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Office 2013 on Demand
Copyright © 2013 by Perspection, Inc.All rights reserved. No part of this book shall be reproduced, stored in aretrieval system, or transmitted by any means, electronic, mechanical, photo-copying, recording, or otherwise, without written permission from the publish-er. No patent liability is assumed with respect to the use of the informationcontained herein. Although every precaution has been taken in the prepara-tion of this book, the publisher and author assume no responsibility for errorsor omissions. Nor is any liability assumed for damages resulting from the useof the information contained herein.
Library of Congress Cataloging-in-Publication Data is on file
ISBN-13: 978-0-7897-5049-5
ISBN-10: 0-7897-5049-X
Printed and bound in the United States of AmericaFirst Printing: January 2013
16 15 14 13 4 3 2 1
Que Publishing offers excellent discounts on this book when ordered in quantity for bulk purchases or special sales.
For information, please contact: U.S. Corporate and Government Sales
1-800-382-3419 or [email protected]
For sales outside the U.S., please contact: International Sales
1-317-428-3341 or [email protected]
TrademarksAll terms mentioned in this book that are known to be trademarks or servicemarks have been appropriately capitalized. Que cannot attest to the accuracyof this information. Use of a term in this book should not be regarded asaffecting the validity of any trademark or service mark.
Microsoft and the Microsoft Office logo are registered trademarks of MicrosoftCorporation in the United States and/or other countries.
Warning and DisclaimerEvery effort has been made to make this book as complete and as accurate aspossible, but no warranty or fitness is implied. The authors and the publishersshall have neither liability nor responsibility to any person or entity withrespect to any loss or damage arising from the information contained in thisbook.
PublisherPaul Boger
Associate PublisherGreg Wiegand
Executive EditorLoretta Yates
Managing EditorSteve Johnson
AuthorSteve Johnson
Page LayoutJames Teyler
Interior DesignersSteve JohnsonMarian Hartsough
PhotographsTracy Teyler
IndexerKatherine Stimson
ProofreaderBeth Teyler
Team CoordinatorCindy Teeters
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Acknowledgments
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aPerspection, Inc.Office 2013 on Demand has been created by the professional trainers and writers at Perspection, Inc. to the standards you’ve come to expect from Quepublishing. Together, we are pleased to present this training book.
Perspection, Inc. is a software training company committed to providing informationand training to help people use software more effectively in order to communicate,make decisions, and solve problems. Perspection writes and produces softwaretraining books, and develops multimedia and web-based training. Since 1991, wehave written more than 120 computer books, with several bestsellers to our credit,and sold over 5 million books.
This book incorporates Perspection’s training expertise to ensure that you’ll receivethe maximum return on your time. You’ll focus on the tasks and skills that increaseproductivity while working at your own pace and convenience.
We invite you to visit the Perspection web site at:
www.perspection.com
AcknowledgmentsThe task of creating any book requires the talents of many hard-working peoplepulling together to meet impossible deadlines and untold stresses. We’d like tothank the outstanding team responsible for making this book possible: the writer,Steve Johnson; the production editor, James Teyler; the editor and proofreader, BethTeyler; and the indexer, Katherine Stimson.
At Que publishing, we’d like to thank Greg Wiegand and Loretta Yates for the oppor-tunity to undertake this project, Cindy Teeters for administrative support, and LoriLyons for your production expertise and support.
Perspection
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About the AuthorSteve Johnson has written more than 80 books on a variety of computer software,including Adobe Edge Animate, Adobe Photoshop CS6, Adobe Dreamweaver CS6,Adobe InDesign CS6, Adobe Illustrator CS6, Adobe Flash Professional CS5,Microsoft Windows 8, Microsoft Office 2010 and 2007, Microsoft Office 2008 for the Macintosh, and Apple OS X Mountain Lion. In 1991, after working for AppleComputer and Microsoft, Steve founded Perspection, Inc., which writes and pro-duces software training. When he is not staying up late writing, he enjoys coachingbaseball, playing golf, gardening, and spending time with his wife, Holly, and threechildren, JP, Brett, and Hannah. Steve and his family live in Northern California, butcan also be found visiting family all over the western United States.
Acknowledgements v
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We Want to Hear from You!As the reader of this book, you are our most important critic and commentator. Wevalue your opinion and want to know what we’re doing right, what we could do bet-ter, what areas you’d like to see us publish in, and any other words of wisdom you’re willing to pass our way.
As an associate publisher for Que, I welcome your comments. You can email orwrite me directly to let me know what you did or didn’t like about this book—as wellas what we can do to make our books better.
Please note that I cannot help you with technical problems related to the topic of this book. We do have a User Services group, however, where I will forward spe-cific technical questions related to the book.
When you write, please be sure to include this book’s title and author as well asyour name, email address, and phone number. I will carefully review your com-ments and share them with the author and editors who worked on the book.
Email: [email protected]
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For more information about this book or another Que title, visit our web site atwww.quepublishing.com. Type the ISBN (excluding hyphens) or the title of a book inthe Search field to find the page you’re looking for.
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Contents
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cIntroduction xxi
Getting Started with Office 1
Starting an Office Program 2 New!
Viewing an Office Program Window 3 New!
Using the Ribbon 4 New!
Choosing Commands 5 New!
Working with the Ribbon and Toolbars 6Choosing Dialog Box Options 8Using the Status Bar 9Creating a Blank Office Document 10 New!
Creating a Document Using a Template 11 New!
Opening an Existing Office Document 12 New!
Converting an Existing Office Document 14 New!
Using Task and Window Panes 15Arranging Windows 16 New!
Switching Views 18Documenting Properties 19Getting Help While You Work 20 New!
Saving an Office Document 22 New!
Saving an Office Document with Different Formats 24 New!
Saving an Office Document to Online Services 26 New!
Working with Accounts 27 New!
Checking Compatibility 28Checking Accessibility 29Recovering an Office Document 30Closing a Document and Exiting Office 32 New!
Using Shared Office Tools 33
Editing Text 34Copying and Moving Text 36Finding and Replacing Text 38Correcting Text Automatically 40
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Inserting Information the Smart Way 42Checking Spelling 44Changing Proofing Options 45Using Custom Dictionaries 46Inserting Symbols 47Finding the Right Words 48Inserting Research Material 49Translating Text to Another Language 50Using Multiple Languages 51Undoing and Redoing an Action 52Zooming the View In and Out 53Previewing a Document 54Printing a Document 55Working with Touch Screens 56 New!
Adding Art to Office Documents 57
Locating and Inserting an Online Picture 58 New!
Inserting a Picture 59Inserting a Picture Screen Shot 60Adding an Artistic Style to a Picture 61Adding a Quick Style to a Picture 62Applying a Shape to a Picture 63Applying a Border to a Picture 64Applying Picture Effects 65 New!
Modifying Picture Size 66 New!
Compressing a Picture 68Correcting a Picture 69 New!
Recoloring a Picture 70Cropping and Rotating a Picture 72Removing a Picture Background 74Creating WordArt Text 75Formatting WordArt Text 76Applying WordArt Text Effects 78Modifying WordArt Text Position 79 New!
Creating SmartArt Graphics 80Formatting a SmartArt Graphic 82Modifying a SmartArt Graphic 84Adding Pictures to a SmartArt Graphic 85Creating an Organization Chart 86Inserting and Creating a Chart 87 New!
Changing a Chart Layout and Style 88 New!
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Changing Chart Elements 89 New!
Formatting Line and Bar Charts 90 New!
Editing Chart Data 91Inserting Apps for Office Programs 92 New!
Adding Shapes to Office Documents 93
Drawing and Resizing Shapes 94Adding Text to a Shape 96Creating and Editing Freeforms 97Adding a Quick Style to a Shape 98Adding a Quick Style to Shape Text 99Applying Color Fills 100 New!
Applying Picture or Texture Fills 102 New!
Applying Gradient Fills 103 New!
Applying Shape Effects 104 New!
Aligning and Distributing Objects 106Aligning Objects to Gridlines and Guides 108Changing Stacking Order 110Rotating and Flipping Objects 111Grouping and Merging Objects 112 New!
Selecting Objects Using the Selection Pane 114
Formatting Office Documents 115
Formatting Text 116Changing Alignment 118Using the Format Painter 120Adding Custom Colors 121Understanding Themes 122Viewing and Applying a Theme 123 New!
Creating Theme Colors 124Choosing Theme Fonts 126Choosing Theme Effects 127Creating a Custom Theme 128Choosing a Custom Theme 129Creating a Template 130
Creating a Document with Word 131
Viewing the Word Window 132Opening and Editing PDF Documents 133 New!
Changing Document Views 134 New!
Reading a Document 136 New!
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Navigating a Document 138Setting Up the Page 139Setting Up the Page Margins 140Creating an Outline 142Selecting Text 143Checking Spelling and Grammar 144 New!Inserting New Pages and Sections 146 New!Adding Headers and Footers 148Inserting Page Numbers and the Date and Time 150Inserting or Embedding Online Video 152 New!
Formatting a Document with Word 153
Formatting Text for Emphasis 154 New!Finding and Replacing Formatting 156Changing Paragraph Alignment 158Changing Line Spacing 159Displaying Rulers 160Setting Paragraph Tabs 161Setting Paragraph Indents 162Changing Character Spacing 164 New!Applying a Quick Style 166 New!Changing a Style Set 167 New!Creating and Modifying Styles 168Creating Bulleted and Numbered Lists 170Hiding Text 172
Enhancing a Document with Word 173
Adding Desktop Publishing Effects 174Adding a Watermark 175Adding Page Backgrounds 176Arranging Text in Columns 178Arranging and Aligning an Object 179 New!Wrapping Text Around an Object 180 New!Working with Text Boxes 182Inserting Building Blocks Using Quick Parts 184Creating a Table 186Entering Text in a Table 187Modifying a Table 188 New!Adjusting Table Cells 190Formatting a Table 192Calculating a Value in a Table 194
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Addressing Envelopes and Labels 195Creating a Form Letter 196Creating Labels 198Inserting a Table of Contents 200Creating an Index 201Creating Captions 202Creating a Table of Figures 203Creating Footnotes or Endnotes 204Creating a Bookmark 205Inserting Cross References 206Comparing and Merging Documents 207Using Track Changing 208 New!
Adding a Cover Page 210
Creating a Worksheet with Excel 211
Viewing the Excel Window 212Selecting Cells 213Moving Around the Workbook 214 New!
Entering Labels on a Worksheet 216Entering Values on a Worksheet 218Entering Content Quickly with AutoFill 219Inserting Content with Flash Fill 220 New!
Editing Cell Contents 221Clearing Cell Contents 222Inserting and Deleting Cell Contents 223Selecting Rows, Columns, and Special Ranges 224Selecting and Naming a Worksheet 226Inserting and Deleting a Worksheet 227Moving and Copying a Worksheet 228Hiding and Unhiding Worksheets and Workbooks 230Hiding and Unhiding a Column or Row 231Inserting a Column or Row 232Deleting a Column or Row 233Adjusting Column Width and Row Height 234Splitting a Worksheet into Panes 236Freezing and Unfreezing a Column or Row 237Showing and Hiding Workbook Elements 238
Building a Worksheet with Excel 239
Understanding Formulas 240Understanding Cell Referencing 241
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Creating a Simple Formula 242Creating a Formula Using Formula AutoComplete 244Editing a Formula 245Naming Cells and Ranges 246Entering Named Cells and Ranges 248Managing Names 250Simplifying a Formula with Ranges 252 Calculating Totals with AutoSum 253 Calculating Totals with Quick Analysis 254 New!
Correcting Formulas 255Auditing a Worksheet 256Creating Functions 257Creating Functions Using the Library 258 New!
Calculating Multiple Results 259Using Nested Functions 260Using Text Functions 261 Using Lookup and Reference Functions 262Summarizing Data Using Subtotals 264Summarizing Data Using Functions 265Converting Text to Columns 266Creating a Table 267 New!
Formatting a Table 268 New!
Formatting Table Elements 269 New!
Creating Calculations in a Table 270Removing Table Rows and Columns 271Working with Tables 272Sorting Data in a Table 274Displaying Parts of a Table with AutoFilter 276Using Slicers to Filter a Table 277 New!
Creating Groups and Outlines 278Adding Data Validation to a Worksheet 279Creating a Drop-Down List 280
Designing a Worksheet with Excel 281
Formatting Numbers 282Applying and Creating Cell Styles 284Applying Conditional Formatting 286 New!
Applying Specialized Conditional Formatting 288 New!
Creating Conditional Formatting 290Managing Conditional Formatting 291Creating Sparkline Formatting 292 New!
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Controlling Text Flow 293Formatting Tabs and Background 294 New!
Adding Borders to Cells 295Setting Up the Page 296Inserting Page Breaks 297Adjusting Page Margins 298Adding Headers and Footers 300Customizing Worksheet Printing 302Setting the Print Area 304
Creating a Presentation with PowerPoint 305
Viewing the PowerPoint Window 306Browsing a Presentation 307Understanding PowerPoint Views 308 New!
Creating New and Consistent Slides 310 New!
Working with Objects 312Entering and Editing Text 314Resizing Text While Typing 316Changing Text Spacing 317Inserting and Developing an Outline 318Moving and Indenting Text 320Modifying a Bulleted and Numbered List 322Creating Text Columns 324Organizing Slides into Sections 325Rearranging Slides 326Using Slides from Other Presentations 328Making Your Presentation Look Consistent 329Controlling Slide Appearance with Masters 330Controlling a Slide Layout with Masters 332Modifying Placeholders 334Controlling a Slide Background with Masters 336Adding a Background Style 337 New!
Inserting a Table 338Modifying a Table 339Adding a Quick Style to a Table 340Formatting a Table 341Creating a Text Box 342 New!
Delivering a Presentation with PowerPoint 343
Changing Slide Setup Options 344 New!
Adding Animation 345
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Using Specialized Animations 346 New!
Coordinating Multiple Animations 348Adding Slide Timings 350Creating Slide Transitions 351Inserting Videos and Audio 352 New!
Editing and Formatting Videos and Audio 354Setting Video and Audio Play Options 356 New!
Recording a Narration 357Setting Up a Slide Show 358 New!
Creating a Custom Slide Show 360Starting a Slide Show 361 New!
Navigating a Slide Show 362 New!
Annotating a Slide Show 363 New!
Displaying a Slide Show in Presenter View 364 New!
Saving a Presentation as a Slide Show 365Saving a Presentation as a Video 366Packaging a Presentation on CD 367Preparing Handouts 368Preparing Speaker Notes 369Adding a Footer and Header 370Inserting the Date and Time 371Inserting Slide Numbers 372Previewing Slides 373Printing a Presentation 374
Creating a Database with Access 375
Creating a Desktop Database 376 New!
Viewing the Access Window 378Changing Database Display Options 379Viewing Database Objects 380Working with Database Objects 382Planning Tables 384Creating a Table by Entering Data 385Creating an Application Part Using a Template 386Creating a Table Using SharePoint 387Working with a Table 388Importing Data into Tables 390Working with a Table in Design View 391Working with Fields 392Specifying Data Types and Field Properties 394Changing Field Properties 395
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Creating Input Masks 396Creating a Lookup Field 397Defining Table Relationships 398Ensuring Referential Integrity 400Backing Up and Repairing a Database 401Packaging and Sharing a Database 402
Managing and Presenting Data with Access 403
Sorting Records 404Filtering Out Records 405Creating Complex Filters Using Forms 406Understanding the Different Types of Queries 407Creating a Query Using a Wizard 408Creating a Query in Design View 410Getting Information with a Query 411Modifying a Query in Design View 412Performing Calculations in Queries 413Summarizing Values with a Crosstab Query 414Creating a Parameter Query 416Finding Duplicate Fields 417Creating a Form 418Working with a Form in Design View 420Entering and Editing Data in a Form 421Modifying a Form 422Creating a Report 424Modifying a Report in Design View 426Performing Calculations in Reports 428Formatting a Form or Report 430Grouping and Sorting in Reports 432Formatting a Datasheet 434Changing the Page Setup 435Previewing and Printing Information 436
Creating a Web App with Access 437
Creating a Web App 438 New!
Adding Tables and Data to a Web App 440 New!
Viewing and Editing Data from a Web App 442 New!
Creating a View in a Web App 443 New!
Modifying a Web Apps 444 New!
Packaging a Web App 446 New!
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Communicating with Outlook 447
Preparing for Outlook 448 New!
Using Outlook for the First Time 449Viewing the Outlook Window 450 New!
Viewing Messages and Mailboxes 451 New!
Using the Folder Pane 452 New!
Viewing Items and Folders 453 New!
Creating a Contact 454 New!
Finding Contacts 456Sorting Contacts 457Creating and Addressing an E-Mail Message 458Formatting Message Text 460Attaching a File or Item to a Message 461Using Stationery 462Creating a Signature 463Inserting Message Content 464Sending Messages 465Setting Message Delivery Options 466Receiving and Reading Messages 468 New!
Flagging Messages 469 New!
Categorizing Messages By Color 470 New!
Deleting Messages 471 New!
Replying To and Forwarding a Message 472 New!
Finding and Filtering Messages 474Organizing Messages in Folders 476 New!
Managing Messages with Rules 478Managing Messages with Quick Steps 479Using Search Folders 480Working with a Message Conversation 481Reducing Junk Messages 482Archiving Messages 483Cleaning Up Messages 484Setting Outlook Options 485Working with Outlook Data 486Sending and Receiving Instant Messages 488 New!
Managing Information with Outlook 489
Viewing the Calendar 490Customizing the Calendar 491 New!
Scheduling an Appointment and Event 492
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Scheduling Meetings 494Participating in Online Meetings 496 New!
Responding to Meeting Requests 498Updating and Canceling Meeting Requests 500Working with Calendars 501 New!
Viewing the Weather in Calendars 502 New!
Creating and Updating Tasks 503Organizing Tasks 504Assigning Tasks to Others 505Monitoring Task Progress 506Managing Tasks 507Organizing Items by Categories 508Customizing How You View Items 509Creating and Modifying Notes 510Previewing and Printing Items from Outlook 511Connecting to a Social Network 512 New!
Publishing and Sharing Calendars 514 New!
Working with Site Mailboxes 514 New!
Adding and Viewing an RSS Feed 518
Creating a Publication with Publisher 519
Viewing the Publisher Window 520Creating a New Publication 521Creating a Blank Publication 522Opening an Existing Publication 523 New!
Changing Your View 524Working with Pages 525Inserting and Editing Text 526Inserting Content 528 New!
Controlling Pages Appearance with Masters 530Applying Color 531Checking Your Design 532Setting Up the Page 533Printing a Publication 534Saving for Photo Printing 535 New!
Saving for Commercial Printing 536
Designing a Publication with Publisher 537
Setting Up Layout Guides 538Viewing Elements and Tools 539Working with Text 540 New!
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Connecting Text Frames 542Creating a Consistent Look 544Creating Tables 546Working with Shapes and Pictures 548 New!
Wrapping Text Around an Object 550Layering Objects 552Grouping Objects Together 553Aligning with Precision 554Rotating and Flipping Objects 556
Publishing Office Documents for the Web 557
Opening a Web Page 558Previewing a Web Page 559Creating a Hyperlink 560Adding Hyperlinks to Slide Objects 562Formatting a Cell Hyperlink 564Changing Web Page Options 565Saving a Web Page 566Publishing a Web Page 568Saving Slides as Web Graphics 569Creating Refreshable Web Queries 570Getting Data from Web Queries 571Getting Documents from the Web 572
Protecting and Securing Office Documents 573
Inspecting Documents 574 New!
