Office AIO Desk Reference For Dummies. Wiley

by Peter Weverka

Nine Quick Reference Guides - One Great Price!

9 Books In 1
-Word - Excel - Access - PowerPoint - Outlook - FrontPage - Publisher - One Step Beyond - Windows-

Office AIO Desk Reference For Dummies

About the Author
Peter Weverka is the bestselling author of several For Dummies books,
including PowerPoint 2007 All-in-One Desk Reference For Dummies and
Microsoft Money For Dummies, as well as 30 other computer books about
various topics. Peter’s humorous articles and stories — none related to
computers, thankfully — have appeared in Harper’s, SPY, The Argonaut, and
other magazines for grown-ups.

Author’s Acknowledgments
Many hard-working people at Wiley Publishing in Indiana had a hand in this
book, and I would like to thank all of them. I am especially grateful to Steve
Hayes for giving me the opportunity to write this and other For Dummies books.

Many thanks as well go to Jean Rogers, this book’s project editor, for her diligence
and grace under pressure, and Jennifer Riggs and Mary Lagu for their
copy editing skills. Technical editors Joyce Nielsen and Lee Musik made sure
that all the explanations in this book are indeed accurate, and I would like to
thank them for their excellent work and suggestions for improving this book.
I would also like to give a special thanks to Joe Stockman for his work in Book
VI about Access. I would also like to thank Rich Tennant for the witty cartoons
you will find on the pages of this book and Richard Shrout for writing
the index. Many other people at the Wiley office in Indianapolis gave their all
to this book; their names are listed on the following page in the publisher’s acknowledgements.

Finally, I owe my family — Sofia, Henry, and Addie — a debt for tolerating my
vampire-like working hours and eerie demeanor at the breakfast table. 
How will I ever repay you?

Introduction

This book is for users of Office 2007 who want to get to the heart of the

program without wasting time. Don’t look in this book to find out how

the different programs in the Office suite work. Look in this book to find out

how you can get your work done better and faster with these programs.

I show you everything you need to make the most of the different Office programs.

On the way, you have a laugh or two. No matter how much or how

little skill you bring to the table, the guidance of this book will make you a

better, more proficient, more confident user of the Office programs.

What’s in This Book, Anyway?

Office 2007 is radically different from its predecessors — you can tell as

soon as you open your first Office 2007 program. Office has been given a

facelift. The menus and toolbars that used to appear along the top of the

program windows are gone and have been replaced by command tabs and a

Ribbon. Instead of opening menus, you click buttons or make gallery choices.

Behind the scenes, the makers of Office have made many features — charts,

diagrams, shapes, and others — available to all or most of the programs.

The Office suite offers more commands and features than ever before. It

gives you many, many opportunities to exercise your creativity and computer prowess.

This book is your guide to making the most of the Office programs. It’s jampacked

with how-to’s, advice, shortcuts, and tips. Here’s a bare outline of

the eight parts of this book:

✦ Book I: Common Office Tools: Looks into the many commands and features

that are common to all or several of the Office programs. Master

the material in Book I and you’re well on your way to mastering all the

programs. Book I explains handling text, the proofing tools, charts, diagrams,

and tables. It explores speed techniques that can make you more

productive in most of the Office programs, as well as how to draw and

manipulate lines, shapes, clip-art, and other so-called objects.

✦ Book II: Word 2007: Explains the numerous features in Office’s word

processor, including how to create documents from letters to reports.

Use the techniques described here to turn Word into a desktop-publishing

program and quickly dispatch office tasks such as mass-mailings. You

also discover how to get Word’s help in writing indexes, bibliographies,

and other items of interest to scholars.

✦ Book III: Outlook 2007: Shows you how to send and receive e-mail messages

and files, as well as track tasks, maintain an address book, and

keep a calendar with Outlook. If you’re one of those people who receive

numerous e-mail messages each day, you’ll be delighted to discover all

the ways to track and manage e-mail — and junk e-mail — in Outlook.

✦ Book IV: PowerPoint 2007: Demonstrates how to construct a meaningful

presentation that makes the audience say, “Wow!” Included in Book

IV are instructions for making a presentation livelier and more original,

both when you create your presentation and when you deliver it.

✦ Book V: Excel 2007: Shows the many different ways to crunch the numbers

with the bean counter in the Office suite. Along the way, you find

out how to design worksheets that are easy to read and understand,

use data-validation rules to cut down on entry mistakes, and analyze

your data. You find out just how useful Excel can be for financial analyses,

data tracking, and forecasting.

✦ Book VI: Access 2007: Describes how to create a relational database for

storing information, as well as query the database for information and

gather information into meaningful reports. Don’t be frightened by the

word “database.” You’ll be surprised to discover how useful Access can

be in your work.

✦ Book VII: Publisher 2007: Shows how to create brochures, pamphlets,

newsletters, and other publications with the “print shop in a can.”

✦ Book VIII: Office 2007 — One Step Beyond: For people who want to take

full advantage of Office, Book VIII delves into customizing the Office

programs, recording and running macros, and collaborating with the

SharePoint Services software. It looks into some auxiliary programs that

come with Office, including OneNote, Picture Manager, and Clip Organizer.

It also looks into alternative ways to distribute your work — in a blog or a

Web page, for example.

What Makes This Book Different

You’re holding in your hands a computer book designed to make mastering

the Office programs as easy and comfortable as possible. Besides the fact

that this book is easy to read, it’s different from other books about Office.

Read on to see why.

Easy-to-look-up information

This book is a reference, which means that readers have to be able to find

instructions quickly. To that end, I have taken great pains to make sure that

the material in this book is well organized and easy to find. The descriptive

headings help you find information quickly. The bulleted and numbered lists

make following instructions simpler. The tables make options easier to understand.

