01_711293-ffirs.indd iv01_711293-ffirs.indd iv 6/24/10 8:34 PM6/24/10 8:34 PM SIMPLY OFFICE 2010

by Kate Shoup

A John Wiley and Sons, Ltd, Publication

01_711293-ffirs.indd i01_711293-ffirs.indd i 6/24/10 8:34 PM6/24/10 8:34 PM First published under the title Office 2010 Simplified, All prices correct at time of going to press. Please check ISBN 978-0-470-57194-1 by Wiley Publishing, Inc. appropriate website for current details. 10475 Crosspoint Boulevard, Indianapolis, IN 46256 All website information was correct at the time of going Copyright © 2010 by Wiley Publishing, Inc., Indianapolis, to press. Websites do constantly update their privacy Indiana settings and policies. Please check the relevant website homepage to find their current policies. This edition first published 2010. ISBN: 978-0-470-71129-3 Copyright © 2010 for the EMEA adaptation: John Wiley & Sons, Ltd. A catalogue record for this book is available from the British Library. Registered office John Wiley & Sons Ltd, The Atrium, Southern Gate, Printed in Italy by Printer Trento Chichester, West Sussex, PO19 8SQ, United Kingdom For details of our global editorial offices, for customer services and for information about how to apply for permission to reuse the copyright material in this book please see our website at www.wiley.com. The right of the author to be identified as the author of this work has been asserted in accordance with the Copyright, Designs and Patents Act 1988. All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, except as permitted by the UK Copyright, Designs and Patents Act 1988, without the prior permission of the publisher. Microsoft product screenshots reprinted with permission from Microsoft Corporation. Wiley also publishes its books in a variety of electronic formats. Some content that appears in print may not be available in electronic books. Designations used by companies to distinguish their products are often claimed as trademarks. All brand names and product names used in this book are trade names, service marks, trademarks or registered trademarks of their respective owners. The publisher is not associated with any product or vendor mentioned in this book. This publication is designed to provide accurate and authoritative information in regard to the subject matter covered. It is sold on the understanding that the publisher is not engaged in rendering professional services. If professional advice or other expert assistance is required, the services of a competent professional should be sought.

01_711293-ffirs.indd ii01_711293-ffirs.indd ii 6/24/10 8:34 PM6/24/10 8:34 PM Publisher’s Acknowledgements

Editorial and Production Composition Services: VP Consumer and Technology Publishing Layout: Andrea Hornberger Director: Michelle Leete Indexer: Potomac Indexing, LLC Associate Director – Book Content Series Designer: Patrick Cunningham Management: Martin Tribe Associate Publisher: Chris Webb Executive Commissioning Editor: Birgit Gruber Publishing Assistant: Ellie Scott Production Manager: Amie Jackowski Tibble Project Editor: Juliet Booker Development Editor: Shena Deuchars

Marketing: Senior Marketing Manager: Louise Breinholt Marketing Executive: Chloe Tunnicliffe

01_711293-ffirs.indd iii01_711293-ffirs.indd iii 6/24/10 8:34 PM6/24/10 8:34 PM About the Author

Freelance writer/editor Kate Shoup has authored 20 books and edited scores more. Recent titles include Windows 7 Digital Classroom, Teach Yourself VISUALLY Outlook 2007, Office 2007: Top 100 Simplified Tips & Tricks and Internet Visual Quick Tips. When not working, Kate loves to ski (she was once nationally ranked), read and ride her motorcycle – and she plays a mean game of nine-ball. Kate lives in Indianapolis with her daughter and their dog.

01_711293-ffirs.indd iv01_711293-ffirs.indd iv 6/24/10 8:34 PM6/24/10 8:34 PM How to Use This Book

Do you look at the pictures in a book or magazine before Bold anything else? Would you rather be shown instead of Bold type represents the names of commands and read about how to do something? Then this book is for options that you interact with. Bold type also indicates you. Opening Simply Office 2010 allows you to read less text and numbers that you must type into a dialog box and learn more about the Windows operating system. or window. Italics Who Needs This Book Italic words introduce a new term and are followed by a This book is for a reader who has never used this definition. particular technology or application. It is also for more computer literate individuals who want to expand their Numbered Steps knowledge of the different features that Windows has You must perform the instructions in numbered steps in to offer. order to successfully complete a section and achieve the final results. Using the Mouse Bulleted Steps This book uses the following conventions to describe the These steps point out various optional features. You actions you perform when using the mouse: do not have to perform these steps; they simply give Click additional information about a feature. Steps without Press your left mouse button once. You generally click bullets tell you what the program does in response to your mouse on something to select something on the your following a numbered step. For example, if you click screen. a menu command, a dialog box may appear or a window may open. The step text may also tell you what the final Double-click result is when you follow a set of numbered steps. Press your left mouse button twice. Double-clicking something on the computer screen generally opens Notes whatever item you have double-clicked. Notes give additional information. They may describe special conditions that may occur during an operation. Right-click They may warn you of a situation that you want to Press your right mouse button. When you right-click avoid – for example, the loss of data. A note may also anything on the computer screen, the program displays cross reference a related area of the book. A cross a shortcut menu containing commands specific to the reference may guide you to another chapter or another selected item. section within the current chapter. Click and Drag, and Release the Mouse Icons and buttons Move your mouse pointer and hover it over an item on Icons and buttons are graphical representations within the the screen. Press and hold down the left mouse button. text. They show you exactly what you need to click to Now, move the mouse to where you want to place the perform a step. item and then release the button. You use this method to You can easily identify the tips or warnings in any section move an item from one area of the computer screen to by looking for the Tip and Warning icons. Tips offer another. additional information, including tips, hints, and tricks. You can use the tip information to go beyond what you have The Conventions in This Book learned in the steps. Warnings tell you about solutions to A number of typographic and layout styles have been common problems and general pitfalls to avoid. used throughout Simply Office 2010 to distinguish different types of information.

01_711293-ffirs.indd v01_711293-ffirs.indd v 6/24/10 8:34 PM6/24/10 8:34 PM Table of Contents

I OFFICE FEATURES 2 Chapter 1: Office Basics 4 Start and Exit Office Applications 6 Navigate the Program Windows 8 Work with the Ribbon 10 Customise the Quick Access Toolbar 12 Get Help with Office

Chapter 2: Working with Files 14 Create a New File 16 Save a File 18 Open a File 20 Print a File 22 Select Data 24 Cut, Copy and Paste Data

Chapter 3: Office Graphics Tools 26 Insert a Picture or Clip Art 28 Resize and Move Objects 30 Rotate and Flip Objects 32 Crop a Picture 34 Change a Picture

CONTENTS

02_711293-ftoc.indd vi02_711293-ftoc.indd vi 6/24/10 8:35 PM6/24/10 8:35 PM II WORD 36 Chapter 4: Adding Text 38 Change Word’s Views 40 Type and Edit Text 42 Insert Symbols and Special Characters

Chapter 5: Formatting Text 44 Change the Font, Size and Colour 46 Align Text 47 Set Line Spacing 48 Indent Text 50 Set Tabs 52 Set Margins 54 Copy Formatting 55 Clear Formatting 56 Format with Styles 58 Apply a Template

Chapter 6: Adding Extra Touches 60 Create Columns 62 Insert a Table 64 Use Headers, Footers and Footnotes 66 Insert Page Numbers and Page Breaks 68 Create an Index 70 Create a Table of Contents

CONTENTS

02_711293-ftoc.indd vii02_711293-ftoc.indd vii 6/24/10 8:35 PM6/24/10 8:35 PM Chapter 7: Reviewing Documents 72 Find and Replace Text 74 Check Spelling and Grammar 76 Work with AutoCorrect 78 Track and Review Document Changes

III EXCEL 80 Chapter 8: Building Spreadsheets 82 Enter Cell Data 84 Select Cells 86 Faster Data Entry with AutoFill 88 Change the Font and Size 89 Change Number Formats 90 Apply Conditional Formatting 92 Add Columns and Rows 94 Freeze a Column or Row 95 Name a Range 96 Delete Data or Cells

Chapter 9: Worksheet Basics 98 Add a Worksheet 99 Name a Worksheet 100 Change Page Setup Options 102 Move and Copy Worksheets 103 Delete a Worksheet 104 Find and Replace Data 106 Sort Data 108 Filter Data

CONTENTS

02_711293-ftoc.indd viii02_711293-ftoc.indd viii 6/24/10 8:35 PM6/24/10 8:35 PM Chapter 10: Working with Formulas and Functions 110 Create a Formula 112 Apply Absolute and Relative Cell References 114 Understanding Functions 116 Apply a Function 118 Total Cells with AutoSum 119 Audit a Worksheet for Errors 120 Create a Chart

IV POWERPOINT 122 Chapter 11: Creating a Presentation 124 Create a Photo Album Presentation 126 Create a Presentation with a Template 127 Build a Blank Presentation 128 Change PowerPoint Views 130 Insert Slides 131 Change the Slide Layout

Chapter 12: Populating Presentation Slides 132 Add and Edit Slide Text 134 Change the Font, Size and Colour 138 Set Line Spacing 139 Add a Text Box to a Slide 140 Add Other Objects to a Slide 142 Move a Slide Object 143 Resize a Slide Object

CONTENTS

02_711293-ftoc.indd ix02_711293-ftoc.indd ix 6/24/10 8:35 PM6/24/10 8:35 PM Chapter 13: Assembling and Presenting a Slide Show 144 Reorganise Slides 146 Record Narration 147 Set Up a Slide Show 148 Run a Slide Show V ACCESS 150 Chapter 14: Database Basics 152 Create a Database Based on a Template 154 Create a Blank Database 156 Create a New Table 158 Change Table Views 160 Add or Move a Field in a Table 161 Delete or Hide a Field in a Table 162 Create a Form 164 Change Form Views 165 Move or Delete a Field in a Form

Chapter 15: Adding, Finding and Querying Data 166 Add a Record to a Table 168 Add a Record to a Form 170 Navigate Records in a Form 171 Search for a Record in a Form 172 Sort Records 174 Filter Records 176 Use Conditional Formatting 178 Perform a Simple Query 180 Create a Report

CONTENTS

02_711293-ftoc.indd x02_711293-ftoc.indd x 6/24/10 8:35 PM6/24/10 8:35 PM VI OUTLOOK 184 Chapter 16: Organising with Outlook 186 View Outlook Components 188 Schedule an Appointment 190 Schedule an Event 192 Create a New Contact 194 Create a New Task

Chapter 17: E-mailing with Outlook 196 Compose and Send a Message 198 Send a File Attachment 199 Read an Incoming Message 200 Reply To or Forward a Message 202 Add a Sender to Your Outlook Contacts 203 Delete a Message 204 View Conversations 206 Screen Junk E-mail

INDEX 208

CONTENTS

02_711293-ftoc.indd 102_711293-ftoc.indd 1 6/24/10 8:35 PM6/24/10 8:35 PM CONTENTS 4 Chapter 1 Office Basics

14 Chapter 2 Working with Files

26 Chapter 3 Office Graphics Tools

03_711293-pp01.indd 203_711293-pp01.indd 2 6/24/10 8:35 PM6/24/10 8:35 PM OFFICE FEATURESI In Office 2010, the applications share a common look and feel. You can find many of the same features in each program, such as the Ribbon, the Quick Access toolbar, various program window controls and the File tab. Many of the tasks you perform in Office, such as creating new files, opening existing files, working with text and data in files, saving files, printing files and executing commands, involve similar processes and features throughout the Office suite. In this part, you learn how to navigate the common Office features and perform basic Office tasks.

03_711293-pp01.indd 303_711293-pp01.indd 3 6/24/10 8:35 PM6/24/10 8:35 PM 04_711293-ch01.indd 404_711293-ch01.indd 4 4 window. identify differentareasoftheprogram Note: Seethenextsectiontolearnhow changes toaBackmenuoption. Note: TheAllProgramsmenuoption Start anOfficeApplication

4 3 2 1 Click Click Clickthenameofprogram Click before exitingaprogramcompletely. When youfinishyourwork,canclosetheprogram.Ifapplicable,savework described inthistask.Anotheristodouble-clicktheprogram’sshortcuticonondesktop. There areafewwaystostartanapplication.OneislaunchitfromtheStartmenu,as must opentheapplication. Before youcanbeginworkingwithaMicrosoftOfficeapplication,alsocalledprogram, START ANDEXITOFFICEAPPLICATIONS that youwanttoopen.

A Theprogramthatyouselected opens inanewwindow. All Programs. Start. Microsoft Office. CHAPTER 1OFFICEBASICS A 1 3 2 4 6/24/10 8:36PM 5 6/24/10 8:36 PM6/24/10 8:36 PM 22 CC 3 B 5 2 4 A CHAPTER 1 OFFICE BASICS ). Close button ( Next. Finish. Browse, navigate to the Save. program closes without saving program closes without your data. and then click Exit. and then program window remains open. click the File tab You can also , the If you click Don’t Save If you click Cancel, the CC BB AA

work, the program prompts you work, the program to do so before exiting. the desktop. and click OK. Shortcut. appears. Office program, click the filename desktop and click New and then Click Type a name for the shortcut. Click Click Right-click a blank area of the Click Click the Click 33 44 55 22 11 22 11

Create a Shortcut Icon for an Create a Shortcut Icon for Office Application Exit an Office Application an Office Exit you have not yet saved your If The new shortcut icon appears on The Create Shortcut dialog box program window closes. The 04_711293-ch01.indd 504_711293-ch01.indd 5 04_711293-ch01.indd 604_711293-ch01.indd 6 6 Save, UndoandRedocommands. the Officeprogram. to fullsizeandclosethewindow. program window,restorethewindow worksheet orfile. performing commontasks. in tabs.Eachtaboffersbuttonsfor as NewandOpen.

Displays quickaccessbuttonstothe Displays thenameofopenfileand Displays buttonstominimisethe Displays informationaboutthecurrent Displays groupsofrelatedcommands Displays amenuoffilecommands,such A D B C E F

familiarise yourselfwiththesuite’svariouson-screenelements. same skillstonavigatetheothers.IfyouarenewOffice,shouldtakeamoment in aprogramwindow.WhenyoulearnhowtonavigateoneOfficeprogram,canusethe set offrequentlyusedcommands;andscrollbars,whichyoucanusetonavigateanopenfile previous versionsofMicrosoftOffice;aQuickLaunchtoolbar,whichfeaturescustomisable features includeaRibbon,whichappearsinsteadofthemenusandtoolbarsfoundin All Officeprogramsshareacommonappearanceandmanyofthesamefeatures.These NAVIGATE THEPROGRAMWINDOWS Program WindowControls Status Bar Ribbon File TabMenu Quick AccessToolbar Title Bar CHAPTER 1OFFICEBASICS E C B A F D 6/24/10 8:36PM 7 6/24/10 8:36 PM6/24/10 8:36 PM CC D E E B A CHAPTER 1 OFFICE BASICS Scroll Bars Controls Zoom Controls Document Window Document Window Work Area Formula Bar Formula

EE CC BB DD AA Use this feature to zoom your view of Use this feature to zoom your view Use the vertical and horizontal scroll The area where you add and work The area where you This appears only in Excel. Use this bar only in Excel. This appears

bars to scroll through the item shown bars to scroll through the item shown in the work area. a document. with data in a program. Depending on with data in a program. the work area may the Office program, worksheet or a slide. be a document, a to type and edit formulas and perform edit formulas to type and data. on your worksheet calculations Use these buttons to minimise or Use these buttons restore the current document within the program window. 04_711293-ch01.indd 704_711293-ch01.indd 7 04_711293-ch01.indd 804_711293-ch01.indd 8 8 Thetaborganisesrelatedtasks When youpositionthemouse Use theRibbon

2 1 Clickabuttontoactivate Clickatab. alignment, indentingtextandsoon.Sometabsappearonlywhenneeded,suchasyou the HometabinMicrosoftWordcontainscommandsforchangingfont,settingtext The Ribbonisgroupedintotabs,eachcontaininggroupsofrelatedcommands.Forexample, the Ribbon,whichoffersanintuitivewaytolocateandexecutecommands. Instead ofthemenusandtoolbarsfoundinearlierversionsOffice,Office2010features window. The Ribbonismaximisedbydefault,butyoucanminimiseittoviewmoreofyourprogram are workingwithatableorpictureindocument. WORK WITHTHERIBBON command orfeature. and commandsintologicalgroups. the command. in thedocumentbeforeapplying on theRibbon,youseeresults pointer overLivePreviewoptions

A B Withsomegroupsof Buttonswitharrowsdisplay corner groupbutton( commands, youcanclickthe additional commands. display adialogboxof additional settings. ) to CHAPTER 1OFFICEBASICS 2 1 A B 6/24/10 8:36PM 9 6/24/10 8:36 PM6/24/10 8:36 PM 11 22 2 11 CHAPTER 1 OFFICE BASICS Minimize the Ribbon. to maximise the Ribbon. screen. minimised, simply click the tab containing the tools that you want to access. minimised at the top of the name again Double-click the tab a tab name. Double-click Right-click a tab on the Ribbon. Click 22 11 11 22

Minimise the Ribbon the Minimise Keep the Ribbon Minimised is minimised. The Ribbon To use a Ribbon while it is The program’s Ribbon is 04_711293-ch01.indd 904_711293-ch01.indd 9 04_711293-ch01.indd 1004_711293-ch01.indd 10 10 TheOptionsdialogboxopens

4 3 2 1 Click the Clickacommandgroup. Click the Click toolbar toomitcommandsthatappearbydefault. command oranotheryouuseoften.Alternatively,mightcustomisethe You cancustomisethistoolbartoincludeothercommands,suchastheQuickPrint shown intheRibbon,offersquickaccesstoSave,UndoandRedocommands. The QuickAccesstoolbar,whichappearson-screenregardlessofwhattabiscurrently above theRibbon.YoucanchoosetodisplaytoolbarbelowRibboninstead. By default,theQuickAccesstoolbarappearsintopleftcornerofprogramwindow, CUSTOMISE THEQUICKACCESSTOOLBAR Access Toolbarbutton( from Quick AccessToolbarshown. with theoptionstocustomise

A B YoucanclickShowBelow Youcanclickanyofthe Ribbon. display thetoolbarbelow the Ribbonifyouwantto them tothetoolbar. common commandstoadd More Commands. Customize Quick Choose commands . CHAPTER 1OFFICEBASICS ). B 1 A 2 4 3 6/24/10 8:36PM 11 6/24/10 8:36 PM6/24/10 8:36 PM CC 6 7 DD 5 . The . Toolbar Access to Quick command is immediately added as a button on the toolbar. the toolbar directly from the from the toolbar directly Simply click the tab Ribbon. containing the command that right-click the to add, you want command and then click Add You can add commands to can add commands You

CHAPTER 1 OFFICE BASICS Add button. OK. on the Quick Access toolbar. The new command appears Office adds the command. Options dialog box, click the box, Options dialog command name in the list box click the Remove on the right, The button and click OK. button no longer appears on the toolbar. Quick Access toolbar, open the Access toolbar, Quick CC DD To remove a button from the a button from remove To

to add to the toolbar. to add to move additional buttons to the move additional buttons toolbar. Click Click the Click you want command that Click the 77 66 55

can repeat Steps 3 to 6 to You 04_711293-ch01.indd 1104_711293-ch01.indd 11 04_711293-ch01.indd 1204_711293-ch01.indd 12 12 Youcanalsopress to accessMicrosoft’sonlinehelpfiles. Note: YoumustbeconnectedtotheInternet TheHelpwindowopens.

