompt box appears. 4 Click OK.

• Outlook adds the sender’s e-mail

address to the list of filtered domain names and moves the message to the Junk E-mail folder.

4

SIM

PLIFY

IT How can I restore a junk e-mail to my safe list?

If you accidentally send a message to the Junk E-mail folder, you can correct the action and remove it from the filter. First, click the Junk E-mail folder. Rightclick the message that you want to restore. From the menu that appears, click K JUN Junk E-mail and then click Mark as Not Junk. Outlook restores the message and removes it from the filter list.

Does Outlook empty the Junk E-mail folder?

No. To empty the folder, right-click over the Junk E-mail folder name in the Navigation pane and click Empty “Junk E-mail” Folder. Outlook moves all of the items to the Deleted Items folder. You can permanently remove the items by emptying the Deleted Items folder. Right-click the Deleted Items folder name NK NK JU JU in the Navigation pane and JUNK click Empty “Deleted Items” Folder. See the “Clean Up the Mailbox” task, earlier in this chapter, to learn more about the Deleted Items folder.

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Create a Message Rule You can use rules to help control messages that meet a specific set of conditions, such as placing messages from a certain sender or domain directly into a folder of your choosing as soon as the message arrives in the Inbox. Rules are also useful in filtering out unwanted spam messages.

OUTLOOK Rules My Mailbox Inbox

From: om

Subject:

Mcad.e edu Gallery Opening! Outbox automatically: Do these things Guitarverse.com G RE:Guitar Prices ng Sent Itemsen receiving Mr.r. Reede M Reed ed r all spam wh RE:12 te -String Guitar ara Sep sh. 1. tra put it in the e-mail and Drafts Message: il sa e-mail hool. All sc m fro mail Deleted Items Dear De ear ea e ar Alu ar Alum Alum A u ni, 2. Save e- in “edu” - save. t”. that ends Address Book on “Qui There will be a galle in trash ry opening this e items et el D comi News ng Friday honoring 3. this year’s grads. Pleas Ple e RSVP by Thur sday.

- Alumni Associati on

Create a Message Rule 1 Right-click the message on which you want to base a rule.

2 Click Create Rule.

1

2

• The Create Rule dialog box appears. 3 Click the conditions that you want to apply (

changes to

).

4 Click the Move the item to folder option (

changes to

).

5 Click the Select Folder button.

3

4

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CHAPTER

23

• The Rules and Alerts dialog box appears.

6 Click the folder where you want Outlook to store the messages.

7

Junk E-mail

7 Click OK.

6

• Outlook prompts you to run the rule now.

8 Click OK. 9 Click OK. The next time you receive a message matching the criteria that you specified, Outlook places the message directly into the folder that you selected.

8 9

SIM

PLIFY

IT How can I add criteria to a message rule?

Click Advanced Options in the Create Rule dialog box to display the Rules Wizard and view additional options that you can set concerning the message. The Rules Wizard includes several sets of criteria that you can specify, such as exceptions to the rule, actions, and even a dialog box for naming the rule. Click the RU LES WI ZA Next and Back buttons to RD MESSAGE S LE RU view all of the available criteria that you can specify.

How do I remove a rule that I no longer want?

To delete a rule from Outlook’s list, click the Tools menu and then click Rules and Alerts to open the Rules and Alerts dialog box. Click the rule that you want to delete and click Delete. If you SSAGE have more than one e-mail MERU LES account, you must first select the correct Inbox for the account that contains the rule.

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V II V

Publisher Publisher is a desktop publishing program you can use to design and produce a variety of publications. You can create anything from a simple business card to a complex brochure. Publisher installs with a large selection of pre-designed publications that you can use as templates to build your own desktop publishing projects. In this part, you learn how to build and fine-tune all kinds of publications, and tap into Publisher’s pace My S or t formatting features to make each Rep document suit your own design and needs.

ams de Willi

by Ja

Chapter 24 shows you how to create and work with a publication, while Chapter 25 teaches you how to work with various elements to polish a publication before printing.

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Chapter 24: Publisher Basics. . . . . . . . . . . . . . . . . . . . 364 Chapter 25: Fine-Tune a Publication . . . . . . . . . . . . . . . 376

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Create a Publication You can use Publisher to create all kinds of publications, such as brochures, flyers, newsletters, and letterheads. Publisher installs with a wide variety of publication types, including preset designs that control the layout and formatting of the publication. To start a new publication, simply select a design from Publisher’s varied list of publication types.

My Sp a Repo ce rt by Jade

William s

Create a Publication 1 Launch Publisher.

1

The Welcome screen appears by default.

2 Click a publication category from the Publication Types list.

2

• You can use the scroll bar to scroll

through the available publications.

• Click Newer Designs to view the newest designs installed with Publisher 2007.

• Click Classic Designs to view classic designs.

• Click Blank Sizes to view blank

design templates that you can use.

• You can drag the Zoom slider to

enlarge or reduce the size of the sample display.

3 Click a publication design. 364

3

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PUBLISHER Publisher Basics

CHAPTER

24

• Publisher displays the selected design here.

• You can customize a design’s color scheme or fonts using these options.

4 Click Create.

4

• Publisher creates the publication. • The Format Publication pane

displays options for changing the page elements, color scheme, and fonts.

• If the publication has more than one page, you can click a page number to view a page.

Note: After creating a publication, you can save it to reuse later. To learn how to open and save Office files, see Chapter 2.

SIM

PLIFY

IT How do I change the design of my publication?

You can click the Change Template button in the Format Publication pane to view other templates that you can apply to the publication. To change the color scheme, click the Color Schemes tab and select from a range of preset color schemes for the publication. If the task pane is not DESIGN displayed, click the S View menu and then click Task Pane.

What design options can I control in a publication?

Two of the most important design options that you can change to customize a publication are the color scheme and font scheme of the design. The color scheme controls the colors used throughout the design. You can select from a wide variety of preset color schemes to create just the look you want. You can use the font scheme to control the font sets used for all of the various text T NT ON elements in a design FFO MEE HEEM SCCH S template. RR O EE OLLO CCO M HEEM SCCH S

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Create a Blank Publication

E

2

• If Publisher is already open, you can click File, and then click New to display the Welcome screen.

2 Click Blank Sizes.

1

• You can drag the Zoom slider to

enlarge or reduce the size of the sample display.

• You can use the scroll bar to scroll through the available page sizes.

3 Click a page size.

366

e L

T

1 Launch Publisher and click a

publication category from the Publication Types list.

tl

IT

TEX

Create a Blank Publication

3

ti

TITLE

T

You can create a blank publication, populate it with your own text boxes, and design a layout to suit your project. For example, you might want to create your own brochure or invitation and customize it by adding your own text boxes and art objects.

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PUBLISHER Publisher Basics

CHAPTER

24

• Publisher displays the selected size here.

• You can customize the color scheme or fonts using these options.

4 Click Create.

4

• Publisher opens the blank publication.

You can now add your own text boxes and pictures to the document. Note: See the “Add a New Text Box” task, later in this chapter, to learn more about adding text to a blank publication.

SIM

PLIFY

IT Can I create my own templates in

How do I select another publication to create?

Publisher?

To turn any publication that you create into a template that you can reuse again, simply click File, and then click Save As. The Save As dialog box appears. Click the Save as type and then click Publisher template (*.pub). Give the file a unique name and save it to the folder or drive where you keep your template files. The next time you want to use the file, open the template and reuse the information to create a new publication. Br oc hu re 2

tion Invita plates Tem

re hu oc Br

ess Busin gory Cate

1

g Card Greetin at pl Tem

ure Brochlates p Tem

You can start a new Publisher publication at any time, even if you are currently working on an existing publication. To do so, click File, and then click New to return to Publisher’s Welcome screen, where you can select a publication type and design. See the “Create a Publication” task to learn more.

er Old ps ku Bac

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Zoom In and Out You can use the Zoom feature to control the magnification of your publication. By default, Publisher displays your document in a zoomed-out view so that you can see all of the elements on a page. When you begin working with the publication and add text and formatting, you can zoom in to better see what you are doing.