I want you to be able to look down the page and see in a heading or list the

name of the topic that concerns you. I want you to be able to find instructions

quickly. Compare the table of contents in this book to the book next to

it on the bookstore shelf. The table of contents in this book is put together

better and presents topics so that you can find them in a hurry.

A task-oriented approach

Most computer books describe what the software is, but this book explains

how to complete tasks with the software. I assume that you came to this

book because you want to know how to do something — print form letters,

create a worksheet, or query a database. You came to the right place. This

book describes how to get tasks done.

Meaningful screen shots

The screen shots in this book show only the part of the screen that illustrates

what is being explained in the text. When instructions refer to one part of the

screen, only that part of the screen is shown. I took great care to make sure

that the screen shots in this book serve to help you understand the Office

programs and how they work. Compare this book to the next one on the

bookstore shelf. Do you see how clean the screen shots in this book are?

Foolish Assumptions

Please forgive me, but I made one or two foolish assumptions about you, the

reader of this book. I assumed that:

✦ You own a copy of Office 2007, the latest edition of Office, and you have

installed it on your computer.

✦ You use a Windows operating system, preferably either Windows XP or

Windows Vista. All people who have the Windows operating system

installed on their computers are invited to read this book, though.

✦ You are kind to foreign tourists and small animals.

Conventions Used in This Book

I want you to understand all the instructions in this book, and in that spirit,

I’ve adopted a few conventions.

Where you see boldface letters or numbers in this book, it means to type the

letters or numbers. For example, “Enter 25 in the Percentage text box”

means to do exactly that: Enter the number 25.

To show you how to step through command sequences, I use the ➪ symbol.

For example, you can click the Office button and choose Print➪Print Preview

to see what the file you’re working on will look like when you print it. The ➪

symbol is just a shorthand method of saying “Choose Print and then choose Print Preview.”

To give most commands, you can press combinations of keys. For example,

pressing Ctrl+S saves the file you’re working on. In other words, you can hold

down the Ctrl key and press the S key to save a file. Where you see Ctrl+, Alt+,

or Shift+ and a key name or key names, press the keys simultaneously.

Yet another way to give a command is to click a button. When I tell you to

click a button, you see a small illustration of the button in the margin of this

book (unless the button is too large to fit in the margin). The button shown

here is the Save button, the one you can click to save a file.

Screenshot

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Contents at a Glance
Introduction
Book I: Common Office Tools
Chapter 1: Office Nuts and Bolts
Chapter 2: Wrestling with the Text
Chapter 3: Speed Techniques Worth Knowing About
Chapter 4: Taking Advantage of the Proofing Tools
Chapter 5: Creating a Table
Chapter 6: Creating a Chart
Chapter 7: Making a SmartArt Diagram
Chapter 8: Drawing and Manipulating Lines, Shapes, and Other Objects
Book II: Word 2007
Chapter 1: Speed Techniques for Using Word
Chapter 2: Laying Out Text and Pages
Chapter 3: Word Styles
Chapter 4: Desktop Publishing with Word
Chapter 5: Getting Word’s Help with Office Chores
Chapter 6: Tools for Reports and Scholarly Papers
Book III: Outlook 2007
Chapter 1: Getting Acquainted with Outlook
Chapter 2: Maintaining the Contacts Folder
Chapter 3: Handling Your E-Mail
Chapter 4: Managing Your Time and Schedule
Chapter 5: Tasks, Reminders, and Notes
Book IV: PowerPoint 2007
Chapter 1: Getting Started in PowerPoint
Chapter 2: Fashioning a Look for Your Presentation
Chapter 3: Entering the Text
Chapter 4: Making Your Presentations Livelier
Chapter 5: Delivering a Presentation
Book V: Excel 2007
Chapter 1: Up and Running with Excel
Chapter 2: Refining Your Worksheet
Chapter 3: Formulas and Functions for Crunching Numbers
Chapter 4: Making a Worksheet Easier to Read and Understand
Chapter 5: Analyzing Data
Book VI: Access 2007
Chapter 1: Introducing Access
Chapter 2: Building Your Database Tables
Chapter 3: Entering the Data
Chapter 4: Sorting, Querying, and Filtering for Data
Chapter 5: Presenting Data in a Report
Book VII: Publisher 2007
Chapter 1: Introducing Publisher
Chapter 2: Refining a Publication
Chapter 3: Putting On the Finishing Touches
Book VIII: Office 2007 — One Step Beyond
Chapter 1: Customizing an Office Program
Chapter 2: Ways of Distributing Your Work
Chapter 3: Handling Graphics
Chapter 4: Decorating Files with Clip Art
Chapter 5: Note Taking with OneNote
Chapter 6: Collaborating with SharePoint Services
Chapter 7: Automating Tasks with Macros
Chapter 8: Linking and Embedding in Compound Files
Index

Table of Contents

Introduction......

What’s in This Book, Anyway?............

What Makes This Book Different......

Easy-to-look-up information.........

A task-oriented approach........

Meaningful screen shots.......

Foolish Assumptions ....

Conventions Used in This Book ..............

Icons Used in This Book.........

Good Luck, Reader!...