3 2 1 Click the Typeawordorphrasethatyou Click the type PrintintheHelpwindowtolocatearticlesonthattopic.Alternatively,youcanbrowse more about.Forexample,ifyouwanttolearnhowprintanOfficedocument,can The Helpwindowofferstoolsthatenableyoutosearchfortopicswantlearn information abouthowtocompleteaparticulartask. You canuseOfficeHelptoassistyouwhenrunintoaproblemorneedmore online helpfilesforevenmorecomprehensiveinformation. for articlesbycategory.IfyouareconnectedtotheInternet,canaccessMicrosoft’s GET HELPWITHOFFICE want tolearnmoreabout. the search. Search button. Help button( tostart ). CHAPTER 1OFFICEBASICS 2 1 3 6/24/10 8:36PM 13 6/24/10 8:36 PM6/24/10 8:36 PM 55 B ) 44 A for the help files for the Office using, you are that program click the Home button ( Click an article more to view articles Many about a topic. articles.include links to related on the Help window’s toolbar. toolbar. on the Help window’s Click a help category to display subtopics of help information. To display a table of contents display To CHAPTER 1 OFFICE BASICS ) to move back ) to print the and to close the window. and forth between help topics. information. and Forward buttons ( button ( You can use the Back You can click the Print that are installed with Office if that are the However, offline. you are offer you online resources as well as help topics, more links to demos and other help tools. BB AA You can access the help files You

of possible matches. of possible article, enabling you to read more about the topic. a topic. Click about to learn more Click a link 55 44

window displays a list The results The Help window displays the 04_711293-ch01.indd 1304_711293-ch01.indd 13 05_711293-ch02.indd 1405_711293-ch02.indd 14 14 Thenew fileopens. TheNewscreenappears. press Note: Anotherwaytocreateanewfileis Publisher File PowerPoint, Accessor Create aNewWord,Excel, using thedefaultsettings.

4 3 2 1 Click Clickthetypeoffilethatyou Click Click the appointment, acontactortaskitem,youusetheRibbon. template. TocreateanewiteminOutlook,whetheritisane-mailmessage,calendar screen. Youaregiventheoptionofcreatingablankfileorbasingonanexisting presentation oraPublisherpublication,youcreatenewfileusingtheGettingStarted want tocreateisaWorddocument,anExcelworkbook,Accessdatabase,PowerPoint To workwithdatainOffice2010,youmustcreateafilewhichtostoreit.Ifthe CREATE ANEWFILE want tocreate. + Create. New. . Officecreatesanewfile File tab. WORKING WITH FILES CHAPTER 2WORKING WITH 2 1 3 4 6/24/10 8:38PM 15 6/24/10 8:38 PM6/24/10 8:38 PM 1 22 WORKING WITH CHAPTER 2 WORKING FILES New type button, is the type of item. For type is the type of item. Office.com Templates in the Templates Office.com to display a list screen New templates in the of available double-click selected category; the template one to download file.and apply it to a new screen. you can access more Internet, Simply click Office templates. a template category under template, simply click the simply template, template in the New desired If you are connected to the If you are To create a new file from a file from a new create To labelled “New Appointment”, labelled “New Appointment”, so on. “New Meeting” and where creating a Mail example, if you are labelled “New item, the button is creating a E-mail”. If you are button is Calendar item, the Outlook window, click the type of window, click the Outlook Mail, want to create – item you Contact or Task. Calendar, of the left corner In the lower the Click 11 22

Create a New Outlook Item Outlook a New Create The new item opens. 05_711293-ch02.indd 1505_711293-ch02.indd 15 05_711293-ch02.indd 1605_711293-ch02.indd 16 16 Thedocument’sInfoscreen

2 1 Click Click the time. (SeethenextsectionforhelpopeningOfficefiles.) your choice.Youcanalsochangethefiletype.thenopensavedatalater When yousaveafile,cangiveituniquefilenameandstoreinthefolderordriveof failure orcomputercrashoccurs. You shouldalsofrequentlysaveanyfileyouareworkingontolosingdataifapower If youwanttobeablereferthedatainafileatsomelatertime,mustsavefile. SAVE AFILE appears.

A Forsubsequentsaves,youcan click theSavebutton( quickly savethefile. the QuickAccesstoolbarto Save orAs. File tab. WORKING WITH FILES CHAPTER 2WORKING WITH ) on 1 A 2 6/24/10 8:38PM 17 6/24/10 8:38 PM6/24/10 8:38 PM 6 BB 4 5 3 default file type; for example, a for example, file type; default in the document is saved Word DOCX file format. to a saves Each Office program

WORKING WITH CHAPTER 2 WORKING FILES tab, click tab, File in the Save As dialog in the Save Save. file and the new filename appears on the program window’s title bar. . If this is the first time the file has first time the file . If this is the The Office program saves the compatible with previous compatible with previous versions or with other of Office as Click the Save programs. Type format from the list that format from with the Alternatively, appears. click the file open, Type File click Change , Share file typeand choose the desired the options that appear. from box and choose the desired box BB You can save files in a format files in save can You

File name field. library in which you want to save library in which you the file (here, Documents). want to save folder in which you the file. + Type a name for the file in the Click to the In the file list, navigate pane, click the In the Navigation 55 66 44 33

Another way to save a file is to press to save a file is to Note: Another way As dialog box appears. The Save been saved, Office launches the Save As Office launches the been saved, dialog box. 05_711293-ch02.indd 1705_711293-ch02.indd 17 05_711293-ch02.indd 1805_711293-ch02.indd 18 18

2 1 Click Click the programs freesupprocessingpoweronyourcomputer. When youarefinishedusingafile,shouldcloseit.Closingunnecessaryfilesand file, youcanusetheOpendialogbox’sSearchfunctiontolocateit. you caneasilyaccessfilesusingtheOpendialogbox.Ifarenotsurewheresaveda Regardless ofwhetheryoustoreafileinfolderonyourcomputer’sharddriveorCD, previously inordertocontinueaddingdataoreditexistingdata. In additiontocreatingnewfiles,youcanopenfilesthathavecreatedandsaved OPEN AFILE

A Ifthefileyouwanttoopenis Documents, clickit. listed underRecent Open. File tab. WORKING WITH FILES CHAPTER 2WORKING WITH 1 2 A 6/24/10 8:38PM 19 6/24/10 8:38 PM6/24/10 8:38 PM 66 44 7 5 3 folder in which you believe the folder in which you believe and type the saved file was name in the Search box. file’s the upper right corner of the to locate files. box Open dialog Simply locate and open the You can use the Search box in can use the Search box You WORKING WITH CHAPTER 2 WORKING FILES button . + Open. Open. closes the file, leaving the closes the file, close To open. window program the open file and the program the click window, tab and click Close in the Office that appears. screen in the upper right corner of the window. program To close a file, click the File close a file, To window. want to open. Documents). file you want folder in which the saved. to open has been library in which the file you want library in which the saved (here, to open has been Click Click the name of the file that you Click and click the In the file list, locate pane, click the In the Navigation 55 66 77 44 33

Another way to launch the Open to launch the Open Note: Another way is to press dialog box dialog box appears. The Open The file opens in the program 05_711293-ch02.indd 1905_711293-ch02.indd 19 05_711293-ch02.indd 2005_711293-ch02.indd 20 20 ThePrintscreenappears. is topress Note: AnotherwaytoopenthePrintscreen

2 1 Click Click the slightly amongOfficeprograms.) printer, printmultiplecopiesofafile,collatetheprintoutsandsoon.(Printersettingsvary settings. Forexample,youmightopttoprintjustaportionofthefile,usingdifferent the defaultsettingsoryoucanopenOfficeapplication’sPrintscreentochangethese When youprintafile,havetwooptions.Youcansendfiledirectlytotheprinterusing might distributeprintoutsofafileashandoutsinmeeting. If aprinterisconnectedtoyourcomputer,youcanprintOfficefiles.Forexample, PRINT AFILE

A B C Youcanchoosetoprinta Youcanchooseaprinterfrom Youcanspecifythenumber Settings list. specific pagesusingthe selection fromthefileor Copies spinbox. of copiestoprintusingthe the Printerdrop-downlist. Print. + File tab. . WORKING WITH FILES CHAPTER 2WORKING WITH 1 2 A C B 6/24/10 8:38PM 21 6/24/10 8:38 PM6/24/10 8:38 PM E 3 DD WORKING WITH CHAPTER 2 WORKING FILES ) on the Quick Print. options under Settings. options under file here. access additional print You can a preview of the printed View EE you can add it (see Chapter 1). you can add it (see Chapter 1). Access toolbar. If the Quick Access toolbar. Print button does not appear Access toolbar, on your Quick button to the Quick Access button to the Quick clicking that button toolbar; opens the Print screen. any of the print settings, you the print settings, of any can simply click the Quick Print button ( DD You can add a Print Preview can add a Print Preview You If you do not need to change

to the printer for printing. Click 33

The Office program sends the file 05_711293-ch02.indd 2105_711293-ch02.indd 21 05_711293-ch02.indd 2205_711293-ch02.indd 22 22 Todeselect selectedtext,simply Wordselectsanycharactersthat an imagesimplybyclickingit. images inyourOfficefiles.Youcanalsoselect Note: Thistechniquealsoworksforselecting Click andDragtoSelectData

2 1 Dragthecursoracrosstext Clicktoonesideofthewordor Depending onwhatprogramyouareusing,Officeoffersseveraldifferenttechniquesfor appears highlighted. elsewhere inafileorintodifferentaltogether,youmustselectthedata.Selecteddata alignment, applyingaborderaroundit,formattingitaslistorcopyingandpasting Before youcanperformdifferentoperationsondata,suchasdeletingit,changingitsfontor the file. your keyboardtoselectasinglecharacter,word,sentence,paragraphorallthedatain selecting data.Forexample,inWord,PowerPointandPublisher,youcanuseyourmouseor SELECT DATA keyboard. press anyarrowkeyonyour click anywhereoutsidethetextor words, sentencesandparagraphs. technique toselectcharacters, you dragacross.Youcanusethis that youwanttoselect. character thatyouwanttoselect. WORKING WITH FILES CHAPTER 2WORKING WITH 1 2 6/24/10 8:38PM 23 6/24/10 8:38 PM6/24/10 8:38 PM

. + + + . To To select . 11 or + . To select all To . + + . To select a To . + + + + . + + + all the text in the file, press in the file, all the text shortcuts in a to select text select a single word, To file. press paragraph from the cursor from paragraph press or up, down or the cursor from of the text press onward, press press all of the text above above select all of the text To cursorthe current location, 11 You can also use keyboard can also use keyboard You WORKING WITH CHAPTER 2 WORKING FILES as you click each cell. margin to select all the text in the document. text next to where you clicked. left margin to select a paragraph. want to select. select it. Click in the left margin. you the word that Double-click 11 11

Select Text from the Margin Select Text from Note: This technique works only in Word. To select data in Excel, click the cell Note: To select data in Excel, To select a range of that contains the data. left corner of the range cells, click in the upper to the right. To select and drag down and of a continuous series, cells that are not part press Select Text with a Mouse with a Text Select Word selects the entire line of You can double-click inside the You can triple-click inside the left can triple-click a paragraph to You 05_711293-ch02.indd 2305_711293-ch02.indd 23 05_711293-ch02.indd 2405_711293-ch02.indd 24 24 Thedataappearsinthenew The Tocopythedataasyoudragit, Drag andDropData

3 2 1 Releasethemousetodrop Clickanddragthedatatoanew Selectthedatathatyouwantto the Cut,CopyandPastecommandstomovecopydata,youcanalsousedragdrop. makes aduplicateoftheselecteddata,leavingitinitsoriginallocation.Inadditiontousing When youcutdata,itisremovedfromitsoriginallocation;whencopyOffice Word document,inanotherdocumentoraPowerPointslidePublisherfile. might cutorcopyapicturefromWorddocumentandpasteitelsewhereinthesame You canusetheCut,CopyandPastecommandstomoveorcopydata.Forexample,you CUT, COPYANDPASTEDATA location. data inplace. location. cut orcopy. you canpressandhold changesto . WORKING WITH FILES CHAPTER 2WORKING WITH . 2 1 3 6/24/10 8:38PM 25 6/24/10 8:38 PM6/24/10 8:38 PM ) 44 1 ) to scroll ) to scroll 2 5 A 33 of a file or view multiple files multiple of a file or view Open two or more at once. tab and Click the View files. Click the All. click Arrange Side button ( Side by View Synchronous Click the Synchronous side. button ( Scrolling both files at the same time. to see the open files side by to see the open files side by You can display different views views can display different You ) to WORKING WITH CHAPTER 2 WORKING FILES to cut to paste ) to move + + ) in the to copy data. Home tab. Cut button ( + location. The data appears in the new ) that appears when you paste, cut, or Clipboard group on the group Clipboard Home tab. Ribbon’s choose or you can paste them display To all at the same time. click the corner the task pane, button ( group up to 24 items. You can paste You up to 24 items. you order them in whatever AA The Office Clipboard holds The Office Clipboard

Windows Clipboard. button ( data or the Copy copy data. into which you can paste the data. Paste button. to insert the cut or copied data. cut or copy. On the Home tab, click the Click the point where you want want to data that you Select the the Click Click the Click 33 55 44 11 22

data or data. copy data to view various paste-related options. Note: You can click the Paste Options smart tag ( Note: You can also press Note: You can also press data is stored in the The Cut and Copy Data and Copy Cut You can also open another file 05_711293-ch02.indd 2505_711293-ch02.indd 25 06_711293-ch03.indd 2606_711293-ch03.indd 26 26 TheInsertPicturedialogbox Alternatively,youcanclickClip location afterinsertingitontothepage. Note: Youcanmovetheimagetoadifferent

4 3 2 1 Click the Clicktheareawhereyouwantto Navigatetothefolderordrive IntheIllustrationsgroup,click effects toimagesyouinsertinfiles. more. Office2010alsoincludesseveraltools,sometimescalled other typesofeditsontheimage,suchascropping,imagecorrection,colourcorrectionand After youinsertanimage,canresize,reposition,rotateandflipit.Youalsoperform Outlook installwiththeOfficeclipartcollection. art issimplyartworkorothertypesofmedia.Word,Excel,PowerPoint,Publisherand You canaddinteresttoyourOfficefilesbyinsertingclipartorotherimagesintothem.Clip INSERT APICTUREORCLIPART add animage. want touse. containing theimagefilethatyou appears. pane. Art toopentheCliptask Picture.

To remove apicture orclipart A can clickthepicture andpress that younolongerwant, you Tobrowsefor aparticularfile type, youcanclickthe choose afileformat. . Insert tab. CHAPTER 3OFFICEGRAPHICS TOOLS and 3 2 filters, forapplyingartistic 4 A 6/24/10 8:39PM 1 27 6/24/10 8:39 PM6/24/10 8:39 PM A 2 B 5 66 11 ) in the Adjust group. Adjust Adjust group. ) in the you add to an Office file to Click the the file smaller. make tab click the Format image, and click the on the Ribbon, button Pictures Compress ( settings as needed in the box dialog Pictures Compress and click OK. You can compress images that can compress You OFFICE GRAPHICS TOOLS CHAPTER 3 OFFICE GRAPHICS and click the type of item. Go. Insert. to select the Include Office. com content check box. the Office Web site by clicking photograph, video or audio – click the Results should be you need – illustration, To specify what type of item You can search for clip art on BB AA

space. and the Picture tools appear on and the Picture tools the Format tab. to fit the reposition the picture any matches for the keyword or phrase that you typed. keyword or phrase in the Search for field. To insert a clip art image, click it. Click In the Clip Art task pane, type a Click add. file you want to Click the 33 22 11 66 55

Note: See the “Resize and Move Objects” section to learn more. Search for Clip Art picture is added to the file The may need to resize or You Image files, also called objects, come also called objects, Note: Image files, GIF, JPEG of file formats, including in a variety and PNG. The Clip Art task pane displays 06_711293-ch03.indd 2706_711293-ch03.indd 27 06_711293-ch03.indd 2806_711293-ch03.indd 28 28 Whenyoureleasethemouse corner handles. width ratiowhenresizing,dragoneofthe Note: Tomaintainanobject’sheight-to- Resize anObject

3 2 1 Draginwardoroutwardtoresize Clickaselectionhandle. Clicktheobjectthatyouwantto in afile. these handlestomaketheobjectlargerorsmaller.Youcanalsomoveobjectsthatyouplace When youselectanobjectinOfficefile,handlesappeararoundthatobject;canuse make itlargerorsmallerinordertoachievethedesiredeffect.Fortunately,doingsoiseasy. you insertanobject,suchasimage,intoOfficefile,mayfindthatneedto Clip artandothertypesofimages,suchassmartwordart,arecalled RESIZE ANDMOVEOBJECTS the object. resize. button, theobjectisresized. CHAPTER 3OFFICEGRAPHICS TOOLS 3 1 objects . When 2 6/24/10 8:39PM 29 6/24/10 8:39 PM6/24/10 8:39 PM 2 33 1 OFFICE GRAPHICS TOOLS CHAPTER 3 OFFICE GRAPHICS Text Wrapping button in the Format tab. button, the object moves to the button, the object new location. move. on the worksheet. Click the object. the Click Choose a wrap style. want to object that you Click the a new location Drag the object to 11 22 33 11 22

Wrap Text Around an Object section “Cut, Copy and Paste Data” in Chapter 2. Note: You can also move an object by cutting it from its current location and pasting it in the desired spot. For help, refer to the Move an Object Move you release the mouse When 06_711293-ch03.indd 2906_711293-ch03.indd 29 06_711293-ch03.indd 3006_711293-ch03.indd 30 30 rotate anobject90degreesleftorright. ( Note: YoucanalsousetheRotatebutton Rotate anObject

2 1 Clickanddragthehandleto Clicktheobjectthatyouwantto the object.Forexample,youmightflipaclipartimagetofaceanotherdirectionorrotatean find thattheobjectappearsupsidedownorinverted.Torectifythis,youcanrotateflip Word document,anExcelworksheet,aPowerPointslideorPublisherbrochure,youmay After youinsertanobjectsuchasapieceofclipartorphotofromyourharddriveinto that youplaceinanOffice2010filesimplytochangetheappearanceofobject. arrow objecttopointelsewhereonthepage.Alternatively,youmightrotateorflipan ROTATE ANDFLIPOBJECTS ) ontheFormattabRibbonto rotate theobject. rotate.