Zoom IN

Zoom OUT

Zoom In and Out 2

SPECIFY A MAGNIFICATION 1 Click the area of the publication

3

where you want to change the zoom magnification.

• When you click an object on the

page, Publisher surrounds it with selection handles.

2 Click the Zoom . 3 Click a percentage. 1

Publisher changes the magnification setting for your publication.

• In this example, the publication is magnified to 200 percent.

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2

CHAPTER

24

USE ZOOM BUTTONS 1 Click the area of the publication where you want to change the zoom.

2 Click the Zoom Out ( In (

) or Zoom

) button.

You can click the Zoom buttons multiple times to change the level of magnification.

1

Publisher changes the magnification setting for your publication.

• In this example, the publication is zoomed out.

SIM

PLIFY

IT How can I free up more workspace on-screen?

Click the task pane’s Close button ( ), or click View and then click Task Pane. A check mark appears next to the Task Pane command name on the View menu when the pane is displayed. No check mark indicates that the pane is HIDE hidden. To view the pane again, click View and then click Task Pane.

Is there a quicker way to zoom my publication?

Yes. You can press on the keyboard to quickly zoom in and out of a publication. To quickly view the entire page in the work area, press + + .

SHORT CUT

click

F9

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Add Text Dessert Menu Choices

When you create a new publication based on a design, Publisher inserts a layout for the text and displays placeholder text in the text boxes, also called objects or frames. The placeholder text gives you an idea of the text formatting that is applied by the design, and what sort of text you might place in the text box. You can replace the placeholder text with your own text.

$

Add Text......

Add Text 1 Click the text object that you want to edit.

• You may need to zoom in first to see the text object.

Note: See the previous task, “Zoom In and Out,” to learn how to magnify your view.

1

• Publisher surrounds the selected

object with handles, and highlights the placeholder text within.

2 Type your own text. Publisher replaces any placeholder text with the new text that you type.

• You can click anywhere outside of

the text object to deselect the text box. Note: To learn how to apply formatting to objects, see Chapter 25. You can continue entering text to build your publication.

370

To edit the text at any time, you can click the text box and make your changes.

2

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PUBLISHER

Add a New Text Box You can add new text boxes to a publication and type your own text. For example, you may need to add a new text box to an empty area in your layout to include additional information, or you may need to add new text boxes to a blank publication.

CHAPTER

24

Publication1 - Micros

oft Publis

her - Print Public File Edit View ation Insert Format Tools Table Arrange Window Help

Publisher Tasks Address Page Options Color Schemes

Franklin Gothic

Medium

B I U

Font Schemes Postcard Options

Add a New Text Box 1 Click the Text Box button (

) on

the Objects toolbar.

1

• If the Objects toolbar is not

displayed, click View, click Toolbars, and then click Objects. The

2

changes to

.

2 Click and drag the text box to the size that you want to insert.

3 Type the text that you want to insert into the text box.

• You can apply formatting to the text.

Click anywhere outside of the text object to deselect the text box.

3

Note: To apply formatting to objects and to move and resize text box objects, see Chapter 25.

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Add a Picture to a Publication You can add digital photographs or other picture files to your Publisher creations. For example, you might add a photo of your company’s latest product to a new brochure, or include a snapshot of the new baby on a family e-mail newsletter.

Dessert Menu Choices

Price

CCheese heese Cake Cake

$4.75 $4.75

GGree reenn CCock ocktail tail $5.75 $5.75 Bi Birtrthd hday ay Ca Cake ke $9 $9.9 .955 Prices may change after Dec.

21st

Add a Picture to a Publication 1 Click the Picture Frame button (

)

on the Objects toolbar.

• If the Objects toolbar is not

displayed, click View, click Toolbars, and then click Objects.

1

2

2 Click Picture from File.

The

changes to

.

3 Click and drag the frame to the size that you want to insert.

3

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PUBLISHER Publisher Basics

4

CHAPTER

24

The Insert Picture dialog box appears.

4 Navigate to the folder containing the picture file that you want to use.

5

5 Click the filename. 6 Click Insert. 6

Note: You can also double-click the filename to insert the image directly.

• Publisher inserts the picture file. • The Picture toolbar appears. You can move and resize the picture. Note: To learn how to resize objects in Publisher, see Chapter 25.

SIM

PLIFY

IT How do I fill in an existing picture object?

If the publication design that you select already has a picture object in the layout, then you can replace the placeholder image with another picture file on your computer. Double-click the placeholder picture to display the Picture toolbar, and then click the Insert Picture button ( ). The Insert Picture dialog box appears, where you can select a file from your own computer to use in the publication.

How do I delete a picture object that I no longer need?

To remove an object from a publication, whether it is a picture, a text box, or any other object, click the object to select it and press . Publisher immediately removes the object from the page. You can select more than one object to delete by pressing and holding while clicking each object.

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Add Clip Art to a Publication Clip Art You can illustrate a publication with artwork from Publisher’s Clip Art collection. You can search for a specific type of clip art to suit your project needs. The Clip Art collection includes a wide variety of clip art images.

Add Clip Art to a Publication 1 Click the Picture Frame button ( ) on the Objects toolbar.

• If the Objects toolbar is not

displayed, click View, click Toolbars, and then click Objects.

1

2

2 Click Clip Art. Note: You can also draw your own shapes to use as art. See Chapter 3 to learn how to use the Office drawing tools.

• The Clip Art task pane opens. 3 Type a keyword describing the type of clip art that you want to insert.

4 Click Go. Note: To learn more about inserting clip art into Office projects, see Chapter 3.

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3

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24

• The Clip Art task pane displays any possible matches.

• You can move the mouse pointer

5

over an image to view the image properties. If the search does not produce any results, you can try another keyword.

5 Click the clip art that you want to insert.

• Publisher inserts the clip art. • The Picture toolbar appears. You can move and resize the clip art. Note: To learn how to resize objects in Publisher, see Chapter 25.

SIM

PLIFY

IT I cannot find a clip art image to use. Is there another place I can look for clip art?

You can look for more clip art images on the Web. For example, you can click the Clip art on Office Online link at the bottom of the Clip Art pane to search the Microsoft Web site for clip art to suit your project. You can also find free clip art images on the Internet. Simply conduct a Web search for free clip art to find out what is available for downloading.

How can I add a border to my clip art?

To add a border to your clip art, select the clip art object, click the Line/Border Style button ( ) on the Picture toolbar, and then click a style. As soon as you make a selection, Publisher adds the border to the selected clip art image. If the Picture toolbar is not displayed, click View, click Toolbars, and then click Picture to open the toolbar.

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Change the Text Font and Size Text

You can control the font and size of your publication text. By default, when you assign a publication design, Publisher uses a predefined set of formatting for the text, including a specific font and size. You may need to change the font or increase the size to suit your own publication’s needs.

Font and Size Changer

A BB A

to change

C font and si

ze

Change the Text Font and Size 1 Click the text object or select the text

2

that you want to format.

2 Click the Font

on the Formatting

toolbar.

1

3 Click a font.

• You can also use the Font dialog box to assign a font and size. Click Format and then click Font to open the dialog box.

• Publisher applies the new font. 4 Click the Font Size 5 Click a size.

4

.

Publisher applies the new size.

376

3

5

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Change the Text Style

CHAPTER

25

You can change the style of your publication text by applying bold, italic, or underline formatting. For example, you might need to make a paragraph bold to stand out in a newsletter article, or change a flyer heading to italics for emphasis.

Change the Text Style 1 Click the text object or select the text that you want to format.

2 Click a formatting button on the

2

Formatting toolbar. Click Bold (

) to make text bold.

Click Italic (

) to italicize text.

Click Underline ( ) to add an underline to the text.

1

• You can also use the Font dialog box to assign text styles. Click Format and then click Font to open the dialog box.

Publisher applies the new style.

• This example applies bold and

italic styles to the phone number text.