Book I: Common Office Tools ..........................................7

Chapter 1: Office Nuts and Bolts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9

A Survey of Office Programs...........................................................................9

Starting an Office Program............................................................................10

Finding Your Way around the New Office Interface ...................................12

The Office button .................................................................................13

The Quick Access toolbar ...................................................................13

The Ribbon and its tabs ......................................................................14

Context-sensitive tabs .........................................................................15

The anatomy of a tab ...........................................................................16

Live previewing.....................................................................................19

Mini Toolbars ........................................................................................19

Office 2007 for keyboard lovers..........................................................21

Saving Your Files ............................................................................................21

Declaring where you like to save files ...............................................22

Saving files for use in earlier versions of an Office program ..........23

Saving AutoRecovery information .....................................................24

Opening and Closing Files.............................................................................26

Opening a file ........................................................................................26

Closing a file ..........................................................................................29

Entering the Document Properties ..............................................................29

Understanding the New Office XML Format ...............................................30

Locking a File with a Password ....................................................................31

Password-protecting a file...................................................................31

Opening a file that requires a password............................................33

Removing a password from a file .......................................................33

Chapter 2: Wrestling with the Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35

Manipulating the Text....................................................................................35

Selecting text.........................................................................................35

Moving and copying text .....................................................................36

Taking advantage of the Clipboard task pane...................................36

Deleting text ..........................................................................................38

Changing the Look of Text ............................................................................38

Choosing fonts for text ........................................................................39

Changing the font size of text .............................................................42

Applying font styles to text .................................................................42

Applying text effects to text................................................................43

Underlining text ....................................................................................45

Changing the color of text...................................................................45

Quick Ways to Handle Case, or Capitalization ...........................................46

Entering Symbols and Foreign Characters .................................................48

Finding and Replacing Text...........................................................................49

Finding stray words and formats .......................................................49

Conducting a find-and-replace operation..........................................55

Creating Hyperlinks .......................................................................................56

Linking a hyperlink to a Web page .....................................................56

Creating a hyperlink to another place in your file ...........................58

Creating an e-mail hyperlink ...............................................................59

Repairing and removing hyperlinks...................................................59

Chapter 3: Speed Techniques Worth Knowing About . . . . . . . . . . . . . .61

Undoing and Repeating Commands.............................................................61

Undoing a mistake................................................................................61

Repeating an action — and quicker this time...................................62

Zooming In, Zooming Out..............................................................................63

Viewing a File through More Than One Window........................................64

Correcting Typos on the Fly .........................................................................64

Opening the AutoCorrect dialog box .................................................65

Telling Office which typos and misspellings to correct ..................66

Preventing capitalization errors with AutoCorrect..........................66

Entering Text Quickly with the AutoCorrect Command ...........................67

Chapter 4: Taking Advantage of the Proofing Tools . . . . . . . . . . . . . . .69

Correcting Your Spelling Errors ...................................................................69

Correcting misspellings one at a time ...............................................70

Running a spell-check ..........................................................................70

Fine-tuning the spell checker..............................................................72

Checking for Grammatical Errors in Word..................................................76

Researching a Topic inside an Office Program...........................................77

Using the Research task pane.............................................................78

Choosing your research options ........................................................80

Finding the Right Word with the Thesaurus...............................................80

Proofing Text Written in a Foreign Language..............................................82

Telling Office which languages you will use .....................................82

Marking text as foreign language text................................................83

Translating Foreign Language Text..............................................................83

Chapter 5: Creating a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .87

Talking Table Jargon ......................................................................................87

Creating a Table..............................................................................................88

Entering the Text and Numbers ...................................................................90

Selecting Different Parts of a Table..............................................................91

Aligning Text in Columns and Rows ............................................................91

Merging and Splitting Cells ...........................................................................91

Laying Out Your Table ...................................................................................93

Changing the size of a table, columns, and rows .............................93

Inserting and deleting columns and rows.........................................96

Moving columns and rows ..................................................................96

Formatting Your Table...................................................................................97

Designing a table with a table style ...................................................97

Calling attention to different rows and columns..............................98

Decorating your table with borders and colors ...............................98

Using Math Formulas in Word Tables........................................................100

Neat Table Tricks .........................................................................................101

Changing the direction of header row text .....................................101

Using a picture as the table background.........................................102

Drawing diagonal lines on tables .....................................................104

Drawing on a table .............................................................................105

Chapter 6: Creating a Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .107

A Mercifully Brief Anatomy Lesson ...........................................................107

The Basics: Creating a Chart ......................................................................109

Choosing the Right Chart............................................................................111

Providing the Raw Data for Your Chart .....................................................112

Positioning Your Chart in a Workbook, Page, or Slide ............................113

Changing a Chart’s Appearance .................................................................114

Changing the chart type ....................................................................114

Changing the size and shape of a chart...........................................115

Relying on a chart style to change appearances............................115

Changing the layout of a chart .........................................................116

Handling the gridlines........................................................................119

Changing a chart element’s color, font, or other particular .........120

Saving a Chart as a Template so You Can Use It Again ...........................122

Saving a chart as a template .............................................................122

Creating a chart from a template .....................................................123

Chart Tricks for the Daring and Heroic.....................................................123

Decorating a chart with a picture ....................................................123

Annotating a chart..............................................................................125

Displaying the raw data alongside the chart ..................................126

Creating an overlay chart..................................................................126

Troubleshooting a Chart .............................................................................127

Chapter 7: Making a SmartArt Diagram . . . . . . . . . . . . . . . . . . . . . . . .129

The Basics: Creating SmartArt Diagrams..................................................129

Creating the Initial Diagram ........................................................................131

Creating a diagram .............................................................................132

Swapping one diagram for another..................................................133

Changing the Size and Position of a Diagram ...........................................133

Laying Out the Diagram Shapes .................................................................134

Selecting a diagram shape.................................................................134

Removing a shape from a diagram...................................................135

Adding shapes to diagrams apart from hierarchy diagrams........135

Adding shapes to hierarchy diagrams.............................................136

Promoting and demoting shapes in hierarchy diagrams ..............141

Handling the Text on Diagram Shapes ......................................................141

Entering text on a shape....................................................................142

Entering text in a diagram shape you added ..................................143

Entering bulleted lists on diagram shapes......................................144

Changing a Diagram’s Direction .................................................................144

Choosing a Look for Your Diagram ............................................................145

Changing the Appearance of Diagram Shapes .........................................146

Changing the size of a diagram shape .............................................146

Exchanging one shape for another ..................................................146

Changing a shape’s color, fill, or outline .........................................147

Changing fonts and font sizes on shapes ........................................148

Creating a Diagram from Scratch ...............................................................149