Protecting a Worksheet 576Locking or Unlocking Worksheet Cells 578Adding Security Encryption to a Document 579Adding Password Protection to a Document 580Adding a Digital Signature 582Adding a Signature Line 584Avoiding Harmful Attacks 586Using the Trust Center 588 New!
Selecting Trusted Publishers and Locations 589Setting Document Related Security Options 590Setting App Catalog Security Options 592 New!
Setting Add-in Security Options 593Setting ActiveX Security Options 594Setting Macro Security Options 595Changing Message Bar Security Options 596
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Setting Privacy Options 597Setting External Content Security Options 598Working with Office Safe Modes 600Marking a Document as Read-Only 602
Reviewing and Sharing Office Documents 603
Sharing Workbooks 604Creating and Reading a Cell Comment 606Editing and Deleting a Cell Comment 607Adding Comments to a Presentation 608 New!
Tracking Workbook Changes 610Comparing and Merging Presentations 612Creating and Linking Notes 613Sending a Document Using E-Mail 614Sending a Document by Internet Fax 615Sending a Document by Instant Message 616 New!
Creating a PDF Document 617Creating a XPS Document 618Sharing Information Between Programs 619Exporting and Importing Data 620Linking and Embedding Files 622Consolidating Data in Excel 624Linking Data in Excel 626Getting Text Data in Excel 627Connecting to Data in Excel 628Getting Query Data from a Database 630Getting Data from Access 632Sharing with SkyDrive and SharePoint 634 New!
Saving or Opening on SkyDrive and SharePoint 636 New!
Syncing Documents on SharePoint 638 New!
Sharing Documents on SkyDrive 640 New!
Working Together with Online Documents 642 New!
Publishing Slides to an Online Library 644Broadcasting an Online Presentation 646 New!
Giving a Presentation at an Online Meeting 647 New!
Posting to an Online Blog 648
Expanding Office Functionality 649
Viewing and Managing Add-ins 650Loading and Unloading Add-ins 652Enhancing a Document with VBA 654
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Viewing the Visual Basic Editor 656Setting Developer Options 657Understanding How Macros Automate Your Work 658Recording a Macro 659Creating a Macro 660Running a Macro 661Controlling a Macro 662Building a Macro 664Adding a Digital Signature to a Macro Project 666Assigning a Macro to a Toolbar 667Saving a Document with Macros 668Opening a Document with Macros 669Inserting ActiveX Controls 670Using ActiveX Controls 672 Setting ActiveX Control Properties 673Adding VBA Code to an ActiveX Control 674 Playing a Movie Using an ActiveX Control 675Changing the Document Information Panel 676
Working with Other Office Tools 677
Working with OneNote 678 New!
Viewing the InfoPath Designer Window 680Working with InfoPath Designer 681Viewing the InfoPath Filler Window 682Working with InfoPath Filler 683Communicating Online with Lync 684 New!
Working with Office Tools 686 New!
Maintaining and Repairing Office 688 New!
New Features 689 New!
Microsoft Office Specialist 697Index 705
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Introduction
Welcome to Office 2013 on Demand, a visual quick referencebook that shows you how to work efficiently with MicrosoftOffice. This book provides complete coverage of basic toadvanced Office skills.
How This Book WorksYou don’t have to read this book in any particular order.We’ve designed the book so that you can jump in, get theinformation you need, and jump out. However, the book doesfollow a logical progression from simple tasks to more com-plex ones. Each task is presented on no more than two facingpages, which lets you focus on a single task without havingto turn the page. To find the information that you need, justlook up the task in the table of contents or index, and turn tothe page listed. Read the task introduction, follow the step-by-step instructions in the left column along with screen illus-trations in the right column, and you’re done.
What’s NewIf you’re searching for what’s new in Office 2013, just look forthe icon: New!. The new icon appears in the table of contentsand throughout this book so you can quickly and easily iden-tify a new or improved feature in Office 2013. A completedescription of each new feature appears in the New Featuresguide in the back of this book.
Keyboard ShortcutsMost menu commands have a keyboard equivalent, such asCtrl+P, as a quicker alternative to using the mouse. A com-plete list of keyboard shortcuts is available on the web atwww.queondemand.com or www.perspection.com.
How You’ll Learn
How This Book Works
What’s New
Keyboard Shortcuts
Step-by-Step Instructions
Real World Examples
Workshops
Microsoft Office Specialist
Get More on the Web
xxii
Step-by-StepInstructionsThis book provides concise step-by-step instructions that show you“how” to accomplish a task. Eachset of instructions includes illus-trations that directly correspond tothe easy-to-read steps. Alsoincluded in the text are time-savers, tables, and sidebars tohelp you work more efficiently orto teach you more in-depth infor-mation. A “Did You Know?” pro-vides tips and techniques to helpyou work smarter, while a “SeeAlso” leads you to other parts ofthe book containing related infor-mation about the task.
Real World ExamplesThis book uses real world exam-ples files to give you a context inwhich to use the task. By usingthe example files, you won’t wastetime looking for or creating sam-ple files. You get a start file and aresult file, so you can compareyour work. Not every topic needsan example file, such as changingoptions, so we provide a completelist of the example files usedthrough out the book. The exam-ple files that you need for projecttasks along with a complete filelist are available on the web atwww.queondemand.com orwww.perspection.com.
Real worldexamples helpyou apply whatyou’ve learnedto other tasks.
Illustrationsmatch thenumberedsteps.
Numberedsteps guideyou througheach task.
Did You Know? alertsyou to tips, techniquesand related information.
See Also points you torelated information inthe book.
Easy-to-followintroductionsfocus on asingle concept.
The Workshopswalks youthrough in-depthprojects to helpyou put MicrosoftOffice to work.
Introduction xxiii
WorkshopsThis book shows you how to puttogether the individual step-by-step tasks into in-depth projectswith the Workshops. You start eachproject with a sample file, workthrough the steps, and then com-pare your results with a projectresults file at the end. The Work-shop projects and associated filesare available on the web atwww.queondemand.com orwww.perspection.com.
Microsoft OfficeSpecialistThis book prepares you for theMicrosoft Office Specialist (MOS)exam for Microsoft Office 2013programs. Each MOS certificationexam has a set of objectives,which are organized into broaderskill sets. To prepare for the MOScertification exam, you shouldreview and perform each taskidentified with a MOS objective toconfirm that you can meet therequirements for the exam. Infor-mation about the MOS program is available in the back of thisbook. The MOS objectives and thespecific pages that cover them are available on the web atwww.queondemand.com orwww.perspection.com.
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Get More on the WebIn addition to the information inthis book, you can also get moreinformation on the web to helpyou get up to speed faster withOffice 2013. Some of the informa-tion includes:
Transition Helpers◆ Only New Features.
Download and print the newfeature tasks as a quick andeasy guide.
Productivity Tools◆ Keyboard Shortcuts.
Download a list of keyboardshortcuts to learn faster waysto get the job done.
More Content◆ Photographs. Download
photographs and othergraphics to use in your Officedocuments.
◆ More Content. Downloadnew content developed afterpublication. For example,you can download a chapteron SharePoint server andOffice 365.
You can access these additionalresources on the web atwww.perspection.com.
Additional content is available on theweb. You candownload keyboardshortcuts.
Adding Art to OfficeDocuments
Introduction
Although well-illustrated documents can’t make up for a lackof content, you can capture your audiences’ attention if yourdocuments are vibrant and visually interesting. MicrosoftOffice comes with a vast array of clip art, and there are end-less amounts available through other software packages oron the web. When going online to look at clips, you can cate-gorize them so that it’s easier to find the best choice for yourOffice document. You can use the Microsoft Online web site(Office.com) to search for and download additional clip art.
You can easily enhance an Office document by adding apicture—one of your own or one of the hundreds that comewith Microsoft Office. If you need to modify your pictures,you can resize them, compress them for storage, changetheir brightness or contrast, recolor them, or crop them.
WordArt is another feature that adds detail to your docu-ment. Available in other Office programs, WordArt can bringtogether your documents—you can change its color, shape,shadow, or size. Because WordArt comes with so many stylechoices, time spent customizing your documents is minimal.
In Office programs, you can insert SmartArt graphics tocreate diagrams that convey processes or relationships.Office provides a wide-variety of built-in SmartArt graphictypes from which to choose, including graphical lists,process, cycle, hierarchy, relationship, matrix, and pyramid.Using built-in SmartArt graphics makes it easy to create andmodify charts without having to create them from scratch.
Instead of adding a table of dry numbers, insert a chart.Charts add visual interest and useful information representedby lines, bars, pie slices, or other markers. Office usesMicrosoft Excel to embed and display the information in achart. With Office.com, you can add functionality with a third-party app. For example, you can add an app called Radial BarChart to provide other options for charting in Excel.
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3What You’ll Do
Locate and Insert an Online Picture
Insert a Picture
Insert a Picture Screen Shot
Add an Artistic Style to a Picture
Add a Quick Style to a Picture
Apply a Shape and Border to a Picture
Apply Picture Effects
Modify Picture Size
Compress a Picture
Correct and Recolor a Picture
Crop, Rotate and Recolor a Picture
Remove a Picture Background
Create and Format WordArt Text
Apply and Modify WordArt Text Effects
Create and Format SmartArt Graphics
Modify a SmartArt Graphic
Add Pictures to a SmartArt Graphic
Create an Organization Chart
Insert and Create a Chart
Change a Chart Layout and Style
Change Chart Elements
Format Line and Bar Charts
Edit Chart Data
Insert Apps for Office Programs
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58 Chapter 3
Locating and Insertingan Online Picture
Locate and Insert an OnlinePicture
Click the Insert tab.
Click the Online Pictures button.
Use any of the following to locatean online picture:
◆ Office.com Clip Art. Enter akeyword for the search, andthen click the Search button.
◆ Bing Image Search. Enter akeyword for the search, andthen click the Search button. Ifprompted, click Show all webresults. If a message barappears, read it, then click theClose button to dismiss it.
◆ SkyDrive. Click Browse, andthen navigate to and select the picture.
◆ Online Services. Click a serviceicon, such as Flickr, and thennavigate to and select thepicture. Connect to the serviceas needed.
Select the picture(s) you want.◆ To preview a larger picture,
point to a picture, and thenclick the View Larger button.
Click Insert.
Select the picture, and then moveand resize it, as desired.
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If you need a picture to insert into a document and don’t have one, youcan search for and insert clip art from Office.com (New!), a picturefrom the web using Bing Image Search (New!), a picture from yourSkyDrive (New!), or a picture from an online service (New!), such asFlickr. Office.com is a clip gallery that Microsoft maintains on its website. Clip art includes photos and illustrations, such as vector images,which are mathematically defined to make them easy to resize andmanipulate. To add an online picture to a document, you click the OnlinePictures button on the Insert tab, and then locate, select, and insert thepicture you want.
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Click toaccessFlickr
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Office makes it possible for you to insert pictures, graphics, scannedphotographs, art, photos, or artwork from a collection of stock images orother program into a document. When you use the Pictures button onthe Insert tab, you specify the source of the picture. When you insertpictures from files on your hard disk drive, scanner, digital camera, orweb camera, Office allows you to select multiple pictures, view thumb-nails of them, and insert them all at once, which speeds up the process.
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Chapter 3 Adding Art to Office Documents 59
Inserting a Picture
Insert a Picture from a File
Click the Insert tab.
Click the Pictures button.
Click the Look in list arrow, and then select the drive andfolder that contain the file youwant to insert.
Click the file you want to insert.
Click Insert.
◆ To link a picture file, click theInsert button arrow, and thenclick Link to File.
◆ To insert and link a picture file,click the Insert button arrow,and then click Insert and Link.
TROUBLE? If you see a red “x”instead of a picture or motion clipin your document, then you don’thave a graphics filter installed onyour computer for that clip.
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You can add graphic formats. If thegraphic format you want to insert is notin the list, you can use Office Setup’sAdd or Remove Features option toinstall additional graphic formats.
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If you’re working on a training manual, presentation, or document thatrequires a picture of your computer screen, then the Screenshot buttonon the Insert tab just made your life a lot easier. You use the ScreenClipping tool to drag a selection around the screen area that you wantto capture, and then select the picture from the Screenshot gallery. TheScreenshot gallery holds multiple screen shots, so you can captureseveral screens before you insert them into your document. After youinsert the screen shot into a document, you can use the tools on thePicture Tools tab to edit and improve it.
Inserting a PictureScreen Shot
Insert a Picture Screen Shot
Click the Insert tab.
Click the Screenshot button.
Click Screen Clipping.
Display the screen you want tocapture, and then drag the largeplus cursor to select the screenarea to capture.
Click the Screenshot button, andthen click the thumbnail of thescreen shot you want to insert.
Use the tools on the Picture Toolstab to edit and improve the screenshot.
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With the Artistic Quick Style gallery, you can transform a picture into apiece of artwork. The Artistic Quick Style gallery makes it easy tochange the look of a picture to a sketch, drawing, or painting. ThePicture Quick Style gallery provides a variety of different formattingoptions—such as Pencil Sketch, Line Drawing, Watercolor Sponge,Mosaic Bubble, Glass, Pastels Smooth, Plastic Wrap, Photocopy, andPaint Strokes—to create a professional look. To quickly see if you likean Artistic Quick Style, point to a thumbnail in the gallery to display alive preview of it in the selected shape. If you like it, you can apply it.
Adding an ArtisticStyle to a Picture
Add an Artistic Style to a Picture
Click the picture you want tochange.
Click the Format tab under PictureTools.
Click the Artistic Effects button.
The current style appearshighlighted in the gallery.
Point to a style.
A live preview of the style appearsin the picture.
Click the style you want from thegallery to apply it to the selectedpicture.
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Instead of changing individual attributes of a picture—such as shape,border, and effects—you can quickly add them all at once with thePicture Quick Style gallery. The Picture Quick Style gallery provides avariety of different formatting combinations to create a professionallook. To quickly see if you like a Picture Quick Style, point to a thumb-nail in the gallery to display a live preview of it in the selected shape. Ifyou like it, you can apply it.
Adding a Quick Styleto a Picture
Add a Quick Style to a Picture
Click the picture you want tochange.
Click the Format tab under PictureTools.
Click the scroll up or down arrow,or click the More list arrow in thePicture Styles group to seeadditional styles.
The current style appearshighlighted in the gallery.
Point to a style.
A live preview of the style appearsin the current shape.
Click the style you want from thegallery to apply it to the selectedpicture.
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After you insert a picture into your document, you can select it andapply one of Office’s shapes to it. The picture appears in the shape justlike it has been cropped. The Crop to Shape gallery makes it easy tochoose the shape you want to use. Live preview is not available withthe Crop to Shape gallery. You can try different shapes to find the oneyou want. If you don’t find the one you want, you can use the ResetPicture button to return the picture back to its original state.
Applying a Shape to a Picture
Apply a Shape to a Picture
Click the picture you want tochange.
Click the Format tab under PictureTools.
Click the Crop button arrow, andthen point to Crop to Shape.
Select the shape you want toapply to the selected picture.
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After you insert a picture, you can add and modify the picture border bychanging individual outline formatting using the Picture Border buttonon the Format tab under Picture Tools. The Picture Border button worksjust like the Shape Outline button and provides similar options to add aborder, select a border color, and change border width and style. Youcan try different border combinations to find the one you want. If youdon’t find one that works for you, you can use the No Outline commandon the Picture Border gallery to remove it.
Applying a Border to a Picture
Apply a Border to a Picture
Click the picture you want tochange.
Click the Format tab under PictureTools.
Click the Picture Border button.
Click a color, or point to Weight, orDashes, and then select a style, orclick More Lines to select multipleoptions.
Drag a sizing handle to change the size or angle of the line orarrow.
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Did You Know?You can remove a border. Select thepicture, click the Format tab, click thePicture Border button, and then clickNo Outline.
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You can change the look of a picture by applying effects, such as shad-ows, reflections, glow, soft edges, bevels, and 3-D rotations. You canalso apply effects to a shape by using the Picture Effects gallery forquick results, or by using the Format Shape pane (New!) for customresults. From the Picture Effects gallery, you can apply a built-in combi-nation of 3-D effects or individual effects to a picture. To quickly see ifyou like a picture effect, point to a thumbnail in the Picture Effectsgallery to display a live preview of it. If you like it, you can apply it. Ifyou no longer want to apply a picture effect to an object, you canremove it. Simply select the picture, point to the effect type on thePicture Effects gallery, and then select the No effect type option.
Applying PictureEffects
Add an Effect to a Picture
Click the picture you want tochange.
Click the Format tab under PictureTools.
Click the Picture Effects button,and then point to the following:
◆ Preset to select No 3-D, one ofthe preset types, or 3-D Options.
◆ Shadow to select No Shadow,one of the shadow types, orShadow Options.
◆ Reflection to select NoReflection, one of the ReflectionVariations, or ReflectionOptions.
◆ Glow to select No Glow, one ofthe Glow Variations, More GlowColors, or Glow Options.
◆ Soft Edges to select No SoftEdges or a point size todetermine the soft edge amount,or Soft Edges Options.
◆ Bevel to select No Bevel, one ofthe bevels, or 3-D Options.
◆ 3-D Rotation to select NoRotation, one of the rotationtypes, or 3-D Options.
When you point to an effect, a livepreview of the style appears in thecurrent shape.
Click the effect you want from thegallery to apply it to the selectedshape.
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Once you have inserted a picture, clip art and other objects into yourdocument, you can adapt them to meet your needs. Like any object, youcan resize a picture. You can use the sizing handles to quickly resize apicture or use height and width options in the Size group on the Formattab to resize a picture more precisely. If you want to set unique or multi-ple options, you can use the Format Picture pane (New!). The Size &Properties options allow you to make sure your pictures keep the samerelative proportions as the original and lock size proportions.
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Modifying Picture Size
Resize a Picture
Click the object you want to resize.
Drag one of the sizing handles to increase or decrease theobject’s size.
◆ Drag a middle handle to resize the object up, down, left, or right.
◆ Drag a corner handle to resizethe object proportionally.
Resize a Picture Precisely
Click the object you want to resize.
Click the Format tab under PictureTools.
Click the up and down arrows orenter a number (in inches) in theHeight and Width boxes on theRibbon and press Enter.
If the Lock aspect ratio check boxis selected in the Format Picturedialog box (under Size), height orwidth automatically changes whenyou change one of them. Click theSize Dialog Box Launcher tochange the option.
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Precisely Scale a Picture
Click the object you want to resize.
Click the Format tab under PictureTools.
Click the Size Dialog BoxLauncher.
The Format Picture pane opens,displaying format options (New!).
Do any of the following:
◆ Keep the picture proportional.Select the Lock aspect ratiocheck box.
◆ Keep the picture the samerelative size. Select theRelative to original picture sizecheck box.
Click the up and down arrows orenter a number in the Height andWidth boxes in one of thefollowing:
◆ Size. Enter a height and widthsize in inches.
◆ Scale. Enter a percentage size.
If the Lock aspect ratio check boxis selected, height or widthautomatically changes when youchange one of them.
If you want to remove yourchanges, click Reset.