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Change Text Alignment r Cente mana how to about s. I want g in talk ting n e e e e m b We've st few team follows: la as nali in the al server is roved and fi u er. pp the Vis has been a Visual serv it e rt (w Once a files from th lustrations il E DELET ould be NO s: sh ok There llowing bo fo e for th TYV Excel plified 8 im 59688 Windows S 8 58329 TYV HTML rs te 3 57984 TYV Compu plified hu Sim 1 59753 Computers time last T 3 e the n on this k ta 59752 t o i

Lef t

You can use Publisher’s alignment commands to change the way in which text is positioned horizontally in a text object box. Depending on the publication design that you select, alignment is preset to best suit the publication type. You can change the alignment to suit your own needs.

Change Text Alignment 1 Click the text object or select the text that you want to format.

2 Click an alignment button on the Formatting toolbar.

Click the Align Left button ( align text. Click the Center button (

2

) to left-

) to center text.

Click the Align Right button ( align text.

) to right-

Click the Justify button ( ) to justify text between the left and right margins of the text object.

• You can also use the Paragraph dialog box

to change the alignment. Click Format and then click Paragraph to open the dialog box. Publisher applies the new alignment.

• In this example, the postcard body text is now centered in the text object.

378

1

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PUBLISHER

Change Text Color

CHAPTER

25

Change the color of text

You can add color to your text to enhance the appearance of a publication or add emphasis to your text. You can also use the new Sample Font Color feature to duplicate colors in your publication. When selecting text colors, be careful not to choose a color that makes your text difficult to read.

Change Text Color

2

3

1 Click the text object or select the text that you want to format.

2 Click the Font Color button (

)

on the Formatting toolbar.

• You can also use the Font dialog 1

box to assign a font and color. Click Format and then click Font to open the dialog box.

3 Click a color. By default, Publisher displays colors that are associated with the design.

• To choose another color, you can click More Colors.

• You can assign the same color as

another element in the publication by clicking Sample Font Color and then clicking the color that you want to duplicate. Publisher immediately applies the color to the text.

• This example applies purple to the text.

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Control Text Wrap You can control the way in which a text object wraps text around a picture object or any other object in a publication. For example, you may want a column of text to wrap tightly around a clip art object.

Control Text Wrap 1 Click the picture object or other object that you want to edit.

2 Click the Text Wrapping button (

)

on the Picture toolbar.

•

2 3

If the Picture toolbar is not displayed, click View, click Toolbars, and then click Picture to open the toolbar.

3 Click a text wrapping option.

•

You can also click Arrange and then click Text Wrapping for text wrapping options.

Publisher immediately applies the text wrapping.

• This example applies tight text wrapping.

380

1

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PUBLISHER

Add a Border

CHAPTER

25

You can add a border to any object in a publication, including text boxes, clip art, and pictures. You can also control the line thickness of the border. I

Votin’

t en sid Pre 4 03 cel 20 Ex

Add a Border 1 Click the object that you want to edit.

2

2 Click the Line/Border Style button ( ) on the Formatting or Picture toolbar.

3 Click a line style.

3

• To remove a border, click No Line. 1

Publisher immediately applies the border to the object.

• This example adds a border to a clip art object.

• You can also change the color of

any border or line using the Line Color button ( ).

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Move a Publication Object You can move a publication object to better suit your layout. For example, when building a publication from a blank document, you may need to move text objects or picture objects around to create a better layout.

07

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27 26

25 24

23 22 31 29

X

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17 16 15

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Event o Do g Sh

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30

X C

AB

JEROME ’S BIRTH DAY !

Move a Publication Object 1 Click the object that you want to move.

• Publisher surrounds the selected object with handles.

2 Move the mouse object until

over the edge of the changes to .

3 Drag the object to a new location.

1

3

Publisher moves the object.

• This example moves a clip art object.

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Resize a Publication Object As a result, you should always make sure that you clean the bird feeder regularly, and that you change the bird seed often.

Building a Birdhouse

Building a Birdhous e The Car dina l The cardinal is a anyone will read this bird with many differen t traits. I doubt article so I will just thing that come up talk about the first in my mind. I went fishing this weekend my best friend Jason with Kaeppel . We both caught a bass but a throw back. Jason’s mine was fish was a keeper but he didn’t feel cleaning I have been like playin a lot of golf fun. I’m still not lately so that is pretty very good but I can drive the ball around 300.

23 23

24

24

PUBLISHER

CHAPTER

25

You can resize a publication object to improve the appearance of the object or the layout. For example, you may need to resize a clip art object to make it bigger, or resize a text object to fit more text into the box.

Resize a Publication Object 1 Click the object that you want to resize.

3

• Publisher surrounds the selected object with handles.

1

2 Move the mouse

over the edge of the object until changes to .

3 Click and drag a handle to resize the object.

• You can also rotate an object by

clicking and dragging the green rotation handle at the top of the selected object.

When you release the mouse button, Publisher resizes the object.

• This example resizes a clip art object.

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Connect Text Boxes You can link text boxes to create a relationship between the text in each box. For example, you may want to connect two text boxes so that the text flows from one to the other, such as two columns in a newsletter. You can also break a text box connection to turn a grouped text box into two separate boxes. You can use the Connect Text Boxes toolbar to navigate and connect text boxes in a publication.

C E E N N T T E E R

Connect Text Boxes LINK TEXT BOXES 1 Click the first text box that you want to connect.

2 Click the Create Text Box Link

button ( ) on the Connect Text Boxes toolbar.

2 1

• If the toolbar is not displayed, you

can click View, click Toolbars, and then click Connect Text Boxes to open the toolbar.

The

changes to

.

3 Click the text box to which you want to link (the

changes to

).

3

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• Publisher links the two boxes, and

moves any extra text from the first box into the second text box.

• You can click the Previous Text

Box button ( ) to return to the previous text box.

• You can click the Next Text Box button ( box.

2

) to go to the next text

BREAK A LINK 1 Click the first text box that you want to disconnect.

2 Click the Break Link button (

) on the Connect Text Boxes toolbar.

1

Publisher breaks the link.

SIM

PLIFY

IT What happens if my text exceeds the size of my text box?

Too much text added to a text object causes overflow, which you can correct by flowing the text into an adjacent text box using the Connect Text Boxes toolbar. Another option is to click the Format menu and then click AutoFit Text, which allows you to choose from three textfitting options. You can also enlarge the size of the current text box or reduce the font size of the text to make it fit.

Why does Publisher reduce my font size to fit my text in a box?

AutoFitting is turned on by default, and so Publisher tries to fit your text into the space provided. To turn this feature off, right-click the text box and click Format Text Box to open the Format Text Box dialog box. Click the Text Box tab and click the Do not fit option ( changes to ) to turn the feature off.

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Edit the Background Page Background 6

Background 5

You can change the background of your publication page by assigning a new background color, gradient effect, or texture. You can apply a background to the current page, or to all of the pages in your publication.

Edit the Background Page

1

1 Click Format. 2 Click Background.

2

• The Background pane opens. 3 Click a background tint.

386

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Publisher displays a list of backgrounds in the list box.

• You can use the scroll bar to scroll through the list of background selections.

4

4 Click the background that you want to apply.

Publisher assigns the background to the publication.

• This example adds a gradient background to the page.

SIM

PLIFY

IT How do I remove a background that I

Can I assign backgrounds other than what is shown in the Background pane?

To remove a background, reopen the Background pane and click the No Color option — the selection with a large × in the middle. Publisher immediately removes the background and returns the publication to the original background setting.

Yes. You can assign color backgrounds, turn a picture into a background, and more. To add a color background, click the More colors link in the Background pane and choose a color. Click the More backgrounds link to open the Fill Effects dialog box, where you can assign a different gradient effect or background texture, or turn a picture into a background.

no longer want?

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Add a Design Gallery Object You can use Publisher’s Design Gallery to add all kinds of extra touches to your publication projects. For example, you can add a calendar to a newsletter, or a graphical marquee to a letterhead. The Design Gallery features a wide variety of design objects, such as mastheads, borders, boxes, and even coupons and logos.

ver Betty Ro Apt.# 6 Dr. 567 23 Key OH. 45 Delphi,

Jason Kaeppel 25 Sycamore Dr. Tailback, IN. 45589

Add a Design Gallery Object INSERT A DESIGN GALLERY OBJECT 1 Click the Design Gallery Object button (

) on the Objects toolbar.