Chapter 8: Drawing and Manipulating Lines,

Shapes, and Other Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .151

The Basics: Drawing Lines, Arrows, and Shapes .....................................152

Handling Lines, Arrows, and Connectors..................................................153

Changing the length and position of a line or arrow .....................154

Changing the appearance of a line, arrow, or connector ..............154

Attaching and handling arrowheads on lines

and connectors ...............................................................................155

Connecting shapes by using connectors ........................................156

Handling Rectangles, Ovals, Stars, and Other Shapes ............................158

Drawing a shape .................................................................................158

Changing a shape’s symmetry..........................................................160

Using a shape as a text box...............................................................160

WordArt for Bending, Spindling, and Mutilating Text .............................161

Creating a WordArt image .................................................................162

Editing a WordArt image....................................................................162

Manipulating Lines, Shapes, Art, Text Boxes, and Other Objects .........162

Selecting objects so that you can manipulate them ......................164

Hiding and displaying the rulers and grid.......................................164

Changing an object’s size and shape ...............................................165

Moving and positioning objects .......................................................166

Tricks for aligning and distributing objects....................................166

When objects overlap: Choosing which appears

above the other...............................................................................169

Rotating and flipping objects............................................................171

Grouping objects to make working with them easier....................172

Changing an Object’s Color, Outline Color, and Transparency..............173

Filling an object with a color, picture, or texture ...........................174

Making a color transparent...............................................................175

Putting the outline around an object...............................................175

Book II: Word 2007 ..................................................177

Chapter 1: Speed Techniques for Using Word . . . . . . . . . . . . . . . . . . .179

Introducing the Word Screen......................................................................179

Creating a New Document...........................................................................181

Getting a Better Look at Your Documents ................................................183

Viewing documents in different ways..............................................183

Splitting the screen ............................................................................185

Selecting Text in Speedy Ways ...................................................................186

Moving Around Quickly in Documents .....................................................187

Keys for getting around quickly .......................................................187

Clicking thumbnail pages ..................................................................188

“Browsing” around a document .......................................................188

Going there fast with the Go To command .....................................189

Hopping from place to place in the document map ......................190

Bookmarks for hopping around .......................................................190

Inserting a Whole File into a Document ....................................................191

Entering Information Quickly in a Computerized Form ..........................192

Creating a computerized form..........................................................192

Entering data in the form ..................................................................194

Chapter 2: Laying Out Text and Pages . . . . . . . . . . . . . . . . . . . . . . . . . .195

Paragraphs and Formatting ........................................................................195

Inserting a Section Break for Formatting Purposes.................................196

Breaking a Line .............................................................................................198

Starting a New Page .....................................................................................198

Setting Up and Changing the Margins .......................................................198

Indenting Paragraphs and First Lines........................................................200

Clicking an Indent button (for left-indents) ....................................200

“Eye-balling it” with the ruler ...........................................................201

Going to the Paragraph dialog box ..................................................202

Numbering the Pages...................................................................................202

Using “prefabricated” page numbers...............................................203

Including a page number in a header or footer..............................204

Changing page number formats .......................................................204

Putting Headers and Footers on Pages .....................................................205

Creating, editing, and removing headers and footers ...................206

Fine-tuning a header or footer ..........................................................207

Adjusting the Space between Lines ...........................................................208

Adjusting the Space between Paragraphs ................................................209

Creating Numbered and Bulleted Lists .....................................................210

Simple numbered and bulleted lists ................................................210

Constructing lists of your own .........................................................210

Managing a multilevel list..................................................................212

Working with Tabs........................................................................................212

Hyphenating a Document............................................................................214

Automatically and manually hyphenating a document.................215

Unhyphenating and other hyphenation tasks ................................216

Chapter 3: Word Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .217

All about Styles.............................................................................................217

Applying a Style to Text and Paragraphs ..................................................219

Experimenting with style sets...........................................................219

Applying a style ..................................................................................219

Choosing which style names appear on the Style menus.............221

Creating a New Style ....................................................................................222

Creating a style from a paragraph....................................................222

Creating a style from the ground up ................................................222

Modifying a Style..........................................................................................224

Creating and Managing Templates.............................................................225

Creating a new template....................................................................226

Deleting and renaming styles in templates .....................................227

Copying styles from different documents and templates .............227

Chapter 4: Desktop Publishing with Word . . . . . . . . . . . . . . . . . . . . . .231

Making Use of Charts, Diagrams, Shapes, Clip Art, and Photos ...........231

Constructing the Perfect Table ..................................................................232

Repeating heading rows on subsequent pages ..............................233

Turning a list into a table ..................................................................233

Positioning and Wrapping Objects Relative to the Page and Text ........235

Wrapping text around an object.......................................................235

Positioning an object on a page .......................................................236

Working with the Drawing Canvas .............................................................237

Choosing a Theme for Your Document .....................................................238

Putting Newspaper-Style Columns in a Document ..................................239

Working with Text Boxes.............................................................................241

Inserting a text box ............................................................................241

Making text flow from text box to text box .....................................242

Decorating a Page with a Border................................................................242

Dropping In a Drop Cap...............................................................................244

Watermarking for the Elegant Effect..........................................................245

Landscape Documents ................................................................................246

Printing on Different Size Paper .................................................................247

Chapter 5: Getting Word’s Help with Office Chores . . . . . . . . . . . . . .249

Highlighting Parts of a Document ..............................................................249

Commenting on a Document ......................................................................250

Entering a comment...........................................................................250

Caring for and feeding comments ....................................................251

Tracking Revisions to Documents .............................................................252

Telling Word to start marking revisions ..........................................253

Telling Word how to mark revisions ................................................253

Reading and reviewing a document with revision marks .............254

Marking changes when you forgot to turn

on revision marks ...........................................................................255

Accepting and rejecting revisions to a document..........................256

Printing an Address on an Envelope..........................................................257