A B Whenyoureleasethemouse, Arotationhandleappearson the selectedobject. the objectrotates. CHAPTER 3OFFICEGRAPHICS TOOLS A 2 B 6/24/10 8:39PM 1 31 6/24/10 8:39 PM6/24/10 8:39 PM 11 2 3 ). OFFICE GRAPHICS TOOLS CHAPTER 3 OFFICE GRAPHICS while using the Rotate button ( Flip Flip Vertical or ) on the Format tab and tab and ) on the Format object. Rotate the object in object. by increments 90-degree clicking the Rotate button ( rotation handle to rotate the handle to rotate rotation 15-degree increments, press press increments, 15-degree and hold choosing Rotate Right 90° or Rotate Left 90°. To constrain the rotation to the rotation constrain To Horizontal. to flip. tools. displays the Picture Click the Click Click want object that you Click the 22 33 11

The object flips. Flip an Object Flip Format tab opens and The 06_711293-ch03.indd 3106_711293-ch03.indd 31 06_711293-ch03.indd 3206_711293-ch03.indd 32 32

2 1 Click the Clicktheimagethatyouwant the Ribbon,whichappearswhenyouclickobjectwanttocrop. viewer onanimportantareaoftheimage.TheCroptoolislocatedFormattab use theCroptooltocreateabetterfit,omitportionofimageorfocus object, youremoveverticaland/orhorizontaledgesfromtheobject.Forexample,might on yourcomputer’sharddrive,youcanusetheCroptooltocropit.Whenan In additiontoresizinganOfficeobject,suchasaclipartimageorphotoyouhavestored CROP APICTURE to edit.

A B Crop handlessurroundthe TheFormattabopensand image. displays thePicturetools. Crop button. CHAPTER 3OFFICEGRAPHICS TOOLS A B 2 1 6/24/10 8:39PM 33 6/24/10 8:39 PM6/24/10 8:39 PM 44 33 OFFICE GRAPHICS TOOLS CHAPTER 3 OFFICE GRAPHICS Format tab. Crop Crop to Shape and choose the desired shape from the menu. the crop operation. crop out an area of the image. crop out image is cropped. button, the Click Click the object you want to crop. the Click the Click to finalise Click outside the image to drag a crop handle Click and 44 11 22 33 44 33

Shapes See the “Resize and Move Objects” Note: See the “Resize and chapter, to learn how to section, earlier in this resize an image. Crop Objects into Predefined release the mouse When you 06_711293-ch03.indd 3306_711293-ch03.indd 33 06_711293-ch03.indd 3406_711293-ch03.indd 34 34 Thenewsettingis appliedtothe Thenew settingisappliedtothe Make ColourAdjustments Make ImageCorrections Clickthepicturethatyouwantto

2 1 2 1 IntheAdjustgroup,click Clickacoloursetting. IntheAdjustgroup,click Clickacorrectionsetting. appear asthoughitwasrenderedinmarkerpen,pencil,chalkorpaint. effects toimagesandclipart.Forexample,youcanapplyanartisticeffectmakeimage Office 2010includesseveraltools,sometimesreferredtoas Saturation, ColorToneandRecolortools. adjust theirbrightnessandcontrast.YoucanalsocoloursusingtheOffice2010Color been insertedintoyourfile.Forexample,youcansharpenandsoftenimages,aswell offers toolsthatenableyoutomakecorrectionsclipartandimagesevenaftertheyhave Perhaps itisslightlyblurry,lackscontrastorthecolourseemsoff.Fortunately,Office2010 Suppose theimageobjectyouhaveinsertedintoyourOffice2010fileislessthanperfect. CHANGE APICTURE Corrections button. picture. Color button. picture. shown. the RibbonwithPicturetools edit. TheFormattabappearson

A B Asyoudragovereachsetting Officehighlightstheimage’s like whenyouapplyit. displays whatthesettinglooks in themenu,picture current correctionsettings. CHAPTER 3OFFICEGRAPHICS TOOLS filters, forapplyingartistic 1 1 A B 2 2 B 6/24/10 8:39PM 1 1 35 6/24/10 8:39 PM6/24/10 8:39 PM 1 BB 2 22 3 1 A 1 OFFICE GRAPHICS TOOLS CHAPTER 3 OFFICE GRAPHICS the menu, the picture displays the menu, the picture like. what the effect looks current effect. the image’s Office highlights each effect in As you drag over in the menu, the picture the picture in the menu, displays what the setting looks when you apply it. like BB AA As you drag over each setting over As you drag

picture. picture. the Picture Effects button. Artistic Effects button. Artistic Click an effect style. Click an effect category. In the Picture Styles group, click Click an artistic effect. the group, click In the Adjust 33 22 11 22 11

Note: As you drag over each effect in the menu, the picture displays what the effect looks like when you apply it. Apply a Picture Effect Apply Artistic Effects Artistic Apply The new setting is applied to the new setting is applied to the The 06_711293-ch03.indd 3506_711293-ch03.indd 35 CONTENTS 38 Chapter 4 Adding Text

44 Chapter 5 Formatting Text

60 Chapter 6 Adding Extra Touches

72 Chapter 7 Reviewing Documents

07_711293-pp02.indd 3607_711293-pp02.indd 36 6/24/10 8:40 PM6/24/10 8:40 PM CHAPTER IIWORD You can use Word to tackle any project involving text, such as letters, faxes, memos, reports, manuscripts. Word’s versatile formatting features enable you to enhance your text documents with ease, changing the font size and colour, altering the text alignment and more. You can also add elements such as tables, headers and footers, page numbers, a table of contents, even an index. Word offers a variety of editing tools to help you make your document look its best. In this part, you learn how to build and format Word documents and tap into Word’s many tools to preview, proofread and print your documents.

07_711293-pp02.indd 3707_711293-pp02.indd 37 6/24/10 8:40 PM6/24/10 8:40 PM 08_711293-ch04.indd 3808_711293-ch04.indd 38 38 Wordappliesthemagnificationto Use theZoomTool

1 Drag the footers. document foreasierreading;andDraft,whichomitscertainelementssuchasheaders a Webpagepreviewofyourdocument;FullScreenReading,whichoptimises and footers;Outline,whichshowsthedocument’soutlinelevels;WebLayout,displays You canalsochoosefromfivedifferentviews:PrintLayout,whichdisplaysmargins,headers can changethezoomsettingbyusingZoomsliderorbuttons. example, theZoomtoolenablesyoutocontrolmagnificationofyourdocument.You Microsoft Wordoffersyouseveralwaystocontrolhowviewyourdocument.For CHANGE WORD’SVIEWS Zoom bar. the document.

A Youcanalsoclicka zoom inorout. magnification buttonto Zoom slideronthe CHAPTER 4ADDING TEXT A B 1 6/24/10 8:41PM A 39 6/24/10 8:41 PM6/24/10 8:41 PM B 11 AA 2 view displays the Outlining tab, displays the Outlining tab, view with buttons for changing heading styles and levels. incorporates headings, headings, incorporates you subheadings and body text, to see can use Outline view and change the document Switching to Outline structure. If your document’s structure structure If your document’s ADDING TEXT CHAPTER 4 ADDING to move to the to move tab on the View tab on the and using the View buttons at the bottom of the program window. displays the text without displays the text without graphics or other elements. this example, Draft view In You can also switch views keys on your keyboard to move to move on your keyboard keys left and right in the down, up, can also press You document. and down a document page. a document page. and down the arrow press Alternatively, preceding or next page in the or next preceding document. BB AA Use the scroll bars to move up bars Use the scroll to move

Ribbon. Click the Click view button. Click a layout 11 22

displays the new view. Word Switch Layout Views Layout Switch 08_711293-ch04.indd 3908_711293-ch04.indd 39 08_711293-ch04.indd 4008_711293-ch04.indd 40 40 Wordautomaticallywrapsthe Youcan alsodeleteselectedtext. either correctsthemistakeorunderlines itinred. Note: Ifyoumakeaspellingmistake,Word Edit Text Type Text

1 2 1 Press Starttypingyourtext. Clickinthedocumentwhereyou the texttoadocument,youcanselectitfromgalleryinsteadofretypingit. you canaddthistexttoWord’sQuickPartsGallery;then,thenexttimeneed If yourepeatedlytypethesametextinyourdocuments,forexample,companyname, When youlaunchMicrosoftWord,ablankdocumentappears,readyfortostarttyping. TYPE ANDEDITTEXT

text tothenextlineforyou. want tofixamistake. paragraph.

A A B B Press You canpress Theinsertionpoint,orcursor, Press appears. marks thelocationwheretext to therightofcursor. text. create anindentforalineof cursor. characters totheleftof tostartanew to delete characters todeletecharacters todelete toquickly CHAPTER 4ADDING TEXT 2 C B 1 A 6/24/10 8:41PM 41 6/24/10 8:41 PM6/24/10 8:41 PM 1 4 55 3 1 to switch to to switch 22 Overtype mode, in which new Overtype mode, text. existing overwrites text can press can press mode: when you start typing, when you start typing, mode: to over moves text existing any You text. accommodate the new By default, Word is set to Insert Word By default, ADDING TEXT CHAPTER 4 ADDING Insert tab on the tab on the RibbonInsert tab on the OK. Save Selection to Quick Save Selection click the Insert tab on the click the Quick Parts Ribbon, button and click Building Locate the . Blocks Organizer to insert, Quick Part you want click it and click Insert. To insert a preset Quick Part, insert Quick Part, a preset To document. Ribbon and then the Quick Parts button. insert. to insert a Quick Part. the default name. category and a description for the entry. Part Gallery. dialog box appears. add to the Quick Parts Gallery. add to the button. and then the Quick Parts Click the Click Click the entry that you want to Click Click in the text where you want Click entry or use Type a name for the want to text that you Select the the Click 22 33 55 11 33 44 11 22

Insert a Quick Part Entry Add a Quick Parts Entry Parts a Quick Add Word inserts the entry into the You can also assign a gallery, a Create New Building Block The 08_711293-ch04.indd 4108_711293-ch04.indd 41 08_711293-ch04.indd 4208_711293-ch04.indd 42 42 Insert aSymbol

4 3 2 1 Click the Clickwhereyouwanttoinserta Ifthesymbolyouwanttoinsert Click the symbols, architecturalsymbolsandmore.YoucanalsousetheSymboldialogboxtoinsert Symbol palettetoaccessawiderangeofsymbols,includingmathematicalandGreek document, suchasamathematicalsymbol,thatisnotonyourkeyboard.Youcanusethe From timetotime,youmightneedinsertaspecialsymbolorcharacterintoyourWord special characterssuchasemdashes,copyrightsymbolsandsoon. INSERT SYMBOLSANDSPECIALCHARACTERS symbol. Symbols. click it.Otherwise,More appears intheSymbolpalette, Insert tab. Symbol button. CHAPTER 4ADDING TEXT 1 2 4 3 6/24/10 8:41PM 43 6/24/10 8:41 PM6/24/10 8:41 PM 7 4 33 6 A 5 BB ADDING TEXT CHAPTER 4 ADDING

Symbol button. Special Characters More Symbols to open Close to close the dialog Insert. appear in the Symbols tab. appear in the Symbols and click another font to and click another font that change the symbols the document. the current cursor location in the current cursor can click the Font You to Word adds the character BB AA

that you can add more characters to your text. Insert. box. the Symbol dialog box. tab. want to add and then click to insert. Click Click the Click Locate and click the character you When finished, click Close. the Click Choose Click you want character that Click the 55 33 44 77 11 22 66 55

Insert a Special Character dialog box appears. The Symbol The dialog box remains open so 08_711293-ch04.indd 4308_711293-ch04.indd 43 09_711293-ch05.indd 4409_711293-ch05.indd 44 44 Wordappliesthefonttotext. Wordappliesthe font sizetothe Word increasesordecreasesthe fontsize. Note: IfyouclicktheGrowFont( Change theSize Change theFont Shrink Font(

4 3 2 1 4 3 2 1 Click the Selectthetextthatyouwantto Clickafont. Click the Selectthetextthatyouwantto Clickasize. Click the Click the title texttoemphasiseit.YoucanalsochangethefontthatWord2010appliesbydefault. a document.Forexample,youmightchangethefont,size,andcolourofyourdocument’s Calibri font.Youcanchangethetextfont,sizeandcolourtoalterappearanceofin By default,whenyoutypetextinaWord2010document,theprogramuses11-point CHANGE THEFONT,SIZEANDCOLOUR Ribbon. format. Ribbon. format. text, inthiscase,48points. Home tabonthe Home tabonthe Font Size Font ) buttonsontheHometab, . . CHAPTER 5FORMATTING TEXT ) and 3 2 2 4 3 4 1 1 6/24/10 8:42PM 45 6/24/10 8:42 PM6/24/10 8:42 PM 1 5 44 3 4 3 2 22 1 apply to this document only or withto all documents created template.the current size, display the Font dialog box. box. dialog display the Font size, Click the font options that you Click to set as defaults. want the Set As In Default button. specify box, dialog the new whether the change should To change the default font and change the default To FORMATTING TEXT CHAPTER 5 FORMATTING ). next to the Font Home tab on the tab on the Home tab on the OK. ) in the Font group. Color button ( underline style or effect that you want to apply. Ribbon. ( to format. the text. format. Ribbon. Click the font, style, size, colour, Click Click the Click Click the corner group button Select the text that you want Click the Click Click a colour. want to text that you Select the the Click 44 55 33 22 11 33 44 11 22

Use the Font Dialog Box Use the Font Dialog Change the Colour the Change The Font dialog box appears. Word applies the font change. applies the colour to Word 09_711293-ch05.indd 4509_711293-ch05.indd 45 09_711293-ch05.indd 4609_711293-ch05.indd 46 46 Click the Click the Click the Thisexample centresthetexton Click the

3 2 1 Click the Selectthetextthatyouwantto Clickanalignmentbutton. of individualparagraphsandobjects. change thealignmentofalltextandobjectsinyourdocumentor line upatboththeleftandrightmarginsofpage(usingJustifycommand).Youcan right sideofthepage(usingRightAligncommand)orjustifytextandobjectssothatthey centre textandobjectsonapage(usingtheCentercommand),alignto horizontally onapage.Bydefault,Wordleft-alignstextandobjects.Youcanalsochooseto You canuseWord’salignmentcommandstochangehowtextandobjectsarepositioned ALIGN TEXT right margins. justify textbetweentheleftand to left-aligntext. centre text. ( Ribbon. format. the documentpage.

A Wordapplies thealignmentto ) toright-aligntext. the text. Center button( Align Rightbutton Home tabonthe Align Leftbutton( Justify button( CHAPTER 5FORMATTING TEXT ) to ) to ) A 1 2 3 6/24/10 8:42PM 47 6/24/10 8:42 PM6/24/10 8:42 PM AA 6 8 77 5 4 3 2 1 FORMATTING TEXT CHAPTER 5 FORMATTING ) in the ). Home tab on the Line Spacing Before spin box to After spin box to specify OK. new spacing. Word immediately applies the AA

Paragraph group. spacing. appear before the paragraph. how much space should appear after the paragraph. specify how much space should surrounds a paragraph, click the corner group button ( button ( format. Ribbon. SET LINE SPACING LINE SET document. For example, you might opt to single-space the text within a paragraph but add the text within a paragraph but you might opt to single-space document. For example, and from the paragraphs that precede after the paragraph to set it apart space before and follow it. You can adjust the amount of spacing that appears between lines of text in your paragraphs. lines of text in your appears between of spacing that adjust the amount You can printed edits in your for handwritten 2.5 spacing to allow you might set For example, assigns By default, Word easier to read. to make paragraphs or set 1.5 spacing document create. that you for all new documents 1.15 spacing and after each paragraph in your how much space appears before You can also control Use the Use Click Use the Use To control the spacing that Click a line spacing option. Click the Click the Click you want to Select the text that 77 88 66 55 44 22 33 11

The Paragraph dialog box opens. This example applies 2.0 line 09_711293-ch05.indd 4709_711293-ch05.indd 47 09_711293-ch05.indd 4809_711293-ch05.indd 48 48 YoucanclicktheDecrease YoucanclicktheIncrease Set QuickIndents

3 2 1 Click the Clickanywhereintheparagraph Clickanindentbutton. can usetheWordrulertosetindents. can makemoreprecisechangestoindentsettingsintheParagraphdialogbox.Finally,you contains buttonsforquicklyincreasinganddecreasingindentsbyapredefinedamount.You Word offersseveraltoolsforsettingindents.Forexample,theHometabonRibbon an indenttodistinguishaparticularparagraphonpage–forexample,longquote. document. Indentsaresimplymarginsthataffectindividuallinesorparagraphs.Youmightuse You canuseindentsasanotherwaytocontrolthehorizontalpositioningoftextina INDENT TEXT Ribbon. you wanttoindent. Indent button( the indentation. the indentation. Indent button(

A Wordappliestheindent change. Home tabonthe ) toincrease ) todecrease CHAPTER 5FORMATTING TEXT A 2 1 3 6/24/10 8:42PM 49 6/24/10 8:42 PM6/24/10 8:42 PM B 3 AA 5 4 C 1 22 position your mouse pointer displays Word each one; over name.) the marker’s tab and click Ruler the View The ruler to display the ruler). contains markers for changing right indent, the left indent, first-line indent and hanging determine which (To indent. you can is which, marker

FORMATTING TEXT CHAPTER 5 FORMATTING to set an tab on the Home tab on the OK. indent measurement. and then click an indent. you can click the Special sample of the indent. ) on the ruler to the desired ) on the ruler to the desired ) in the Paragraph group. ) in the Paragraph You can also click To set a specific kind of indent, area shows a The Preview using the Word ruler. To do so, do so, To ruler. Word using the the indent marker simply drag ( location. If the ruler is not location. position your mouse visible, the top of the pointer over the ruler and pause; work area can also click (You appears. CC BB AA You can quickly set an indent You

text. Left or Right indent text boxes. ( you want to indent. you want Ribbon. Click in the Type a specific indentation button Click the corner group in the paragraph Click anywhere the Click 55 44 33 11 22

Set Precise Indents Precise Set The Paragraph dialog box appears. Word applies the indent to the 09_711293-ch05.indd 4909_711293-ch05.indd 49 09_711293-ch05.indd 5009_711293-ch05.indd 50 50