• You can also click Insert, and then click Design Gallery Object.

1

The Design Gallery dialog box appears.

2 Click a category.

2

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3 Click a style. 4 Click Insert Object. 3

4

• Publisher adds the object to your publication, applying the color scheme that is assigned to the publication design.

You can move and resize the object to suit your layout. Note: See the “Move a Publication Object” and “Resize a Publication Object” tasks to learn more.

SIM

PLIFY

IT Can I customize a Design Gallery Object?

Yes. Many of the Design Gallery objects are made up of simple lines and shapes. You can customize the appearance of an element by selecting individual parts of the object and making changes to the element’s formatting. For example, you might change the border of an object or change the fill color. To learn more about formatting drawn objects in Microsoft Office, see Chapter 3.

I want to customize an object. How do I select an individual line or fill color to edit?

You may need to ungroup an object in order to edit individual elements, such as lines, fills, and shapes. To apply the Ungroup command, click the object, click the Arrange menu, and then click Ungroup. Depending on the complexity of the object, you may need to activate the command more than once to free all of the individual elements that comprise the object. Once you finish making your edits, you can apply the Group command to turn them back into a single object.

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Use the Content Library Content Libra ry

If you find yourself using the same elements in each publication that you create, you can save the elements in Publisher’s Content Library. Anything placed in the Content Library is accessible from any other Publisher files that you open. For example, if you use the same pull quote or headline in every publication that you create, you can save the element in the Content Library and insert it any time that you need it.

Use the Content Library 2

ADD AN ITEM TO THE CONTENT LIBRARY 1 Click the element that you want to save.

2 Click Insert. 3 Click Add to Content Library.

3

The Add Item to Content Library dialog box appears.

4 Type a name for the item. 5 Click a category to which you want to assign the item ( to ).

changes

6 Click OK. Publisher adds the item to the Content Library.

390

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4 5

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PLACE AN ITEM FROM THE CONTENT LIBRARY 1 Click the Item from Content Library button ( toolbar.

) on the Objects

• You can also click Insert, and then

1

click Item from Content Library.

• Publisher displays the Content Library task pane.

2 Double-click the item that you want to add.

• Publisher places the item in the document.

2

You can move and resize the item to best fit the publication. Note: See the tasks “Move a Publication Object” and “Resize a Publication Object” to learn more.

SIM

PLIFY

IT How do I remove an item that I no

longer want to keep in the Content Library?

To remove an item, display the Content Library task pane by clicking the Insert menu and then clicking Item from Content Library, or by clicking the Item from Content Library button ( ) on the Objects toolbar. Once the library displays, move the mouse pointer over the item that you Content Libra ry want to remove, click the arrow next to the item, and then click Delete. Publisher asks you to confirm the deletion. Click OK to delete the item.

Can I create new categories for the Content Library?

Yes. The Content Library installs with three default categories: Business, Personal, and Favorites. You can create new categories or edit existing categories. To do so from the Content Library pane, move the mouse pointer over an item in the library, and then click Edit Category List. The Edit Category List dialog box appears, where you can add new categories, move categories in the list, and edit onal Pers ory existing categories. g Cate ness Busigory Cate

ness Busigory Cate

t rite Favo r go Cate

er Oldups Back

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Index A absolute cell references, Excel formulas, 182 .accdb (Access Database) file extension, 276 Accept or Reject Changes dialog box, worksheet tracking, 171 Access .accdb (Access Database) file extension, 276 Advanced filter, 313 AutoShapes non-support, 32 blank database creation, 276–277 creating a database from a template, 278–279 Crosstab Query Wizard, 315 database defined, 274 database planning, 275 Database Wizard, 279 Datasheet view, 283, 285–286 Design view, 283, 285–286, 304 fields, 275 filtering/sorting tools, 165 Form Wizard, 294–297 forms, 275, 304 Layout view, 304 Navigation pane, 276 new database (file) creation, 18, 19 opening an existing database, 276 PivotChart view, 287 PivotTable view, 287 primary key, 283 printing reports, 321 queries, 275 records, 275 Report Wizard, 318–321 reports, 275, 318–321 scratch table creation, 280–283 Simple Query Wizard, 314–316 switching between views, 285–286 table data relationships, 315 tables, 285–286, 274 template based table creation, 284–285 action buttons, slide addition, 261 Address Book, e-mail sender addition, 350 Advance filter, database record filtering, 313 Align button, shape alignments, 49 Align Left button, 77, 202, 239, 378 Align Right button, 77, 202, 239, 378 alignments, 77, 105, 292–203, 239, 378 animations, PowerPoint presentations, 258–259 applications. See also programs closing open files without exiting, 22 cutting/copying/pasting data between, 24 desktop shortcut icons, 5 Diagnostics tool, 16–17 Microsoft Setup repair tool, 17 option settings, 12 saving work files when closing, 5 starting/exiting, 4–5 updates, 17 Appointment window, Ribbon support, 8 appointments, 326–329, 331, 343 archives, e-mail messages, 355 arguments, Excel functions, 184 Arrange All command, multiple file display, 26–27 Arrange Windows dialog box, viewing multiple Excel files, 26 arrow keys, 57, 141, 281 attachments, 352–353 AutoArchive, archiving e-mail messages, 355 AutoComplete, Excel cell data, 139 AutoCorrect, 69, 126–127 AutoFill, 142–143 AutoFilter, 164–165

392

AutoFitting, Publisher, 385 AutoShapes palette, 32–33 AutoSum, Excel cells, 190–191 axis titles, charts, 219

B Back button, Help system navigation, 15 background colors, Word documents, 109 backgrounds, 209, 386–387 blind carbon copy (Bcc), e-mail messages, 345 Bold button, 70, 238, 377 borders, 110–111, 207, 375, 381 Borders and Shading dialog box, page borders, 111 Bottom Align button, worksheet cell data, 203 Bring to Front button, object order, 48 browsers, hyperlink testing, 30–31 Building Blocks Organizer, adding/removing Word entries, 64–65 bulleted lists, Word, 88–89

C Calendar, 326–333 carbon copy (Cc) field, e-mail messages, 345 CD packaging, PowerPoint presentations, 270–271 cell formatting, 153, 205 cell ranges, Excel formulas, 174 cell references, formulas, 181–183 Cell Styles button, worksheet data styles, 209 cells alignments, 105 AutoComplete, 139 AutoFill lists, 143 AutoSum, 190–191 borders, 206–207 color scales, 211 column/row selections, 140–141 conditional formatting, 210–211 data entry conventions, 138–139 data indents, 203 data orientation, 204 data removal, 152–153 database tables, 280–281 deleting, 152–153 fill colors, 207 formula referencing, 174 horizontal/vertical alignments, 202–203 increasing/decreasing decimal amounts, 200 merges, 102 number formats, 196–197 selection methods, 98 splitting, 103 styles, 208–209 text wrapping, 139, 149 truncated entry display, 139 Center button, 77, 202, 239, 378 Change Chart Type dialog box, chart type editing, 216 Change Shape button, SmartArt shape editing, 53 character spacing, 79, 240 charts, 52–53, 212–223, 246–247 Classic Designs, Publisher, 364 Clear command, removing cell formatting, 153 Clear Formatting button, clearing text formatting, 83 click and drag. See mouse clip art. See also images; objects; pictures Clip Organizer views, 36–37 copying/pasting between collections, 37 downloading from the Web, 37 inserting, 34–35, 37 moving/resizing, 35 presentation slides, 244–245