Printing a Single Address Label (or a Page of the Same Label)..............259

Churning Out Letters, Labels, and Envelopes for Mass Mailings ..........260

Preparing the source file ...................................................................261

Merging the source file with the document ....................................262

Printing form letters, labels, and envelopes ...................................266

Chapter 6: Tools for Reports and Scholarly Papers . . . . . . . . . . . . . . .267

Alphabetizing a List .....................................................................................267

Outlines for Organizing Your Work ............................................................268

Viewing your document in different ways.......................................269

Rearranging document sections in Outline view ...........................269

Generating a Table of Contents ..................................................................270

Creating a TOC....................................................................................270

Updating and removing a TOC .........................................................272

Customizing a TOC.............................................................................272

Changing the structure of a TOC......................................................272

Indexing a Document...................................................................................273

Marking index items in the document .............................................275

Generating the index..........................................................................276

Editing an index ..................................................................................278

Putting Cross-References in a Document..................................................278

Putting Footnotes and Endnotes in Documents.......................................280

Entering a footnote or endnote ........................................................281

Choosing the numbering scheme and position of notes...............282

Deleting, moving, and editing notes.................................................283

Compiling a Bibliography............................................................................283

Inserting a citation for your bibliography.......................................284

Editing a citation ................................................................................285

Changing how citations appear in text............................................285

Generating the bibliography.............................................................286

Book III: Outlook 2007..............................................287

Chapter 1: Getting Acquainted with Outlook . . . . . . . . . . . . . . . . . . . .289

What Is Outlook, Anyway? ..........................................................................289

Navigating the Outlook Folders..................................................................290

Wrestling with the Navigation Pane and To-Do Bar.................................292

Getting a Better View of Items in a Folder ................................................292

Categorizing Items .......................................................................................294

Creating a category ............................................................................294

Assigning items to categories ...........................................................295

Arranging items by category in folders...........................................295

Finding Stray Folder Items ..........................................................................296

Deleting E-Mail Messages, Contacts, Tasks, and Other Items ................298

Finding and Backing Up Your Outlook File ...............................................298

Importing E-Mail and Addresses from Another Program........................300

Cleaning Out Your Folders ..........................................................................301

Archiving the old stuff .......................................................................301

Running the Mailbox Cleanup command ........................................303

Chapter 2: Maintaining the Contacts Folder . . . . . . . . . . . . . . . . . . . . .305

Maintaining a Happy and Healthy Contacts Folder .................................305

Entering a new contact in the Contacts folder ...............................306

Changing a contact’s information ....................................................308

Finding a Contact in the Contacts Folder..................................................308

Printing the Contacts Folder.......................................................................310

Different ways to print contact information ...................................311

The basics of printing contact information ....................................311

Changing the look of printed pages .................................................312

Chapter 3: Handling Your E-Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .315

Addressing and Sending E-Mail Messages ................................................315

The basics: Sending an e-mail message...........................................316

Addressing an e-mail message..........................................................318

Sending copies and blind copies of messages................................319

Replying to and forwarding e-mail messages .................................321

Distribution lists for sending messages to groups.........................322

Sending a file along with a message.................................................325

Including a picture in an e-mail message ........................................325

Choosing which account to send messages with...........................326

Postponing sending a message.........................................................327

Being Advised When Someone Has Read Your E-Mail.............................328

All about Message Formats.........................................................................329

Receiving E-Mail Messages .........................................................................331

Getting your e-mail.............................................................................331

Being notified that e-mail has arrived..............................................332

Reading your e-mail in the Inbox window.......................................332

Handling Files That Were Sent to You........................................................335

Techniques for Organizing E-Mail Messages ............................................337

Flagging e-mail messages ..................................................................338

Being reminded to take care of e-mail messages ...........................339

Earmarking messages as they arrive ...............................................341

All about E-Mail Folders ..............................................................................342

Moving e-mail messages to different folders ..................................343

Creating a new folder for storing e-mail ..........................................343

Yes, You Can Prevent Junk Mail (Sort of)..................................................344

Getting Outlook’s help to prevent junk e-mail ................................345

Preventative medicine for junk e-mail .............................................346

Chapter 4: Managing Your Time and Schedule . . . . . . . . . . . . . . . . . .349

Introducing the Calendar ............................................................................349

The Different Kinds of Activities ................................................................350

Going to a Different Day, Week, or Month .................................................351

Scheduling an Activity.................................................................................353

Scheduling an activity: The basics...................................................353

Scheduling a recurring appointment or event................................354

Scheduling an event ...........................................................................355

Canceling, Rescheduling, and Altering Activities ....................................355

Getting a Better View of Your Schedule ....................................................356

Customizing the Outlook Calendar Window.............................................357

Chapter 5: Tasks, Reminders, and Notes . . . . . . . . . . . . . . . . . . . . . . . .359

Tasks: Seeing What Needs to Get Done.....................................................359

Entering a task in the Tasks window................................................360

Examining tasks in the Tasks window .............................................361

Handling and managing tasks ...........................................................362

Reminders for Being Alerted to Activities and Tasks..............................362

Scheduling a reminder message.......................................................363

Making reminders work your way....................................................364

Making Notes to Yourself ............................................................................364

Book IV: PowerPoint 2007.........................................367

Chapter 1: Getting Started in PowerPoint . . . . . . . . . . . . . . . . . . . . . . .369

Getting Acquainted with PowerPoint ........................................................370

A Brief Geography Lesson...........................................................................370

A Whirlwind Tour of PowerPoint ...............................................................373

Creating a New Presentation ......................................................................373

Advice for Building Persuasive Presentations .........................................375

Creating New Slides for Your Presentation...............................................378

Inserting a new slide ..........................................................................378

Speed techniques for inserting slides .............................................381

Conjuring slides from Word document headings...........................381

Selecting a different layout for a slide .............................................383

Getting a Better View of Your Work ...........................................................383

Changing views...................................................................................383