Click the Close button in the pane.7
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Did You Know?Resizing bitmaps can cause distortion.Bitmap images are made up of dots,and do not lend themselves as easily toresizing because the dots can’t expandand contract, which can lead to distor-tion. To avoid distortion, resize bitmapsproportionally and try to resize smallerinstead of larger.
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Office allows you to compress pictures in order to minimize the file sizeof the image. In doing so, however, you may lose some visual quality,depending on the compression setting. You can pick the resolution thatyou want for the pictures in a document based on where or how they’llbe viewed (for example, on the web or printed). You can also set otheroptions, such as Delete cropped areas of picture, to get the best bal-ance between picture quality and file size or automatically compresspictures when you save your document.
Compressing a Picture
Compress a Picture
Click to select the pictures youwant to compress.
Click the Format tab under PictureTools.
Click the Compress Pictures button.
Select the Apply only to thispicture check box to applycompression setting to only theselected picture. Otherwise, clearthe check box to compress allpictures in your document.
Select or clear the Delete croppedareas of pictures check box toreduce file.
Click the Print, Screen, E-mail, orDocument option to specify atarget output.
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Correcting a Picture
Change Brightness and Contrastor Sharpen and Soften
Click the picture you want tochange.
Click the Format tab under PictureTools.
Click the Corrections button, andthen do one of the following:
◆ Brightness and Contrast. Clicka brightness and contrastoption.
A positive brightness lightensthe object colors by addingmore white, while a negativebrightness darkens the objectcolors by adding more black. Apositive contrast increasesintensity, resulting in less gray,while a negative contrast todecrease intensity, resulting inmore gray.
◆ Sharpen and Soften. Click asharpen and soften option.
To set custom correctionpercentages, click the Correctionsbutton, click Picture CorrectionsOptions, specify the options youwant in the Format Picture pane(New!), and then click the Closebutton in the pane.
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Once you have inserted a picture, you can control the image’s colors,brightness, and contrast using Picture tools. The brightness and con-trast controls let you make simple adjustments to the tonal range of apicture. The brightness and contrast controls change a picture by anoverall lightening or darkening of the image pixels. In addition, you cansharpen and soften pictures by a specified percentage. If you want toset unique or multiple options, you can use the Format Picture pane(New!). You can experiment with the settings to get the look you want.If you don’t like the look, you can use the Reset Picture button to returnthe picture back to its original starting point.
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You can recolor clip art and other objects to match the color scheme of your document. For example, if you use a flower clip art as your busi-ness logo, you can change shades of pink in the spring to shades oforange in the autumn. The Color Picture Quick Style gallery provides avariety of different recolor formatting combinations. To quickly see ifyou like a Color Picture Quick Style, point to a thumbnail in the galleryto display a live preview of it in the selected shape. If you like it, youcan apply it. You can also use a transparent background in your pictureto avoid conflict between its background color and your document’sbackground. With a transparent background, the picture takes on thesame background as your document.
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Recoloring a Picture
Recolor a Picture
Click the picture whose color youwant to change.
Click the Format tab under PictureTools.
Click the Color button.
Click one of the Color options.
◆ Recolor. Click an option toapply a color type:
No Recolor. Click this option toremove a previous recolor.
Grayscale. Converts colors intowhites, blacks and shades ofgray between black and white.
Sepia. Converts colors into verylight gold and yellow colors likea picture from the old west.
Washout. Converts colors intowhites and very light colors.
Black and White. Convertscolors into only white andblack.
◆ Color Saturation or Color Tone.Click an option to apply a colorsaturation or tone based on therecolor selection.
◆ More Variations. Point to thisoption to select a specific color.
◆ Picture Color Options. Click thisoption to set custom recoloroptions by percentage.
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Set a Transparent Background
Click the picture you want tochange.
Click the Format tab under PictureTools.
Click the Color button, and thenclick Set Transparent Color.
Move the pointer over the objectuntil the pointer changes shape.
Click the color you want to set as transparent.
Move the pointer over the picturewhere you want to apply thetransparent color, and then click toapply it.
When you’re done, click outsidethe image.
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Did You Know?Why is the Set Transparent Color com-mand dimmed? Setting a color astransparent works only with bitmaps. Ifyou are working with an object that isnot a bitmap, you will not be able touse this feature.
You can’t modify some pictures inOffice. If the picture is a bitmap (.BMP,.JPG, .GIF, or .PNG), you need to edit itscolors in an image editing program,such as Adobe Photoshop, MicrosoftPaint, or Paint Shop Pro.
You can reset a picture back to itsoriginal state. Click the picture youwant to reset, click the Format tabunder Picture Tools, and then click theReset Picture button.
Area made transparent
You can crop clip art to isolate just one portion of the picture. Becauseclip art uses vector image technology, you can crop even the smallestpart of it and then enlarge it, and the clip art will still be recognizable.You can also crop bitmapped pictures, but if you enlarge the area youcropped, you lose picture detail. Use the Crop button to crop an imageby hand. In addition, you can crop a picture while maintaining aselected resize aspect ratio or crop a picture based on a fill or fit. Youcan also rotate a picture by increments or freehand.
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Cropping and Rotatinga Picture
Crop a Picture Quickly
Click the picture you want to crop.
Click the Format tab under PictureTools.
Click the Crop button.
Drag the sizing handles until the borders surround the area you want to crop.
Click outside the image when you are finished.
Crop a Picture with an AspectRatio
Click the picture you want to crop.
Click the Format tab under PictureTools.
Click the Crop button arrow, pointto Aspect Ratio, and then selectan aspect ratio.
Drag the sizing handles until the borders surround the area you want to crop.
Click outside the image when you are finished.
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Crop a Picture with a Fill or Fit
Click the picture you want to crop.
Click the Format tab under PictureTools.
Click the Crop button arrow, andthen select an option:
◆ Fill. Resizes the picture so theentire picture area is filledwhile maintaining the aspectratio. Any area outside of thepicture area is cropped.
◆ Fit. Resizes the picture so theentire picture displays insidethe picture area whilemaintaining the aspect ratio.
Drag the sizing handles until the borders surround the area you want to crop.
Click outside the image when you are finished.
Rotate a Picture
Click the object you want to rotate.
Position the pointer (whichchanges to the Free Rotatepointer) over the circle arrowrotate lever at the top of theobject, and then drag to rotate it.
Click outside the object to set the rotation.
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Did You Know?You can rotate or flip a picture. Selectthe picture, click the Format tab, clickthe Rotate button, and then clickRotate Right 90, Rotate Left 90, FlipVertical, Flip Horizontal, or click MoreRotation Options.
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Sometimes you want to use an element from a picture instead of theentire picture. With the Remove Background command, you can spec-ify the element you want in a picture, and then remove the background.You can use automatic background removal or you can manually drawlines to specify which parts of the picture background you want to keepand which to remove.
Removing a PictureBackground
Remove a Picture Background
Click the picture you want tochange.
Click the Format tab under PictureTools.
Click the Remove Backgroundbutton.
Drag the handles on the marqueelines to specify the part of thepicture you want to keep. The areaoutside the marquee getsremoved.
To manually specify which areasto keep and which areas toremove, do the following:
◆ Mark Areas to Keep. Click thebutton, and then draw lines tospecify which parts of thepicture you do not wantautomatically removed.
◆ Mark Areas to Remove. Clickthe button, and then draw linesto specify which parts of thepicture you do want removed inaddition to those automaticallymarked.
◆ Delete Mark. Click the button,and then click marked lines toremove them.
Click the Keep Changes button toclose and keep the removal orclick the Discard All Changesbutton to close and cancel theautomatic removal.
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The WordArt feature lets you create stylized text to draw attention toyour most important words. Most users apply WordArt to a word or ashort phrase, such as Big Smiles. You should apply WordArt to a docu-ment sparingly. Its visual appeal and unique look requires unclutteredspace. When you use WordArt, you can choose from a variety of textstyles that come with the WordArt Quick Style gallery, or you can cre-ate your own using tools in the WordArt Styles group. To quickly see ifyou like a WordArt Quick Style, point to a thumbnail in the gallery todisplay a live preview of it in the selected text. If you like it, you canapply it. You can also use the free angle handle (pink diamond) insidethe selected text box to adjust your WordArt text angle.
Creating WordArt Text
Insert WordArt Text
Click the Insert tab.
Click the WordArt button, and thenclick one of the WordArt styles.
A WordArt text box appears on thedocument with selectedplaceholder text.
Type the text you want WordArt to use.
◆ Drag a resize handle as neededto increase or decrease thesize of the WordArt text box.
If applicable, use the Font andParagraph options on the Hometab to modify the text you entered.
To edit WordArt text, click to placethe insertion point where you wantto edit, and then edit the text.
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Did You Know?You can convert text in a text box toWordArt. Select the text box, click theFormat tab under Drawing Tools, andthen click the WordArt text style youwant from the Ribbon.
You can remove WordArt text. Selectthe WordArt text, click the Format tab,click the Quick Styles button, and thenclick Clear WordArt.
In addition to applying one of the preformatted WordArt styles, you canalso create your own style by shaping your text into a variety of shapes,curves, styles, and color patterns. The WordArt Styles group gives youtools for changing the fill and outline of your WordArt text. To quicklysee if you like a WordArt Style, point to a thumbnail in the gallery to display a live preview of it in the selected text. If you like it, you canapply it.
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Formatting WordArt Text
Apply a Different WordArt Style to Existing WordArt Text
Click the WordArt object whosestyle you want to change.
Click the Format tab underDrawing or WordArt Tools.
Click the scroll up or down arrow,or click the More list arrow in theWordArt Styles group to seeadditional styles.
The current style appearshighlighted in the gallery.
Point to a style.
A live preview of the style appearsin the current shape text.
Click the style you want from thegallery to apply it to the selectedshape.
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You can change the WordArt fill colorto match the background. Click theWordArt object, right-click the object,click Format Shape, click theBackground option, and then clickClose.
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Apply a Fill to WordArt Text
Click the WordArt object you wantto change.
Click the Format tab underDrawing or WordArt Tools.
Click the Text Fill or Shape Fillbutton arrow, and then click orpoint to one of the following:
◆ Color to select a theme orstandard color.
◆ No Fill to remove a fill color.
◆ Picture to select a picture file.
◆ Gradient to select No Gradient,one of the shadow types, orMore Gradients.
◆ Texture to select one of thetexture types, or More Textures.
Apply an Outline to WordArt Text
Click the WordArt object you wantto change.
Click the Format tab underDrawing or WordArt Tools.
Click the Text Outline or ShapeOutline button arrow.
Click a color, or point to Weight orDashes, and then select a style.
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Applying WordArt Text Effects
Apply an Effect to WordArt Text
Click the WordArt object you wantto change.
Click the Format tab under Drawingor WordArt Tools.
Click the Text Effects button.
◆ For Word, use the ShadowEffects and 3D Effects buttons.
Point to one of the following:
◆ Shadow to select No Shadow,one of the shadow types, orShadows Options.
◆ Reflection to select NoReflection, one of the ReflectionVariations, or Reflection Options.
◆ Glow to select No Glow, one ofthe Glow Variations, More GlowColors, or Glow Options.
◆ Bevel to select No Bevel, one ofthe bevel variations, or 3-DOptions.
◆ 3-D Rotation to select NoRotation, one of the rotationtypes, or 3-D Rotation Options.
◆ Transform to select NoTransform, or one of thetransform types (Follow Path or Warp).
Click the effect you want to applyto the selected shape.
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You can change the look of WordArt text by applying effects, such asshadows, reflections, glow, soft edges, 3-D rotations, and transforma-tions. You can apply effects to a shape by using the Text Effects galleryfor quick results. From the Text Effects gallery you can apply a built-incombination of 3-D effects or individual effects to WordArt text. Toquickly see if you like the effect, point to a thumbnail in the Text Effectsgallery to display a live preview of it. If you like it, you can apply it. Ifyou no longer want to apply the effect, you can remove it. Simply,select the WordArt text, point to the effect type on the Text Effectsgallery, and then select the No effect type option.
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You can apply a number of text effects to your WordArt objects thatdetermine alignment and direction. The effects of some of the adjust-ments you make are more pronounced for certain WordArt styles thanothers. Some of these effects make the text unreadable for certainstyles, so apply these effects carefully. You can apply effects to ashape by using the Format Shape pane (New!) for custom results. Youcan also use the free rotate handle (green circle) at the top of theselected text box to rotate your WordArt text.
Modifying WordArtText Position
Change WordArt Text Direction
Right-click the WordArt object youwant to change, and then clickFormat Shape or Format Object.
Click Text Options in the FormatShape pane (New!).
Click Text Box (New!).
Click the Vertical alignment orHorizontal alignment list arrow,and then select an option: Top,Middle, Bottom, Top Center,Middle Center, or Bottom Center.
Click the Text Direction list arrow,and then select an option:Horizontal, Rotate all text 90°,Rotate all text 270°, or Stacked.
Click the Close button in the pane.
Rotate WordArt Text
Click the WordArt object you wantto change.
Position the pointer (whichchanges to the Free Rotatepointer) over the circle arrowrotate lever at the top of theobject, and then drag to rotate it.
When you’re done, release themouse button.
Click outside the object todeselect it.
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SmartArt graphics allow you to create diagrams that convey processesor relationships. Office provides a wide variety of built-in SmartArtgraphic types, including graphical lists, process, cycle, hierarchy, rela-tionship, matrix, pyramid, picture, and Office.com. Using built-inSmartArt graphics makes it easy to create and modify charts withouthaving to create them from scratch. To quickly see if you like a SmartArtgraphic layout, point to a thumbnail in the gallery to display a live pre-view of it in the selected shape. If you like it, you can apply it.
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Type Purpose
List Show non-sequential information
Process Show steps in a process or timeline
Cycle Show a continual process
Hierarchy Show a decision tree or create an organization chart
Relationship Illustrate connections
Matrix Show how parts relate to a whole
Pyramid Show proportional relationships up and down
Picture Convert a picture to a SmartArt graphic
Office.com Show SmartArt graphics from Office.com
Creating SmartArtGraphics
Create a SmartArt Graphic
Click the Insert tab.
Click the SmartArt button.
TIMESAVER In a PowerPointcontent placeholder, you can clickthe SmartArt icon to start.
In the left pane, click a category,such as All, List, Process, Cycle,Hierarchy, Relationship, Matrix,Pyramid, Picture, or Office.com.
In the middle pane, click aSmartArt graphic style type.
Click OK.
The SmartArt graphic appears inthe document.
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Did You Know?You can change a SmartArt diagramtype. Select the SmartArt graphic, clickthe Design tab under SmartArt Tools,click the More list arrow for Layouts,click More Layout, select a diagramtype, and then click OK.
You cannot drag text into the Textpane. Although you can’t drag text intothe Text pane, you can copy and pastetext.
You can create a blank SmartArtgraphic. In the Text pane, press Ctrl+Ato select all the placeholder text, andthen press Delete.
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Click the Text Pane button, or clickthe control with two arrows alongthe left side of the selection toshow the Text pane.
Label the shapes by doing one ofthe following:
◆ Type text in the [Text] box.
You can use the arrow keys tomove around the Text pane, oruse the Promote or Demotebuttons to indent.
◆ At the end of a line, press Enterto insert a line (shape), orselect line text, and then pressDelete to remove a line (shape).
◆ Click a shape, and then typetext directly into the shape.
When you’re done, click outside ofthe SmartArt graphic.
Convert Text to a SmartArtGraphic
In PowerPoint, select the text boxwith the text you want to convertto a SmartArt graphic.
Click the Home tab.
Click the Convert to SmartArtGraphic button.
The gallery displays layoutsdesigned for bulleted lists.
To view the entire list of layouts,click More SmartArt Graphics.
Point to a layout.
A live preview of the style appearsin the current shape.
Click the layout for the SmartArtgraphic you want from the galleryto apply it to the selected shape.
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If your current SmartArt graphics don’t quite convey the message orlook you want, use live preview to quickly preview layouts in the QuickStyles and Layout Styles groups and select the one you want. If youonly want to change the color, you can choose different color schemesusing theme colors by using the Change Color button. If the flow of aSmartArt graphic is not the direction you want, you can change the orientation.
Formatting a SmartArtGraphic
Apply a Quick Style to aSmartArt Graphic
Click the SmartArt graphic youwant to modify.
Click the Design tab underSmartArt Tools.
Click the scroll up or down arrow,or click the More list arrow in theQuick Styles group to seeadditional styles.
Point to a style.
A live preview of the style appearsin the current shape.
Click the layout for the SmartArtgraphic you want from the gallery.
Change a Smart GraphicOrientation
Click the SmartArt graphic youwant to modify.
Click the Design tab underSmartArt Tools.
Click the Right to Left button.
The button toggles, so you canclick it again to switch back.
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Change a SmartArt GraphicLayout
Click the SmartArt graphic youwant to modify.
Click the Design tab underSmartArt Tools.
Click the scroll up or down arrow,or click the More list arrow in theLayout Styles group to seeadditional styles.
The gallery displays layoutsdesigned for bulleted lists.
To view the entire list of diagramlayouts, click More Layouts.
Point to a layout.
A live preview of the style appearsin the current shape.
Click the layout for the SmartArtgraphic you want from the gallery.
If you opened the entire list oflayouts, click OK.
Change a SmartArt GraphicColors
Click the SmartArt graphic youwant to modify.
Click the Design tab underSmartArt Tools.
Click the Change Colors button.
The gallery displays the currentlayout with different theme colors.
Point to a style.
A live preview of the style appearsin the current shape.
Click the layout for the SmartArtgraphic you want from the gallery.
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84 Chapter 3
After you create a SmartArt graphic, you can add, remove, change, orrearrange shapes to create a custom look. For shapes within aSmartArt graphic, you can change the shape from the Shape gallery oruse familiar commands, such as Bring to Front, Send to Back, Align,Group, and Rotate, to create your own custom SmartArt graphic. If youno longer want a shape you’ve added, simply select it, and then pressDelete to remove it.
Modifying a SmartArtGraphic
Add a Shape to a SmartArtGraphic
Select the shape in the SmartArtgraphic you want to modify.
Click the Design tab underSmartArt Tools.
Click the Add Shape button toinsert a shape at the end, or clickthe Add Shape button arrow, andthen select the position where youwant to insert a shape.
Change Shapes in a SmartArtGraphic
Select the shapes in the SmartArtgraphic you want to modify.
Click the Format tab underSmartArt Tools.
Click the Change Shape button,and then click a shape.
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Did You Know?You can reset a SmartArt graphic backto its original state. Select theSmartArt graphic, click the Design tabunder SmartArt Tools, and then clickthe Reset Graphic button.
Chapter 3 Adding Art to Office Documents 85
With SmartArt graphic layouts, you can insert pictures in the SmartArtshapes. In addition to the pictures, you can also add descriptive textusing the Text pane or shape itself. The process is very simple. Insert aSmartArt picture layout, insert pictures, and then add descriptive text. Ifyou already have pictures in your document, you can convert them to aSmartArt graphic.
Adding Pictures to aSmartArt Graphic
Add a SmartArt Graphic to aPicture
Use either of the following to addpictures to a SmartArt graphic:
◆ Create New. Click the Inserttab, click the SmartArt button,click Picture, click a layout, andthen click OK.
◆ Convert Picture. Select apicture, click the Format tabunder Picture Tools, click thePicture Layout button, and thenselect a layout.
To add a shape, click the Designtab under SmartArt Tools, click theAdd Shape button arrow, and thenselect the type of shape you wantto add.