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properties display, 35 publication addition, 374–375 publication borders, 375 searches, 244 Clip Organizer, 36–37 Close button, 5, 22 color highlighting, Word text, 81 color scales, worksheet cells, 211 color shading, Word text, 80 colors appointment categories, 327 cells, 207 document background, 109 form field formatting, 308 markup editing, 130–131 page borders, 111 picture editing, 51 presentation text, 236–237 publication backgrounds, 386–387 publication schemes, 365 publication text, 379 text enhancements, 76 worksheet data, 201 worksheet tabs, 158 Colors dialog box, presentation text color, 237 columns adding/removing, 100–101, 144–147 AutoSum, 191 breaks, 113 cell selections, 140–141 database fields, 280–281 freezing (locking/unlocking), 151 hiding/displaying database fields, 290 moving database fields, 291 number formats, 196–197 presentation tables, 249 resizing, 281 resizing worksheets, 148 splitting table cells, 103 width adjustments, 99 Word documents, 112–113 worksheet data centering, 150 Columns dialog box, Word column settings, 113 Comma Style button, number formats, 197 commands, customizing the Quick Access toolbar, 10–11 comments, 116–118, 153, 166–167 Compress Pictures dialog box, image compression, 39, 47 Compression Settings dialog box, image compression, 39, 47 conditional formatting, worksheet cells, 210–211 Connect Text Boxes toolbar, Publisher, 384–385 Contacts list, 329, 334–335, 350 Content Library, publication items, 390–391 Convert to Web Publication command, HTML file creation, 28 Copy command, 24–43, 62–63 Create Chart dialog box, presentation slide addition, 246–247 Create New Building Block dialog box, entry conventions, 64 Create New Style dialog box, custom styles, 93 Create Shortcut dialog box, desktop shortcut icons, 5 Crop button, cropping pictures, 46–47 Currency Style button, number formats, 196 Current view, Outlook Navigation pane, 324 Custom AutoFilter dialog box, custom filters, 165 Custom Lists dialog box, AutoFill lists, 143 Cut command, 24, 33, 43, 62–63

D data, 23–25, 129, 141, 162–163, 202–204, 213, 223 data labels, charts, 221 database tables, Excel, 163

Database Wizard, field suggestions, 279 databases. See Access Datasheet view, 283, 285–286, 288–289 decimal points, increasing/decreasing, 200 Decrease Decimal command, Excel worksheets, 200 Define New Bullet dialog box, bullet styles, 89 Define New Number Format dialog box, number styles, 89 Deleted Items folder, purging, 351, 356–357 Demote button, SmartArt shape positioning, 53 dependents, Excel worksheet tracing, 194 Design Gallery, publication objects, 388–389 Design view, 283, 285–286, 304 desktop, application shortcut icons, 5 Details view, Clip Organizer, 37 Diagnostics dialog box, application repair tool, 16–17 diagrams, SmartArt, 52–53 Document Inspector dialog box, metadata checking, 129 documents, 7, 13, 18, 28–29, 109 dot file extension, templates, 67 Draft view, Word, 56–57 drag and drop, 25, 62–63 drawing, 32–33, 96, 267

E Edit Hyperlink dialog box, editing/removing hyperlinks, 31 Edit Text button, AutoShapes text editing, 33 e-mail. See also Mail component archiving messages, 355 Bcc (blind carbon copy) field, 345 Cc (carbon copy) field, 345 composing/sending messages, 344–345 file attachments, 352–353 forwarding a message, 348–349 junk mail screening, 358–359 message deletion, 351 message reply, 348–349 message rules, 360–361 notes attachment, 339 reading messages, 346 Reading pane display, 347 sending to a contact, 335 task assignment, 337 virus protection, 353 Word documents, 132 embedded charts, deleting, 215 endnotes, Word documents, 118–119 Envelope Options dialog box, printing envelopes, 135 envelopes, 134–135 Envelopes and Labels dialog box, 134–135 equal sign (=) character, Excel, 174, 184 error messages, Excel formula display, 177, 193 Evaluate Formula dialog box, Excel formulas, 195 events, scheduling, 330–331 Excel absolute cell references, 182 argument construction, 184 AutoComplete data entry, 139 AutoFill data entry, 142–143 AutoFilter, 164–165 AutoShapes palette tools, 32–33 AutoSum, 190–191 borders, 206–207 cells, 138–140, 174, 202–204, 207 charts, 216–218, 220–223 clip art insertion, 34–35 color scales, 211 column data centering, 150 column/row addition, 144–145 comments, 166–167

393

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Index conditional formatting, 210–211 copying cell formatting, 205 copying worksheets, 158 creating charts, 212–213 data colors, 201 data sorts, 162–163 database tables, 163 deleting cells, 152–153 deleting columns/rows, 146–147 deleting worksheets, 155 equal sign (=) character, 174, 184 error checking worksheets, 192–195 Format Painter, 205 formula bar, 7 Formula bar entry conventions, 138–139 formula structure, 174 freezing rows/columns, 151 function elements, 184 function listing, 184–185 gridlines, 207 HTML file creation, 29 increasing/decreasing decimal amounts, 200 inserting chart into a PowerPoint presentation, 247 inserting spreadsheet into Word document, 97 inserting worksheets, 156 mathematical operators, 175 mixed cell references, 183 moving worksheets, 157 moving/resizing charts, 214–215 multiple format application, 199 new workbook (file) creation, 18 number formats, 196–197 operator precedence, 175 organizational charts, 213 page setup, 172–173 print area definitions, 173 printing charts, 221 range name definitions, 178–179 reference operators, 175 reference ranges, 180 referencing cells from other worksheets, 181 relative cell references, 183 removing cell formatting, 153 resizing columns/rows, 148 smart tags, 195 styles, 208–209 text entry conventions, 138–139 text wrapping, 149 themes, 209 trace precedents, 194 track and review changes, 168–171 value entry conventions, 138–139 viewing multiple files, 26 WordArt objects, 40–41 worksheet data find and delete, 161 worksheet data find and replace, 160–161 worksheet naming conventions, 154 worksheet tab colors, 158 XLSX file format, 20

F Field Templates pane, field addition, 288 fields adding, 307 Bcc (blind carbon copy), 345 Cc (carbon copy), 345 database addition, 288 database element, 275 database table determinations, 279

394

database table naming, 280–281 deleting, 289, 306 Design view editing, 287 formatting, 308 headers/footers, 114 hiding/displaying, 290 moving, 291, 305 primary key, 283 renaming, 285 repeated entry methods, 281 report selections, 319 selecting from multiple database tables, 295 file extensions, 20 file formats, pictures (objects), 38 files. See also HTML files; work files closing without exiting an application, 22 creating from a template, 19 creating new, 18–19 cutting/copying/pasting data between, 24 e-mail attachments, 352–353 e-mail virus protection, 353 hyperlink assignments, 30–31 inserting pictures, 38–39 metadata checking, 129 opening existing, 21 password assignment, 29 presentation information display, 271 printing, 23 saving, 20 status bar information display, 6 viewing multiple, 26–27 Fill Color button, worksheet cells, 207 Fill Effects dialog box, publication backgrounds, 387 filters, 164–165, 317 Find and Replace dialog box, 122–123, 160–161 First Record, database record navigation, 302 Folder List pane, 340–341 folders, 341 Font button, Word font formatting, 72 Font Color button, 76, 201 fonts, 68–69, 72–75, 79, 198–199, 221, 234–235, 308, 365, 376–381 footers, 114–115 footnotes, 118–119 Format as Table button, worksheet data styles, 208–209 Format AutoShape dialog box, shape formatting, 33 Format Cells dialog box, 199, 207 Format Data Labels dialog box, chart data labels, 221 Format Data Series dialog box, chart object formatting, 220 Format Painter, 82, 205 Format Publication pane, publication formatting, 365 forms, 275, 294–301, 303–309, 311–313, 318–321 Formula Auditing toolbar, formula evaluation, 195 Formula bar, 7, 138–139 formulas, 174–183, 192–195 Forward button, Help system navigation, 15 Freeze Panes, locking worksheet columns/rows, 151 Full Screen Reading Layout view, Word, 56–57 Function Arguments dialog box, collapsing/expanding, 189 Function Wizard, Excel functions, 186–189 functions, 184–189