Set QuickTabs

6 5 4 3 2 1 Positionyourmousepointerover Typethetextthatshouldappear Press Clickattheendoftextafter Clickintherulerwhereyouwant Click the measurement betweentabstops. You canalsousetheTabsdialogboxtochangetabalignmentandspecifyanexact on eachtabstop.YoucansetyourownstopsusingtherulerorTabsdialogbox. By default,Wordcreatestabstopsevery0.5inchesacrossthepageandleft-alignstext on thepage. insert atab,simplypressthekeyonyourkeyboard;cursormovestonexttabstop You canusetabstocreateverticallyalignedcolumnsoftextinyourWorddocument.To SET TABS and pausetodisplaytheruler. the topedgeofworkarea in thenextcolumn. which youwanttoaddatab. to insertthetab. marker thatyouwanttoset. cycle throughtothetypeoftab

A YoucanalsoclicktheView setsabartab. setsadecimaltab. setsaright-alignedtab. setsacentre-alignedtab. setsaleft-alignedtab. the ruler. tab andclickRulertoturnon Tab markerareato . CHAPTER 5FORMATTING TEXT 2 1 4 3 A 6 6/24/10 8:42PM 51 6/24/10 8:42 PM6/24/10 8:42 PM 3 7 2 AA 6 5 4 11 help readers follow the help readers follow tab information across columns. separate tab columns with separate Leaders dashes or lines. dots, You can use tab leaders to You FORMATTING TEXT CHAPTER 5 FORMATTING tab on the Home tab on the Set. OK. on the Indents and Tabs on the Indents and leader character. ) in the Paragraph group. ) in the Paragraph You can also select a tab ruler, drag it off the ruler. To To it off the ruler. drag ruler, Tabs stop in the a tab remove select it and then box, dialog clear every tab To click Clear. Tabs in the stop that you saved click Clear All. box, dialog AA To remove a tab stop from the a tab stop from remove To

you can use the new tab stops. measurement. text box and type a new tab stop Spacing tab. Ribbon. ( Click Click Click to select a tab alignment. Click in the Tab stop position Click Click the Click corner group button Click the 66 77 55 44 33 11 22

The Tabs dialog box appears. Set Precise Tabs Precise Set The Paragraph dialog box appears. Word saves the new tab stop. Word exits the dialog box and 09_711293-ch05.indd 5109_711293-ch05.indd 51 09_711293-ch05.indd 5209_711293-ch05.indd 52 52 Wordappliesthenewsettings. Layout Tools Set MarginsUsingPage

3 2 1 Click the Clickamarginsetting. Click the page. Youcanapplyyourchangestothecurrentdocumentonlyorsetthemasnew can setwidermarginstofitmoretextonapageorsmallerless document thatyoucreate.Youcanchangethesemarginsettings,however.Forexample, By default,Wordassignsa1-inchmarginallthewayaroundpageineverynew default setting,tobeappliedallnewWorddocumentsyoucreate. SET MARGINS the Ribbon. Page Layouttabon Margins button. CHAPTER 5FORMATTING TEXT 2 1 3 6/24/10 8:42PM 53 6/24/10 8:42 PM6/24/10 8:42 PM A 8 77 1 3 6 5 4 22 the margins or check your printer documentation for information. more margin in which nothing can with example, For be printed. less anything printers, many than 0.25 inches is outside the to test Be sure printable area. printers Some a minimum have FORMATTING TEXT CHAPTER 5 FORMATTING to set a and Apply to tab on Page Layout button. Margins OK. . Custom Margins margin measurement. can also click You every document that you new make do so, To Word. in create changes to thethe desired Setup Margins tab of the Page and then click Set box dialog As Default. margin settings, you can choose margin settings, for those settings as the default AA If you consistently use the sameIf you consistently

the document forward. specify whether the margins should apply to the whole document or from this point in margins in the document. Preview section. with the Margins tab shown. with the Margins Right boxes. Bottom, Left and the Ribbon. Click Click the Click Choose a page orientation. Preview the margin settings in the in the Top, Type a specific margin Click the Click the Click Click 88 77 55 66 44 11 22 33

Set a Custom Margin a Custom Set Word immediately adjusts the Page Setup dialog box opens, The 09_711293-ch05.indd 5309_711293-ch05.indd 53 09_711293-ch05.indd 5409_711293-ch05.indd 54 54 Word immediatelycopiesthe Youcan press button ( times, youcandouble-clicktheFormatPainter Note: Tocopythesameformattingmultiple

4 3 2 1 Clickanddragoverthetextto Click the Selectthetextthatcontains Click the Format Painterfeature,copyingformattingisaseasyclickingabutton. Painter featureto“paint”theformattingothertextinoneswiftaction.With steps aswhenyouappliedtheoriginalformatting.Instead,canuseWord’sFormat to re-createthesamelookelsewhereindocument,youdonothaverepeat look –forexample,youchangedthefont,size,colourandalignment.Ifwant Suppose youhaveappliedavarietyofformattingoptionstoparagraphcreatecertain COPY FORMATTING time. Format Painterfeatureatany formatting tothenewtext. formatting. which youwanttoapplythesame Ribbon. formatting thatyouwanttocopy. button ( ). Home tabonthe Format Painter ). tocancelthe CHAPTER 5FORMATTING TEXT 3 2 1 4 6/24/10 8:42PM 55 6/24/10 8:42 PM6/24/10 8:42 PM 1 33 2 FORMATTING TEXT CHAPTER 5 FORMATTING ). Home tab on the Clear Formatting formatting and restores the default settings. button ( formatting that you want to formatting that you remove. Ribbon. CLEAR FORMATTING CLEAR When you apply the Clear Formatting command, Word removes all formatting applied to removes all formatting applied the Clear Formatting command, Word When you apply the default settings. the text and restores Sometimes, you may find that you have applied too much formatting to your text, making it to your too much formatting that you have applied you may find Sometimes, text. In that to your the wrong formatting you simply applied read. Or perhaps difficult to Clear you can use Word’s changes by hand, your formatting of undoing all case, instead have applied to the document text. to remove any formatting you Formatting command Click the Click Click the Click the Select the text containing 33 22 11

Word immediately removes the 09_711293-ch05.indd 5509_711293-ch05.indd 55 09_711293-ch05.indd 5609_711293-ch05.indd 56 56 Wordaddsthestyle tothelistof TheCreateNewStylefrom Create aNewQuickStyle

6 5 4 3 2 1 Click Typeanameforthestyle. Click the Formatthetextasdesiredand Click Click the Word’s presetstyles.Theseincludestylesforheadings,normaltext,quotesandmore. In additiontocreatingyourownstylesforuseindocuments,youcanapplyanyof colour, alignment,spacingandmore. set oftext-formattingcharacteristics.Thesecharacteristicsmightincludethetextfont,size, a stylewiththerequiredformattingsettingsandapplyitwheneveryouneedit.A heading. Insteadofassigningmultipleformattingsettingsoverandagain,youcancreate Suppose youarewritingacorporatereportthatrequiresspecificformattingforevery FORMAT WITHSTYLES Quick Styles. Ribbon. then selectthetext. Quick Style. the Stylesgroup. Formatting dialogboxappears. OK. Save SelectionasaNew Home tabonthe More button( ) in CHAPTER 5FORMATTING TEXT 1 2 5 6 style isa 6/24/10 8:42PM 4 57 6/24/10 8:42 PM6/24/10 8:42 PM AA 1 3 2 ) FORMATTING TEXT CHAPTER 5 FORMATTING tab on the Home tab on the Change click the Change Home tab, Styles button and click the type of change that you want to switch example, For to make. option click the Fonts fonts, and then select another font. removes the style from the the style from removes Quick Styles list. Then, apply it to some text. click the selected, with the text tab, display the full Quick tab, right-click the Styles palette, remove to style that you want from and click the Remove Quick Style Gallery Word immediately command. longer need, from the Home the Home from longer need, To remove a style that you no remove To To customise an existing style, style, an existing customise To format. Ribbon. the Styles list. Click a style from want to text that you Select the the Click 33 11 22

Word applies the style. More button ( Note: You can click the Apply a Quick Style a Quick Apply to see the full palette of available styles. to see the full palette 09_711293-ch05.indd 5709_711293-ch05.indd 57 09_711293-ch05.indd 5809_711293-ch05.indd 58 58 TheWordOptionswindow

6 5 4 3 2 1 Click Click Withthedocumenttowhichyou Click Click the Click Alternatively, youcanattachatemplatetoanexistingdocument,asoutlinedhere. document typesintheNewscreenthatappearswhenyoucreateanewWorddocument. Of course,onewaytoapplyatemplatedocumentisselectitfromthelistof in addition,youcancreateyourown. available foryourusewiththatdocument.Wordcomesseveraltemplatespreinstalled; apply atemplatetoWorddocument,thestylesandtoolsinthatbecome A templateisaspecialfilethatstoresstylesandotherWordformattingtools.Whenyou APPLY ATEMPLATE Word, clicktheFiletab. want toapplyatemplateopenin opens. Templates. Add-Ins. Options. Go. Manage . CHAPTER 5FORMATTING TEXT 1 2 5 3 4 6 6/24/10 8:42PM 59 6/24/10 8:42 PM6/24/10 8:42 PM 1010 9 88 7 FORMATTING TEXT CHAPTER 5 FORMATTING , choose , Open. Attach. type a name for the template click in the File Name field, Type as the Save want to base your template to base your template want click the File tab Word, open in The As. Save and click Save As locate and opens; box dialog select the folder in which you the template, to save want template is to base it on an With Word existing document. the document on which you and click Template Word the template saves Word . Save in the folder you chose. The easiest way to create a to create The easiest way appearing in the template. are updated to reflect those box opens. opens. you want to apply. Automatically update update Automatically styles check box. document Click the template Locate and select the Click to select Click 99 77 88 10 10

Word applies the template. The styles used in the document and Add-ins dialog The Templates Attach Template dialog box The 09_711293-ch05.indd 5909_711293-ch05.indd 59 10_711293-ch06.indd 6010_711293-ch06.indd 60 60 Wordplacestheselectedtextin Create QuickColumns

4 3 2 1 Click the Selectthetextthatyouwantto Clickthenumberofcolumnsthat Click the column, specifyingwhetheralineshouldappearbetweenthemandmore. number ofcolumnsyouwanttocreateinyourdocument,indicatingthewidtheach Word’s presetcolumnsettings.Alternatively,youcancreatecustomcolumns,choosingthe If yousimplywanttocreateadocumentwithtwoorthreecolumns,canuseoneof make textflowfromoneblocktothenext. magazine. Forexample,ifyouarecreatingabrochureornewsletter,canusecolumnsto You cancreatecolumnsinWordtopresentyourtextaformatsimilarnewspaperor CREATE COLUMNS the Ribbon. place intocolumns. specify. the numberofcolumnsthatyou you wanttoassign. Page Layouttabon Columns button. ADDING EXTRA TOUCHESCHAPTER 6ADDING 3 2 4 1 6/24/10 8:45PM 61 6/24/10 8:45 PM6/24/10 8:45 PM 1 6 5 D + A CC + B . To return to a return To . 2 4 3 . To remove a break, select a break, remove To . where you want the break to the break you want where occur and then press it and press button on the Page Columns button on the Page Layout tab and then select the single-column format. one-column format, click the one-column format, To add a column break, click add a column break, To CHAPTER 6 ADDING TOUCHES EXTRA tab on Page Layout Columns button. button and then click the OK. . More Columns separating the columns. width and spacing here. columns here. columns apply to the selected text or the entire document. You can specify the number of You can include a vertical line You can set an exact column specify whether the You can picture or other object, click or other object, picture click the or object, the picture click the Wrap tab, Format Te x t that you type of wrapping to apply. want CC BB DD AA To wrap column text around a around column text wrap To

to the selected text. column style that you want to column style that apply. place into columns. place into the Ribbon. Click Click the Click Click the type of Click a preset for want to text that you Select the the Click 66 33 44 55 11 22

Create Custom Columns Custom Create Word applies the column format Columns dialog box appears. The 10_711293-ch06.indd 6110_711293-ch06.indd 61 10_711293-ch06.indd 6210_711293-ch06.indd 62 62

Wordaddsthetableto Insert aQuickTable Insert aTable

5 2 2 5 4 3 1 4 3 1 Clickinsideacellandtypeyourdata. Click the Click the Click the Clickinthedocumentwhereyou Clickthetablethatyouwantto Click Click the Clickinthedocumentwhereyou Dragacrossthenumberof use toworkwithdatayouaddthespreadsheet. document. TheRibboninWordchangestodisplayvariousExceltoolsandfeaturesthatyou If Excelisinstalledonyourcomputer,youcaninsertanspreadsheetintoWord formatting toyourWordtables. Design andLayout.Youcanusethetablestylesfoundintabtoaddinstant including textandgraphics.Whenyouclickinatable,twonewtabsappearontheRibbon: columns androws,whichintersecttoformcells.Youcaninsertalltypesofdataincells, table toyourdocumentdisplayalistofitemsorrosterclasses.Tablescontain You canusetablestopresentdatainanorganisedfashion.Forexample,youmightadda INSERT ATABLE want toinsertatable. document. insert. want toinsertatable. to setforyourtable. columns androwsthatyouwant

A Wordpreviewsthetableas you dragoverthecells. Quick Tables. Insert tabontheRibbon. Insert tabontheRibbon. Table button. Table button. ADDING EXTRA TOUCHESCHAPTER 6ADDING 3 4 1 1 3 2 2 4 5 A 6/24/10 8:45PM 63 6/24/10 8:45 PM6/24/10 8:45 PM C 2 AA 4 3 22 B 1 3 ) CHAPTER 6 ADDING TOUCHES EXTRA More button ( Insert tab on the Table button. tab on the Design tab on the Excel Spreadsheet. to display all the styles. using the Table Style Options check boxes. the shading and borders. Click the Click on or off Toggle table parts these options to change Click CC BB AA

along with tools associated with the Excel program. that you want to add. Ribbon. want to insert a table. Styles list. you want to format. you want Ribbon. Click in a cell and type the data Click the Click the Click Click Click in the document where you the Table Click a style from that in the table Click anywhere the Click 55 22 33 44 11 33 11 22

Insert an Excel Spreadsheet Apply Table Styles Table Apply applies the style. Word An Excel spreadsheet appears, 10_711293-ch06.indd 6310_711293-ch06.indd 63 10_711293-ch06.indd 6410_711293-ch06.indd 64 64 Thisexampleaddsaheader. Add aHeaderorFooter

6 5 4 3 2 1 Click the Click the Iftheheaderstyleincludesadate, Clickthefieldinheaderarea Clickthetypeofheaderorfooter Click the view. Toswitchtothisview,clickthe of thepage,belowmargin.Toviewheaderorfootertext,WordmustbeinPrintLayout appears attheverytopofpage,abovemargin;footertextbottom date, atthetoporbottomofeverypage,youcanuseheadersandfooters.Headertext If youwanttoincludethesametext,suchastitleofyourdocument,nameor You canincludefootnotesinyourdocument.Whenyouaddafootnote,smallnumeralor move text,anyassociatedfootnotesareadded,deletedormovedandrenumbered. the bottomofpage.Wordautomaticallynumbersfootnotes.Asyouadd,deleteand other characterappearsalongsidetheassociatedtext,withactualfootnoteappearingat USE HEADERS,FOOTERSANDFOOTNOTES Footer button. date fromthecalendar. click theDatefieldandchoosea and typeyourheadertext. that youwanttoadd. button.

A B C You can insert more headers Youcaninsertmore headers YoucanclicktheQuick Wordaddstheheaderor & FooterToolstab. footer anddisplaystheHeader additional fields. Parts buttontoinsert and footersusingthesecontrols. Insert tab. Close Headerand Header (orFooter) ADDING EXTRA TOUCHESCHAPTER 6ADDING View tabandclickthe Word closestheHeader& C document page. header orfooteronthe Footer Toolstabanddisplaysthe B 1 Print Layout 3 A 4 button. 2 6 5 6/24/10 8:45PM 65 6/24/10 8:45 PM6/24/10 8:45 PM 4 1 22 3 AA tab on the Ribbon References and click the Insert Endnote button. tab, click the click the Insert tab, button and Header or Footer Header or click the Remove command. Footer Remove can appear at the end of the Click document (endnotes). to insert you want the where click the footnote reference, To remove a header or footer, a header or footer, remove To your footnotes If you prefer, CHAPTER 6 ADDING TOUCHES EXTRA tab on the tab on the References Insert Footnote mark in the document, you can double-click the footnote number. To return to the reference from the first page, click the the firstfrom page, Edit Header or Edit Footer In the Options option. menu select the Different group, check box. First Page click the Insert tab on the click the Header or Ribbon, button and then click Footer . Edit Header or Edit Footer AA To omit the header or footer To To edit a header or footer, edit a header or footer, To

more footnotes. button. the footnote reference. the footnote Ribbon. Type the note text. Click the Click insert you want to Click where the Click 44 33 11 22

Insert a Footnote Insert You can repeat these steps to add 10_711293-ch06.indd 6510_711293-ch06.indd 65 10_711293-ch06.indd 6610_711293-ch06.indd 66 66 Footnotes” sectiontolearnmore. Note: Seethe“UseHeaders,Footersand Insert PageNumbers

5 4 3 2 1 Click Click the Clickapagenumberstyle. Clickalocationforthepage Click the Adding pagebreakscanhelpyoucontrolwhattextappearsonofthedocument. area ofthedocument.Youcanchoosehowpagenumberslookonyour pages inorderafterprintingthedocument.Pagenumbersareaddedtoheaderorfooter If youareworkingonalongdocument,canaddpagenumberstohelpkeepthe chapter startsonanewpage. For example,youmightaddapagebreakattheendofonechaptertoensurethatnext INSERT PAGENUMBERSANDBREAKS footer area. Footer toexittheheaderor Ribbon. numbers.