To add a picture, double-click agraphic placeholder, select apicture file, and then click Insert.
Label the shapes by doing one ofthe following:
◆ Type text in the [Text] box.
◆ Click a shape, and then typetext directly into the shape.
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4
Did You Know?Convert a SmartArt graphic to shapes.Select the SmartArt graphic, click theDesign tab under SmartArt Tools, andthen click the Convert To Shapes but-ton. In PowerPoint, you can also usethe Convert To Text option.
86 Chapter 3
An organization chart shows the reporting relationships between indi-viduals in an organization. For example, you can show the relationshipbetween a manager and employees within a company. You can createan organization chart using a SmartArt graphic or using MicrosoftOrganization Chart. A SmartArt graphic organization chart makes iteasy to add shapes using the graphic portion or the Text pane. Like anySmartArt graphic, you can add special effects—such as soft edges,glows, or 3-D effects, and animation—to an organization chart.
Creating anOrganization Chart
Create an Organization ChartUsing a SmartArt Graphic
Click the Insert tab.
Click the SmartArt button.
In the left pane, click Hierarchy.
Click an organization chart type.
Click OK.
Label the shapes by doing one ofthe following:
◆ Type text in the [Text] box.
◆ Click a shape, and then typetext directly into the shape.
To add shapes from the Text pane,place the insertion point at thebeginning of the text where youwant to add a shape, type the textyou want, press Enter, and then toindent the new shape, press Tab orto promote, press Shift+Tab.
You can also click the Add Shapebutton arrow on the Design tabunder SmartArt Tools, and thenselect the type of shape you wantto add.
To change the layout or style, clickthe Design tab under SmartArtTools, click the scroll up or downarrow, or click the More list arrowin the Layouts group or QuickStyles group, and then select alayout or style.
When you’re done, click outside ofthe SmartArt graphic.
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Chapter 3 Adding Art to Office Documents 87
A chart provides a visual, graphical representation of numerical data.Charts add visual interest and useful information represented by lines,bars, pie slices, or other markers. A group of data values from a row orcolumn of data makes up a data series. Each data series has a uniquecolor or pattern on the chart. Titles on the chart, horizontal (x-axis), andvertical (y-axis) identify the data. Gridlines are horizontal and verticallines to help the reader determine data values in a chart. When youinsert a chart, it’s placed as an embedded object. Office programs useMicrosoft Excel to embed and display a chart. You can then resize ormove it just as you would any object. Start by choosing the chart typethat is best suited for presenting your data. There are a wide variety ofchart types, 2-D and 3-D formats, from which to choose. In Excel, youcan also choose a recommended chart (New!) based on the data.
Inserting and Creatinga Chart
Insert and Create a Chart
Select the data you want to use tocreate a chart.
Click the Insert tab.
Use one of the following methods:
◆ All Chart Types. Click theCharts button or click theCharts Dialog Box Launcher(Excel), click the All Charts tab,click a category in the leftpane, click a chart, and thenclick OK.
◆ Basic Chart Types. In Excel,click a chart button (Column,Line, Pie, Bar, Area, Scatter,Other Charts) in the Chartsgroup, and then click the charttype you want.
◆ Recommended Charts. In Excel,click the Recommended Chartsbutton (New!), click a chart inthe left pane, and then click OK.
To change the chart type, click theChange Chart Type button on theDesign tab under Chart Tools.
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Did You Know?You can delete a chart. Click the chartobject, and then press Delete.
Recommended charts
88 Chapter 3
Changing a Chart Layout and Style
Change a Chart Layout or Style
Select the chart you want tochange.
Click the Design tab under ChartTools.
To change the chart layout, clickthe Quick Layout button, and thenclick the layout you want.
To quickly change the chart styleand colors, click the Chart Stylesbutton (New!) near the chart,click STYLE or COLOR, and thenclick a style or color. You can alsouse options on the Design tab:
◆ Style. Click the scroll up ordown arrow, or click the Morelist arrow in the Chart Stylesgroup, and then click the chartstyle you want.
◆ Color. Click the Change Colorsbutton, and then click a color.
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Office’s pre-built chart layouts and styles can make your chart moreappealing and visually informative. Start by choosing the chart type thatis best suited for presenting your data. There are a wide variety of charttypes, available in 2-D and 3-D formats, from which to choose. For eachchart type, you can select a predefined chart layout, style, and color toapply the formatting you want. If you want to format your chart beyondthe provided formats, you can customize a chart. To change a chartdesign, you can use layout, style, and color options on the Design tabunder Chart Tools or use the Chart Styles button (New!) (one of three)in the upper-right corner of the chart.
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Layouts
Did You Know?You can quickly access chart format-ting. Double-click a chart element toopen the Format pane (New!).You can reset chart formatting. Clickthe chart you want to reset, click theFormat tab under Chart Tools, and thenclick the Reset To Match Style button.
3 1 More list arrow for Chart Styles
Chapter 3 Adding Art to Office Documents 89
The layout of a chart typically comes with a chart title, X and Y axes,axis titles, and a legend. However, you can also include other elements,such as data labels, a data table, gridlines. A legend is a set of labelsthat helps the reader connect the colors and patterns in a chart with thedata they represent. Legend text is derived from the data series plottedwithin a chart. You can rename an item within a legend by changing thetext in the data series. If the legend chart location doesn’t work with thechart type, you can reposition it. Data labels show data values in thechart to make it easier for the reader to see, while a Data table showsthe data values in a table next to the chart. To change elements, you canuse the Add Chart Element button on the Design tab under Chart Toolsor use the Chart Elements button (New!) (one of three) in the upper-right corner of the chart. If you want a customized look, you can double-click an element to set options using the Format pane (New!).
Changing Chart Elements
Change the Chart Elements
Select the chart you want tomodify.
Click the Design tab under ChartTools.
To quickly show or hide chartelements, click the Chart Elementsbutton near the chart, and thenselect or clear the element checkbox (New!), or click an arrow, andthen a command.
Click the Add Chart Element button(New!), and then point to one ofthe following options:
◆ Axes to display the horizontaland vertical axes.
◆ Axis Titles to display thehorizontal and vertical axistitles.
◆ Chart Tile to display or positionthe main chart title. Double-click the text box to modify text.
◆ Data Labels to show or hidedata labels.
◆ Data Table to show or hide adata table along with the chart.
◆ Gridlines to display differenttypes of gridlines.
◆ Legend to display or positionthe chart legend.
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LegendAxis title Data labels
Chart title
Linking a Chart or Axis Title to a Worksheet CellOn the chart, click the chart or axis title you want to link, click in the formula bar, type equal sign (=), select the worksheet cell thatcontains the data or text you want to display in the chart, and thenpress Enter.
For Your Information
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Y axis
90 Chapter 3
If you’re using a line or bar chart, you can add trendlines, series lines,drop lines, high-low lines, up/down bars, or error bars with differentoptions to make the chart easier to read. Trendlines are graphical repre-sentations of trends in data that you can use to analyze problems of pre-diction. For example, you can add a trendline to forecast a trend towardrising revenue. Series lines connect data series in 2-D stacked bar andcolumn charts. Drop lines extend a data point to a category in a line orarea chart, which makes it easy to see where data markers begin andend. High-low lines display the highest to the lowest value in each cate-gory in 2-D charts. Stock charts are examples of high-low lines andup/down bars. Error bars show potential error amounts graphically rela-tive to each data marker in a data series. Error bars are usually used instatistical or scientific data. To format these charts, you can use the AddChart Element button (New!) on the Design tab under Chart Tools.
Formatting Line andBar Charts
Format Line and Bar Charts
Select the line or bar chart youwant to modify.
Click the Design tab under ChartTools.
Click the Add Chart Element button(New!), and then point to one ofthe following options:
◆ Trendline to remove or adddifferent types of trendlines:Linear, Exponential, LinearForecast, and Two PeriodMoving Average.
◆ Lines to hide Drop Lines, High-Low Lines or Series Lines, orshow series lines on a 2-Dstacked Bar/Column Pie or Pieor Bar of Pie chart.
◆ Up/Down Bars to hideUp/Down Bars, or showUp/Down Bars on a line chart.
◆ Error Bars to hide error bars orshow error bars with usingStandard Error, Percentage, orStandard Deviation.
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Chapter 3 Adding Art to Office Documents 91
Editing Chart Data
Edit the Data Source
Click the chart you want to modify.
Click the Design tab under ChartTools.
Click the Select Data button on theDesign tab under Chart Tools.
In the Select Data Source dialogbox, use any of the following:
◆ Chart data range. Displays thedata range of the plotted chart.
◆ Switch Row/Column. Click toswitch plotting the data seriesfrom rows or columns.
◆ Add. Click to add a new Legenddata series to the chart.
◆ Edit. Click to make changes toa Legend or Horizontal series.
◆ Remove. Click to remove theselected Legend data series.
◆ Move Up and Move Down.Click to move a Legend dataseries up or down in the list.
◆ Hidden and Empty Cells. Clickto plot hidden data anddetermine what to do withempty cells.
Click OK.5
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You can edit chart data in a worksheet one cell at a time, or you canmanipulate a range of data. If you’re not sure what data to change toget the results you want, use the Edit Data Source dialog box to helpyou. In previous versions, you were limited to 32,000 data points in adata series for 2-D charts. Now you can have as much as your memoryto store. You can work with data ranges by series, either Legend orHorizontal. The Legend series is the data range displayed on the axiswith the legend, while the Horizontal series is the data range displayedon the other axis. Use the Collapse Dialog button to temporarily mini-mize the dialog to select the data range you want. After you select yourdata, click the Expand Dialog button to return back to the dialog box.
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With Office.com (New!), you can add functionality with a third-partyapp to an Office program, and then use the app to extend features in adocument. For example, you can add an app called Radial Bar Chart toprovide other options for charting in Excel. You can also add an appcalled Dictionary - Merriam to use an enhanced dictionary. To useOffice.com, you need to have a Microsoft account, and be signed in with your Office program. You can insert an app by using the Apps forOffice button (New!) on the Insert tab. The apps you add to your Officeprograms are inserted and managed online using your web browser.Apps are designed for specific Office programs and only appear forthem.
Inserting Apps forOffice Programs
Insert an App for an OfficeProgram
Click the Insert tab.
Click the Apps for Office button(New!), and then click See All.
A list of installed apps appearsunder MY APPS.
To insert an app object, click MYAPPS, click an app tile, and thenclick Insert.
◆ To quickly insert an app object,click the Apps for Office button,and then click an app.
The app inserts an object with thespecified functionality. Follow theon-screen instructions for the appobject to use the app.
To add an app, click FEATUREDAPPS, click an app tile, wait foryour browser to open, click theAdd button, click the Continuebutton, and then click the Closebutton to exit.
To manage your apps, clickManage My Apps, and then waitfor your browser to open. Use theoptions, and then click the Closebutton to exit.
◆ To hide an app, click the Hidelink.
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Radial Bar Chart app in ExcelAdded apps
705
Index
Aabsolute cell references, 241ACCDB files, 376Access, 383
Access Services, publishing to, 376ACCDE, creating, 402Add a Field column, 384, 392aligning
controls, 423snap to grid for controls, 423
AND filters, 406ascending sort of records, 404AutoCorrect
objects, naming/renaming, 383AutoFormat for reports, 430AutoNumber
data types, 394fields, 388
backing up database, 401blank database, creating, 376-377bound column in lookup field, 397bound controls, creating, 426-427calculations
queries, calculations in, 413in reports, 428-429total row, using, 392-393
calendar button in fields, 392-393clearing filters, 405-406compacting database, 401comparing databases, 686compatibility checker, 402conditional formatting, 431controls
aligning, 423form controls, 422-423for reports, 426-427resizing, 423
snap to grid for, 423stacked controls, creating, 423tabular controls, creating, 423
crosstab queries, 414-415currency data types, 394customizing
Navigation pane, 383startup, 378
datasheets, formatting, 434Datasheet view
Add New Field column, 384Design view, switching to, 380filters in, 405subdatasheets, inserting, 386for tables, 385, 388
data types, specifying, 394dates and times
data types, 394of fields, 392-393
decimal places, setting number of, 395deleting
forms, records from, 421objects, 382report, group or sort in, 433tables, 389, 399, 412
descending sort of records, 404Design view, 403
Datasheet view, switching to, 380forms, working with, 420queries in, 410, 412tables, working with, 388, 391
display options in, 379duplicate fields, finding, 417editing form controls, 423Edit Relationships dialog box, 400Expression Builder
for query calculations, 413for report calculations, 428-429
706
Access (continued)Field List pane, 384
inserting fields with, 392fields
changing properties, 395common fields, specifying, 398-399dates and times of, 392-393defined, 388duplicate fields, finding, 417Filter By Form option, 405multivalue fields, 387properties, specifying, 394in queries, 409rich text in memo field, 392templates, 384total row, using, 392-393working with, 392-393
Filter By Form option, 405-406filters
AND, OR filters, 406Filter By Form feature, 405-406in tables, 405
findingduplicate fields, finding, 417with Search box, 381tables, records in, 389
foreign keys, 398-399formatting
datasheets, 434forms, 430-431reports, 430-431
Form Design Tools, 422forms, 381, 403
controls, adding, 422-423creating, 418-419deleting records from, 421Design view, working in, 420editing controls, 423filters, creating, 406formatting, 430-431with Form Wizard, 418modifying, 421new records, entering, 421page setup options, 435previewing data in, 436printing, 436saving, 419
sorting records, 404split forms, 418
Form view, 403with Form Wizard, 418functions, 413grid, showing/hiding, 423groups
of objects, 382report groups, creating, 432-433
headers and footers in reports, 426horizontal spacing, changing, 426hyperlinks in, 394importing/exporting
objects, 382tables, importing data into, 390
input masks, creating, 396join types for tables, 400labels
for reports, 424last used database, opening with, 377Layout view, 403
groups in reports, 432-433lookup fields, creating, 397Lookup Wizard in, 394macros, 381,
building, 664-665editing, 665running, 665
many-to-many table relationship, 398-399
margins in reports, 435modules, 381naming/renaming
calculated field, renaming, 416objects, 383
navigating in tables, 388Navigation pane, 378
customizing, 383forms, creating, 419hiding, 381Queries bar in, 408, 411viewing database objects in, 380working with objects in, 382-383
numeric data, 394objects
aligning controls and, 423list, viewing, 381managing, 382
Access
Index 707
Navigation pane, viewing in, 380OLE objects, 394one-to-many table relationship, 398-399one-to-one table relationship, 398-399OR filters, 406orientation of pages in reports or forms,
435package and sign, creating, 402pages, 381
setup options, 435parameter queries, 416PivotCharts, 418, 632-633PivotTable Reports, 632-633PivotTables, 632-633
and crosstab queries, 415Web pages, saving as, 568
placeholders for input masks, 396previewing report or form data, 436primary keys, specifying, 384primary tables, 398-399printing, 403
forms, 436Relationships window, 399reports, 436
Print Preview toolbar, 436properties lists, 394queries, 381, 403
calculations, performing, 413crosstab queries, 414-415in Design view, 410, 412Excel, retrieving data in, 630-631Expression Builder for calculations,
413fields in, 409modifying, 412parameter queries, 416running, 411saving filters as, 405simple queries, creating, 408sorting records, 404understanding, 407
Query Wizard, 407-409Quick Filter options, 405Quick Style formatting, 431referential integrity, 400Relationships window, printing, 399repairing database, 401reports, 381
AutoFormat for, 430creating, 424-425datasheets, formatting, 434deleting group or sort in, 433Design view, modifying in, 424-425Expression Builder, using, 428-429formatting, 430-431groups, creating, 432-433headers and footers in, 426labels, 424page setup options, 435page spacing, adjusting, 423previewing data in, 436printing, 436section spacing, adjusting, 423snapshots, creating, 436sorting in, 404, 432-433totals function, adding, 432-433unbound report, creating, 426values, formatting, 429
Report view, 403Report Wizard, 424-425resizing
columns and rows, 385controls, 423
retrieving data from, 628-629rich text in memo field, 392ruler, showing/hiding, 427sample database, opening, 376saving
filters as queries, 405forms, 419objects, 402
secondary sorts, 404selecting columns and rows, 385SharePoint lists for tables, 387
saving to, 402sharing a database, 402
as objects or PDF/XPS documents,402
showing/hidinggrid, 423headers and footers in reports, 426Navigation pane, 381objects, 382ruler, 427
Show Table dialog box, 398Shutter Bar Open/Close button, 380
Access
708
Access (continued)snapshots of reports, creating, 436snap to grid for aligning controls, 423sorting
records, 404, 432-433in reports, 432-433
spacingin forms, 423in reports, 423reports, adjusting in, 423
spell-checking, 436stacked controls, creating, 423storing data in databases, 380-381subdatasheets, inserting, 386tabbed documents in, 378-379table relationships
defining, 398-399deleting, 399join types, 493viewing, 399