G General Options dialog box, workbook password assignment, 29 Getting Started window, 18–19, 275–279 GIF format, pictures (objects), 38 Go menu, switching between Outlook components, 325 grammar, Word document checking, 124–125 graphics, 32–33, 40–41, 52–53 gridlines, 173, 207, 222 groups, object selections, 49 Grow Font button, font sizing, 75

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H headers, 114–115 Help system, 14–15, 189 hidden data, Word document checking, 129 Highlight Changes dialog box, workbook changes, 168–169 highlighted text, Word documents, 81 holidays, adding to Calendar component, 331 horizontal alignments, worksheet cell data, 202 horizontal gridlines, charts, 222 horizontal scroll bars, document navigation method, 7 horizontal view, multiple file display, 26–27 HTML files, creating, 28–29 hyperlinks, 30–31. See also links

I icons, application shortcut, 5 images. See also clip art; objects; pictures images, presentation slide insertion, 245 Import and Export Wizard, importing contacts, 335 Inbox, message deletion, 351 Increase Decimal command, Excel worksheets, 200 indent markers, ruler, 85 indents, 84–85, 203 Insert dialog box, inserting worksheet columns/rows, 145 Insert Hyperlink dialog box, 30–31 Insert key, insert/overtype mode selection, 59 insert mode, Word, 59 Insert Outline dialog box, importing slides, 253 Insert Picture dialog box, 38–39, 245, 372–373 Insert Table dialog box, presentation table addition, 248–249 Insert Worksheet button, inserting worksheets, 156 Instant Search box, Outlook searches, 342 Internet application updates, 17 clip art searches, 34, 37 e-mailing Word documents, 132 junk mail (spam) screening, 358–359 online Help files, 14–15 presentation templates, 227 sending e-mail messages, 344 template resource, 19, 66 Word themes, 109 invitations, meeting response checking, 333 Italic button, 70, 238, 377

J JPEG format, pictures (objects), 38 Junk E-mail folder, emptying, 359 junk mail (spam), screening, 358–359 Justify button, 77, 203, 378

K keyboard shortcuts, 61, 70, 121 keyboards AutoCorrect symbols, 69 cell selection techniques, 141 database table navigation, 281 publication zooming methods, 369 Word document navigation method, 57 keywords, clip art searches, 244–245

L Label Options dialog box, printing labels, 135 labels, 121, 135, 151 landscape orientation, worksheet settings, 172–173 Last Record, database record navigation, 302 layers, object order, 48 Layout view, 304–309 layouts, database forms, 297

leader characters, tab stops, 87 Line Spacing button, Word text, 78 line spacing, presentations, 240 line styles, Word, 59 Links button, Word hyperlink assignments, 30 links. See also hyperlinks Help system topics, 14–15 publication text boxes, 384–385 List view, Clip Organizer, 37 lists, 43, 88–89 Live Previews, 8, 13

M Mail component (Outlook). See also e-mail composing/sending messages, 344–345 file attachments, 352–353 forwarding a message, 348–349 junk mail (spam) screening, 348–359 message deletion, 351 message reply, 348–349 message rules, 360–361 reading messages, 346 Reading pane, 347 Sent Items folder, 345 virus protection, 353 Mailbox Cleanup, Outlook, 354–357 margins, 61, 90–91, 172 markups, tracking and reviewing Word documents, 130–131 mathematical operators, Excel formulas, 175 media clips, PowerPoint presentations, 260–261 meetings, 332–333 menu bars, Office application common appearance element, 6 Merge and Center button, worksheet data centering, 150 metadata, hidden/personal data checking, 129 Microsoft Clip Organizer. See Clip Organizer Microsoft Exchange Server, meetings, 332–333 Microsoft Office, 4–7, 16–17. See also applications; programs Microsoft on the Web Access database templates, 278–279 clip art search, 34, 37 clip art source, 375 file templates, 19 presentation templates, 227 template resource, 66 Word themes, 109 Microsoft Setup, application repair tool, 17 Middle Align button, worksheet cell data, 203 mini toolbar, 71, 75 mouse AutoFill entry, 142–143 copying worksheets, 158 Excel column/row selections, 140–141 moving charts, 214 moving database fields, 291 moving publication objects, 382 moving slide objects, 250 moving worksheets, 157 publication object resizing, 383 resizing charts, 215 resizing slide objects, 251 resizing worksheet columns/rows, 148 table cell selections, 98 table column width adjustments, 99 table repositioning, 106 table row height adjustments, 99 table sizing, 107 Word text selection method, 60–61 Move Chart button, moving a chart to a new worksheet, 215 movies, presentation insertion, 260–261 multi-level lists, creating, 88

395

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Index N Name Manager, range name editing, 179 narrations, presentation recordings, 262 Navigation pane, 276, 279, 285, 299, 324 networks, Calendar publishing, 333 New dialog box, 18–19 New Document dialog box, new file creation, 18 New Formatting Rule dialog box, conditional formatting, 211 New Name dialog box, range name assignments, 178 New Presentation dialog box, 226–229 Newer Designs, Publisher, 364 Next Record, database record navigation, 302 Normal view, 253, 255, 258–261 Notes list, 338–339 Notes Page view, presentation speaker notes, 269 number formats, Excel worksheets, 196–197 numbered lists, Word, 88–89

O objects. See also images; pictures chart formatting, 220–221 Design Gallery, 388–389 flipping/rotating, 44–45 grouping/ungrouping, 49 inserting, 38–39 moving in publications, 382 moving/resizing, 42–43 order arrangements, 48 proportional scaling, 43 resizing in publications, 383 rotation constraints, 45 text wrapping, 50 WordArt insertion, 40–41 Office button, exiting programs properly, 5 Office Clipboard, cutting/copying/pasting data, 25 online Help, access methods, 14–15 Open dialog box, opening existing files, 21 operators, Excel formulas, 175 Options dialog box, 12–13, 16–17, 25 organizational charts, creating in Excel, 213 orientation, 133, 172–173 Orientation button, worksheet cell data, 204 Outline view, 56–57, 230, 233 Outlook Address Book, 350 appointment reminders, 327, 331 appointment scheduling, 326–327 Appointment window Ribbon support, 8 archiving messages, 355 AutoArchive, 355 AutoShapes non-support, 32 Calendar component, 326–333 Contacts component, 334–335 default component setup, 325 Deleted Items folder, 351, 356–357 e-mailing Word documents, 132 event scheduling, 330–331 Folder List pane, 340–341 Go menu, 325 junk mail screening, 358–359 Mail component, 344–353 Mailbox Cleanup, 354–357 mailbox size viewing, 355 meetings, 332–333 message rules, 360–361 Navigation pane, 324 Notes component, 338–339 Quick Access toolbar non-support, 10 Reading pane, 347

396

recurring appointments, 328–329 saving work files when closing, 5 searches, 342 Sent Items folder, 345 Task component, 336–337 To-Do Bar, 343 virus protection, 353 overtype mode, Word, 59

P Package for CD dialog box, PowerPoint presentations, 270–271 Page Borders button, Word document borders, 111 page breaks, 120–121, 173 Page Number Format dialog box, number styles, 121 page numbers, Word documents, 120–121 Page Up/Down keys, Word Document navigation method, 57 paper size, Word document settings, 133 Paragraph dialog box, 78, 85, 87, 378 paragraphs, line spacing, 78 passwords, workbook assignment, 29 Paste as Hyperlink command, Word text selections, 63 Paste command, 24, 43, 62–63 Paste Options smart tag, cutting/copying data, 25 Paste Special command, Word text selections, 63 Percent Style button, number formats, 197 personal data, Word document checking, 129 Picture Frame button, inserting Publisher pictures, 38 picture objects, 373 pictures. See also clip art; images; objects color editing, 51 column text wrapping, 113 compressing, 39, 47 cropping, 46–47 inserting/removing, 38–39 presentation slide insertion, 245 publication addition, 372–373 resetting to original settings, 39, 47 PivotChart view, Access databases, 287 PivotTable view, Access databases, 287 placeholder text, publications, 370 PNG format, pictures (objects), 38 portrait orientation, worksheet settings, 172–173 PowerPoint action buttons, 261 animation effects, 258–259 AutoShapes palette tools, 32–33 blank presentation creation, 228–229 CD packaging, 270–271 character spacing, 240 charts, 246–247 clip art insertion, 34–35, 244–245 creating presentations from a template, 226–227 file information display, 271 font style/size editing, 234–235 HTML file creation, 29 inserting/deleting slides, 252–253 line spacing, 240 media clips, 260–261 moving slide objects, 250 narration recordings, 262 new presentation (file) creation, 18 pointer options, 267 .potx (template) file extension, 229 printing speaker notes, 269 reorganizing slides, 254–255 resizing slide objects, 251 resizing task panes, 231 running slide shows, 266–267 Set Up Show, 263, 265