A Wordassignspagenumbersin your document. Close Headerand Insert tabonthe Page Numberbutton. ADDING EXTRA TOUCHESCHAPTER 6ADDING 1 2 4 3 A 5 6/24/10 8:45PM 67 6/24/10 8:45 PM6/24/10 8:45 PM 22 3 BB 1 . CHAPTER 6 ADDING TOUCHES EXTRA . + + tab on the Insert tab on the Page Break button. Word assigns the page break. number style. Click the Page style. number Number button on the Insert tab and then click Format This opens the Numbers. Page dialog Number Format Page Select the style you want. box. break as you type in your break press document; shortcut to insert a page You can insert a line break You pressing by BB You can change the page You You can use a keyboard can use a keyboard You

want to insert a page break. want to insert Ribbon. Click the Click you document where Click in the the Click 33 11 22

Insert Page Breaks Page Insert 10_711293-ch06.indd 6710_711293-ch06.indd 67 10_711293-ch06.indd 6810_711293-ch06.indd 68 68 Show/Hide button( Note: Toviewthefield,clickHometab’s Name. name, typeitintheformatLastName,First Note: Tocreateanentryforaperson’s Mark aWordorPhrase

4 3 2 1 Click the Selectthetextforwhichyou Click Click the reference informationyoumighthaveadded. to thedocument;thisfieldincludesmarkedwordorphrase,aswellanycross- should appearintheindex.Whenyoudo,Wordaddsaspecialindexfield,calledanXE Before youcanbuildanindex,mustmarkanywordsorphrasesinyourdocumentthat main entriesandsubentriesaswellcross-references(entriesthatrefertootherentries). If yourdocumentrequiresanindex,youcanuseWordtobuildone.Indexescontain CREATE ANINDEX want tocreateanindexentry.

A D B C E Wordaddsanindexentryfield Tomarkjust thisoccurrenceof The CurrentPageradiobutton Tomarkalloccurrencesofthe TheMarkIndexEntrydialog the text,clickMark. is selected. text intheMainEntryfield. box openswiththeselected to yourdocument. text, clickMarkAll. Close. References tab. Mark Entrybutton. ). ADDING EXTRA TOUCHESCHAPTER 6ADDING Note: To deleteanindex entry, and press the braces thatsurround it) select theXEfield(including 1 . E 2 B C D A 4 3 6/24/10 8:45PM 69 6/24/10 8:45 PM6/24/10 8:45 PM 6 3 4 55 7 A 2 BB the index. Click in the index, Click in the index, the index. tab and click the References button. click the Update Index document, you need to update document, After making changes to your 1 CHAPTER 6 ADDING TOUCHES EXTRA to change and select and choose Formats Indented radio button. Columns References tab. Insert Index button. OK. design here. the selected index Preview ). In the Mark click Bookmark). click the EntryIndex box, dialog Click button. radio range Page the Bookmark spans a range of pages, select of pages, spans a range a bookmark and create the text for it (click the Insert tab and the bookmark you just created, the bookmark you just created, click Mark and click Close. AA If you want to index text that text to index If you want

the number of columns per page the index will contain. an index design. where you want to insert the want to insert where you index. Click Click the Click the Click Click the Click the Click spot in your document Click the the Click 77 55 66 33 44 11 22

Generate an Index Generate Word generates the index. Index dialog box opens. The 10_711293-ch06.indd 6910_711293-ch06.indd 69 10_711293-ch06.indd 7010_711293-ch06.indd 70 70 Generate aTableofContents Style TextasHeaders

4 3 2 1 2 1 Click the Clickthespotinyourdocument Click the Selecttextinyourdocumentthat ChoosethedesiredTOCstyle. Click the template thatcontainsheadingstyleshavedifferentnamesfromWord’spredefined You cancreateacustomTOCbasedonstylesyouchoose–handyifyourdocumentuses of Word’spredefinedheadingstyles.ItthencopiesthistextandpastesitintotheTOC. Word generatesaTOCbysearchingfortextinyourdocumentthatisformattedusingone You canuseWordtogenerateatableofcontents(TOC)foryourdocument.Bydefault, look andfeel. ones. NotethatyoucanselectfromWord’sgalleryofTOCstylestoestablishtheTOC’s CREATE ATABLEOFCONTENTS where youwanttoinsertaTOC. you wanttostyleasaheader. button.

A D B C Alternatively, clickthecorner Alternatively,clicktheMore Wordappliesthestyleto Ifthedesiredstyleappearsin group button( button ( the Stylesgroup,clickit. as shownhere. the stylefromStylespane, style fromtheQuickStylegallery. selected text. Home tab. References tab. Table ofContents ) and choose the ) andchoosethe ) andchoose ADDING EXTRA TOUCHESCHAPTER 6ADDING

1 3 2 D 2 4 A B C 6/24/10 8:45PM 71 6/24/10 8:45 PM6/24/10 8:45 PM 6 44 whether you want to update whether you want page numbers only or the table.entire document, you can update the document, the changes. to reflect TOC button Click the Update Table of Table tab’s in the References and specify Contents group After making changes to your and so CHAPTER 6 ADDING TOUCHES EXTRA , 4 , 3 for additional and 6 5 References tab. 1 in the corresponding field OK in the dialog boxes to Table of Contents. Insert Table of Options. heading styles, typing 2 on to indicate their levels. close them. to your document. to indicate that it should appear in the TOC as a level-1 heading. dialog box opens. top-level heading style you applied Contents. Click Type Under Available Styles, locate the Click Click Click Click the Click 77 66 55 22 33 44 11

Create a TOC from Custom Create a TOC from Custom Styles Table of a TOC, click the Note: To delete choose Remove button and Contents Contents . Table of Steps Repeat The Table of Contents Options a TOC. Word generates 10_711293-ch06.indd 7110_711293-ch06.indd 71 11_711293-ch07.indd 7211_711293-ch07.indd 72 72 When finished,clickthe Find Text

5 4 3 2 1 Click the Clickatthebeginningofyour ClickanentryintheNavigation Typethetextthatyouwantto Click the and correctthemisspellings. misspelled thenameofaproductyouarereviewing;canuseReplacetooltolocate text. Forexample,supposeyoucompletealongreport,onlytodiscoverthathave In addition,youcanusetheReplacetooltoreplaceinstancesofawordorphrasewithother Word’s Findtooltosearchforthewordorphraseinparagraph. phrase. Insteadofscrollingthroughyourdocumenttolocatethatparagraph,youcanuse Suppose youwanttoeditaparagraphinyourdocumentthatcontainsspecificwordor FIND ANDREPLACETEXT

Ribbon. document. pane. find andpress Navigation pane’s

A D B C Word also lists occurrences of Wordalsolistsoccurrencesof Word searchesthedocument Word selects the corresponding Wordselectsthecorresponding TheNavigationpaneappears. the textinNavigationpane. the text. and highlightsoccurrencesof text inthedocument. Home tabonthe Find button. . button. CHAPTER 7REVIEWINGDOCUMENTS 1 A C 2 5 4 D B 3 6/24/10 8:46PM 73 6/24/10 8:46 PM6/24/10 8:46 PM 8 3 66 5 B A 4 7 in the Find and More 22 Word looks for the text and looks for the text Word deletes it without adding new to the document. text Replace dialog box to reveal to reveal box Replace dialog For additional search options. you can search for example, whole case, matching text can also You and more. words search for specific formatting or special characters by or Special. clicking Format to delete you want type the text What field and leave in the Find With field empty. the Replace the search, When you activate Click To search for text and delete it, and delete it, search for text To 1 CHAPTER 7 REVIEWING DOCUMENTS tab on the Home tab on the Replace button. Find what field, type the Replace to replace the Find Next. the document, you can click Replace All. occurrence. Word locates the first replace every occurrence in To BB AA

opens with the Replace tab opens with the Replace shown. occurrence. Replace with field. text that you want to find. document. Ribbon. When finished, click Cancel. Click Type the replacement text in the Click In the In Click the Click your beginning of Click at the the Click 88 77 55 66 44 33 11 22

Note: If Word displays a prompt box when the last occurrence is found, click OK. Find and Replace dialog box The Replace Text Replace 11_711293-ch07.indd 7311_711293-ch07.indd 73 11_711293-ch07.indd 7411_711293-ch07.indd 74 74 Themenuthatappearsshows Run theSpell-Checker Correct aMistake

2 1 2 1 Clickacorrectionfromthemenu. Whenyouencounteraspellingor Click the Click the catch someerrors,butnotall! course, thesefeaturesarenosubstituteforgoodproofreadingwithyourowneyes.Theycan document forspellingandgrammaticalerrorstofixanythataredetected.Of In addition,youcanuseWord’sSpellingandGrammarCheckfeaturestoreviewyour with aredwavylineandgrammarerrorsareunderlinedgreenline. Word automaticallychecksforspellingandgrammarerrors.Misspellingsappearunderlined CHECK SPELLINGANDGRAMMAR possible corrections. underlined text. grammar problem,right-clickthe button. Ribbon.

A B To add thewordtobuilt-in Toignoretheerror,click Dictionary. dictionary, clickAddto all instancesoftheerror. Ignore; clickAllfor Spelling &Grammar Review tabonthe CHAPTER 7REVIEWINGDOCUMENTS To checkonlyasectionofyour check. before activating thespell document, selectthesection 2 1 A 2 1 B 6/24/10 8:46PM 75 6/24/10 8:46 PM6/24/10 8:46 PM 3 B CC D 44 33 4 A OK to exit the Word checking features. Options dialog box. Click 55

Word turns off the automatic CHAPTER 7 REVIEWING DOCUMENTS File tab and then click OK. Change to make a click Ignore All or Ignore Rule. . this word, click Change All it in the document and it in the document Spelling and displays the Grammar dialog box. . click Ignore Once an error, it flags If Word finds To ignore every occurrence, of To correct all misspellings time, To ignore the error this CC BB DD AA

a prompt box appears. options, click to deselect Check spelling as you type. grammar errors as you type. Options. click the Proofing tab. Spelling and Grammar in Word correction. any mistakes. Click to deselect Mark In the Word Options dialog box, Under the When Correcting Click the Click Click Click 44 22 33 11 44 33

When the spell check is complete, Turn Off Automatic Spelling Turn Off Automatic Spelling and Grammar for the document Word searches 11_711293-ch07.indd 7511_711293-ch07.indd 75 11_711293-ch07.indd 7611_711293-ch07.indd 76 76

2 1 Click ClicktheFiletab. to yourtextasyoutype,candisablethefeature. word fromtheAutoCorrectlist.Ifyouwouldpreferthatnotmakeanychanges If youfindthatAutoCorrectconsistentlychangesawordiscorrect,canremove – tothelist.Thenexttimeyoumistypeword,AutoCorrectfixesyourmistakeforyou. your text-entrytasks,youcanaddownproblemwords–onescommonlymisspell using itsAutoCorrectfeature,whichworksfromapresetlistofmisspellings.Tospeedup As youmayhavenoticed,Wordautomaticallycorrectsyourtextastype.Itdoesthis WORK WITHAUTOCORRECT Options. CHAPTER 7REVIEWINGDOCUMENTS To prevent AutoCorrect from OK toapplyyourchanges. as youtypecheckbox. Click and deselecttheReplacetext box, clickthe AutoCorrect tab open the AutoCorrect dialog replacing text asyoutype, 2 1 6/24/10 8:46PM 77 6/24/10 8:46 PM6/24/10 8:46 PM 4 66 9 8

7 5 33 over the word you want to use you want the word over Click the as a replacement. just the right word or phrase, or phrase, just the right word thesaurus to Word’s you can use the word Select find synonyms. to find a for which you want tab. Click the Review synonym. Click the Thesaurus button. Position your mouse pointer and click Insert. If you are having trouble finding having trouble If you are to + CHAPTER 7 REVIEWING DOCUMENTS OK to exit the AutoCorrect OK to exit the Word Add. . Proofing . Options AutoCorrect AutoCorrect dialog box, click box, dialog AutoCorrect click the tab, AutoCorrect the and to remove you want word click OK Finally, click Delete. and box to close the dialog apply your changes. AutoCorrect list, open the list, AutoCorrect To remove a word from the from a word remove To appears. word, AutoCorrect corrects it for you. dialog box. Options dialog box. With text field. the list. appears, displaying the appears, displaying AutoCorrect tab. Replace text field. Click Click spelling in the Type the correct Click in the Type a common misspelling Click Click 88 99 66 77 55 33 44

undo the change. Note: If AutoCorrect corrects text that you do not want to be changed, press Options dialog box The Word The next time you misspell the AutoCorrect adds the word to AutoCorrect dialog box The 11_711293-ch07.indd 7711_711293-ch07.indd 77 11_711293-ch07.indd 7811_711293-ch07.indd 78 78 WordactivatestheTrack Turn OnTracking

3 2 1 Editthedocument. Click the Click the types ofeditsyouwanttoseeandwhetheracceptorrejectthechanges. When youreviewthedocument,canspecifywhoseeditswanttoreview,what your edits. see whochangedwhatinthedocument.Ifyoulike,canchangecolourusedfor The TrackChangesfeatureusesdifferentcoloursforeachperson’sedits,makingiteasyto additions ordeletions. feature tokeeptrackofwhateditsothershavemade,includingformattingchangesandtext If youshareyourWorddocumentswithothers,canusetheprogram’sTrackChanges TRACK ANDREVIEWDOCUMENTCHANGES Ribbon. button. Changes feature.

To changethecolourusedfor A B colour, formattingandmore. make changestothetracking dialog box opensandyoucan Options. Changes Track The and thenclickChange Tracking click the Track Changesbutton your edits, clicktheReview tab, Wordmarksdeletedtextwith Additionstothetextappear a strikethrough. underlined andincolour. Review tabonthe Track Changes CHAPTER 7REVIEWINGDOCUMENTS 2 B 3 1 A 6/24/10 8:46PM 79 6/24/10 8:46 PM6/24/10 8:46 PM B 3 D 2 CC 1 4 AA your comment. Word displays Word your comment. the comment in a balloon and pane.in the Reviewing documents, for example, to for example, documents, feedback about the text leave in the without typing directly Click or select the document. to insert you want a where text tab Click the Review comment. on the Ribbon and click the Type Comment button. New You can add comments to your can add comments You CHAPTER 7 REVIEWING DOCUMENTS and choose Pane button. Reject button to Accept button to Show Markup Show Next button. tab on the Review tab on the Reviewing reject the change. in the document. add the change to the final document. Reviewing pane opens. The Click the Click the next edit Word highlights Click the Click button on the Review tab to button on the Review select what elements you want For to include in the review. to you may want example, hide comments or review marks for a particular user. CC BB DD AA Click the

person’s edits, including the user’s person’s edits, including name. click the Track Changes button to turn the feature off. Ribbon. When you complete the review, Click the Click Click the Click Click the Click 11 44 33 22

Accept All Changes in Document. Note: To accept all changes in the document, click the Accept Review Changes Review Reviewing pane shows each The

11_711293-ch07.indd 7911_711293-ch07.indd 79 CONTENTS 82 Chapter 8 Building Spreadsheets

98 Chapter 9 Worksheet Basics

110 Chapter 10 Working with Formulas and Functions

12_711293-pp03.indd 8012_711293-pp03.indd 80 6/24/10 8:47 PM6/24/10 8:47 PM CHAPTER IIIEXCEL Excel is a powerful spreadsheet program you can use to enter and organise data and to perform a wide variety of number-crunching tasks. You can use Excel strictly as a program for manipulating numerical data or you can use it as a database program to organise and track large quantities of data.

In this part, you learn how to enter data into worksheets, adjust its appearance, manage your information, tap into the power of Excel’s formulas and functions to perform mathematical calculations and analysis, and create charts with your Excel data.

12_711293-pp03.indd 8112_711293-pp03.indd 81 6/24/10 8:47 PM6/24/10 8:47 PM 13_711293-ch08.indd 8213_711293-ch08.indd 82 82 Thecellyouclickedbecomesthe Type intoaCell

2 1 Typeyourdata. Clickthecellintowhichyouwant feature. remedy thisbyresizingthecolumntofitdataorturningoncell’stext-wrap Long dataentriesappeartruncatedifyoutypeadditionalintoadjoiningcells.Youcan automatically left-alignstextdatainacellandright-alignsvalues. Data canbetext,suchasroworcolumnlabels,numbers,whicharecalled cell oryoucanenterdatausingtheFormulabar. You canenterdataintoanycellinanExcelworksheet.typedirectlythe ENTER CELLDATA other cells. with athickerborderthanthe active cell.Itappearshighlighted, to enterdata.

To wrap datawithinacell, A B C increases. The heightoftherow the Wrap Text button( you want towrap text. Click click thecellorcellsinwhich Thedataappearsinboththe To magnify yourviewofthe Toadddatatoanother cell andtheFormulabar. Zoom slider. worksheet, clickanddragthe display theworksheet. click theworksheettabto worksheet inyourworkbook, CHAPTER 8BUILDING SPREADSHEETS ). C A 2 1 C values. Excel B 6/24/10 8:47PM 83 6/24/10 8:47 PM6/24/10 8:47 PM 22 3 over the border of the the border over 4 1 B AA rows to fit the data. Position data. to fit the rows the that you want to resize. Click to resize. that you want to the the border and drag size.desired heading of the column or row heading of the column or row You can resize columns and can resize You

BUILDING SPREADSHEETS CHAPTER 8 BUILDING ) or press and Excel ) or press . Enter ( click Cancel ( Formula bar and the cell. data appears in both the The cancel an entry, you can To entries in the same column. entries in the same column. AutoComplete entry is If the press correct, attempts to complete entries based on the first few for you, letters that you type and other fills in the text for you. If not, If not, for you. fills in the text that typing the text just keep to insertyou want into the cell. BB AA Excel’s AutoComplete AutoComplete feature Excel’s

to enter data. to enter to enter the data. Click Type your data. you want cell into which Click the Formula bar. Click in the 44 33 11 22

Type in the Formula Bar Formula in the Type 13_711293-ch08.indd 8313_711293-ch08.indd 83 13_711293-ch08.indd 8413_711293-ch08.indd 84 84 Youcanselectmultiple Select aRangeofCells

3 2 1 Releasethemousebutton. Clickanddragacrossthecellsthat Clickthefirstcellinrangeof Selecting asinglecelliseasy:youjustclickthecell.Toselectrangeofcells,canuse might applyformattingtodatainasinglecellorgroup, worksheet, youmustfirstselectthecellorcellsthatcontaindata.Forexample, In ordertoperformediting,mathematicalorformattingoperationsondatainanExcel data containedinacell. your mouseorkeyboard.Inadditiontoselectingcellsrangesofcells,youcanselectthe SELECT CELLS you wanttoincludeintherange. cells thatyouwanttoselect. and holding noncontiguous cellsbypressing

A B To select allofthecellsin Excelselectsthecells. here ( the worksheet,youcanclick ). whileclickingcells. CHAPTER 8BUILDING SPREADSHEETS B range, ofcells. 1 A 6/24/10 8:47PM 2 85 6/24/10 8:47 PM6/24/10 8:47 PM 11 2 , to , or while using an arrow key, such as key, arrow to select a range. Navigate to Navigate to select a range. Press the first cell in the range. and hold select the remaining cells in select the remaining the range. You can also use the keyboard can also use the keyboard You while BUILDING SPREADSHEETS CHAPTER 8 BUILDING . changes to of the data in the Formula bar of the data in the Formula the characters over and drag to select. or numbers you want and click the cell Alternatively, then double-click the data you to select. want click the cell; then click in front then click in front click the cell; To select data inside a cell, select data inside a cell, To clicking column or row headings. noncontiguous columns or rows by pressing and holding or row. rows, you can click and drag across the column or row headings. the header of the column or row of the column the header want to select. that you or row. Click the column over mouse pointer Position the 22 11