tables, 381common fields, specifying, 398-399data types for, 384deleting, 389, 399, 412entering data for creating, 385Excel workbooks, exporting to,
632-633filters in, 405finding records in, 389importing data into, 390navigating in, 388new records, entering, 388planning, 384referential integrity, 400with SharePoint lists, 387sorting records, 404spell-checking in, 436templates for, 386
Table Wizard, 398tabular controls, creating, 423templates
for blank database, 376-377field templates, 384, 392for tables, 386
text data, 394totals drop-down list, 432-433totals function, adding, 432-433unbound controls, creating, 426-427
Value list, 397vertical spacing, changing, 423viewing window, 378web app
accounts, server location, 438accessing Office 365 site, SharePoint
site, 437-439Action Bar
using, 442-443customizing, 444-445
creating, 438-439controls, adding and modifying,
444-445edit data, 442Excel, copying cells to, 441modifying, 444-445Navigation pane, 441overview, 376, 437packaging, 446properties, settings for controls,
444-445server location, view, 439tables, creating or importing, 440-441views, creating, 443view data, 442
Access Find Duplicate Query Wizard, 417Accessibility Checker, 29accounting numbers, formatting, 282Account, Microsoft, 27, 634-635Account Settings dialog box, 486
RSS (Really Simple Syndication), accessing, 518
Actions, 33changing options, 42inserting information with, 42-43
Action Settings dialog box, 562ActiveX controls. See also macros; Trust
Centerform controls, 670inserting, 670list of, 672movies, playing, 675properties, setting, 673security alerts, dealing with, 671VBA code, adding, 674
adding/removing. See also deleting; Excel;Outlook
Actions, 42-43
Access
Index 709
AutoCorrect entries, 41digital signatures, 583languages to programs, 51Office features, 688page breaks in Word, 146picture borders, 64Quick Access Toolbar, items on, 7Ribbon, buttons or groups on, 7SmartArt picture layouts, 85Status bar items, 9
add-ins, 649. See also downloading;Actions; Trust Center
COM add-ins, 652-653in Excel, 651loading/unloading, 652-653managing, 651Program add-ins, 652-653viewing, 650
Add-Ins tab, 593, 650Add New Field column, Access, 392Address Book in Outlook, 487adjustment handles
Publisher, wrapping text in, 551on shapes, 94
Adobe Acrobat Reader, 617ADTS files, 352AIFF files, 352Align commands, 106-107aligning. See also Access; Word
header and footer text, 149objects, 106-109paragraph alignment, changing, 158PowerPoint text, 342shapes, 96with SmartArt graphics, 84text alignment, changing, 118-119
Alignment Dialog Box Launcher, 119alternative text, 29Analysis ToolPaks, 651AND condition, 276animations. See PowerPointantivirus software, 587appointments. See Calendarapps for Office
inserting and using, 92dictionary app, 145Office.com, 92
archiving e-mail messages, 483arguments. See also Excel
in VBA (Visual Basic for Applications),654
array formulas, Excel, 259Artistic Quick Style gallery, 61ASF files, 352attachments to e-mail. See Outlookaudio. See Soundsauditing Excel worksheets, 256AU files, 352Author building block, 184AutoArchive, 483AutoComplete, 143. See also Excel
Addressing for e-mail, 458AutoCorrect, 40-41. See also Access
editing entries, 41examples of changes, 41Math AutoCorrect, 40spell-checking with, 44
AutoCorrect dialog box, PowerPoint, 316AutoCorrect Exceptions dialog box, 40AutoFill. See ExcelAutoFit
Excel columns and rows, adjusting, 235PowerPoint, turning on/off in, 316for Publisher text, 542-543
AutoFormat for Access reports, 430Automated Safe mode, 600automatic page breaks in Excel, 297Automatic Updates, Windows, 587AutoNumber. See AccessAutoRecover, 30-31AutoSum, Excel calculations with, 253AVERAGEIF function, 265AVERAGE with AutoSum, 253AVI files, PowerPoint supporting, 352
Bbackgrounds. See also Excel; PowerPoint;
themespicture background remove, 74with Publisher, 531as shape fill, 100Word, adding page backgrounds in,
176-177Background Styles gallery, 337backing up Access database, 401
710
Backstageoptions, 23
banded columns and rows, 269, 341bar charts, formatting, 90bevel, 78, 105binary file format (BIFF12), 24Bing Image Search
inserting an image from, 58applying an image to a shape from, 102
Bing Video Searchinserting an online vide in Word, 152
bitmaps. See bmp filesblack and white
for pictures, 70PowerPoint slides, previewing, 373
blank document creating, 10blog, posting to, 648BMP files, 71bookmarks, creating, 205, 354-355borders
pictures, applying to, 64task pane border, moving, 15Word document, adding and removing
to, 176-177Break Link button, 183brightness of pictures, 69, 674Bring to Front
with SmartArt graphics, 84for stacking objects, 110
broadcast, presentation, 646browsers, opening documents in, 12browsing. See also PowerPointbuilding blocks, inserting, 184-185bulleted lists. See PowerPoint; Word
Ccalculations. See Access; ExcelCalendar, 447, 489
All Day Event check box, 492appointments, 490
details, including, 492recurring appointments, 493scheduling, 492
assigning tasks, 505customizing, 491Date Navigator options, 491events, scheduling, 492-493
free/busy options, 491Global Address List, 494hiding tasks in grouped view, 504Internet, sharing on, 514-515meetings
accepting requests for, 498adding people to, 495canceling requests for, 500declining request for, 499different time, proposing, 498new meeting, scheduling, 494online meeting, creating, 496-497resources, adding, 494-495updating requests for, 500
Microsoft Lync, online meeting, creating,496-497
Microsoft Office Online, publishing to,514
online meeting, creating, 496-497opening, 490previewing items, 511print styles, 511recurring appointments, scheduling, 493resources
automating and tracking, 499meetings, scheduling with, 494-495scheduling, 491
saving as Web page, 491tasks
accepting/declining tasks, 505assigning tasks, 505canceling assignment, 506changing views, 504completed, marking as, 507creating and updating, 503in Detailed List view, 504due date, setting, 503hiding in grouped view, 504progress, monitoring, 506recurring tasks, creating, 507in Simple List view, 504
time zone settings, 491view, changing, 490Web page, saving as, 491work week settings, changing, 491
capitalization. See case sensitivitycaptions, creating, 202capture screen shots, 60
Index 711
case sensitivity. See also Wordwith AutoCorrect, 40-41Excel tables, sorts in, 275of passwords, 576and spell-checking, 45
CDs, PowerPoint slide show presentationon, 367
cell icons, sorting Excel tables by, 274-275cell references, 240-241cells, 186. See also Excel
in PowerPoint tables, 338cell styles. See ExcelChange Picture format, 59characters, 157. See also symbols
inserting, 47styles, 168
charts, 57. See also organization charts;PowerPoint
bar charts, formatting, 90creating, 87deleting, 87drop lines, 90editing data in, 91as embedded objects, 87error bars, 90Excel worksheets, linking to, 89formatting, 90
resetting, 88hidden/empty cells in, 91high-low lines, 90inserting, 87layouts for, 88legend, changing, 89line charts, formatting, 90series lines, 90styles for, 88titles for, 89trendlines, 90types, changing, 87
Charts Dialog Box Launcher, 87circles, drawing, 94clearing. See also Excel
Access filters, 405-406PowerPoint table formatting, 340
Click event, VBA (Visual Basic forApplications), 654
Click sound to hyperlinks, adding, 562clip art (online pictures), 57
inserting, 58locating, 58PowerPoint, placeholders in, 311as shape fill, 102
Clipboard, 34copying text with, 36-37moving text with, 36-37pasting text in, 36-37
Close button, 15closing documents, 32co-authoring, Office documents, 642-643Collapse Dialog button, 91color modes, as HSL color mode. See also
RGB color modedocuments, adding to, 121for pictures, 70for themes, 124-125
colors. See also Excel; fills; Outlook;PowerPoint; Publisher; themes
custom colors, adding, 121of fonts, 116hyperlink colors, 122of organization charts, 86properties of, 125with Publisher, 531recoloring pictures, 70-71of SmartArt graphics, 83for WordArt, 76, 77Word document, adding page color to,
176-177column breaks, 178-179columns and rows. See also Access; Excel;
WordPowerPoint text columns, 324Publisher, setting up in, 538
COM (Component Object Model). See alsoActiveX controls
add-ins, 652-653command buttons, 4commands
from File tab, 5from shortcut menu, 5
Comma separated values text (.csv), 627comments. See also Excel
PowerPoint presentation, adding to, 608-609
communication. See Outlookcompacting Access database, 401
712
Company building blocks, 184comparing
Access databases, 686Excel spreadsheets, 686windows side by side, 16-17Word documents, 207
comparing and merging presentations, 612compatibility
Accessibility Checker, 29Compatibility Checker, 28existing documents, converting, 14older formats, saving documents in, 22-
23Compatibility Checker, 28compressing pictures, 68, 674compressing, presentation, 366Conditional Formatting Rules Manager
Excel, in worksheet, 291Access, in form or report, 431
conditional formulas, 260connecting external data. See ExcelConnection Properties dialog box, 628consolidating data, 624-625constants, 240contacts. See Outlookcontent. See also Excel; Outlook
invisible content, removing, 575contextual spell-checking, 45contextual tabs, 4contrast in pictures, 69, 674controls. See Access; ActiveX controlsconverting
Excel tables to ranges, 273existing documents, 14
Convert to Columns Wizard, 266copying. See also Excel
active window, copying, 62with Clipboard, 36-37dialog box, files in, 13with drag-and-drop, 35hyperlinks, 564importing/exporting by, 620macros to other workbook, 663PowerPoint keyboard shortcuts, 313
correcting text, 40-41. See also AutoCorrectCOUNTA function, 265counterclockwise text orientation, 118
COUNT function, 265with AutoSum, 253
COUNTIF function, 265cover page in Word, 210cropping. See picturescross references, creating, 206crosstab queries, 414-415Crosstab Query Wizard, 414-415CSS, Web pages and, 565currency
Access data type, 394Euro Currency Tools, 651numbers, formatting, 282-283
curves, switching between, 97custom dictionaries, 46customizing. See also Access; Excel;
Outlook; PowerPoint; themes; Wordadvanced document properties, 19Calendar, 491colors, 121drop caps in Word, 174Quick Access Toolbar, 7SmartArt graphics, 84SmartArt picture layouts, 85
cutting PowerPoint slides, 326
Ddatabases. See also Access
defined, 388storing data in, 380-381
Database title bar, 378Data Connection Wizard, 628-629data labels, 89data maps. See XML (Extensible Markup
Language)data series, 87Datasheet view. See AccessDate Navigator, Calendar, 491dates and times. See also Access; Excel
for PowerPoint slide shows, 371in Word, 150-151
dBASE, retrieving data from, 628-629debugging macros, 658, 662Debug toolbar, 662decimals in Access, 395defined names in Excel, 246Delete Cropped Areas Of Picture, 68
Index 713
Deleted Items folder. See Outlookdeleting. See also Access; Excel;
PowerPoint; Publisher; themes; Wordcharts, 87dialog box, files in, 13file encryption, 579hyperlinks, 561macros, 661page breaks in Word, 146shapes, 94text, 34-35in VBA (Visual Basic for Applications),
654WordArt, 75
delivery options. See Outlookdependent cells, 241Design Checker in Publisher, 532Design view. See Accessdesktop publishing. See also Publisher
Word document, adding effects to, 174destination files, 619detailed data, 264Detailed List view, tasks in, 504Developer tab, 657. See also ActiveX
controls; macrosdiagnosing problems. See repairing
problemsDialog Box Launcher, 3dialog box options, 8dictionaries
adding words to, 145custom dictionaries, 46exclusion dictionaries, 46from Research task pane, 49for spell-checking, 44
digital certificates, 582digital ID, creating, 582digital signatures, 582-583
macro projects, adding to, 666messages, 466-467, 593
directionof PowerPoint characters, 342text boxes, text in, 182of WordArt text, 79
Disabled Items dialog box, 651distributing objects, 106distribution lists. See Outlook
DOCM files, 25Document Information Panel, 19
Mark as Final command and, 602template, selecting, 676
Document Inspector, 574-575Document Library. See SharePointDocument Recovery task pane, 30-31documents. See also formatting; read-only
documents; shared documents;themes; Trust Center; Word
blank document creating, 10closing, 32colors, customizing, 121converting existing documents, 14digital signatures, 582-583existing documents, opening, 12-13external content security options, set-
ting, 598file encryption for, 579inspecting, 574-575passwords for, 580-581previewing, 54printing, 55properties, viewing/editing, 19recently used documents, opening, 13recovering, 30-31saving, 22-23shape fill, background as, 100signatures
digital signatures, 582-583signature lines, adding, 584-585
templates, creating with, 11Web page, opening as, 558
Document Themes folder, 129DOCX files, 25dotted lines in organization charts, 86double spacing documents, 159double strikethrough. See
strikethrough/double strikethroughDownload.com, 587downloading
harmful attacks, avoiding, 586-587Publish as PDF or XPS add-in, 617-618template packs, 11
Draft view, Word, 134-135drag-and-drop, 34-35
Outlook folders, messages to, 477SmartArt graphics, text into, 80
714
drawingExcel cells, borders for, 295PowerPoint tables, 339shapes, 94
drop caps, adding and customizing, 174drop lines, 90
EEdit Data Source dialog box, 91editing. See also Excel; Outlook
Access form controls, 423AutoCorrect entries, 41chart data, 91embedded objects, 622freeforms, 97hyperlinks, 560, 562macros, 663PowerPoint, slide timings in, 350Publisher text, 526text, 34-35themes, 125
effects. See also specific typesdesktop publishing effects to Word docu-
ment, 174pictures, adding to, 65shapes, adding to, 104-105theme effects, choosing, 127for WordArt, 78to Word text, 155
Electronic Business Cards (EBCs). SeeOutlook
e-mail, 448. See also OutlookCalendar, sending, 515harmful attacks, avoiding, 586-587servers, 448sending documents for review, 614
embedding, 619charts as embedded objects, 87editing embedded objects, 622existing object, 622-623new objects, 622-623videos in Word, 152
embossing in Word, 154-155em dashes with AutoCorrect, 41encrypting files, 579endnotes or footnotes, creating, 204entire document, selecting, 143envelopes, addressing and printing, 195
error bars in charts, 90Error checker, Excel, 255error logs, checking, 686Euro Currency Tools, 651events. See also VBA (Visual Basic for
Applications)Calendar, scheduling in, 492-493
Excel, 211absolute cell references, 241accepting tracked changes, 610-611Access
database queries, retrieving, 630-631exporting database tables to work-
books, 632-633adding/removing
backgrounds, 294borders to cells, 295external data connections, 629tabs, color to, 294
add-ins, list of, 651Analysis ToolPaks, 651arguments
array arguments, 259in formulas, 242Function Argument dialog box, 258lookup function arguments, 263placeholder arguments, 257
array formulas, creating, 259ascending order sorts, 274auditing worksheets, 256AutoComplete
Formula AutoComplete, 244labels, entering, 216-217
AutoFillformulas, copying, 245values in cells, entering, 218-219
AutoFiltersearches with, 276table parts, displaying, 276
AutoFit, changing columns and rowswidth or height with, 235
automatic page breaks, 297AutoSum, calculations with, 253backgrounds
adding/removing, 294for worksheets, 228
banded columns and rows, formatting,269
Excel
Index 715
binary file format, workbooks in, 24borders to cells, adding/removing, 295calculated columns, creating, 270calculations, 240
with AutoSum, 253grand totals, 264linking, 626multiple results, calculating, 259subtotals, 264tables, calculations in, 270
cell references, 240-241cells
addresses, 248-249borders, adding/removing, 295clearing contents of, 222comparison, formatting contents
based on, 286conditioning formatting, finding cells
with, 288deleting contents, 222-223drawing borders, 295editing contents, 221entering, 216-218
with AutoFill, 219with Flash Fill, 220
flow of text in cell, controlling, 293Format Painter, copying with, 268formulas, displaying, 242-243hyperlinks, formatting, 564icon, sorting tables by, 274-275inserting, 223merging cells, 293naming ranges and, 246-247navigating in, 214-215pointing to, 243ranking and average, formatting con-
tents based on, 286-287selecting, 213tracking changes, 610-611wrapping text in, 293
cell styles, 281applying, 284custom style, creating, 285
charts, linking, 89clearing
cell contents, 222conditional formatting, 287, 290outlines, 278
print area, 304tables, 267
colorsfor comments, 607conditional formatting with color
scales, 288-289scales, formatting with, 288-289tables, sorting in, 274-275tabs, adding/removing color to, 294
columns and rowsAutoFit, changing width or height
with, 235banded columns and rows, format-
ting, 269calculated columns, creating, 270entire rows or columns, selecting, 224formatting in tables, 269freezing/unfreezing, 237height of rows, adjusting, 234-235inserting, 232multisheet ranges, selecting, 225printing options, 302-303repeating columns and rows, avoid-
ing, 304resizing, 250selecting, 224-225showing/hiding, 231sorting data in rows, 274text to columns, converting, 266Use row and column names option,
249width of columns, adjusting, 234-235
commentsadding, 606clearing, 222deleting, 607editing, 607formatting, 607presentation, inserting, 608-609printing, 298reading, 606
comparing spreadsheets, 686conditional formatting, 286-287
clearing, 290with color scales, 288-289data bars, formatting with, 288with icon sets, 288-289precedence order, editing, 291
Excel
716
Excel (continued)Conditional Formatting Rules Manager,
291conditional formulas, creating, 260Connection Properties dialog box, 628consolidating data, 624-625contiguous range of cells, selecting, 213converting tables to ranges, 273Convert to Columns Wizard, 266copying
with Format Painter, 268refreshable Web data, 570worksheets, 228-229
customizingfills, 219margin settings, 298-299printing options, 302-303
data bars, formatting with, 288database queries, 630-631data validation, adding, 279dates and times
entering, 218formatting numbers, 282functions category, 258worksheet, entering in, 218
defined names, 246deleting
cell contents, 222-223cell styles, 285columns and rows, 233comments, 607font attributes, 283name ranges, 251page breaks, 297in tables, 267, 271worksheets, 227
descending order sorts, 274detailed data, 264different workbook, copying/moving
worksheets to, 229drawing borders, 295drop-down list, creating, 280editing
cell contents, 221comments, 607formulas, 245passwords and, 577worksheet data, 91
elements of workbook, showing/hiding,238
entire rows or columns, selecting, 224Error checker, correcting problems with,
255Euro Currency Tools, 651external data, 628-629
existing connection, connecting with,628
properties for connection, changing,629
removing data connection from, 629retrieving, 628-629security options, setting, 598sources of, 628-629
fill handles, 219filters
Name Manager options, 250for table records, 276
findingcell contents, 222, 236conditioning formatting, cells with,
288Excel, creating searches with, 276
Flash Fill, 220fonts
for comments, 607deleting font attributes, 283tables, sorting by font color in, 274-
275Format Cells dialog box, 283, 290Format Painter, copying with, 268formatting
clearing, 222comments, 607comparison, formatting cell contents
based on, 286with data bars, 288with Format Cells dialog box, 283numbers, 282-283ranking and average, formatting cell