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slide layouts, 242 slide navigation methods, 227 slide show rehearsal, 264–265 sound effects, 257 speaker notes, 268–269 tables, 248–249 text alignments, 239 text colors, 236–237 text formatting, 232–233 text objects, 243 text styles, 238 text wrapping non-support, 50 themes, 229, 241 transitions, 256–257 views, 230–231 WordArt objects, 40–41 PowerPoint Viewer, Package for CD, 271 precedents, Excel worksheet tracing, 194 presentations. See files; PowerPoint Preview/Properties dialog box, clip art properties display, 35 Previous Record, database record navigation, 302 primary key, database record identifier, 283 Print button, printing files, 23 Print dialog box, 23, 221 Print Layout view, Word, 56–57 printers, 23, 91 printing, 15, 23, 134–135, 221, 321, 269, 173 processes, SmartArt, 52–53 programs, starting/exiting, 4–5 programs. See also applications; Microsoft Office Promote button, SmartArt shape positioning, 53 proportional scaling, objects, 43 .pub file extension, Publisher templates, 367 Publication Types list, publication creation, 364–365 publications. See files; Publisher Publish as Web Page dialog box, HTML file creation, 29 Publish command, HTML file creation, 29 Publisher AutoFitting, 385 AutoShapes palette tools, 32–33 background page editing, 386–387 blank publication creation, 366–367 Classic Designs, 364 clip art insertion, 34–35 Connect Text Boxes toolbar, 384–385 Content Library items, 390–391 cropping pictures, 46 Design Gallery objects, 388–389 flipping/rotating objects, 45 font formatting, 376–381 Format Publication pane, 365 freeing up workspace, 369 hiding/displaying Task Panes, 369 HTML file creation, 28 hyperlink assignments, 30 inserting pictures, 38 multiple publication display, 367 new publication (file) creation, 18, 19 Newer Designs, 364 .pub file extension, 367 Publication Types list templates, 364–365 Quick Access toolbar non-support, 10 saving files, 20 WordArt objects, 40–41

Q queries, 275, 314–121 Quick Access toolbar, 6, 9–11, 20, 23 quick columns, Word documents, 112 quick formats, database forms, 309

quick forms, database creation, 298–299 quick indents, Word text, 84 Quick Parts Gallery, entry conventions, 64 Quick Parts tool, Word phrases, 64–65 quick sorts, worksheet data, 162 Quick Styles, Word, 92–93 Quick Tables, Word document insertion, 95

R range names, Excel formula definitions, 178–179 Reading pane, e-mail message display, 347 Recent Documents list, opening existing files, 21 Recolor command, picture color editing, 51 Record Narration dialog box, presentations, 262 Record Number box, current record display, 302 recording, presentation narration, 262 records adding to a form, 300–301 database addition, 275, 292 database data entry, 281 deleting, 293, 303 editing, 283, 301 Excel database tables, 163 filter by exclusion, 313 form filtering, 313 navigation methods, 302 primary key, 283 repeated entry methods, 281 simple filters, 312 sorting, 310–311 recurring appointments, scheduling, 328–329 Redo command, Quick Access toolbar, 6, 10 reference operators, Excel formulas, 175 reference ranges, Excel formulas, 180 rehearsals, slide shows, 264–265 relationships, 315, 384–385 relative cell references, Excel formulas, 183 reminders, 327, 331 Report Wizard, database reports, 318–321 reports, 275, 318–321 Reset Picture button, image restoration, 39, 47 Reviewing pane, 117, 131 Ribbon Align controls, 49 AutoShapes palette tools, 32–33 chart layout editing, 218 chart object formatting, 220–221 chart style editing, 217 chart type editing, 216 clearing text formatting, 83 color shading, 80 columns layouts, 112–113 command group display, 6, 8 command tab navigation, 8 comments, 116–117 conditional formatting, 210–211 customizing the Quick Access toolbar, 11 deleting cells, 152–153 drawing tables, 96 enabling/disabling Live Previews, 13 endnotes/footnotes, 118–119 Excel chart creation, 212–213 find/replace Word text, 122–123 font formatting, 72 font sizing, 74 Format Painter, 82, 205 headers/footers, 114–115 hiding/showing slides, 255 highlighted text, 81 hyperlink assignments, 30

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Index increasing/decreasing decimal amounts, 200 inserting Excel spreadsheet into Word document, 97 line spacing, 78 Live Preview results display, 8, 13 locking/unlocking worksheet columns/rows, 151 margin settings, 90–91 minimizing/maximizing, 9 moving a chart to a new worksheet, 215 new database form record insertion, 301 number formats, 196–197 numbered lists, 88–89 Outlook Appointment window support, 8 pages, 111, 120–121 paper size selections, 133 PowerPoint themes, 241 precise indents, 85 presentations, 229, 234–240, 243, 258–259 printing, 134–135 quick indents, 84 Quick Parts button, 65 Set Up Slide Show, 263 slide layouts, 242 spelling/grammar checking, 124–125 splitting table cells, 103 styles, 92–93 superscript/subscript text, 75 switching between Word views, 57 tables, 76–77, 94–95, 102, 104 themes, 108–109 track and review, 130–131, 168–171 Word Paste commands, 63 Word text formatting commands, 70 worksheet backgrounds, 209 worksheets, 144–147, 149–150, 160–163, 166–167, 198–199, 201–203, 206–209 rows adding/removing, 100–101, 145–147 AutoSum, 191 cell selections, 140–141 database records, 280–281 freezing (locking/unlocking), 151 height adjustments, 99 number formats, 196–197 presentation tables, 249 resizing worksheets, 148 splitting table cells, 103 worksheet data sorting, 163 ruler, 85, 87, 91 Rules Wizard, e-mail messages, 361

S Save As dialog box, 20, 28–29, 229, 282–283 Save As Web page command, HTML file creation, 28–29 Save command, Quick Access toolbar, 6, 10, 20 Save Current Theme dialog box, custom themes, 109 Save/Save As buttons, saving files, 20 scroll bars, 7, 57, 364, 366 searches AutoCorrect, 126–127 clip art, 34, 35, 37, 244 file types, 21 find/delete text, 123 find/replace Word text, 122–123 Help system, 14–15 metadata checking, 129 Outlook, 342 worksheet data find and delete, 161 worksheet data find and replace, 160–161