Looking at the different views ..........................................................383

Hiding and Displaying the Slides Pane and Notes Pane..........................385

Selecting, Moving, and Deleting Slides ......................................................385

Selecting slides ...................................................................................385

Moving slides ......................................................................................386

Deleting slides.....................................................................................386

Putting Together a Photo Album................................................................386

Creating your photo album...............................................................387

Putting on the final touches..............................................................389

Editing your photo album .................................................................390

Hidden Slides for All Contingencies...........................................................390

Hiding a slide ......................................................................................390

Showing a hidden slide during a presentation ...............................390

Chapter 2: Fashioning a Look for Your Presentation . . . . . . . . . . . . . .393

Looking at Themes and Background Styles..............................................393

Choosing a Theme for Your Presentation .................................................395

Selecting a theme ...............................................................................395

Tweaking a theme...............................................................................395

Creating Slide Backgrounds on Your Own ................................................397

Using a solid (or transparent) color for the slide

background......................................................................................397

Selecting a gradient blend of two colors for the slide

background......................................................................................398

Placing a clip-art image in the slide background ...........................400

Using a graphic for a slide background...........................................401

Using a texture for a slide background............................................402

Changing the Background of a Single or Handful of Slides.....................403

Using Master Slides and Master Styles for a Consistent Design ............404

Switching to Slide Master view.........................................................405

Understanding master slides and master styles ............................406

Editing a master slide ........................................................................407

Changing a master slide layout ........................................................407

Chapter 3: Entering the Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .409

Entering Text.................................................................................................409

Choosing fonts for text ......................................................................410

Changing the font size of text ...........................................................411

Changing the color of text.................................................................411

Fun with Text Boxes and Text Box Shapes ...............................................412

Controlling How Text Fits in Text Frames and Text Boxes .....................414

Choosing how PowerPoint “AutoFits” text in text frames ............414

Choosing how PowerPoint “AutoFits” text in text boxes..............416

Positioning Text in Frames and Text Boxes..............................................417

Handling Bulleted and Numbered Lists.....................................................418

Creating a standard bulleted or numbered list ..............................418

Choosing a different bullet character, size, and color...................419

Choosing a different list-numbering style, size, and color............420

Putting Footers (and Headers) on Slides ..................................................420

Some background on footers and headers .....................................421

Putting a standard footer on all your slides ...................................422

Creating a nonstandard footer..........................................................422

Removing a footer from a single slide .............................................423

Chapter 4: Making Your Presentations Livelier . . . . . . . . . . . . . . . . . .425

Suggestions for Enlivening Your Presentation .........................................425

Transitions and Animations........................................................................427

Showing transitions between slides ................................................427

Animating parts of a slide .................................................................428

Sounding Off on Slides.................................................................................430

Playing sounds: A precautionary tale..............................................431

Inserting a sound file on a slide........................................................432

Telling PowerPoint when and how to play a sound file ................433

Starting, pausing, and resuming a sound file..................................434

Playing Video on Slides ...............................................................................434

Inserting a video on a slide ...............................................................434

Fine-tuning a video presentation......................................................435

Chapter 5: Delivering a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . .437

All about Notes.............................................................................................437

Rehearsing and Timing Your Presentation ...............................................438

Showing Your Presentation.........................................................................440

Starting and ending a presentation..................................................440

Going from slide to slide....................................................................440

Tricks for Making Presentations a Little Livelier .....................................442

Wielding a pen or highlighter in a presentation.............................443

Erasing pen and highlighter drawings.............................................444

Blanking the screen............................................................................444

Delivering a Presentation When You Can’t Be There in Person.............445

Providing handouts for your audience............................................445

Creating a self-running, kiosk-style presentation ...........................446

Creating a user-run presentation .....................................................448

Packaging your presentation ............................................................450

Book V: Excel 2007 ...................................................455

Chapter 1: Up and Running with Excel . . . . . . . . . . . . . . . . . . . . . . . . .457

Creating a New Excel Workbook ................................................................457

Getting Acquainted with Excel ...................................................................459

Rows, columns, and cell addresses .................................................461

Workbooks and worksheets..............................................................461

Entering Data in a Worksheet .....................................................................461

The basics of entering data...............................................................462

Entering text labels ............................................................................463

Entering numeric values....................................................................463

Entering date and time values ..........................................................464

Quickly Entering Lists and Serial Data with the

AutoFill Command....................................................................................467

Formatting Numbers, Dates, and Time Values .........................................469

Conditional Formats for Calling Attention to Data ..................................471

Establishing Data-Validation Rules ............................................................472

Chapter 2: Refining Your Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . .475

Editing Worksheet Data ...............................................................................475

Moving Around in a Worksheet ..................................................................476

Getting a Better Look at the Worksheet ....................................................477

Freezing and splitting columns and rows........................................478

Hiding columns and rows..................................................................481

Comments for Documenting Your Worksheet..........................................481

Selecting Cells in a Worksheet....................................................................483

Deleting, Copying, and Moving Data..........................................................484

Handling the Worksheets in a Workbook..................................................484

Keeping Others from Tampering with Worksheets..................................486

Hiding a worksheet ............................................................................486

Protecting a worksheet......................................................................486

Chapter 3: Formulas and Functions for Crunching Numbers . . . . . . .489

How Formulas Work.....................................................................................489

Referring to cells in formulas............................................................489

Referring to formula results in formulas .........................................491

Operators in formulas........................................................................492

The Basics of Entering a Formula ..............................................................494

Speed Techniques for Entering Formulas .................................................494

Clicking cells to enter cell references..............................................494

Entering a cell range ..........................................................................495

Naming cell ranges so that you can use them in formulas ...........496

Referring to cells in different worksheets .......................................499

Copying Formulas from Cell to Cell ...........................................................499

Detecting and Correcting Errors in Formulas ..........................................501

Correcting errors one at a time ........................................................501