Select a Column or Row a Column Select You can select multiple To select multiple columns or selects the entire column Excel The 13_711293-ch08.indd 8513_711293-ch08.indd 85 13_711293-ch08.indd 8613_711293-ch08.indd 86 86 The AutoFill aTextSeries YoucanalsouseAutoFilltocopy

3 2 1 Releasethemousebutton. Clickanddragthecell’sfillhandle Typethefirstentryintext use thistocreateanAutoFillseries. When youclickacell,smallfillhandleappearsinthelowerrightcornerofselector; can alsocreateyourowncustomdatalists, enter alistcontainingthedaysofweekormonthsinyear–numberseries.You You canuseExcel’sbuilt-inlistsofcommonentriestocreatetextseries–forexample, worksheet. Thiscangreatlyexpeditedataentry. You canuseExcel’sAutoFillfeaturetoaddduplicateentriesoradataseriesyour FASTER DATAENTRYWITHAUTOFILL cells thatyouwanttofill. across ordownthenumberof series. you dragover. the sametexttoeverycellthat

A B An AutoFillsmarttag AutoFillfillsinthetextseries. ( can assigntothedata. additional optionsthatyou changesto ) mayappear,offering . CHAPTER 8BUILDING SPREADSHEETS A B 1 2 6/24/10 8:47PM 87 6/24/10 8:47 PM6/24/10 8:47 PM 55 6 B 33 AA 4 1 2 BUILDING SPREADSHEETS CHAPTER 8 BUILDING . Edit Custom Lists ) may appear, offering changes to Import. OK. can assign to the data. additional options that you series. ( AutoFill fills in the number AutoFill smart tag An BB AA

button. the Options button. the Advanced tab. of names) in your worksheet and select the cells containing the list. cells that you want to fill. cells that you want across or down the number of across or down the series. entry in the series. Click the Click Click Click Click the File tab and then click In the Options dialog box, click Create the custom list (here, a list Release the mouse button. Select both cells. fill handle Click and drag the number first entry in the Type the the next cell, type In an adjacent 44 55 66 22 33 11 55 33 44 11 22

Create a Custom List See the “Select Cells” section to learn Note: See the “Select Cells” more. AutoFill a Number Series Number a AutoFill The 13_711293-ch08.indd 8713_711293-ch08.indd 87 13_711293-ch08.indd 8813_711293-ch08.indd 88 88 Excelappliesthefont. Excel appliesthenewsizeto Youcanalsobegintypingafont Change theFontSize Change theFont

4 3 2 4 3 2 1 Click the Clickafont. Click the Selectthedatathatyouwantto Clickasize. Click the Click the copy theformattingandapplyittoothercellsyourworksheet. If youparticularlyliketheresultofapplyingaseriesformattingoptionstocell,can Alternatively, youmightchoosetoapplyaspecificcolourcertaintypesofdata. or youmaywanttoresizethefontforentireworksheetmakedataeasierread. data. Forexample,youmaywanttomaketheworksheettitlelargerthanrestofdata You canchangethefontthatyouuseforyourworksheetdata,alongwithsizeof CHANGE THEFONTANDSIZE Ribbon. Ribbon. format. selected cellordata. name tochooseafont.

A Youcanusethescrollarrows the availablefonts. or scrollbartothrough Home tabonthe Home tabonthe Font Size Font . . CHAPTER 8BUILDING SPREADSHEETS 2 3 4 A 1 6/24/10 8:47PM 89 6/24/10 8:47 PM6/24/10 8:47 PM 3 4 C D BB 1 A 2 Decrease ) or Decrease ). Increase Click Increase on the Ribbon. Decimal ( decimal places that appear select the data, in numeric to that you want cell or range Click the Home tab format. Decimal ( To control the number of the number control To ) . ). BUILDING SPREADSHEETS CHAPTER 8 BUILDING ). Accounting Home tab on the Number Format ) to open the Format Cells ( dialog box, with more number- formatting options. to apply pound signs to your data. Click the button’s down arrow to specify a different currency, such as Euro. data, click the Percent Style button ( Number Format button ( Comma Style button ( number data, click the Click the Click button Click the corner group To add percent signs to your To apply commas to your CC BB DD AA

to the data. you want to format. Ribbon. CHANGE NUMBER FORMATS NUMBER CHANGE Currency styles, Accounting styles, Date styles, Time styles, Percentage styles and more. You styles, Percentage styles and more. styles, Date styles, Time Currency styles, Accounting rows or an entire worksheet. formatting to single cells, ranges, columns, can apply number You can use number formatting to control the appearance of numerical data in your numerical data the appearance of to control use number formatting You can as numbers can format the data of prices, you you have a column For example, if worksheet. pounds, you other than listed are in a currency points. If prices signs and decimal with pound well. can indicate that as styles, to choose from. These include different number categories, or Excel offers several Click a number format. Click the Click the Click or data that Select the cell, range 44 22 33 11

Excel applies the number format 13_711293-ch08.indd 8913_711293-ch08.indd 89 13_711293-ch08.indd 9013_711293-ch08.indd 90 90 Aruledialogboxappears. Apply aConditionalRule

7 6 5 4 3 2 1 Click Specifythevaluesthatyouwant Click the Selectthecellorrangetowhich Clickthetypeofrulethatyou Click Click the data bars. the degreetowhichvariouscellsmeetyourconditionalrules,youcanusecolourscalesand even. Inadditiontousingpresetconditions,youcancreateyourown.Tohelpdistinguish Formatting tooltoalertyouifasalesfigurefallsbelowwhatisrequiredforbreak For example,ifyourworksheettracksweeklysales,youmightsetupExcel’sConditional as boldtextorafillcolour,tocellwhenthevalueofthatmeetsrequiredcondition. You canuseExcel’sConditionalFormattingtooltoapplycertainformattingattributes,such APPLY CONDITIONALFORMATTING to assignforthecondition. Ribbon. formatting. you wanttoapplyconditional want tocreate. Formatting button. OK. Highlight CellsRules. Home tabonthe Conditional CHAPTER 8BUILDING SPREADSHEETS 2 1 4 3 7 6/24/10 8:47PM 6 5 91 6/24/10 8:47 PM6/24/10 8:47 PM 5 B CC 3 4 11 A 2 . Next, click the Next, Rules. Manage click to remove, rule you want Delete Rule and click OK. formatting from a cell, select select a cell, formatting from the data that contains the to formatting you want click the Conditional remove, button on the Formatting Home tab and then click To remove conditional remove To BUILDING SPREADSHEETS CHAPTER 8 BUILDING Home tab on the Conditional Color Scales. instead by clicking Data Bars. meets the condition, Excel meets the conditional applies the formatting. to the conditional formatting. of a selected cell If the value You can apply colour bars applies the colour scale Excel the New Formatting Rule Formatting the New you define Here, box. dialog the condition of the rule as well as what formatting you to apply when the want condition is met. conditional formatting, click conditional formatting, the Conditional Formatting button on the Home tab and Rule to open then click New CC BB AA To create a new rule for a new create To

Formatting button. contains the conditional contains the conditional formatting. Ribbon. Click the Click Click Click a colour scale. that Select the cell or range the Click 33 44 55 11 22

Apply a Colour Scale Apply a Colour 13_711293-ch08.indd 9113_711293-ch08.indd 91 13_711293-ch08.indd 9213_711293-ch08.indd 92 92 heading andclickInsert. Note: Youcanalsoright-clickacolumn Add aColumn

4 3 2 1 Click Click the Clicktheheadingofcolumn Click the insert multiplenewcolumnsandrowsatonce. You arenotlimitedtoinsertingnewcolumnsandrowsoneatatime;ifyouwant,can the Insertdialogbox. With Excel,youcanaddcolumnsandrowsusingtheInsertbuttononRibbonor data thatyouleftoutthefirsttimecreatedworkbook. might needtoaddacolumnorrowinthemiddleofseveralexistingcolumnsrows You canaddcolumnsandrowstoyourworksheetsincludemoredata.Forexample,you ADD COLUMNSANDROWS Ribbon. insert anewcolumn. to therightofwhereyouwant

A B Asmart tagicon( Exceladdsacolumn. options thatyoucanapply. column; clickittoviewalistof appear whenyouinserta Insert SheetColumns. Home tabonthe Insert . CHAPTER 8BUILDING SPREADSHEETS ) may 1 2 A B 4 6/24/10 8:48PM 3 93 6/24/10 8:48 PM6/24/10 8:48 PM 3

4 Entire Entire AA 2 click a cell, click the Insert click a cell, . Excel adds a row or Excel adds a row click OK. or to the left of column above cell. the active on the Home tab and click Then Insert Cells. click Column and or Entire Row To open the Insert dialog box, open the Insert box, dialog To B 1 ) may BUILDING SPREADSHEETS CHAPTER 8 BUILDING . Home tab on the Insert . Insert Sheet Rows that you can assign. appear and you can click the icon to view a list of options adds a row. Excel smart tag icon ( A originally selected. worksheet; then activate the then activate worksheet; Insert command as described Excel adds the in this section. columns of new same number you number as the and rows and rows, select two or more select two or more and rows, in the columns and rows BB AA To insert columns multiple To

below where you want to insert a you want to below where new row. Ribbon. Click the Click Click row heading of the Click the the Click 33 44 11 22

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4 3 2 1 Click the Clickthecelltorightof Click Click the worksheet, youcanunfreezethecolumnorrowfroze. unfrozen areasoftheworksheet.Whenyouarefinishedviewingtheseotheryour data inthatcolumnorrow.Youcannotscrolltheareayoufreeze,butcan or rowtokeepthelabelsinviewasyouscrollotherareasofyourworksheet data. Thisisespeciallyhandyinlargeworksheets.Forexample,youmightfreezeacolumn You canfreezeportionsofyourworksheettokeepthemvisibleasyouscrollviewother FREEZE ACOLUMNORROW Ribbon. you wanttofreeze. column orbelowtherowthat right). scrolling upanddownorleft (depending onwhetheryouare to theleftofselectedcell column ofrowtitles. row ofcolumnheadingsora To unlockthecolumnsand Panes. and thenclickUnfreeze rows, clicktheFreeze Panes Freeze Panes. View tabonthe Freeze Panes CHAPTER 8BUILDING SPREADSHEETS .

1 4 3 2 6/24/10 8:48PM 95 6/24/10 8:48 PM6/24/10 8:48 PM 3 44 A 1 5 2 BB BUILDING SPREADSHEETS CHAPTER 8 BUILDING and click the name Formulas tab on the Define Name button. OK. the cells. note about the range here. For example, you might indicate what data the range contains. You can add a comment or Excel assigns the name to Name of the range of cells to which of the range to move. you want BB AA To go to a range, click the go to a range, To

opens. range in the Name field. range that you want to name. range that you want Ribbon. NAME A RANGE NAME can also help you when deciphering formulas. (Formulas are discussed in Chapter 10.) when deciphering formulas. (Formulas can also help you You can assign distinctive names to the cells and ranges of cells that you work with in a that you work and ranges of cells names to the cells assign distinctive You can of a a range can consist of related cells; a rectangular group (A range is simply worksheet. and it easier to identify their contents names to cells and ranges makes single cell.) Assigning Click Type a name for the selected Click the Click the Click the Select the cells comprising 55 44 22 33 11

The New Name dialog box 13_711293-ch08.indd 9513_711293-ch08.indd 95 13_711293-ch08.indd 9613_711293-ch08.indd 96 96 Exceldeletesthedatafrom cells andthenclicktheDeletecommand. Note: Youcanalsoright-clicktheselected Delete Cells Delete Data

4 3 2 1 2 1 Click Click the Selectthecellorcellsthatyou Press Selectthecellorcellscontaining Click the addition todeletingsinglecells,youcandeletewholerowsorcolumns. existing cellsinyourworksheetshiftingovertofillanygapthestructure.In When youdeleteacellentirely,Excelremovestheaswellitscontents,with or deletethecellsentirely.Whenyouacell’scontents,Excelremovesonlydata. can choosewhetheryouwanttoremovethedatafromcellsbutkeepinplace You candeleteExceldatathatyounolongerneed.Whendecidetodata, DELETE DATAORCELLS want toremove. the datathatyouwanttoremove. cell, butthecellremains. Delete Cells. Home tab. Delete . . CHAPTER 8BUILDING SPREADSHEETS 2 1 4 3 1 6/24/10 8:48PM 97 6/24/10 8:48 PM6/24/10 8:48 PM 55 6 BUILDING SPREADSHEETS CHAPTER 8 BUILDING ) and choose OK. without removing the content, the content, without removing to edit, select the cell you want click the click the Home tab, Clear button ( selected column or row and selected column or row subsequent columns or moves to fill the space left by rows the deletion. row, click the column or row column or row click the row, then click heading to select it; the Delete button in the Excel deletes any Home tab. data within the existing to remove the the to remove Clear Formats formatting. cell’s To remove a cell’s formatting a cell’s remove To To delete a whole column or delete a whole column To remove from your worksheet. content from the worksheet. the void of any cells that you option. Click a deletion Click 55 66

Excel removes the cells and their Other cells shift over or up to fill dialog box appears. The Delete 13_711293-ch08.indd 9713_711293-ch08.indd 97 14_711293-ch09.indd 9814_711293-ch09.indd 98 98 Exceladdsanewworksheetand Youcanalsoright-clicka

1 Click the category. data aboutproductsyourcompanysells,youmightaddworksheetsforeachproduct which toentermoredata,youcaneasilyaddthem.Forexample,ifyourworkbookcontains may beadequateinsomecases,butifyourworkbookrequiresadditionalworksheets By default,whenyoucreateanewworkbookinExcel,itcontainsthreeworksheets.This ADD AWORKSHEET button ( worksheet. you canchoosetoinserta open theInsertdialogbox,where worksheet tabandclickInsertto gives itadefaultworksheetname. Insert Worksheet ). WORKSHEET BASICSCHAPTER 9WORKSHEET 1 6/24/10 8:49PM 99 6/24/10 8:49 PM6/24/10 8:49 PM 22 11 WORKSHEET CHAPTER 9 WORKSHEET BASICS . name. worksheet. Rename. that you want to rename. that you want to worksheet name and click NAME A WORKSHEET NAME detailing a different sales quarter, then you can give each worksheet a unique name, such as each worksheet a unique name, such sales quarter, then you can give detailing a different 2 and so on. Quarter 1, Quarter When you create a new workbook, Excel assigns a default name to each worksheet in in name to each worksheet assigns a default workbook, Excel create a new When you add to an worksheet you name to each Excel assigns a default Likewise, the workbook. existing workbook. to names of your Excel worksheets their content, you can change the To help you identify each contains four worksheets, For example, if your workbook something more descriptive. Press Type a new name for the tab Double-click the worksheet 33 22 11

Excel assigns the new worksheet Excel highlights the current name. You can also right-click the 14_711293-ch09.indd 9914_711293-ch09.indd 99 14_711293-ch09.indd 10014_711293-ch09.indd 100 100 Excelappliestheneworientation. Change thePageOrientation

3 2 1 Click the Click Click the Landscape inordertofitmoredataonthepagehorizontally.YoucanalsouseExcel’s you mightchangethepageorientationfromPortrait,whichisdefaultinExcel,to more. Forexample,ifyourworkbookdataistoowidetofitonastandardsheetofpaper, These includesettingsforchangingtheworksheet’sorientation,margins,papersizeand You canassignvarioussettingsrelatedtopagesetupyourExcelworksheets. page. setup settingstoinsertyourownpagebreakscontroltheplacementofdataonaprinted CHANGE PAGESETUPOPTIONS the Ribbon. This exampleappliesLandscape.

A B You canclicktheMargins Excelmarkstheedgeof button tosetuppagemargins. page withadottedline. Portrait orLandscape. Page Layouttabon Orientation button. WORKSHEET BASICSCHAPTER 9WORKSHEET B 2 1 3 A 6/24/10 8:49PM 101 6/24/10 8:49 PM6/24/10 8:49 PM 4 3 AA tab. A check mark in the check tab. indicates that the feature box is on. you see on a worksheet do not turn To print with the cell data. select on gridlines for printing, under the Print check box Layout Gridlines on the Page By default, the gridlines that the gridlines that By default, 2 1 WORKSHEET CHAPTER 9 WORKSHEET BASICS tab on Page Layout Breaks button. . Insert Page Break page with a dotted line. Excel marks the edge of the a worksheet, select the cells a worksheet, click to print, that you want tab on the Layout the Page click the Print Area Ribbon, button and click Set Print Then print as normal. . Area AA To print only a portion of To

want to insert a page break. want to insert the Ribbon. Click the Click Click you row above which Select the the Click 33 44 11 22

Insert a Page Break a Page Insert inserts a page break. Excel 14_711293-ch09.indd 10114_711293-ch09.indd 101 14_711293-ch09.indd 10214_711293-ch09.indd 102 102 Tomovetheworksheet,dragit Tocopytheworksheet,pressand

3 2 1 Moveorcopytheworksheetto Clickthetabofworksheet Releasethemousebutton. number, startingwith(2). worksheet, Excelassignsitadefaultname:theoriginalworksheet’snamefollowedby a worksheettouseitasstartingpointfordatathatisnew,yetsimilar.Whenyoucopy In additiontomovingworksheetswithinaworkbook,youcancopythem.Youmight last worksheetintheworkbook. worksheet intheworkbookoryoumightmoveararelyviewtobe example, youmaywanttopositiontheworksheetthatusemostoftenasfirst You canmoveaworksheetwithinworkbooktorearrangetheorder.For MOVE ANDCOPYWORKSHEETS worksheets. (The to anewpositioninthelistof the desiredspot. that youwanttomoveorcopy. to to hold of worksheets.(The copy toanewpositioninthelist

A B Excelmovesorcopiesthe Asmallblacktriangleicon .) .) you drag. location inthegroupwhile keeps trackoftheworksheet’s worksheet wasmoved.) worksheet. (Here,the anddragtheworksheet changes changes WORKSHEET BASICSCHAPTER 9WORKSHEET 1 B A 2 6/24/10 8:49PM 103 6/24/10 8:49 PM6/24/10 8:49 PM 2 1 33 on WORKSHEET CHAPTER 9 WORKSHEET BASICS Delete. Delete. data, Excel prompts you to confirm the deletion. DELETE A WORKSHEET DELETE You should always check the worksheet’s contents before deleting it to avoid removing any deleting it to avoid removing check the worksheet’s contents before You should always the Excel permanently removes it from soon as you delete a worksheet, important data. As workbook file. You can delete a worksheet that you no longer need in your workbook. For example, you workbook. For example, need in your that you no longer delete a worksheet You can product that about a data or information that contains outdated a worksheet might delete no longer sells. your company the the deletion unless you to confirm Excel prompts delete a worksheet, When you worksheet. in which case it simply deletes the worksheet is blank, Click Click tab. Right-click the worksheet 33 22 11

If the worksheet contains any Note: You can also click the Delete the Home tab and then click Delete. Excel deletes the worksheet. 14_711293-ch09.indd 10314_711293-ch09.indd 103 14_711293-ch09.indd 10414_711293-ch09.indd 104 104 TheFindandReplacedialogbox YoucanclickFindNextagainto Replace Data Find Data

1 3 2 1 6 5 4 3 2 Click the Click Click the Click the Whenfinished,clickCloseto Click Typethedatayouwanttofind. Click Click the Replace tooltolocateandcorrectthemisspellings. have consistentlymisspelledthenameofaproductinyourworksheet,youcanuse instances oftextornumberswithotherdata.Forexample,supposeyoudiscoverthat In additiontousingtheFindtoolfinddata,youcanuseReplacereplace your worksheetandlocatethatinformation,youcanusetheFindtool. worksheet. RatherthanusingthescrollbarsinExcelprogramwindowtothrough Suppose youwanttolocateaparticularnumber,formula,wordorphraseinyourExcel FIND ANDREPLACEDATA Ribbon. close thedialogbox. appears, displayingtheFindtab. search forthenextoccurrence.