contents based on, 286-287tables, 268-269tabs, 294
Formula AutoComplete, 244named cell or range, entering, 248
formula barcell contents, editing, 221formulas, editing, 245
Excel
Index 717
resizing, 242-243Formula command, entering named
range with, 249formulas, 240
arguments in, 242array formulas, creating, 259AutoFill for copying, 245cell references in, 241cells, displaying in, 242-243conditional formulas, 260deleting columns and rows, recheck-
ing after, 233editing, 245entering, 242Error checker, correcting problems
with, 255with Formula AutoComplete, 244linking, 626Paste Special for copying, 244precedence order, 240, 242printing, 243ranges in, 252repairing problems, 255selecting cells for, 213showing/hiding, 578simple formulas, creating, 242-243Watch window, correcting problems
with, 255freezing/unfreezing columns and rows,
237full screen, viewing workbook in, 238Function Library, entering functions
with, 258functions, 240
Function Library, entering with, 258Insert Function button, entering with,
257lookup functions, 262-263nested functions, 240, 260reference functions, 262-263summarizing data with, 265
grand totals, calculating, 264gridlines, printing, 302-303groups
creating, 278multiple worksheets with, 228
headers and footers, 300-301formatting header rows, 269
height of rows, adjusting, 234-235HLOOKUP function, 262-263horizontal page breaks, 297hyperlinks for cells in, 564icon sets, conditional formatting with,
288-289importing/exporting
Access database tables to workbooks,632-633
text files, 620-621, 627Web queries, data from, 570-571
Insert Function button, entering functions with, 257
insertingcells, 223columns and rows, 232worksheets, 227
keyboard, navigating with, 214-215labels
consolidating data with, 624entering, 216-217flow of text in cell, controlling, 293for name ranges, 251
linking worksheets, 626locking/unlocking cells, 578logical conditions with AutoFilter, 276logical operators
with AutoFilter, 276for validation rules, 279
long labels, truncating, 217lookup functions, 262-263macros, cell references with, 241margins
adjusting, 298-299headers and footers, aligning, 301
merging text in cells, 293mixed cell references, 241mouse
columns and rows, adjusting widthand height of, 235
margins, adjusting, 298-299mouse mode, 56navigating with, 214
moving worksheets, 228multisheet ranges, selecting, 225named ranges
changing names, 251deleting, 251
Excel
718
Excel (continued)Formula AutoComplete, entering
with, 248in formulas, 252labels, working with, 251Name box, entering with, 248organizing names, 250viewing names, 250
Name Manager, 250-251naming/renaming
cells and ranges, 246-247resizing name box in formula bar,
246-247Use row and column names option,
249worksheets, 225
navigating in, 214-215nested functions, 240
conditional formulas, creating, 260New Formatting Rule dialog box, 290New Name dialog box, naming cells
with, 247non-contiguous range of cells, selecting,
213number as label, entering, 216numeric formatting, 282-283numeric keypad, entering numbers with,
218orientation of page, changing, 296outlines, creating, 278page breaks, inserting, 297Page Layout view
headers and footers with, 300-301margins in, 298
pagesmargins, adjusting, 298-299orientation, changing, 296print scaling, adjusting, 296resizing, 296watermarks, inserting, 301
Page Setup dialog box, 296panes, splitting worksheet into, 236passwords, 576-577
for shared workbooks, 611pasting refreshable Web data, 570placeholder arguments, 257point measurements, 234precedence order, 240, 242
for conditional formatting, 291predefined headers and footers, adding,
300previewing page breaks, 297printing
comments, 298formulas, 243gridlines, 302-303letters of columns, 302-303numbers for rows, 302-303part of worksheet, 302print area, setting, 304scaling, adjusting, 296scaling options, 302-303tables, 268titles of columns and rows on each
page, 302queries, database, 630-631Quick Analysis tool
applying conditional formatting, 286-289
calculating totals, 254creating sparkline formatting, 292creating a table, 267
Quick Styles to tables, applying, 268ranges
in formulas, 252references in, 213
reference functions, 262-263rejecting tracked changes, 610-611relative cell references, 241repeating data, entering, 219, 220replacing cell contents, 222, 236resizing
columns and rows, 250formula bar, 242-243name box in formula bar, 246-247pages, 296tables, 273
retrieving data from, 628-629saving
macros, workbook with, 668Web queries, 570-571
Scale to Fit Dialog Box Launcher, 302-303
scope names, 246security, 576-577
formulas, showing/hiding, 578
Excel
Index 719
locking/unlocking cells, 578selecting
cells, 213columns and rows, 224-225tables, columns and rows in, 272worksheets, 226
shared documentscomments, 606-609passwords for shared workbooks, 611workbooks, 604-605
SharePointaccessing, 636-637
showing/hidingcolumns and rows, 231elements of workbook, 238formulas, 578table formatting elements, 269worksheets and workbooks, 230
slicers, filtering a table, 277Solver, 651sort fields, 274-275sorting
named ranges, 250tables, data in, 274-275
sparklines, creating, 292splitting worksheet into panes, 236storing data in, 214subtotals, 264
calculating, 253summarizing data
with functions, 265with subtotals, 264
tablescalculations in, 270case sensitive sorts, 275cell icon, sorting by, 274-275converting to range, 273creating, 267deleting in, 267, 271displaying records, 276drop-down list, creating, 280duplicate rows, removing, 271elements of table, formatting, 269entire table, selecting, 272formatting, 268-269inserting columns and rows in, 272multiple fields and attributes, sorting
with, 274-275
names, 246names for, 246printing, 268Quick Styles, applying, 268resizing, 273selecting columns and rows in, 272totaling data in, 270validation rules for, 279
tabs, 212formatting, 294
textcolumns, converting text to, 266flow of text in cell, controlling, 293functions, 261labels, entering, 216
3-D cell references, 241tracer arrows, auditing with, 256tracking workbook changes, 610-611Use row and column names option, 249validation rules, creating, 279values, entering, 218-219, 220vertical page breaks, 297viewing window, 212, 306views, switching between, 18VLOOKUP function, 262Watch window, correcting problems
with, 255watermarks in, 301Web pages
hyperlinks to cells, formatting, 564as workbooks or worksheets, 566, 568
Web queriescopying and pasting refreshable data,
570importing data from, 570-571refreshing Web queries, 570-571saving, 571
width of columns, adjusting, 234-235wildcard characters in functions, 261Workbook Connections dialog box, 628wrapping text in cells, 293zooming on named ranges, 250
Excel Macro-Enabled Template (.xltm), 25,668
Excel Macro-Enabled Workbook (.xlsm), 25,668
Exchange Server, 448exclusion dictionaries, 46
Excel
720
Existing Connections button, 628-629existing documents, opening, 12-13exiting Office, 32Expand Dialog button, 91expansion packs for XML, 651exporting. See importing/exportingExpression Builder. See Accessexpressions, 240eyedropper, 100-101
FFacebook
adding account, 27, 641connecting to, Outlook, 512-513posting a document to, 640-641
faxingshared documents, 615
features, Office, adding/removing, 688Field List pane. See Accessfields. See Accessfiles
as e-mail attachments, 461encrypting files, 579extensions, displaying, 14pictures from file, inserting, 59PowerPoint video/audio, inserting,
352-353Publisher files, creating, 535save file formats, 25
fill handles in Excel, 219fills. See also gradient fills; texture fills;
transparencypicture fills, 102SmartArt picture layouts, 85shapes, applying to, 100-101to WordArt, 77
filters. See also Access; OutlookName Manager, Excel, options in, 250for Outlook messages, 474-475
Financial functions category, 258finding. See also Access; Outlook; replacing
Excel cell contents, 222, 236help, 20-21Outlook contacts, 457text, 38themes, 123Word, formatting in, 156
first-line indents, 162
flagginge-mail messages, 469repeated words, 45
Flash Fill. See ExcelFlash movies, playing, 675
inserting SWF files, Flash, 352Flickr
adding account, 27, 641inserting a picture from, 58posting a document to, 640-641
flipping, 674, 111, 556floating tables, 186Folder pane in Outlook, 450folders. See also Outlook
PowerPoint presentations for, 367Font Color button, 116Font Dialog Box Launcher, 117fonts. See also Excel; Publisher; themes
changing fonts, 116colors, 116
Excel tables, sorting in, 274-275names of, 116point size of, 117printer fonts, 117resizing, 116for symbols, 47TrueType fonts, 117
Font Styles for shapes, 95footers. See headers and footersfootnotes or endnotes, creating, 204foreign languages. See languagesFormat Cells dialog box
alignment options, 119Excel, 283, 290text formatting with, 117
Format dialog box, 119Format Painter, 120Format Shape dialog box, 100-101
for gradient fills, 103for WordArt, 79
formatting, 115. See also Access; charts;Excel; Outlook; PowerPoint; Publisher;Word
Format Painter, 120marks, viewing, 161SmartArt graphics, 82-83, 100SmartArt picture layouts, 85text, 116-117
Index 721
WordArt, 76-77form controls, 670form letters, creating, 196-197forms. See AccessFormula AutoComplete. See Excelformula bar. See ExcelFormula dialog box, 194formulas. See ExcelForm Wizard, 418fractions
with AutoCorrect, 41formatting, 282
frames. See Publisherfreeforms, 93
creating, 97freezing/unfreezing Excel columns and
rows, 237FTP (File Transfer Protocol), 572Function Argument dialog box, 258Function Library, Excel, 258functions. See also Excel
in Access, 413VBA function procedures, 655
Ggalleries, 3gestures, 56
Touch/Mouse Mode, 56GIF files
pictures, 71for Web pages, 569
Googleadding account, 641posting a document to, 640-641
gradient fillsto shapes, 100, 103for WordArt, 77
grammar-checking, 144-145grayscale
for pictures, 70PowerPoint slides, previewing, 373
grids and guidesadding/removing, 109in charts, 87moving, 109objects, aligning, 108-109
grouping/ungrouping. See also Access;Excel
objects, 112-113Publisher objects, 553with SmartArt graphics, 84tables, 112tabs in, 4
gutter measurements, presetting, 140
Hhackers. See securityhanging indents, 162hard page breaks, 146harmful attacks, avoiding, 586-587headers and footers. See also Excel;
PowerPointin Access reports, 426personal information, removing, 574-575in Word, 148-149
help, 20connection status, checking, 20-21searching for, 20-21
Help Viewer, 20changing appearance of, 558
hiding. See showing/hidinghighlighting text in Word, 154-155high-low lines, 90HLOOKUP function, 262-263homographs, 586horizontal page breaks in Excel, 297HSL color mode
documents, adding to, 121for themes, 124-125
HTML (Hypertext Markup Language), 25,566. See also Outlook; Web pages
database objects, 380HTTP (Hypertext Transfer Protocol)
accounts, 448hue, 125hyperlinks
in Access, 394colors, 122copying, 564creating, 560deleting, 561destinations for, 560editing, 560, 562jumping to, 560-561moving, 564as Outlook e-mail signatures, 463
722
Hyperlinks (continued)programs, creating links to, 563with Publisher, 528ScreenTips for, 561to slide objects, 562-563sounds, adding, 562-563table of content entries as, 200
hyphenating words, 145, 160
IiCalendar format, 514icon sets in Excel, 288-289.ics file extension, 514IMAP (Internet Message Access Protocol)
accounts, 448Import and Export Wizard, 486-487importing/exporting, 619. See also Access;
Excel; XML (Extensible MarkupLanguage)
with copy and paste, 620other program, exporting file to, 620-621Outlook, data in, 486-487PowerPoint notes and slides, 369Publisher styles, 544-545text files, 620-621, 627Web queries, 570-571
Inbox. See Outlookindenting PowerPoint text, 320-321indexes, creating, 201InfoPath, 677, 680-683
Designer, 680-681viewing the window, 680creating a form, 681
Filler, 682-683viewing the window, 682filling in a form, 683
InfoPath Form Template (.xsn) files, 676input masks in Access, 396Input Mask Wizard, 396Insert Function feature, 257inspecting documents, 574-575instant messages, 488,
sending a document by, 616sending and receiving, 684-685
international currency numbers, formatting,282-283
Internet. See also downloading; MicrosoftOffice Online; Web pages
Calendar, sharing, 514-515FTP (File Transfer Protocol), 572harmful attacks, avoiding, 586-587RSS (Really Simple Syndication), adding,
518shared documents by Internet Fax, send-
ing, 615Internet Explorer, download monitoring
with, 587invisible content, removing, 575ISP (Internet service provider), 448items. See Outlook
JJPG/JPEG files
pictures, 71for Web pages, 569
junk e-mail, reducing, 482justified text in Word, 158
Kkeyboard. See also PowerPoint
Excel, navigating in, 214-215grid settings, overriding, 109PowerPoint, browsing in, 307
KeyTips, 4
Llabels. See also Access; Excel; mailing
labelschart labels, changing, 89chart legends, changing, 89Word, captions in, 202
landscape orientationin Access reports or forms, 435for Excel pages, 296PowerPoint slides in, 344in Word, 138
languagesadding language to programs, 51for dates and times in Word, 151dictionary language, choosing, 46Mini Translator, 50spell-checking in French, 45thesaurus feature for, 48translating text to other, 50
layering objects in Publisher, 552layouts
Index 723
of charts, 88for organization charts, 86of SmartArt graphics, 83
Layout Styles with organization charts, 86leaders
in table of contents, 200with table of figures, 203
left-aligning objects, 107left indents, 162legends on charts, 89LEN function, 261line charts, formatting, 90lines, 93. See also Publisher; Word
gradient fills for, 103Linkedin
adding account, 27, 641connecting to, Outlook, 512-513posting a document to, 640-641
linking, 619. See also hyperlinkscreating links, 622existing object, 622-623security settings for document links, 599text boxes in Word, 183updating links, 623worksheets, 626
lists and galleries, 3live preview, 5
of picture effects, 65of shapes, 98, 104of SmartArt graphics, 80of themes, 123, 126of WordArt, 75, 76
logical conditions with AutoFilter, 276Logical functions category, 258logical operators. See Excellookup fields in Access, 397lookup functions, 262-263
in Function Library, 258Lookup Wizard
in Access, 394, 397in Excel, 263
LOWER function, 261luminosity, 125Lync Recording Manager, 684-685Lync, 1, 677
adding Lync contacts, 685instant messaging from Outlook, 488
managing recordings, 684-685online meeting, creating and joining,
496-497sending a document by, 614sending and receiving, 684-685
Mmacros. See also Access; Trust Center
in Access, 664-665charts, 660copying to other workbook, 663creating, 660debugging, 658, 662deleting, 661digital signatures, adding, 666editing, 663Excel cell references with, 241harmful attacks, avoiding, 586-587opening workbooks with, 669Personal Macro Document, 658-659availability of macros in, 661recording, 659running, 661, 665saving workbook with, 668self-signing certificate for, 666step mode, debugging with, 662toolbar, assigning to, 667understanding, 658
mailing labelsaddressing and printing, 195
mail merge. See Wordmaintenance on Office programs, 688margins. See also Excel; Word
in Access reports or forms, 435in PowerPoint tables, 339Publisher, setting up in, 538
Mark as Final command, 602Match Case option, 156Math AutoCorrect, 40mathematical symbols, inserting, 47Math & Trig function category, 258MAX function, 265
with AutoSum, 253maximizing/minimizing
Ribbon, 4, 6windows, 16
MBD files, 376
724
meetings. See Calendarmerging. See also Word; PowerPoint
Excel cells, 293PowerPoint comments, 609PowerPoint shapes, 112-113
Message Bar. SeeTrust Centermetadata, 19, 574methods in VBA (Visual Basic for
Applications), 654MHT/MHTML files, 25, 566Microsoft Access. See Access.Microsoft Account, 27, 634-635Microsoft Excel. See Excel.Microsoft Exchange Server, 448
meetings, scheduling, 494RPC, connecting with, 515
Microsoft InfoPath. See InfoPath.Microsoft Lync. See Lync.Microsoft Office Online. See also
downloading; help; Office.com; Office 365
accessing information from, 637add-ins from, 650Calendar, publishing, 514themes, searching for, 123
Microsoft Office Web Apps. See OfficeApps.
Microsoft OneNote. See OneNote.Microsoft Outlook. See Outlook.Microsoft PowerPoint. See PowerPoint.Microsoft Publisher. See Publisher.Microsoft SkyDrive Pro. See SykDrive.Microsoft SQL Server database
retrieving data from, 628-629Microsoft Update Web site, 688Microsoft Windows Firewall, 587Microsoft Word. See Word.MIN function, 265
with AutoSum, 253Mini-Toolbar, 6
formatting text with, 116-117Mini Translator, 50missing files from setup, 688mixed cell references, 241modules
in Access, 381in VBA (Visual Basic for Applications),
655
mouse. See also Excel; IntelliMousecommands, accessing, 4hyperlinks, highlighting, 562PowerPoint, timing in, 350Touch/Mouse Mode, 56windows, resizing, 16
movies. See also PowerPointActiveX controls, playing with, 675
moving. See also PowerPointwith Clipboard, 36-37comments, 608dialog box, files in, 13with drag-and-drop, 35Excel worksheets, 228grids and guides, 109hyperlinks, 564Publisher, text frames in, 540Quick Access Toolbar, 6
MP3/MP4 files in PowerPoint, 352MPG/MPEG files in PowerPoint, 352multiple languages, adding, 51My Apps, 92
Nnamed ranges. See ExcelName Manager, Excel, 250-251naming/renaming. See also Access; Excel;
Outlookdialog box, files in, 13of fonts, 116
narrations in PowerPoint, 357navigating
in Access tables, 388dialog boxes, 8Excel workbooks, 214-215PowerPoint slide shows, 362
Navigation pane. See Access; Outlooknested functions. See Excelnested tables, 186, 192New dialog box, 11New Formatting Rule dialog box, Excel, 290New Name dialog box, Excel, 247New Task dialog box, 503Normal view. See also PowerPoint
switching between views, 18notes. See also PowerPoint
in Outlook, 510
Index 725
Notes Page view, PowerPoint, 369numbered lists. See PowerPoint; Wordnumeric keypad, 218
Oobjects. See also Access; PowerPoint;
Publisheraligning, 106-109distributing, 106flipping, 111grids and guides, aligning with, 108-109grouping/ungrouping, 112-113hidden objects, viewing, 110regrouping, 112-113rotating, 111Selection pane, selecting with, 114snapping to place, 108stacking order, changing, 110troubleshooting arrangement of, 113in VBA (Visual Basic for Applications),
653wrapping text around, 180-181
ODBC (Open Database Connectivity) drivers, 628-629
Office apps. See apps for Office; Office WebApps
Office 365 (SharePoint) siteadding account services, 636-637App Catalog, Trust Center, 592
creating, 592creating a web app database, 376-377Office Web Apps, 642-643online meeting, using, 496-497online presentation, using, 647opening from, 636-637overview, 634-635Reuse Slides task pane with, 644-645saving to, 636-637sending a document by Lync, 614site mailboxes, 516-517sharing and publishing calendars,
514-155synchronizing to SharePoint, 638-639
Office.comcreating SmartArt graphics, 80inserting clip art, 58applying clip art to a shape from, 102inserting and using apps, 92
online Help, 20-21Office Data Connection (ODC) files, 628Office Mobile programs, 634-635Office Presentation Service, 646Office program Viewer, 12Office Upload Center, 677
using, 686-687Office Web Apps. See also apps for Office;
using in a browser, 634-635viewing & editing with, 642-643
older formats, saving documents in, 22-23OLE (object linking and embedding), 619.