398

Select Changes to Accept or Reject dialog box, worksheet tracking, 171 Select Data Source dialog box, chart data editing, 223 selections, 24–25, 48–49, 60–61, 98, 140–141, 213 Send to Back button, object order, 48 Sent Items folder, previously sent e-mail messages, 345 Set Page Title dialog box, HTML file creation, 29 Set Up Show dialog box, PowerPoint presentations, 263, 265 Shading button, Word color shading, 80 Shading tool, text shading, 111 Shadow button, presentation text, 238 shapes, 32–33, 49, 52–53, 261 Share Workbook dialog box, removing users from, 169 shared workbooks, removing users from, 169 Shift key, cell selection techniques, 141 shortcuts, desktop icons, 5 Shrink Font button, font sizing, 75 Side by Side button, multiple file display, 27 Simple Query Wizard, simple queries, 314–316 slide layouts, presentations, 242 slide objects, 250–251 Slide Show mode, running slide shows, 266–267 slide shows, 227, 229, 262–267 Slide Sorter view, 231, 252–257 slides, 227, 231–233, 241, 244–247, 252–257, 261, 268–269 Slides view, PowerPoint, 230 smart tags, 25, 63, 142, 195 SmartArt, conceptual diagrams/processes, 52–53 Sort & Filter button, 162–165 sorts, 162–163, 310–311, 317 sounds, 257, 260261 spam. See junk mail speaker notes, presentations, 268–269 special characters, Word insertion, 68–69 Spelling & Grammar dialog box, Word documents, 124–125 Split button, document display, 27 Split Cells dialog box, splitting table cells, 103 spreadsheets, inserting into Word document, 97 Start menu, starting/exiting Microsoft Office applications, 4–5 status bar, 6, 231 styles chart editing, 217 custom bulleted/numbered lists, 89 customizing, 93 number formats, 196–197 page numbers, 121 presentation editing, 234–235 presentation text, 238 publication text, 377 removing unnecessary, 93 tables, 104 Word formatting, 92–93 worksheet borders, 206–207 worksheet cells, 208–209 subfolders, creating, 341 subscript text, Word text formatting, 75 superscript text, Word text formatting, 75 Switch Windows button, multiple file display, 27 Symbol dialog box, Word insertion, 68–69 symbols, Word insertion, 68–69

T Tab key, 94, 281 tab stops, 86–87 Table Properties dialog box, 106–107 tables adding to a query, 317 adding/removing columns or rows, 100–101 cells, 98, 102, 105 column width adjustments, 99

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data relationships, 315 database, 274, 279, 281, 288–289, 292–293 deleting, 285 drawing in Word, 96 presentation slide addition, 248–249 quick form creation, 298–299 record sorts, 310 removing a sort order, 311 renaming fields, 285 Report Wizard, 318–321 repositioning, 106 row height adjustments, 99 sizing, 107 splitting cells, 103 styles, 104 switching between views, 285–286 Tab key navigation, 94 template based creation, 284–285 text wrapping, 106 Word document insertion, 94–95 tabs application option settings, 12 copying worksheets, 158 moving worksheets, 157 Ribbon command navigation method, 8 versus indents, 85 worksheet color formatting, 158 Tabs dialog box, precise tab stops, 87 tasks, 336–337, 343 templates database creation, 278–279 database table creation, 284–285 .dot file extension, 67 Internet resources, 19 new file creation, 19 pots (PowerPoint Template) file extension, 229 PowerPoint presentations, 226–227 Publications Types list, 364–365 saving a publication as, 367 saving a slide show as, 229 Word, 66–67 text adding to an AutoShape, 33 alignment controls, 77 cell data entry conventions, 138–139 color enhancements, 76 rotating, 45 SmartArt, 52–53 Word entry conventions, 58–59 WordArt objects, 40–41 wrapping around objects, 50 text boxes, 371, 384–385 text formatting appearance enhancements, 70 borders, 110–111 bulleted lists, 88–89 character spacing, 79 clearing all, 83 color shading, 80 font style/size settings, 72–75 form fields, 308 Format Painter, 82 highlighted text, 81 indents, 84–85 line spacing, 78 mini toolbar, 71 numbered lists, 88–89 presentations, 232–238 publications, 377 shaded text, 111

styles, 92–93 subscript text, 75 superscript text, 75 Text Highlight Color button, highlighted text, 81 text objects, 343, 370 text series, AutoFill entry, 142 Text Wrapping button, wrapping text around objects, 50 text wrapping, 106, 113, 139, 149, 380 themes, 108–109, 209, 229, 241, 309 Themes Gallery, saving custom themes, 109 Thesaurus, Word documents, 128 Thumbnails view, Clip Organizer, 37 title bar, open application display, 6 titles, chart axes, 219 To-Do Bar, Outlook, 343 Top Align button, worksheet cell data, 203 trace errors, Excel worksheets, 195 trace precedents, Excel worksheets, 194 Track Changes, 130–131, 168–1169, 171 transformations, WordArt objects, 41 transitions, 256–257

U Underline button, 70, 238, 377 Undo button, 6, 10, 69, 147 Unfreeze Panes, unlocking worksheet columns/rows, 151 Uniform Resource Locator (URL), hyperlink assignments, 30–31 updates, 17, 223 users, removing from shared workbooks, 169

V values, cell data entry conventions, 138–139 vertical (Side by Side) view, multiple file display, 27 vertical alignments, worksheet cell data, 203 vertical gridlines, charts, 222 vertical scroll bars, document navigation method, 7 View buttons, switching between Word views, 57 View menu, multiple file display, 26–27 views, 26–27, 36–37, 56–57, 230–231, 283, 295–285–286, 304, 324, 340–341, 343 virus protection, e-mail, 353

W Web browsers. See browsers Web Layout view, Word, 56–57 Welcome screen, new file creation, 19 Windows Clipboard, cutting/copying/pasting data, 24 Windows Clipboard. See Office Clipboard Windows PC, 4–5 windows, 6–7 wizards Crosstab Query, 315 Database, 279 Form, 294–297 Function, 186–189 Import and Export, 335 Report, 318–321 Rules, 361 Simple Query, 314–316 Word adding/removing columns or rows, 100–101 AutoCorrect, 126–127 AutoShapes palette tools, 32–33 background colors, 109 borders, 110–111 Building Blocks Organizer, 64–65 bulleted lists, 88–89 cell alignments, 105 character spacing, 79

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Index clearing all formatting, 83 clip art insertion, 34–35 color highlighting text, 81 column breaks, 113 column layouts, 112–113 comments, 116–117 copying/moving text, 62–63 custom template creation, 67 default margin settings, 91 disabling/enabling spelling and grammar checking, 125 document navigation techniques, 57 drawing tables, 96 e-mailing documents, 132 endnotes/footnotes, 118–119 envelope printing, 134–135 Excel spreadsheet insertion, 97 file templates, 19 finding/deleting text, 123 finding/replacing text, 122–123 font formatting, 72–75 format copying, 82 Format Painter, 82 grammar checking, 124–125 headers/footers, 114–115 hidden/personal data checking, 129 hyperlink assignments, 30 indented text, 84–85 insert versus overtype mode, 59 label printing, 135 line spacing, 78 line styles, 59 margin settings, 90–91 mini toolbar, 71 new document (file) creation, 18 numbered lists, 88–89 page breaks, 120–121 page numbers, 120–121 paper size selections, 133 precise indents, 85 quick columns, 112 quick indents, 84 Quick Parts tool, 64–65 Quick Styles, 92–93 Quick Table insertion, 95 referencing tools, 119 ruler indents, 85 smart tags, 63 spelling checker, 124–125 splitting table cells, 103 styles, 92–93 superscript/subscript text, 75 switching between views, 56–57 symbol insertion, 68–69 tab stops, 86–87 table cell merges, 102

400

table cell selections, 98 table column width adjustments, 99 table insertion, 94–95 table positioning, 106 table row height adjustments, 99 table sizing, 107 table styles, 104 templates, 66–67 text alignment controls, 77 text color enhancements, 76 text color shading, 80 text editing techniques, 59 text entry conventions, 58–59 text formatting, 70–76 text selections, 60–61 themes, 108–109 Thesaurus, 128 track and review document changes, 130–131 WordArt objects, 40–41 Zoom tool, 56 Word Options dialog box, 59, 118, 125–127 WordArt, 40–41, 45 words, adding/removing AutoCorrect list, 127 work area, application interface element, 7 workbooks copying worksheets, 158 deleting entire worksheet, 147 deleting worksheets, 155 error checking worksheets, 192–195 inserting worksheets, 156 moving worksheets, 157 new file creation, 18 orientation settings, 172–173 password assignments, 29 removing users from shared workbooks, 169 track and review changes, 168–171 worksheet naming conventions, 154 worksheet tab colors, 158 worksheets. See Excel Wrap Text button, worksheet cell text, 149

X x-axis, chart titles, 219 .xls file extension, previous Excel versions, 20 XLSX file format, Excel files, 20

Y y-axis, chart titles, 219

Z zoom controls, application interface element, 7 Zoom slider, publication templates, 364, 366 Zoom tool, 56, 231, 368–369