Running the error checker ................................................................502

Tracing cell references ......................................................................502

Working with Functions...............................................................................504

Using arguments in functions ...........................................................505

Entering a function in a formula .......................................................505

Chapter 4: Making a Worksheet Easier to Read

and Understand . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .509

Laying Out a Worksheet ..............................................................................509

Aligning numbers and text in columns and rows...........................509

Inserting and deleting rows and columns .......................................511

Changing the size of columns and rows..........................................512

Decorating a Worksheet with Borders and Colors ..................................514

Cell styles for quickly formatting a worksheet...............................514

Slapping borders on worksheet cells...............................................516

Decorating worksheets with colors .................................................518

Getting Ready to Print a Worksheet...........................................................519

Making a worksheet fit on a page.....................................................519

Making a worksheet more presentable............................................523

Repeating row and column headings on each page.......................524

Chapter 5: Analyzing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .525

Managing Information in Lists....................................................................525

Constructing a list ..............................................................................525

Sorting a list ........................................................................................526

Filtering a list ......................................................................................527

Forecasting with the Goal Seek Command ...............................................529

Performing What-If Analyses with Data Tables ........................................530

Using a one-input table for analysis.................................................531

Using a two-input table for analysis.................................................532

Book VI: Access 2007 ...............................................535

Chapter 1: Introducing Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .537

What Is a Database, Anyway? .....................................................................537

Tables, Queries, Forms, and Other Objects..............................................538

Database tables for storing information .........................................538

Forms for entering data .....................................................................539

Queries for getting the data out .......................................................541

Reports for presenting and examining data ...................................542

Macros and modules..........................................................................542

Creating a Database File..............................................................................542

Creating a blank database file...........................................................543

Getting the help of a template ..........................................................543

Finding Your Way around the Navigation Pane........................................544

Designing a Database...................................................................................546

Deciding what information you need...............................................547

Separating information into different database tables..................548

Choosing fields for database tables.................................................550

Deciding on a primary key field for each database table..............550

Mapping the relationships between tables.....................................551

Chapter 2: Building Your Database Tables . . . . . . . . . . . . . . . . . . . . . .553

Creating a Database Table...........................................................................553

Creating a database table from scratch...........................................554

Creating a database table from a template .....................................555

Importing a table from another database .......................................556

Opening and Viewing Tables.......................................................................557

Entering and Altering Table Fields.............................................................558

Creating a field....................................................................................558

All about data types ...........................................................................560

Designating the primary key field ....................................................561

Moving, renaming, and deleting fields.............................................562

Field Properties for Making Sure That Data Entries

Are Accurate .............................................................................................563

A look at the Field Properties settings ............................................564

Creating a lookup data-entry list ......................................................568

Indexing for Faster Sorts, Searches, and Queries ....................................570

Indexing a field....................................................................................571

Indexing based on more than one field ...........................................571

Establishing Relationships between Database Tables ............................573

Types of relationships .......................................................................574

Finding your way around the Relationships window ....................575

Forging relationships between tables..............................................577

Chapter 3: Entering the Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .581

The Two Ways to Enter Data ......................................................................581

Entering the Data in Datasheet View .........................................................582

Entering data.......................................................................................582

Two tricks for entering data quicker ...............................................583

Changing the appearance of the datasheet ....................................585

Entering the Data in a Form ........................................................................586

Creating a form ...................................................................................586

Entering the data ................................................................................587

Finding a Missing Record ............................................................................588

Finding and Replacing Data ........................................................................589

Chapter 4: Sorting, Querying, and Filtering for Data . . . . . . . . . . . . . .591

Sorting Records in a Database Table.........................................................591

Filtering to Find Information.......................................................................593

Different ways to filter a database table..........................................593

Common filters ...................................................................................594

Filtering by selection .........................................................................595

Filtering by form .................................................................................596

Running an Advanced Filter/Sort .....................................................597

Querying: The Basics...................................................................................598

Creating a new query.........................................................................599

Finding your way around the Query Design window ....................599

Choosing which database tables to query......................................600

Choosing which fields to query........................................................600

Sorting the query results...................................................................601

Choosing which fields appear in query results..............................602

Entering criteria for a query .............................................................603

At last — saving and running a query .............................................605

Six Kinds of Queries.....................................................................................605

Select query ........................................................................................605

Top-value query..................................................................................606

Summary query ..................................................................................606

Calculation query ...............................................................................607

Delete query........................................................................................608

Update query ......................................................................................609

Chapter 5: Presenting Data in a Report . . . . . . . . . . . . . . . . . . . . . . . . .611

Creating a Report .........................................................................................611

Opening and Viewing Reports ....................................................................613

Tweaking a Report .......................................................................................613

Book VII: Publisher 2007 ..........................................617

Chapter 1: Introducing Publisher . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .619

“A Print Shop in a Can”................................................................................619

Introducing Frames......................................................................................620

Creating a Publication .................................................................................621

Redesigning a Publication...........................................................................622

Choosing a different publication design..........................................622

Choosing a font scheme ....................................................................623

Choosing a color scheme ..................................................................623

Declaring the page size......................................................................624

Choosing other design options ........................................................624

Getting Around in Publisher .......................................................................624

Zooming in and zooming out ............................................................624

Hiding and displaying toolbars.........................................................626

Going from page to page....................................................................626

Understanding and Using the Layout Guides...........................................626

Laying out the margin, grid, and baseline guides ..........................628

Setting down ruler guides .................................................................628

Chapter 2: Refining a Publication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .631

Entering Text on the Pages .........................................................................631

Making Text Fit in Text Frames...................................................................632

Handling “overflow” text ...................................................................632

Making text jump from frame to frame............................................634

Filling out a text frame .......................................................................634

Making Text Wrap Around a Frame or Graphic........................................635

Replacing the Placeholder Graphics .........................................................636

Inserting Frames on the Pages ...................................................................636