See also ActiveX controlsin Access, 394
OneNote, 677-679create note, 679create note in Office program (Word or
PowerPoint), 613linked notes, 613online meeting, using, 496-497online presentation, using, 646Send to OneNote, 678-679viewing the window, 678
Open dialog boxfile extensions, displaying, 14location, changing, 13
operators, 240OR condition, 276organization charts
colors, 86creating, 86dotted lines, using, 86layouts, changing, 86Quick Styles with, 86shapes with, 86
orientation. See also Landscape orientation;Portrait orientation
in Access reports or forms, 435of SmartArt graphics, 82of text, 118Word, page orientation in, 138
outlinesin Excel, 278shapes, applying to, 100-101in Word, 142, 154-155for WordArt, 77
Outline view, Word, 134-135, 142
726
Outlook, 447, 489. See also Calendaraccess permissions for e-mail, 466Account Settings dialog box, 486adding/removing
color categories, 508data, 486-487
Address Book adding, 487addresses, 458, 459
contact list, adding to, 473archiving messages, 483ascending sort for contacts, 457attachments, 461
forwarding messages with, 472harmful attacks, avoiding, 586-587reply message, attachment in, 473shared documents, sending, 614
Auto Account Setup, 449AutoArchive, 483AutoComplete Addressing for e-mail,
458Blocked Senders tab, 482calendars, 490-502
appointments and events, 492-493viewing, 490customizing, 491meetings, 494-500weather, viewing, 503working with, 502
clean up messages, 484color categories, 471
adding/removing, 508flag, sorting messages by color of,
469messages, color-coding, 478for notes, 510Quick Click category, setting, 508
contactscreating, 454deleting, 454Electronic Business Cards (EBCs),
454-455finding, 456sorting, 457views, changing, 455
contact groupcreating, 454sorting, 457
contentfiltering messages based on, 474-475inserting content in messages, 464
conversation, messages, 481creating e-mail messages, 458customizingforwarded messages, 472Deleted Items folder, 470
emptying, 470retrieving messages from, 470
deletingconversations, 481contacts, 454folders, 477messages, 470, 484notes, 510
delivery optionssending e-mail with, 466setting, 466-467
descending sort for contacts, 457drag-and-drop messages to folders, 477editing
contact information, 454notes, 510
Electronic Business Cards (EBCs), 454-455as content in e-mail message, 464as signature, 463
Exchange ActiveSync, 448file attachments to e-mail, 461Filter dialog box, 475filters
for messages, 474-475for notes, 510setting and removing, 474-475, 509
findingcontacts, 457messages, 474
first time, using for, 449flagging e-mail messages, 469Folder list, 450
viewing folders in, 453Folder pane, navigation, 450
changing look of, 452customizing, 452minimizing, 452moving with, 452Out of Office message, creating, 473
Outlook
Index 727
RSS (Really Simple Syndication),accessing, 518
foldersdeleting, 477moving messages to, 477new folders, creating, 476organizing messages in, 476-477rules for organizing, 478search folders, using, 480sorting items in, 476
formattingforwarded messages, 473replies to messages, 473text of messages, 460
forwarding messages, 472-473HTML format, 460
stationery in, 462Hotmail, 448hyperlinks in e-mail signatures, 463iCalendar, importing, 486-487importing data in, 486-487instant messages
enabling instant messaging, 488sending and receiving, 488sending a document by, 616sending and receiving, 684-685starting communication, 488
Instant Search pane, finding messageswith, 474
itemsas attachments to e-mail, 461viewing, 453
junk e-mail, reducing, 482Large Messages folder, 480logos in e-mail signatures, 463Lync, Microsoft, 488meeting, from message, 473multiple e-mail accounts, 449New Mail icon, 488notes, creating and editing, 510options for Outlook, 485Outlook Today, 504Out of Office message, creating, 473People pane, 450, 512-513
Outlook Social Connector, 514setting up, 512using, 513with To-Do Bar, 451
People view, 453creating contacts, 454-455changing views, 455
Plain text format for e-mail, 460preparing to use, 448previewing
items, 511message contents, 473
printing items, 511profiles, 449Quick Action buttons, 468-469Quick Click category, setting, 508Quick Flag icon, 469Quick Steps, 479Quick Styles for e-mail, 460Reading pane, 450
customizing, 468forwarding messages, 473replying to messages, 472reviewing messages in, 468RSS (Really Simple Syndication), dis-
playing, 518receiving messages, 468
options, setting, 465replying to messages, 472resending e-mail messages, 465Rich Text format, 460
as content in e-mail message, 464RSS (Really Simple Syndication) data,
receiving, 486rules, managing messages with, 478Safe Senders/Safe Recipients tabs, 482saving
with AutoArchive, 483file, mail message as, 476
search folders, using, 480sending e-mail messages, 465services, 449signatures for e-mail, 463sorting
contacts, 457distribution lists, 457folders, items in, 476messages, 469
spam, reducing, 482stationery to e-mail, applying, 462themes, 460
for stationery, 462
Outlook
728
Outlook (continued)To-Do List, 450
customizing, 451Quick Flag list, 469
tracking optionssending e-mail with, 466setting, 466-467
Unread Messages folder, 480vCards, importing, 486-487vCalendar, importing, 486-487viewing window, 450views of messages, 474-473, 478, 509voting, e-mail tracking, 466-467weather, in Calendar view, 490-491, 502writing e-mail messages, 459
Out of Office message, creating, 473
PPack and Go Wizard, Publisher, 534-535page breaks
in Excel, 297Word, adding/removing in, 146
Page Layout view. See also Excelswitching between views, 18
page numbersin Publisher, 527in Word, 150
page orientation. See orientationPage Setup dialog box
Excel, 296for margins, 140in PowerPoint, 344in Publisher, 533
Paradox, 628-629paragraphs. See also Word
new lines, starting, 146selecting, 143styles, 168
parameter queries, 416part of document, selecting, 143passwords, 573. See also Excel
changing or removing, 581for documents, 580-581file encryption and, 579opening documents with, 581parental controls, setting, 597strong passwords, creating, 580
Paste Options button, 34, 36live preview, 36for refreshable Web data, 570
Paste Special for formulas, 244pasting. See also PowerPoint
importing/exporting by, 620live preview, 36refreshable Web data, 570special results, pasting data with, 36-37text, 36-37
PDF files, 25opening in Word, 133saving document as, 366, 617shared documents, sending, 614
percentages, formatting, 282Personal Macro Workbook. See macrosphishing, 586, 597photographs, inserting, 59Picture Border button, 64Picture Effects gallery, 65Picture Quick Style gallery, 62pictures, 57. See also PowerPoint; Publisher
artistic style, 61borders, applying, 64brightness, changing, 69compressing, 68contrast, changing, 69cropping, 72-73, 674
deleting cropped areas, 68deleting
borders, 64cropped areas of, 68
effects, adding, 65fills, 102for hyperlinks, 564inserting, 59managing, 674precisely resizing, 66quick style, adding, 62recoloring, 70-71relative size, retaining, 67resizing, 66-67rotating, 72-73scaling, 66-67shape fills, 62-63, 100SmartArt picture layouts, 85transparent background, setting, 71
Outlook
Index 729
WordArt, picture fill for, 77wrapping text around, 180-181
Picture Shape gallery, 63pinning documents, 12-13PivotCharts. See AccessPivotTables. See Accessplaceholders. See also PowerPoint
in Access, 396PNG files
for pictures, 62, 71Web pages and, 565, 569
point measurementin Excel, 234of fonts, 117in PowerPoint, 317
polygons. See freeformsPOP3 (Post Office Protocol 3) accounts, 448portrait orientation
in Access reports or forms, 435for Excel pages, 296PowerPoint slides in, 344in Word, 138
postingblog in Word, 648social networks, 640-641
POT files, 25POTM files, 25POTX files, 25PowerPoint, 305
adding/removingbulleted lists, bullets from, 322numbered lists, numbers from, 322
aligning text, 342animations
adding, 345of bulleted lists, 346chart elements, 346-347customizing, 345deleting, 348-349dimming text after, 347multiple animations, controlling, 348-
349order, modifying, 348previewing, 345slide objects, adding effects to, 348for text, 346-347time between animations, setting,
348-349
annotating slide shows, 363AutoCorrect dialog box, 316AutoFit, turning on/off, 316backgrounds
graphics, adding, 336resetting, 337slide masters controlling, 336styles, adding, 337
ballpoint pen option, 363banner presentations, setting up slides
for, 344black and white, previewing slides in,
373broadcast, presentation, 646browsing
animations, 349presentations, 307
bulleted listsadding/removing bullets, 322animation of, 346character of bullet, changing, 322-323distance between bullets and text,
changing, 322placeholder for, 311text, entering, 315
character direction, changing, 342charts
animating elements of, 346-347placeholders for, 311
clearing table formatting, 340clip art (online pictures), placeholders
for, 311collapsing/expanding slides, 326-327colors
bulleted lists, bullets in, 323numbered lists, numbers in, 323
columns for text, creating, 324comments, adding, 608-609compare presentations, 612compressing, presentation, 366consistent presentations, creating, 329copying, keyboard shortcuts for, 313customizing
animations, 345bulleted lists, 323numbered lists, 323slide shows, 360
cutting slides, 326
PowerPoint
730
PowerPoint (continued)dates and times for slide shows, 371deleting
animations, 348-349columns and rows in tables, 339masters, 330narrations, 357objects, 313slides, 311, 318
delivering presentations, 343dimming text after animation, 347drawing tables, 339duplicating slides, 311DVDs, packaging presentations for, 367editing timings for slides, 350embedding fonts, 365exporting notes and slides to, 369eyedropper, apply color, 100-101felt tip pen option, 363files, inserting video/audio from, 352-353folders, packaging presentations to, 367fonts
embedding fonts, 365for headers and footers, 370for slide show presentations, 367
formattinghandout masters, 368notes master, 369tables, 340-341
grayscale, previewing slides in, 373handouts/handout masters
dates and times on, 371dotted rectangles in, 368formatting, 368headers and footers, creating, 368placeholders in, 334-335, 368
headers and footersin handouts, 368on slides, 370
highlighter pen options, 363indenting text, 320-321keyboard
browsing with, 307objects, working with, 313
kiosk, running slides shows at, 361landscape orientation, setting up slides
in, 344ledger paper, setup for slides on, 344
letter paper, setup for slides on, 344line spacing, adjusting, 317looping movies/sounds, 358margins in tables, 339masters, 329merging comments, 609merging presentations, 612merging shapes, 112-113monitors, using multiple, 364mouse, timing slides with, 350movies/videos
bookmark, 354-355embedding video, 352-353files, inserting videos from, 352-353format, 354-355placeholders for, 311play options, setting, 356text, add overlay, 354-355trim, 354-355
movingobjects, 313slides, 326
naming/renamingmasters, 330slide layout, 332
narration, recording, 357navigating slide shows, 362Next Slide button, 307Normal view, 308-309
speaker notes, entering, 369notes master
formatting, 369placeholders, 334-335
Notes Page view, 369Notes pane, viewing, 369numbered lists
adding/removing numbers, 322character of number, changing, 322-
323text, entering, 315
objectsdeleting, 313masters controlling, 330moving, 313in notes master, 369resizing, 312selecting/deselecting, 312
online meeting, using, 496-497
PowerPoint
Index 731
on-screen show, setup for, 344other presentations, inserting slides
from, 328Outline pane, 308
duplicating slides, 318-319other program, inserting outline from,
318-319rearranging slides in, 326-327slides, working with, 318-319text, entering, 318
outlinesother program, inserting outlines
from, 318-319slides, adding, 318text, entering, 318
packaging presentationson CDs, 367for DVDs, 367to folders, 367
page setup options, 344paper types, setting slides up for, 344pasting
keyboard shortcuts for, 313slides, 326
pen in slide shows, 363PDF, creating from presentation, 366pictures
for bullet character, 323placeholders for, 311
placeholders, 310-311default placeholders, 372formatting, 334-335in handout masters, 368list of, 311in masters, 329showing/hiding, 334slide layout, inserting in, 332-333text placeholders, 314
pointer options for slide shows, 363point measurement in, 317portrait orientation, setting up slides in,
344Presenter view, 364previewing
animations, 345slides, 373
Previous Slide button, 307printing slide shows, 360, 374
publishing slides to SharePointDocument Library, 644-645
Quick Styles for tables, 340-341Rehearse Timings option, 350resizing
objects, 312tables, 339text as you type, 316
Reuse Slides task pane, 328with SharePoint, 644-645
reviewer initials, correcting, 608rotating text, 342ruler, showing/hiding, 320saving presentations as slide shows, 365saving presentation as video, 366screen resolution, choosing, 358sections, organizing, 325selecting
objects, 312with Tab key, 313text, 315
selection box, 312SharePoint Document Library, publish-
ing slides to, 644-645shortcuts for slide shows, 362showing/hiding
master background objects on slide,336
movies/videos, 356placeholders, 334-335ruler, 320slide shows, slides in, 359sounds/audio, 356
Show Markup button for comments, 608slide layout
existing layout, creating new layoutfrom, 332-333
masters controlling, 332-333placeholders, inserting, 332-333
slide mastersbackgrounds, controlling, 336changing layout for, 335deleting, 330hiding background objects on slide,
336naming/renaming, 330new masters, inserting, 330-331objects, controlling, 330
PowerPoint
732
PowerPoint (continued)placeholders, 334-335preserving/not preserving, 330-331slide layout, controlling, 332-333
Slide Master view, 329slide objects
animation effects, adding, 348hyperlinks, adding, 562-563
Slide pane, rearranging slides in, 326slides
collapsing/expanding slides, 326-327dates and times on, 371deleting, 318different number, starting numbering
with, 372existing slide, applying layout to, 310headers and footers, adding, 370moving, 326new slide, creating, 310numbering on, 372from other presentations, 328outline, adding slide to, 318Outline pane, rearranging slides in,
326-327placeholders, entering information in,
310-311previewing, 373rearranging, 326-327Rehearse Timings option, 350setup options, 344SharePoint Document Library, pub-
lishing to, 644-645specific slide, numbering on, 372themes, applying, 328timings, setting, 350updates for reused slides, 645Web graphics, saving as, 569
slide showsannotating, 363CD, packaging presentation on, 367continuously running, 359customizing, 360dates and times, inserting, 371DVDs, packaging presentations for,
367embedding fonts for, 365headers and footers in, 370hiding slides, 359
navigating, 362options, setting, 361pen, using, 363pointer options, 363Presenter view, 364printing, 360, 374range of slides, showing, 359saving presentations as, 365setting up, 358-359shortcuts for, 362speaker notes, adding, 362starting, 361
Slide Sorter view, 309animation, viewing, 345rearranging slides in, 326
Slides pane, Normal view, 309slide transitions
all slides, applying to, 351specifying, 351
SmartArt graphics, placeholders for, 311sounds/audio
bookmark, 354-355files, inserting from, 352-353format, 354-355narrations, recording, 357online, inserting from,
352-353play options, setting, 356trim, 354-355
spacingcolumn spacing, adjusting, 324line spacing, adjusting, 317text spacing, adjusting, 317
speaker notesdates and times on, 371Normal view, entering in, 369slide shows, adding to, 362
stacking text, 342styles
background styles, adding, 337Quick Styles for tables, 340-341
Tab key, selecting with, 313tables
banded columns and rows, 341cells in, 338clearing formatting, 340creating, 338deleting columns and rows, 339
PowerPoint
Index 733
drawing, 339formatting columns and rows in, 341inserting columns and rows, 339margins of cells, changing, 339placeholders for, 311Quick Styles, applying, 340-341resizing, 339
tabs, 306setting, 320-321
textanimations for, 346-347AutoFit, turning on/off, 316columns, creating, 324dimming text after animation, 347direction of characters, changing, 342indenting text, 320inserting, 314in numbered or bulleted lists, 315outlines, entering text for, 318placeholder, entering into, 314resizing as you type, 316selecting, 315spacing, adjusting, 317
themesin masters, 329slides, applying to, 328
timingbetween animations, 348-349between slides, 350
titles, placeholders for, 311Viewer, 367views, switching between, 18voice narrations, 357XPS, creating from presentation, 366
PPSM files, 25PPS/PPSX files, 25PPT files, 25PPTM files, 25PPTX files, 25precedence order. See Excelpresent online
meeting, 496-497presentation, 646, 647
Presenter view. See PowerPointpresets
gradient fills with, 103pictures, adding to, 65
for shapes, 104previewing. See also live preview; Outlook;
PowerPointdocuments, 54Excel, page breaks in, 297Web pages, 559
previous version of document, showing, 12primary colors. See RGB color modeprinter fonts, 117printing. See also Access; Excel; Publisher
documents, 55envelopes, 195mailing labels, 195Outlook items, 511
Print Layout viewswitching between views, 18Word, 134-135
Print Preview, 54Outlook, items in, 511
Privacy dialog box, 2Privacy Options. SeeTrust Centerprivate key security, 582Product key, 2, 688Program add-ins, 652program tabs, 4program windows
existing documents, opening, 12-13viewing, 3
proofing. See spell-checkingPROPER function, 261proprietary company information, 49public key security, 582Publish as PDF or XPS add-in, 617-618Publisher, 519
adjustment handles for text wrapping,551
aligning objects in, 554-555arrows, creating, 549AutoFit text, using, 542-543background colors, adding, 531baseline guides in, 538blank publications, creating, 522building blocks, inserting, 528business information, entering and
updating, 527character spacing, improving, 541checking design, 532
Publisher
734
Publisher (continued)colors
adding, 531of frames, 540print settings, changing, 534-535
columns and rows guides, setting up,538
connecting text frames, 542continued notice, inserting, 542-543custom shapes, creating, 549deleting
pages, 525styles, 544-545tables, 547text frames, 543
Design Checker, using, 532disconnecting text frames, 542editing text, 526example, creating new style by, 544existing publication, opening, 523files for printers, creating, 535flipping objects in, 556formatting
for tables, 546-547text frames, 541pictures, 529shapes, 529
frames, 537picture frames, creating, 548table frames, creating, 546
grid guides in, 538grouping/ungrouping objects, 553hyperlinks, adding, 528importing styles, 544-545inserting pages, 525layering objects in, 552layout guides, setting up, 538lines
creating, 549spacing, changing, 541
margins, setting up, 538moving text frames, 540new publications, creating, 521New Publication task pane, 521ovals, creating, 549Pack and Go Wizard for printing, 534-535page numbers, inserting, 527page parts, inserting, 528
page setup in, 533paper size in, 533pictures
adjustment handles for, 551changing, 548frames, creating, 548
pin or unpin documents, 423printer setup in, 533printing
colors for, 534-535commercial printing tools, using,
534-535options for, 536setting up for, 533
Quick Publications, using, 521rectangles, creating, 549resizing text frames, 540rotating objects in, 556ruler guides in, 554-555selecting tables, 547shapes in, 549showing/hiding frame boundaries,
guides, rulers, fields, baselines, PageNavigation, Graphics Manager, 539
sizing handles for objects, 553snapping objects to guide, 554spacing characters and lines in, 541spell-checking, 527stacking objects in, 552styles
applying, 544deleting, 544-545example, creating by, 544importing styles, 544-545
switching between views, 524Table AutoFormat, 547tables
creating table frames, 546deleting, 547formatting for, 546-547
textediting, 526objects, 526wrapping text, 550-551
text frames, 540-541connecting, 542continued notice, inserting, 542-543
Text Wrap feature, 550-551
Publisher
Index 735
thumbnails of pages, 525trapping tools, 534-535views, changing, 524window, viewing, 520wrapping text in, 550-551zooming in, 524
publishing. See also PublisherWeb pages, 568
pull quote text boxes, 182
Qqueries. See also Access
in Excel, 630-631Query Wizard, 407-409
for external data, 628-629Quick Access Toolbar, 3
adding/removing items from, 7add-ins, loading/unloading, 652-653commands on, 6customizing, 7for macros, 658, 667moving, 6printing from, 55resetting, 6
Quick Analysis tool. See ExcelQuick filter options, 405Quick Part building blocks, 184-185Quick Print button, 55Quick Publications, 521Quick Steps, in Outlook, 479Quick Style gallery, 166Quick Styles. See also shapes