A Excelfindsthefirstoccurrence of thedata. Find Next. Find. Replace. Home tabontheRibbon. Find &Selectbutton. Find &Selectbutton. Home tabonthe WORKSHEET BASICSCHAPTER 9WORKSHEET 1 1 A 5 4 3 3 6 2 2 6/24/10 8:49PM 105 6/24/10 8:49 PM6/24/10 8:49 PM 8 6 5 7 4 BB C DD A Excel looks for the data and deletes it without adding new data to the worksheet. it, start by typing the text in start text typing the by it, the Leave the Find what field. Replace with field empty. the search, When you activate To search for data and delete search for data and delete To WORKSHEET CHAPTER 9 WORKSHEET BASICS Options button in Find Next. Replace to replace it. of the data. replace every occurrence in the replace every occurrence worksheet. occurrence of the data. the text you typed. locates the first Excel Excel selects the next instance to You can click Replace All replaces the data with Excel search by rows or columns, or columns, rows search by You matching data and more. can also search for specific formatting or special characters using Format options. the Find and Replace dialog the Find and Replace dialog additional search to reveal box you can example, For options. CC BB DD AA Click the

appears, displaying the Replace tab. displaying the Replace appears, to find. When finished, click Close. Click Click data that you want Type the data. Type the replacement 88 66 77 44 55

the last occurrence is found. Click OK. Note: Excel may display a prompt box when and Replace dialog box The Find 14_711293-ch09.indd 10514_711293-ch09.indd 105 14_711293-ch09.indd 10614_711293-ch09.indd 106 106 Perform aQuickSort

4 3 2 1 Click the Clickinthefieldnameorheading, Clickanascendingordescending Click the sorts listrecordsfromZtoAorhighestnumberlowestnumber. order sortslistrecordsfromAtoZorlowestnumberhighestnumber;descending For example,youmightwanttosortaclienttablelistthenamesalphabetically.Ascending pieces. Eachentryinthelistiscalledarecord.Rowscontaineachyourofdata. information. Tablescontainfields–typicallycolumnstobreakthelistintomanageable useful whenusingExceltocreatedatabasetables.Atableisalistofrelated You cansortyourExceldatatoreorganisetheinformation.Thistechniqueisparticularly SORT DATA Ribbon. that youwanttosort. sort command.

A Excelsortstherecords. Home tabonthe Sort &Filterbutton. WORKSHEET BASICSCHAPTER 9WORKSHEET A 2 1 4 3 6/24/10 8:49PM 107 6/24/10 8:49 PM6/24/10 8:49 PM 6 3 4 7 A 1 55 CC B 2 Sort Options dialog box that Sort box Options dialog Sort click Left to appears, Right. related data in columns but related some place this data in rows. to sort If you want across data in the worksheet, click a row, click the click the Home tab, Sort & Filter button and choose Custom Sort to open Then click the Sort box. dialog In the the Options button. Most database tables place WORKSHEET CHAPTER 9 WORKSHEET BASICS and and choose to sort the Order tab on the Home tab on the Sort & Filter button. OK. Custom Sort. a setting. click Add Level and repeat Steps 5 and 6. set to Values. To sort on another setting, you can click the Sort On By default, the Sort On field is specify additional sort fields, To sorts the data. Excel CC BB AA

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Perform a Custom Sort Custom a Perform Sort dialog box appears. The 14_711293-ch09.indd 10714_711293-ch09.indd 107 14_711293-ch09.indd 10814_711293-ch09.indd 108 108

5 4 3 2 1 Clickafield’s Click the Selectthefieldnamesfordata Click Click the records containingaparticularvalueinthepostcodefield. criteria arehidden.Forexample,youmightsetupanAutoFiltertodisplayonlythosedata certain recordsareshownbasedoncriteriayouset.Anythatdonotmatchthe Data,” tolearnhowsortdatainExcel.)Incontrast,whenyouapplyanAutoFilter,only data. Whenyousortdata,theentiretableissorted.(Refertoprevioussection,“Sort If youareusingExcelasadatabase,canuseanAutoFiltertoviewonlyportionsofyour FILTER DATA Ribbon. you wanttofilter.

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which you want to filter. the Sort & Filter button in the Home tab and choose Clear. a filter. all records whose Contact field contains the values Francois Boisson or Fred Garvin. Click Custom Filter. box, you can select operators and values to apply to the filtered data. In this case, the filter displays Filters. Click to use as data you want Click the

Click Click 77 66 33 11 22

Customise a Filter To view all the records again, click In the Custom AutoFilter dialog 14_711293-ch09.indd 10914_711293-ch09.indd 109 15_711293-ch10.indd 11015_711293-ch10.indd 110 110

3 2 1 Clickthefirstcellthatyouwantto Type Clickinthecell to whichyouwant formulas intheFormulabar;formularesultsappearcelltowhichyouassignaformula. the formulaforaddingcontentsofcellsC3andC4togetheris worksheet, youcanalsobuildformulasthatrefertocellsinotherworksheets.)Forexample, contain therelevantdata.(Notethatinadditiontoreferringcellscurrent formulas beginwithanequalssign(=)andcontainthecellreferencesofcellsthat You canwriteaformulatoperformcalculationondatainyourworksheet.InExcel,all CREATE AFORMULA reference intheformula. to assignaformula.

A B Excelinsertsthecellreference Exceldisplaystheformulain into theformula. active cell. the Formulabarandin =. WORKING WITH FORMULAS AND FUNCTIONS FORMULAS AND CHAPTER 10WORKING WITH 3 =C3+C4. Youcreate A B 2 B 1 6/24/10 8:50PM 111 6/24/10 8:50 PM6/24/10 8:50 PM F C or click GG 4 ) on the Formula bar. ) on the Formula D 5 EE spaces, enclose the sheet name spaces, as in in single quote marks, ‘Sales Totals’!D12. cell containing the formula cell containing the formula in corrections any and make Alternatively, bar. the Formula double-click in the cell to make from edits to the formula When within the cell itself. press finished, specify the worksheet, by worksheet name followed mark and then an exclamation (for example, the cell address If Sheet2!D12 or Sales!D12). the worksheet name includes Enter ( To edit a formula, click in the edit a formula, To a cell in another reference To ) ) to WORKING WITH CHAPTER 10 WORKING AND FORMULAS FUNCTIONS 4 and 5 until all the . on the Formula bar to accept on the Formula bar the formula. the cell. cancel the formula. any formula assigned to the active cell. into the formula. You can also click Enter ( The Formula bar displays reference Excel inserts the cell Cancel ( You can click results appear in The formula FF EE CC GG DD

in the cell. Formula bar, you can simply click necessary cells and operators have necessary cells and been added. to reference in the formula. to reference Repeat Steps Repeat Press want next cell that you Click the + or –. such as Type an operator 66 77 55 44

To view the formula in the referenced in your formula, the formula results referenced in your formula, the formula automatically update to reflect the change. Note: If you change a value in a cell 15_711293-ch10.indd 11115_711293-ch10.indd 111 15_711293-ch10.indd 11215_711293-ch10.indd 112 112 Note: Youcancontinuepressing Formula bartomakeareferenceabsolute. Note: Youcanalsotypedollarsignsinthe Assign anAbsoluteReference references. through mixed,relativeandabsolute Excelassignsthechanges tothe

4 3 2 1 Press Selectthecellreferencein Clickinthecellcontaining Press cell G10–meaningthereferenceshouldbeabsolute. discount ratedisclosedincellG10.Evenifyoumovethatformula,itmustalwaysreference assign anabsolutecellreference.Forexample,supposeyouhaveaformulathatrefersto If youwanttoreferaparticularcellregardlessofwheretheformulaappears,can the cellreferencesinthatformulaadjustaccordingly. include informulasasrelativeratherthanabsolute.Ifyoucopyaformulatonewlocation, By default,Excelusesrelativecellreferencing.Thatis,ittreatsthelocationofcellsthatyou REFERENCES APPLY ABSOLUTEANDRELATIVECELL Formula bar. formula thatyouwanttochange. formula.

A Excelentersdollarsigns($) reference absolute. reference, makingthecell before eachpartofthecell . orclickEnter( WORKING WITH FORMULAS AND FUNCTIONS FORMULAS AND CHAPTER 10WORKING WITH tocycle ). 4 A A 2 1 6/24/10 8:50PM 113 6/24/10 8:50 PM6/24/10 8:50 PM 1 22 A AA 4 ). multiple times to WORKING WITH CHAPTER 10 WORKING AND FORMULAS FUNCTIONS or click Enter ( as many times as as many times as the formula. Excel assigns the changes to referencing $C6 keeps the $C6 keeps referencing the column absolute whereas If the relative. remains row the is C$6, reference mixed but the row column is relative is absolute. reference the same row or the same row reference relative but different column, example, For cells in it. AA You use mixed referencing to referencing use mixed You

needed to cycle to relative needed to cycle to remove the addressing (that is, dollar signs). formula that you want to change. you want to formula that Press the cell containing Click in the cell reference. Select the Press 44 11 22 33

references. the dollar sign Note: You can also delete characters in the Formula bar to make a reference relative. cycle through mixed, relative and absolute cycle through mixed, Note: You can press Assign a Relative Reference a Relative Assign 15_711293-ch10.indd 11315_711293-ch10.indd 113 15_711293-ch10.indd 11415_711293-ch10.indd 114 114 Excel groupsfunctionsinto12categories,eachofwhichincludesavarietyfunctions: Types ofFunction your data. Function dialogboxtoselectandapplyfunctions cells orFormulabar;youcanalsousetheInsert functions bytypingthemdirectlyintoyourworksheet function thatsumsdataiscalledSUM.Youcanuse distinct inthateachonehasaname.Forexample,the All functionsstartwithanequalssign(=).Functionsare Function Elements ueEnablesExceltofetchdata fromSQLServerAnalysisServices,suchasmembers,sets, Use thesefunctionstokeepyour workbookcompatiblewithearlierversionsofExcel. Offersmanyfunctionsforengineeringcalculations. Compatibility Includesfunctionsforlogicalconjectures,suchasif-thenstatements. Includes functionsfortestingyourdata. Includestext-basedfunctionstosearchandreplacedataothertexttasks. Cube Engineering Includesfunctionsforcounting,addingandfilteringdatabaseitems. Information Logical Includes functionsforcalculatingaverages,probabilities,rankings,trendsandmore. Text Includesawidevarietyoffunctionsforcalculationsalltypes. Database Includesfunctionsthatenableyoutolocatereferencesorspecific valuesinyourworksheets. Lookup &Reference Includesfunctionsforcalculatingloans,principal,interest,yieldanddepreciation. Includesfunctionsforcalculatingdates,timesandminutes. Statistical Description Math &Trig Date &Time Financial Category working withfunctions. Functions canrefertoindividualcellsorrangesofcells.Thissectionexplainsthebasics Functions useargumentstoindicatewhatcellscontainthevaluesyouwantcalculate. categories, thatyoucanusetoperformmathematicalcalculationsonyourworksheetdata. on aspecifiedrangeofvalues.Exceloffersmorethan300functions,groupedinto12 variety offunctions.Functionsareready-madeformulasthatperformaseriesoperations If youarelookingforaspeedierwaytoenterformulas,canuseanyoneofwide UNDERSTANDING FUNCTIONS WORKING WITH FORMULAS AND FUNCTIONS FORMULAS AND CHAPTER 10WORKING WITH aggregated values,propertiesandKPIs. 6/24/10 8:50PM 115 6/24/10 8:50 PM6/24/10 8:50 PM . When applying a =MIN(number1,number2,...) =MAX(number1,number2,...) =MEDIAN(number1,number2,...) =PMT(interest_rate,number_of_ periods,present_value,future_value,type) present_value,future_value,type,guess) =IF(logical_text,value_if_true,value_if_false) =AND(logical1,logical2,...) =OR(logical1,logical2,...) Syntax =SUM(number1,number2,...) =INT(number) =ROUND(number,number_digits) =COUNT(value1,value2,...) =AVERAGE(number1,number2,...) =SUM(A5,B5,C5) argument is true, false if all arguments are false for a fixed loan that you specify based on whether the value is true or false arguments are true, false if any is false in a range that contain data in a range that contain arguments in a series a series a series nearest integer digits specified number of WORKING WITH CHAPTER 10 WORKING AND FORMULAS FUNCTIONS Logicaltrue if any Returns FinancialFinancial Finds the periodic payment rate Returns an interest Logical =RATE(number_of_periods,payment, Returns one of two results Logical Returns true if all of the Statistical Returns the smallest value Statistical Returns the largest value in Math & Trig Adds values Math & Trig Rounds down to the AND OR TODAYIF Date & Time Returns the current date =TODAY() MEDIANPMT StatisticalRATE Returns the middle value in AVERAGEMIN StatisticalMAX Averages a series of ROUNDROUNDDOWN Math & TrigCOUNT& Trig Math down Rounds a number Rounds a number to a =ROUNDDOWN(number,number_digits) Statistical Counts the number of cells FunctionSUM INT Category Description Constructing Arguments individual cells in a worksheet, Arguments are enclosed in parentheses. When applying a function to you can use a comma to separate the cell addresses, as in last cells in the range, as in function to a range of cells, you can use a colon to designate the first and =SUM(Sales). =SUM(B5:E12). If your range has a name, you can insert the name, as in The following table lists some of the more popular Excel functions that you might use with your use with your that you might popular Excel functions of the more table lists some The following work. own spreadsheet Common Functions Common 15_711293-ch10.indd 11515_711293-ch10.indd 115 15_711293-ch10.indd 11615_711293-ch10.indd 116 116 ExcellaunchestheInsertFunction

6 5 4 3 2 1 Click the Click the Clickinthecell to whichyouwant Click Clickthefunctionthatyouwant Click the calculate. dialog box.Functionsuseargumentstoindicatethecellsthatcontainvaluesyouwant After youhaveselectedyourfunction,buildtheformulausingFunctionArguments Engineering, CubeandCompatibility. Math &Trig,Statistical,LookupReference,Database,Text,Logical,Information, 300-plus availablefunctions.Functionsaredividedinto12categories:Financial,Date&Time, You usetheInsertFunctiondialogboxtolookforaparticularfunctionfromamongExcel’s APPLY AFUNCTION Ribbon. to assignafunction. to apply. button. dialog box. category.

A B C Adescriptionoftheselected Alistoffunctionsinthe Excelinsertsanequalssignto andchooseafunction function appearshere. denote aformula. selected categoryappears. OK. Or selectacategory Formulas tabonthe Insert Function WORKING WITH FORMULAS AND FUNCTIONS FORMULAS AND CHAPTER 10WORKING WITH A 3 1 B C 2 6 5 6/24/10 8:50PM 4 117 6/24/10 8:50 PM6/24/10 8:50 PM 88 FF D 7 Help on this E the function being used and to use the tips about how function. function link in the Insert Function or Function to access box Arguments dialog The function’s help files. Excel’s of help includes an example Click the WORKING WITH CHAPTER 10 WORKING AND FORMULAS FUNCTIONS Formula bar. additional information about the function here. results in the cell. The dialog box displays the function Excel displays appears in the The function FF EE tab and click the Formulas Excel Insert Function button. Function displays the function’s where box, Arguments dialog you can change the cell as needed. or values references containing the function that click the to edit, you want DD To edit a function, click the cell edit a function, To

box appears. arguments, click OK. automatically adds the references automatically adds to the argument. or cell name) address (or range boxes. into the various text required by the function. required Excel directly in the worksheet, When you finish constructing the argument cells for each Select the 88 77

Arguments dialog The Function can also type a range or cell You you select a cell or range of cells If 15_711293-ch10.indd 11715_711293-ch10.indd 117 15_711293-ch10.indd 11815_711293-ch10.indd 118 118 YoucanalsoclicktheAutoSum Excel displaystheAutoSumresult

4 3 2 1 Click the Clickinthecellwhereyouwant Press Click the cells youwanttototal.Alternatively,canspecifyexactlywhichsum. One waytouseAutoSumisselectacellandletthefunctionguesswhichsurrounding totals thecontentsofcells.Forexample,youcanquicklytotalacolumnsalesfigures. One ofthemostpopularExcelfunctionsisAutoSumfunction.automatically TOTAL CELLSWITHAUTOSUM Ribbon. to insertasumtotal. button ( in thecell.