Inserting a new frame ........................................................................636

Changing the size and position of frames .......................................637

Making Frames Overlap...............................................................................638

Inserting, Removing, and Moving Pages ...................................................639

Chapter 3: Putting On the Finishing Touches . . . . . . . . . . . . . . . . . . . .641

Decorating the Text .....................................................................................641

Drawing a horizontal rule..................................................................642

Dropping in a drop cap......................................................................643

Techniques for Decorating Pages ..............................................................644

Putting borders and color backgrounds on frames.......................644

Backgrounds for pages ......................................................................645

The Master Page for Handling Page Backgrounds...................................646

Taking Advantage of the Design Gallery ...................................................647

Running the Design Checker.......................................................................647

Commercially Printing a Publication.........................................................648

Book VIII: Office 2007 — One Step Beyond................651

Chapter 1: Customizing an Office Program . . . . . . . . . . . . . . . . . . . . . .653

Customizing the Quick Access Toolbar ....................................................653

Adding buttons to the Quick Access toolbar..................................654

Changing the order of buttons on the

Quick Access toolbar .....................................................................655

Removing buttons from the Quick Access toolbar ........................655

Placing the Quick Access toolbar above or below

the Ribbon .......................................................................................656

Customizing the Status Bar.........................................................................656

Changing Color Schemes.............................................................................657

Customizing Keyboard Shortcuts in Word................................................657

Smart Tags, Smart Alecks............................................................................659

Chapter 2: Ways of Distributing Your Work . . . . . . . . . . . . . . . . . . . . .661

Printing — the Old Standby........................................................................661

Distributing a File in PDF Format ...............................................................662

Sending Your File in an E-Mail Message ....................................................663

Saving an Office File as a Web Page ...........................................................664

Choosing how to save the component parts ..................................664

Turning a file into a Web page ..........................................................665

Opening a Web page in your browser..............................................666

Blogging from inside Word..........................................................................666

Describing a blog account to Word..................................................667

Posting an entry to your blog ...........................................................668

Chapter 3: Handling Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .669

All about Picture File Formats ....................................................................669

Bitmap and vector graphics..............................................................670

Resolution ...........................................................................................671

Compression .......................................................................................671

Choosing file formats for graphics...................................................672

Inserting a Graphic in a File ........................................................................672

Touching Up a Graphic................................................................................674

Changing a graphic’s brightness and contrast ...............................674

Recoloring a graphic..........................................................................675

Cropping off part of a graphic ..........................................................676

Compressing Graphics to Save Disk Space...............................................677

Using Microsoft Office Picture Manager ...................................................678

Mapping the graphic files on your computer .................................679

Displaying the graphic file you want to work with ........................680

Editing a picture .................................................................................681

Chapter 4: Decorating Files with Clip Art . . . . . . . . . . . . . . . . . . . . . . .685

What Is Clip Art?...........................................................................................685

Inserting a Clip-Art Image ...........................................................................686

Tinkering with a Clip-Art Image’s Appearance.........................................687

Handling Media Files with the Clip Organizer ..........................................688

Knowing your way around the Clip Organizer................................688

Locating the media file you need .....................................................689

Inserting a media file..........................................................................691

Storing your own files in the My Collections folders.....................692

Chapter 5: Note Taking with OneNote . . . . . . . . . . . . . . . . . . . . . . . . . .697

Running OneNote .........................................................................................697

Introducing OneNote ...................................................................................698

Creating Storage Units for Notes................................................................699

Creating a notebook...........................................................................699

Creating sections, pages, and subpages for notes.........................700

Writing Notes ................................................................................................701

Typing a note ......................................................................................701

Drawing with a pen or highlighter ...................................................702

Getting from Place to Place in OneNote....................................................703

Finding and Keeping Track of Notes..........................................................703

Flagging notes for follow up..............................................................704

Finding a stray note ...........................................................................705

Some Housekeeping Chores .......................................................................706

OneNote and Other Office Programs.........................................................707

Copying a note into another Office program..................................707

Sending notes by e-mail.....................................................................707

Transferring notes to a Word document .........................................707

Turning a note into an Outlook task ................................................708

Chapter 6: Collaborating with SharePoint Services . . . . . . . . . . . . . .709

Getting Equipped and Getting Started ......................................................709

Visiting a SharePoint Services Web Site ....................................................710

Getting from Place to Place in the Web Site..............................................711

Handling and Managing Files......................................................................711

Going to the Shared Documents folder ...........................................711

Uploading files ....................................................................................712

Downloading a file to your computer ..............................................713

Viewing and editing a file...................................................................713

Deleting a file ......................................................................................714

Other Ways to Collaborate at a SharePoint Services Web Site ..............714

Chapter 7: Automating Tasks with Macros . . . . . . . . . . . . . . . . . . . . . .715

What Is a Macro? ..........................................................................................715

Displaying the Developer Tab ....................................................................715

Managing the Macro Security Problem .....................................................716

Recording a Macro.......................................................................................718

Ground rules for recording macros .................................................718

Recording a macro .............................................................................719

Running a Macro ..........................................................................................721

Editing a Macro.............................................................................................722

Reading a macro in the Code window .............................................723

Editing the text that a macro enters ................................................724

Deleting parts of a macro ..................................................................724

Running a Macro from a Button on the Quick Access Toolbar ..............724

Chapter 8: Linking and Embedding in Compound Files . . . . . . . . . . .727

What Is OLE, Anyway?.................................................................................727

Linking and embedding .....................................................................728

Pitfalls of linking and embedding .....................................................730

Linking to Data in another File ...................................................................730

Establishing the link...........................................................................731

Updating a link....................................................................................732

Editing data that is linked with a source file...................................732

Breaking and reestablishing links ....................................................733

Embedding Data from Other Programs.....................................................733

Embedding foreign data.....................................................................733

Editing embedded data......................................................................736

Index........................................................................737

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