to Excel tables, 268with organization charts, 86for Outlook e-mail, 460to SmartArt graphics, 82for tables in Word, 192-193in Word, 166
QuickTime, inserting, 352
RReading Highlight button, 156Reading pane. See OutlookRead Mode view. See Wordread-only documents, 580
alerts for opening document as, 604documents, opening, 12
marking as, 602Recent Documents list, 12
file extensions, displaying, 14recently used documents, opening, 13Recently Used functions category, 258recoloring pictures, 70-71Recolor Picture Quick Style gallery, 70recovering
with AutoRecover, 30-31documents, 30-31
Redo feature, 52references. See Research task panereflections
pictures, adding to, 65to shapes, 105to WordArt, 78
Regroup command, 112-113reinstalling Office, 688relative cell references, 241relative size of picture, retaining, 67renaming. See naming/renamingrepairing problems, 688
Access database, 401in Excel formulas, 255in existing documents, 12with macros, 658, 662objects, arrangement of, 113Office programs, 688
repeated words, flagging, 45Replace Text As You Type check box, 40-41replacing. See also finding
Excel cell contents, 222, 236shapes, 95text, 38-39Word, formatting in, 156-157
reports. See AccessReport Wizard, 424-425Research task pane
inserting research material, 49Mini Translator, 50parental controls, setting, 597thesauruses from, 48-49translating text in, 50
Reset Picture button, 69resizing. See also Access; Excel; PowerPoint
bitmaps, 67fonts, 116
736
Resizing (continued)pictures, 66-67Publisher, text frames in, 540shapes, 94-95task panes, 15windows, 15-16
resources. See Calendarrestoring windows, 16Reuse Slides task pane, PowerPoint, 328reviewing marks, 209Reviewing pane, 209RGB color mode, 125
documents, adding to, 121for themes, 124-125
Ribbon, 1, 3. See also tabsadding/removing buttons or groups, 7add-ins for, 593Developer tab, 657maximizing/minimizing, 4, 6Touch/Mouse Mode, 56working with, 4
Rich Text format. See Outlookright indents, 162rotating. See also 3-D rotation
pictures, 72-73PowerPoint text, 342Publisher, objects in, 556shapes, 111with SmartArt graphics, 84text orientation, 118WordArt, 79
rows. See columns and rowsRPC, connecting to Exchange server with,
515RSS (Really Simple Syndication), adding,
518ruler
in Access, 427PowerPoint ruler, showing/hiding, 320Publisher, guides in, 554-555
Run dialog box, 601
SSafe for Initialization (SFI) settings, 594safe mode
Automated safe mode, 600disabled items, viewing, 601enabling, 600
User-Initiated safe mode, 600-601saturation, 125Save as type
installing file format in, 620for templates, 130
Save button, 22-23Save command, 6Save dialog box
accessing options in, 22file extensions, displaying, 14
saving. See also Access; Calendar; Outlook;templates; Web pages; XML(Extensible Markup Language)
documents, 22-23formats list for, 25older formats, documents in, 22-23options, setting, 23other formats, documents with, 24-25PDF file, document as, 617PowerPoint presentations as slide
shows, 365properties of document, viewing/chang-
ing, 19templates, 130Web queries, 570-571XPS files, document as, 618
Scale to Fit Dialog Box Launcher, Excel,302-303
scaling pictures, 66-67scanning
pictures, 59scope names in Excel, 246screen resolution, choosing, 358Screenshots, 60ScreenTips
for add-ins, 593, 650for hyperlinks, 561for macros, 667for themes, 123turning on/off, 6
scrollingsynchronizing scrolling, 16-17
searching. See finding; replacingsections
inserting, in Word, 146-147organizing, in PowerPoint, 325
security, 573. See also Excel; passwords;safe mode; Trust Center
Index 737
Check Office documents that are from orlink to suspicious Web sites option,587, 597
for external data, 598, 628-629file encryption, adding, 579harmful attacks, avoiding, 586-587inspecting documents, 574-575links to documents, security settings for,
599parental controls, setting, 597read-only, marking documents as, 602
selecting. See also Access; Excel;PowerPoint; Word
hyperlinks, 561Publisher tables, 547
selection box in PowerPoint, 312Selection pane, 114Send Backward, 110Send to Back
with SmartArt graphics, 84for stacking objects, 110
Send to OneNote, 678-679series lines, 90servers, 448Set Transparent Color command, 71setup, missing files from, 688shading in Word document, 176-177shadows
with fonts, 116pictures, adding to, 65to shapes, 105in Word, 154-155to WordArt, 78
Shape Effects gallery, 104Shape Outline, 100-101Shape Quick Style gallery, 98shapes, 93. See also freeforms; objects; text
boxesadjusting, 95applying shapes to pictures, 63connecting two shapes, 110drawing, 94effects, adding to, 104-105fills, applying, 100-101formatting SmartArt shapes, 100gradient fills for, 103individual effects, adding, 105with organization charts, 86
outlines, adding, 100-101pictures and, 62-63, 102presets adding, 104in Publisher, 549Quick Styles
adding, 98to text, 99
replacing, 95resizing, 94-95with SmartArt graphics, 84, 99text
adding, 96Quick Styles, adding, 99
texture fills to, 100, 102to WordArt, 79WordArt, adding, 99
shared documents, 603. See also Excel;SkyDrive
e-mail, sending for review by, 614Internet Fax, sending by, 615between programs, 619sharing documents, SkyDrive, 640-641
SharePoint. See also Office 365for Access tables, 387App Catalog, Trust Center, 592
creating, 592co-authoring with, 642-643database web app, creating, 376-377Document Library
saving documents to, 636-637saving presentations to, 644-645slides, publishing, 644-645
Office Web Apps, 642-643online meeting, using, 496-497online presentation, using, 647opening from, 636-637overview, 634-635Reuse Slides task pane with, 644-645saving to, 26, 636-637sending a document by Lync, 614site mailboxes, 516-517sharing a database to, 402sharing and publishing calendars,
514-155synchronizing files to, 638-639tasks, displaying, 504
Shockwave Flash Object ActiveX control,675
738
shortcuts, 2, 5showing/hiding. See also Access; Excel;
PowerPoint; Wordballoons, 208Calendar tasks, hiding, 504charts, hidden/empty cells in, 91Developer tab, 657objects, viewing hidden objects, 110Publisher frame boundaries, guides,
rulers, fields, baselines, PageNavigation, Graphics Manager, 539
Reviewing pane, 209viewing hidden objects, 110white space between pages, 146-147Word, hidden text in, 154-155
side bars, inserting, 182side-by-side tables, 186signatures. See also digital signatures;
documentson e-mail, 463signature lines, adding, 584-585
Signatures task pane, 582-583Single File Web Pages, 565-567single spacing documents, 159single word, selecting, 143size. See also resizing
of fonts, 116pictures, compressing, 68, 674
Size and Position dialog box, 72-73SkyDrive
inserting a picture from, 58applying an picture to a shape from, 102opening from, 12-13, 636-637overview, 634-635posting a document to social networks,
640-641saving to, 22-23, 26, 636-637sharing a document, 640-641
SkyDrive Pro, 1, 677, 686overview, 634-635synchronizing to SharePoint, 638-639
slicers. See ExcelSlide Master view, PowerPoint, 329slides. See PowerPointSlide Show view, PowerPoint, 309Slide Sorter view. See PowerPointSmartArt graphics, 57. See also organization
charts
blank graphic, creating, 80colors of, 83converting text to, 80-81creating, 80-81customizing, 84formatting, 82-83, 100layout, changing, 83orientation, changing, 82with PowerPoint, 311picture layouts, 85purposes, list of, 80Quick Styles, applying, 82resetting, 84shapes with, 84, 992-D, editing shapes in, 99
smart tags. See Actionssnapping to guide in Publisher, 554snapshots
of Access reports, 436snap to grid
for Access controls, 423aligning objects with, 107
snap to shape, aligning objects with, 107social networks. See also Facebook; Twitter;
Linkedinadding accounts, 27, 641posting to, 640-641
soft edgespictures, adding to, 65to shapes, 105with 3-D effects, 104
soft page breaks, 146Solver, 651sorting. See also Access; Excel
Outlook contacts, 457Word, table contents in, 193
sounds. See also PowerPointhyperlinks, adding to, 562-563
source files, 619spacing. See also Access; PowerPoint
in Publisher, 541spam, 482, 586sparklines, creating, in Excel, 292speaker notes. See PowerPointspecial characters in Word, 157spell-checking, 44
in Access tables, 436changing options, 45
Index 739
in Publisher, 527in Word, 144-145
Split button, 236splitter, 15spoofing detection, 587Spotlight section, 11stacking order for objects, 110starting programs, 2Start menu
shortcuts, creating, 2starting programs for, 2
Start screencreating new documents, 10-11opening recent documents, 12-13options to show or hide, 10starting a program, 2
Status bar, 3adding/removing items on, 9signature icon, 582-583
Step by Step Mail Merge wizard, 196-197Strict Open XML format, 12-13, 22-23strong passwords, creating, 580styles. See also Excel; PowerPoint;
Publisher; Quick Styles; Wordfor charts, 88Table Quick Styles, 268, 340
subscript, 117in Word, 154-155
SUBSTITUTE function, 261subtotals. See ExcelSUMIF function, 265summarizing data. See Excelsuperscript, 117
with AutoCorrect, 41in Word, 154-155
SWF files, Flash, 352swiping, 56switching
between curves, 97between Publisher views, 524between views, 18between windows, 16-17
Symantec antivirus software, 587symbols
with AutoCorrect, 41inserting, 47
synchronizing scrolling, 16-17syntax for VBA code, 654
TTab delimited text (.txt), 627Tab key
indents, setting, 162-163objects, selecting, 112PowerPoint, selecting in, 313
tab leaders, 203Table AutoFormat, Publisher, 547table of contents, creating, 200table of figures, creating, 203Table Quick Styles, 268, 340tables. See also Access; Excel; PowerPoint;
Publisher; Wordungrouping, 112
tabs, 3. See also Excel; PowerPointin dialog boxes, 8in groups, 4stops, 161types of, 4Word, paragraph tabs in, 161
tapping, 56task panes, 15tasks. See CalendarTelemetry, 677
Telemetry Log, 686Telemetry Database, 686
templates. See also Access; Wordcreating, 130documents, creating, 11safe mode and, 600
text. See also Excel; PowerPoint; Publisher;shapes; SmartArt graphics; themes;WordArt
Actions, adding/removing, 43alignment, changing, 118-119alternative text, 29AutoCorrect for, 40-41deleting, 34-35editing text, 34-35finding text, 38Format Cells dialog box, formatting with,
117Format Painter, 120formatting, 116-117for hyperlinks, 564Mini Translator, 50replacing text, 38-39
740
Text (continued)translating text to other languages, 50
text boxes, 93. See also Wordcreating, 96, 342in VBA (Visual Basic for Applications),
654text files, importing, 620-621, 627text functions, 258, 261texture fills
to shapes, 100, 102for WordArt, 77
Text Wrap feature, Publisher, 550-551Theme Colors dialog box, 122themes, 115, 122. See also Outlook;
PowerPointapplying, 123custom themes
colors, 124-125creating, 128
dark/light themes, 122deleting
color themes, 125effects, 127fonts, 127
editing, 125effects, choosing, 127fonts
choosing, 126deleting, 127
four text/background themes, 122hyperlink colors, 122six accent colors, 122viewing, 123
Thesaurus feature, 48-49THMX files, 1283-D charts, 883-D effects. See also bevel; 3-D rotation
precedence of, 1043-D rotation
pictures, adding to, 65to shapes, 105to WordArt, 78
times. See dates and timestitle bar in Outlook, 450titles
for charts, 89of charts, 87PowerPoint, placeholders in, 311
To-Do List. See also Outlooktasks on, 503-504
toolbars, 6-7. See also Quick Access Toolbarmacros, assigning, 667
touch screenTouch Mode, 56
tracer arrows in Excel, 256Track Changes command, 610-611tracking. See also Outlook
Word, changes in, 208-209transform to WordArt, 78Transition Quick Style gallery, 351translating text to other languages, 50transparency
picture background, setting, 71picture background remove, 74shape color fills with, 101
trapping tools in Publisher, 534-535trendlines, 90trim movie/video, 354-355troubleshooting. See repairing problemsTrueType fonts, 117Trust Center, 573, 586-587
ActiveX controlsalerts, dealing with, 671changing settings, 593harmful attacks, avoiding, 586-587
add-insharmful attacks, avoiding, 586-587security alert, dealing with, 653setting options for, 593
App Catalog, 592creating, 592
Check Office documents that are from orlink to suspicious Web sites option,587, 597
documents, trusted, 590-591file block settings, 590-591for external data, 598, 628-629links to documents, settings for, 599macros
changing security setting, 595harmful attacks, avoiding, 586-587opening workbooks with, 669
Message Baradd-ins, alerts for, 593changing security options, 596macro alerts in, 595, 666
Index 741
security alert options, 589parental controls, setting, 597Protected view, 590-591Privacy Options
parental controls, setting, 597setting, 597
Safe for Initialization (SFI) settings, 594safe mode with, 600selecting trusted publishers and loca-
tions, 589spoofing detection, 587viewing, 588
Twitteradding account, 27, 641posting a document to, 640-641
UUndo feature, 33, 52
on Quick Access Toolbar, 6shape fills, 100
uninstalling Office, 688Universal Data Connection (UDC) files, 628updates
checking for, 688links, 623for reused slides, 645table of contents in Word, 200
UPPER function, 261URLs (Uniform Resource Locators), 559
for Web queries, 571User-Initiated safe mode, 600-601
VVBA (Visual Basic for Applications), 381,
649, 654-655. See also macrosActiveX controls, adding code to, 674Analysis ToolPak VBA, 651class modules, 655code
ActiveX controls, adding to, 674writing, 654
events, 654procedures, 655
expressions, 654function procedures, 655harmful attacks, avoiding, 586-587modules, 655
objects, 654procedures in, 655projects, 655properties, 654standard modules, 655structure of, 654sub procedures in, 655Visual Basic Editor, 655-656
vector images, 58vertical page breaks in Excel, 297vertical text orientation, 118videos. See Movies
inserting or emdedding a video in Word,152
Vimeoemdedding a video in Word, 152
View buttons, 3View selector, 18
in Access, 378View tab, 18viruses, avoiding, 586-587Visual Basic Editor, 655-656
Modules Window, 655-656Object Browser, 655-656Project Explorer, 655viewing, 656
VLOOKUP function, 262VML for Web pages, 565voting, e-mail tracking, 466-467
Wwashout for pictures, 70Watch window, Excel, 255watermarks
on Excel pages, 301Word document, adding and customiz-
ing in, 175WAV files, PowerPoint supporting, 352weather, in Calendar view, 490-491, 502Web addresses. See URLs (Uniform
Resource Locators)Web app. See Access; See also Office app WebDAV, publishing Calendar to, 515Web Layout view, Word, 134-135Web pages, 557. See also Excel; hyperlinks;
PublisherCalendar as Web page, saving, 491cell hyperlinks, formatting, 564
742
Web Pages (continued)changing appearance of, 558movie/video, inserting, 354-355opening, 558options, changing, 565PowerPoint slides as Web graphics, 569previewing, 559Privacy Options, 587, 597publishing, 568saving, 566-567
slides as Web graphics, 569Single File Web Pages, 565-567slides as Web graphics, saving, 569
Web serversCalendar, publishing, 515publishing Web pages to, 568
wildcard characters in functions, 261window panes, 15windows
arranging, 16-17resetting position, 17side by side, comparing, 16-17splitter, moving, 15switching between, 16-17
Windows Rights Management, XPS formatand, 618
WMA or WMV files, PowerPoint, 352Word, 131
aligningcolumns, text in, 178guides, 179header and footer text, 149paragraph alignment, changing, 158objects, 179table cells, text in, 192
arranging objects, 179AutoText, 184bookmarks, creating, 205borders, adding and removing, 176-177building blocks, inserting, 184-185bulleted lists
creating, 170multi-level lists, creating, 171styles, changing, 171
calculating values in tables, 194captions, creating, 202case
changing case of text, 154
searching for, 156-157character spacing, changing, 164-165colors to page, adding, 176-177columns and rows
arranging text in, 178-179breaks in, 178-179modifying, 188-189
comparing documents, 207cover page, adding, 210cross references, creating, 206customizing
captions, labels for, 202drop caps, 175margins, 141page size options, 139watermarks, 175
date and time, inserting, 150-151deleting
columns, 178headers or footers, 148page breaks, 146page numbers, 150section breaks, 147tables, elements in, 189
deselecting text, 143desktop publishing effects, adding, 174double spacing documents, 159Draft view, 134-135drop caps, adding and customizing, 174effects, formatting, 154-155endnotes or footnotes, creating, 204envelopes, addressing and printing, 195finding formatting, 156first-line indents, 162footnotes or endnotes, creating, 204formatting
marks, viewing, 161tables, 192-193
form letters, creating, 196-197formulas in tables, calculating, 194grammar-checking, 144-145guides, aligning, 179gutter measurements, presetting, 140hanging indents, 162headers and footers, 148-149
different pages, different headers andfooters for, 148-149
height of rows, setting, 191
Word
Index 743
highlighting text, 154horizontal ruler, 160hyphenation in, 145, 160importing PowerPoint notes and slides,
369indents, setting, 162-163indexes, creating, 201labels for captions, 202lines
numbers, adding, 163spacing, changing, 159
live layout preview, 179mailing labels
addressing and printing, 195with mail merge, 198-199
mail mergefor form letters, 196-197for labels, 198-199
marginscustom margins, creating, 141in Read Mode view, 137indents and, 162standard margins, selecting, 141visually adjusting, 140
mergingcells and tables, 190documents, 207mail merge, 196-199
numbered listscreating, 170multi-level lists, creating, 171styles, changing, 171
outlines in, 142, 154-155Outline view, 134-135, 142page backgrounds, adding, 176-177page breaks, adding/removing, 146page numbers in, 150page setup in, 138-139paragraphs
alignment, changing, 158indents, setting, 162-163table of contents, adding to, 200tabs, setting, 161
PDF files, opening in Word, 133Print Layout view, 134-135properties of tables, changing, 192pull quote text box, 182Quick Part building blocks in, 184-185
Quick Styles, applying, 166reading documents in, 136-137Read Mode view, 134-135, 136-137
options to open in, 133reading documents in, 136-137view options, changing, 137
replacing formatting in, 156-157reviewing changes in, 209rulers, showing/hiding, 160sections, inserting, 146-147selecting
in documents, 143in tables, 187text, 143
shading, adding and removing, 176-177showing/hiding
balloons, 208formatting marks, 161Reviewing pane, 209rulers, 160white space between pages, 146-147
side bars, inserting, 182single spacing documents, 159sorting table contents, 193spacing
character spacing, changing, 164-165line spacing, changing, 159with mail merge, 197
special characters, finding and replacing,157
spell-checking, 144-145splitting cells and tables, 190styles
applying, 166bullet styles, changing, 171changing style sets, 167creating style sets, 167modifying, 169new style, creating, 168number styles, changing, 171viewing list of, 169
Tab key, setting indents with, 162-163table of contents, creating, 200table of figures, creating, 203tables
aligning text in cells, 192calculating values in, 194creating, 186
Word
744
Word (continued)evenly distributing columns and
rows, 189existing text, creating from, 186formatting, 192-193height of rows, setting, 191merging cells and tables, 190modifying, 188-189moving in, 187properties, changing, 191Quick Styles, formatting with, 192-193selecting elements of, 187sorting contents of, 193splitting cells and tables, 190text, entering, 187width of columns, setting, 189, 191
tabs for paragraphs, 161text boxes, 182-183
creating, 183linking, 183pull quote text box, 182side bars, inserting, 182
text effects, 154-155thumbnail view, 136-137tracking changes in, 208-209vertical ruler, 160views
changing, 134-135switching between, 18
watermarks, adding and customizing,175
Web Layout view, 134-135white space between pages,
showing/hiding, 146-147width of columns, setting, 189, 191wrapping text
around objects, 180-181in tables, 186
WordArt, 57deleting, 75direction of text, changing, 79effects, applying, 78fill, applying, 77formatting, 76-77inserting, 75outlines, 77position, changing, 79rotating, 79
to shapes, 99WordArt Quick Style gallery, 75
for shapes, 99WordArt Styles group, 76worksheets. See Excelwrapping text. See also Word
in Excel cells, 293in Publisher, 550-551
XXLSB files, 25XLSM and XLSX files, 25, 668XLStart folder, 658XLT files, 25XLTM and XLTX files, 25, 668XML Data format
personal information, removing, 574-575XML Expansion Packs, 651XML (Extensible Markup Language), 24
expansion packs, 651saving, 22
XML InfoPath forms, 676XML format, Strict Open, 12-13, 22-23XPS files, 25
saving document as, 366, 618shared documents, sending, 614
YYouTube
adding acounts, 27inserting or emdedding a video in Word
or PowerPoint, 152, 352-353
ZZoom controls, 3, 53zooming, 53
on named range in Excel, 250in Publisher, 524
Word