You cangetaquicktotalof A B selected cells. of cellsandtheaverage ofthe displays thesum, thenumber the program window, Excel status baralongthebottomof values youwant tototal. Inthe function. Clickthecellswhose cells withoutapplyinga AutoSumgeneratesaformula IfyouclicktheAutoSum to totaltheadjacentcells. function, suchasAverage. you canselectanothercommon Formulas tabonthe AutoSum button. orclickEnter( ) ontheHometab. WORKING WITH FORMULAS AND FUNCTIONS FORMULAS AND CHAPTER 10WORKING WITH ). , 3 4 B 1 B 2 6/24/10 8:50PM 119 6/24/10 8:50 PM6/24/10 8:50 PM AA 5 3 B 6 2 D 44 C 1 WORKING WITH CHAPTER 10 WORKING AND FORMULAS FUNCTIONS Formulas tab on the Error Checking button. Resume. OK. Next to scroll through all of the errors on the worksheet. can click here to open the help files. highlights the first cell containing an error. Checking dialog box and click Ignore Error. Excel displays the Error You can click Previous and To find help with an error, you the error, you can To ignore CC BB DD AA

complete, a prompt box appears. in the Formula bar. Formula Bar. Ribbon. AUDIT A WORKSHEET FOR ERRORS FOR WORKSHEET A AUDIT Auditing tools – Error Checking and Trace Error – to examine and correct formula errors. Checking and Trace Error – to Auditing tools – Error On occasion, you may see an error message, such as #DIV/0!, in your Excel worksheet. If in your Excel worksheet. such as #DIV/0!, an error message, you may see On occasion, referenced ensure that you have references to your formula should double-check you do, you however – especially in larger Locating the source of an error is difficult, the correct cells. you can use Excel’s Formula if an error occurs in your worksheet, worksheets. Fortunately, Click Click Make edits to the cell references To fix the error, click Edit in Click the Click Click the Click 55 66 44 33 22 11

When the error check is 15_711293-ch10.indd 11915_711293-ch10.indd 119 15_711293-ch10.indd 12015_711293-ch10.indd 120 120 Youcanincludeanyheadingsand

4 3 2 1 Click the Selecttherangeofdatathatyou Clickachartstyle. ClickacharttypefromtheCharts to bestdisplayandexplainthedata. After youcreateachart,canusetheChartToolsonRibbontofine-tunechart exactly whattypeofchartworksbestforyourdata. scatter, stock,surface,doughnut,bubbleandradarcharts.Excelmakesiteasytodetermine from awidevarietyofcharttypestosuityourneeds,includingcolumn,line,pie,bar,area, You canquicklyconvertyourspreadsheetdataintoeasy-to-readcharts.choose CREATE ACHART Ribbon. subtotals ortotals. labels, butdonotinclude want tochart. group.

A B YoucanclicktheDesigntab Excelcreatesachartand and type. such asthechartlayout,style design elementsinthechart, to findtoolsforcontrolling places itintheworksheet. Insert tabonthe WORKING WITH FORMULAS AND FUNCTIONS FORMULAS AND CHAPTER 10WORKING WITH 2 3 4 B 6/24/10 8:50PM A 1 121 6/24/10 8:50 PM6/24/10 8:50 PM DD CC while press and hold press and ranges In a chart, select In a chart, and ranges the first and then cell or range selecting additional cells and ranges. To include noncontiguous cells To WORKING WITH CHAPTER 10 WORKING AND FORMULAS FUNCTIONS various chart elements, including chart text and shapes. to find tools for formatting to find tools for controlling how for controlling how to find tools elements are the chart on the chart. positioned You can click the Format tab Layout tab You can click the needed. organisational chart, Excel chart, organisational four shapes to which creates text; you can add your own you can add additional shapes to the chartand branches as chart to track the hierarchy of chart the hierarchy to track or a process. an organisation Click the Insert tab and then click the SmartArt button. When you insert an CC DD You can add an organisational can add an organisational You

15_711293-ch10.indd 12115_711293-ch10.indd 121 CONTENTS 124 Chapter 11 Creating a Presentation

132 Chapter 12 Populating Presentation Slides

144 Chapter 13 Assembling and Presenting a Slide Show

16_711293-pp04.indd 12216_711293-pp04.indd 122 6/24/10 8:51 PM6/24/10 8:51 PM CHAPTER IVPOWERPOINT PowerPoint is a presentation program you can use to convey all kinds of messages to an audience. You can use PowerPoint to create slide shows to present ideas to clients, explain a concept or procedure to employees or teach a class. In this part, you learn how to create slide shows; add text, tables, charts, video clips and pictures to your slide show; and package your show on a CD-ROM or output it as a movie file. You also learn how to add special effects, including animations, sound effects, and transitions to make your slide show lively and engaging.

16_711293-pp04.indd 12316_711293-pp04.indd 123 6/24/10 8:51 PM6/24/10 8:51 PM 17_711293-ch11.indd 12417_711293-ch11.indd 124 124 Tousemultiplepictures, youcan TheInsertNewPicturesdialog ThePhotoAlbumdialogbox

7 6 5 4 3 2 1 Clickthepicturesthatyouwant Navigatetothefolderordrive Click the Click Click the File/Diskbutton. Click Click the filetofamilyandfriends. three ormorephotosperslide.Youcanthensharethepresentationwithotherse-mail your photos.Youcanalsovarythelayoutofslides,includinghavingone(thedefault),two, or lovedoneinapresentation.Tolivenupthepresentation,youcanincludecaptionswith vacation intoapresentation.Alternatively,youmightgatheryourfavouritephotosoffriend presentation inPowerPoint.Forexample,youmightcompileyourphotosfromarecent You canquicklyturnanycollectionofdigitalphotosonyourcomputerintoaslideshow CREATE APHOTOALBUMPRESENTATION press andhold to use. you wanttouse. containing thedigitalpicturesthat Ribbon. box appears. appears. the picturesthatyouwanttouse. New PhotoAlbum. Photo Album. Insert. Insert tabonthe whileclicking CHAPTER 11CREATING A PRESENTATION 6 1 2 4 3 7 5 6 6/24/10 11:53PM 125 6/24/10 11:53 PM6/24/10 11:53 PM C DD 8 BB A dialog box to display as many to display as many box dialog title with or without as four, text. one picture per slide, but you per slide, one picture Layout can use the Picture Album setting in the Photo By default, PowerPoint displays PowerPoint By default, CREATING A PRESENTATION CHAPTER 11 CREATING Create. show as a new presentation file. pictures using these buttons. pictures using the Pictures in the click it in click album list and then Remove. to change the picture to change the picture and orientation, contrast brightness levels. the order of You can change PowerPoint creates the slide can a picture, you To remove buttons You can use the tool add captions. Alternatively, add Alternatively, add captions. slide after each photo a text Text clicking the New slide by your captions Type button. Box Album after closing the Photo box. dialog check box in the check box All Pictures to box Album dialog Photo CC BB DD AA Captions Below Select Below the Captions

Click 88

Note: The first slide in the show is a title and slide, containing the title “Photo Album” your user name. 17_711293-ch11.indd 12517_711293-ch11.indd 125 17_711293-ch11.indd 12617_711293-ch11.indd 126 126 PowerPoint createsthe

5 4 3 2 1 Click Clickatemplate. Click the Filetab. Click Click with yourpresentations. connected totheInternet,youcandownloadPowerPointtemplatesfromOffice.comforuse In additiontousingtemplatesthatcomepreinstalledwithOffice,ifyourcomputeris various designsandcolourschemes. subject matter.PowerPointinstallswithawidevarietyofpresentationtemplatesfeaturing You canusePowerPoint’stemplatestohelpyoucreateanewpresentation,regardlessofits CREATE APRESENTATIONWITHTEMPLATE own texttoeachslide. Normal view.Youcanaddyour you choseanddisplaysitin presentation usingthetemplate

A B PowerPoint displaysapreview YoucanclickNewfrom of thetemplatedesign. template ofanexistingone. presentation basedonthe existing tocreateanew Create. Sample templates. New. CHAPTER 11CREATING A PRESENTATION 1 2 4 B 3 5 A 6/24/10 11:53PM 127 6/24/10 11:53 PM6/24/10 11:53 PM 4 2 33 11 CREATING A PRESENTATION CHAPTER 11 CREATING File tab. New. Blank presentation. Create. PowerPoint and choose PowerPoint Save as type click the Save box, you particularly you can like into aturn that presentation template file that you can reuse. Click the File tab and then click As dialog In the Save As. Save e. Type a name for the Type e. Templat template in the File name field saves PowerPoint . and click Save as a template.the presentation If you create a presentation that a presentation If you create presentation with one blank slide. BUILD A BLANK PRESENTATION BLANK A BUILD existing templates allows you the freedom to create your own colour schemes and apply your own colour schemes and apply allows you the freedom to create existing templates save it that you particularly like, you can touches. If you build a presentation your own design future use. as a template for Whenever you start PowerPoint, it displays a blank slide. You can use this blank slide as the can use this blank a blank slide. You it displays you start PowerPoint, Whenever them as needed. slides and formatting adding more in your presentation, first slide blank can create a new a presentation, you working on if you are already Alternatively, using the File menu. from scratch presentation from one of PowerPoint’s in this manner rather than choosing Building a presentation Click Click Click Click the Click 22 33 44 11

PowerPoint creates a new 17_711293-ch11.indd 12717_711293-ch11.indd 127 17_711293-ch11.indd 12817_711293-ch11.indd 128 128 PowerPointdisplaysthe the Normalbutton. View tabontheRibbonandthenclick Note: Toredisplaythetabspane,click Use SlidesView Use OutlineView

1 1 Click the WhileinNormalview,clickthe PowerPoint window,makingthemlargerorsmallerasneeded. change themagnificationofaslide.Youcanalsosizepanesin In additiontochangingPowerPointviews,youcanusethezoomsettings in anoutlineformatorswitchtoSlideSorterviewseealltheslidesatsametime. the orderofslidesinyourpresentation.YoucanviewOutlinetabtoseepresentation default, PowerPointdisplaysyourpresentationinNormalview,withtheSlidestabshowing You canusePowerPoint’sviewstochangehowyourpresentationappearson-screen.By CHANGE POWERPOINTVIEWS presentation inanoutlineformat. Outline tab.

A A B B C Toclosethetabspane To view aparticularslide, You canclickaslideiconto Youcanclicktheoutlinetext PowerPointdisplaysthecurrent the workspace, youcanclick entirely andfreeupon-screen Slides tab. you canclicktheslidein slide inthepresentation. view theslide. to editit. Slides tab. . CHAPTER 11CREATING A PRESENTATION 1 B B 1 C A A 6/24/10 11:53PM 129 6/24/10 11:53 PM6/24/10 11:53 PM 11 11 . Click and . changes to 2 2 The to or outward inward drag the pane.resize panes, position the mouse panes, border. the pane’s pointer over To resize the PowerPoint the PowerPoint resize To CREATING A PRESENTATION CHAPTER 11 CREATING View tab. Normal button. View tab. button. Slide Sorter Zoom click the tab, View button and choose the desired magnification in the Zoom Click the Fit to box. dialog to button to return Window view. the default of a slide, you can drag the can drag you of a slide, Zoom bar on the status bar at the bottom of the PowerPoint click the Alternatively, window. To change the magnification change the magnification To view, displaying the current slide in the presentation. slides in the presentation. Click the Click the Click Click the Click the Click 11 22 11 22

Use Normal View Use Slide Sorter View Slide Sorter Use PowerPoint returns to the default displays all of the PowerPoint 17_711293-ch11.indd 12917_711293-ch11.indd 129 17_711293-ch11.indd 13017_711293-ch11.indd 130 130

4 3 2 1 Click the IntheSlidespane,clickslide Clickaslidedesign. ClickthebottomhalfofNew selected intheSlidespane;alternatively,youcanclickbottomhalfofbuttonand Clicking thetophalfofNewSlidebuttonaddsaslidewithsamelayoutasone New SlidebuttonontheHometab. PowerPoint makesiteasytoaddmoreslidesapresentation.Toslide,youusethe you canswitchtoSlideSorterviewmanageyourpresentation’sslides. select adifferentlayout.YoucanaddandremoveslidesontheSlidestabinNormalviewor INSERT SLIDES new slide. after whichyouwanttoinserta Slide button.

A PowerPointaddsanewslide. Home tab. CHAPTER 11CREATING A PRESENTATION 1 A 2 3 4 6/24/10 11:53PM 131 6/24/10 11:53 PM6/24/10 11:53 PM 4 AA 3 2 11 CREATING A PRESENTATION CHAPTER 11 CREATING Home tab on the Layout button. to the slide. PowerPoint assigns the layout button on the Slide Layout Click the bottom Master tab. half of the Insert Placeholder click a slide object type button, to set the and click and drag and placement. size object’s tab on the click the View Ribbon and click the Slide In the Slide Master button. click the Insert Master pane, AA To create a custom layout, a custom layout, create To

want to change in the Slides tab. want to change in Ribbon. CHANGE THE SLIDE LAYOUT SLIDE THE CHANGE the new layout. In addition to using PowerPoint’s predefined slide layouts, you can also slide layouts, you can also addition to using PowerPoint’s predefined the new layout. In custom layouts. create your own PowerPoint includes several predefined slide layouts that you can apply to your slide. For can apply to your layouts that you predefined slide includes several PowerPoint or a picture content sections a title with two a layout that includes you might apply example, with a caption. adding content to your slides; should assign a new layout before For best results, you to fit to the content’s position and size need to make a few adjustments otherwise, you may Click a layout. Click the Click the Click layout you Click the slide whose 44 22 33 11

17_711293-ch11.indd 13117_711293-ch11.indd 131 18_711293-ch12.indd 13218_711293-ch12.indd 132 132 PowerPointhidestheplaceholder Add SlideText

2 1 Typethetextthatyouwant Clickthetextboxtowhichyou its font,size,colourandmore,asshowninthenextsection. appears inthepaneonleftsideofscreen.Afteryouaddyourtext,canchange either typingdirectlyintheslide,asdescribedthissectionorOutlinetabthat placeholder text.Youcanreplacethetextwithyourowndoso When youapplyoneofPowerPoint’stextlayoutstoaslide,theboxappearswith ADD ANDEDITSLIDETEXT to add. text anddisplaysacursor. want toaddtext. CHAPTER 12POPULATING PRESENTATION SLIDES 1 2 6/24/10 8:53PM 133 6/24/10 8:53 PM6/24/10 8:53 PM 1 33 22 11 2 POPULATING PRESENTATION SLIDES PRESENTATION CHAPTER 12 POPULATING Outline tab. keys to move the cursor in the text or you can click where you want to make a change. to the slide text. want to edit. to the text box. and adds a cursor add or change. to edit. Make any changes that you want you text box where Click in the Click the Click Click the slide that you want Type the text that you want to 22 11 11 22 33

Edit Slide Text Edit Add Text using the Outline Tab Add Text using the Outline You can use the keyboard arrow selects the text box PowerPoint 18_711293-ch12.indd 13318_711293-ch12.indd 133 18_711293-ch12.indd 13418_711293-ch12.indd 134 134 PowerPointappliesthefontyou Change theFont

4 3 2 1 Clickafont. Click the Selectthetextthatyouwant Click the underlining, shadoworstrikethrough. background colour.Youcanalsoapplyformattingtothetext,suchasbold,italics, logo. Alternatively,youmightchangethetext’scolourtomakeitstandoutagainst attention toitorchangethefontofbodytextmatchusedinyourcompany For example,youmightchoosetoincreasethesizeofaslide’stitletextinorderdraw Text”), youcanchangetheslidetext’sfont,size,colourandstyletoalteritsappearance. After youaddtexttoaslide(asdescribedintheprecedingsection,“AddandEditSlide CHANGE THEFONT,SIZEANDCOLOUR Ribbon. to edit. chose totheselectedtext. Home tabonthe Font . CHAPTER 12POPULATING PRESENTATION SLIDES 2 3 4 1 6/24/10 8:53PM 135 6/24/10 8:53 PM6/24/10 8:53 PM 11 continued 3 4 2 ). ), ), . ), the ), ), the ), ) or the POPULATING PRESENTATION SLIDES PRESENTATION CHAPTER 12 POPULATING Decrease ) or Decrease ) button in the tab on the Home tab on the Font Size you want to change and then you want click the Bold button ( the font size, you can select the font size, to change you want the text and then click the Increase ( Size Font Strikethrough button ( Strikethrough Shadow button ( Shadow ( Size Font Home tab’s Font group as group Font Home tab’s as needed until the times many size. is the desired text the Italic button ( Underline button ( Select the text whose format Select the text To quickly increase or decrease or decrease quickly increase To you chose to the selected text. you chose to the to edit. Ribbon. Click the Click Click a size. want text that you Select the the Click 33 44 11 22

applies the font size PowerPoint Change the Size the Change 18_711293-ch12.indd 13518_711293-ch12.indd 135 18_711293-ch12.indd 13618_711293-ch12.indd 136 136 PowerPointappliesthecolour Colour Choose aCoordinating

4 3 2 1 Click the Selectthetextthatyouwant Clickacolour. Click the colour totext. select acolourfromthepalettethatappears.Inaddition,youcanapplyyourowncustom the FontColorbuttononHometab;anotheristolaunchColorsdialogboxand You canchangethetextcolourusinganumberofmethods.Oneistoselectfrom in otherslideelementssuchasphotographs. to makethetextbetterstandoutagainstbackgroundorcoordinatewithcoloursused In additiontochangingthetext’sfontandsize,youcanchangeitscolour.Youmightdoso CHANGE THEFONT,SIZEANDCOLOUR

Ribbon. to edit. you chosetotheselectedtext. Color button( A PowerPoint displays coordinating PowerPointdisplayscoordinating current slidedesign. theme coloursthatgowiththe Home tabonthe nexttotheFont ). CHAPTER 12POPULATING PRESENTATION SLIDES 2 A 4 3 (continued) 1 6/24/10 8:53PM 137 6/24/10 8:53 PM6/24/10 8:53 PM 4 7 3 66 5 4 1 AA 3 2 2 1 POPULATING PRESENTATION SLIDES PRESENTATION CHAPTER 12 POPULATING ). ) to view the full ) to view next to the Font Standard tab. tab on the Ribbon. Home tab on the OK. OK. More Colors. channel settings. You can also adjust the colour Apply to Selected Slides. Apply palette of themes. Right-click a palette of themes. Themes group. the theme from All Slides or to Choose Apply the same look and feel. Click the same look and feel. Click the More the Design tab. button ( every slide in your presentation AA You can apply a theme to give can apply a theme to give You

Color button ( customise. the colour intensity. click the Custom tab. you chose to the selected text. to edit. Click Drag the intensity arrow to adjust Open the Colors dialog box and Click the colour that you want to Click a colour. Click Click the Click want text that you Select the the Click Click the Click 44 33 11 22 66 77 44 55 11 33 22

Set a Custom Colour Open the Colors Dialog Box Dialog Colors the Open PowerPoint applies the colour Colors dialog box appears. The

18_711293-ch12.indd 13718_711293-ch12.indd 137 18_711293-ch12.indd 13818_711293-ch12.indd 138 138 PowerPointappliestheline

4 3 2 1 Clickalinespacingamount. Click the Selectthetextthatyouwant Click the access PowerPointline-spacingoptionsfromtheHometab. text doesnotquitefitinitsbox,youcanreducethelinespacingtomakeroom.You text boxortomaketheeasierread.If,afterincreasinglinespacing,youfindthatyour default 1.0settingtoasuchas2.0oreven3.0sothetextfillsupmorespacein lines oftextintheslide.Forexample,youmightwanttoincreaselinespacingfrom You canchangethelinespacinginaPowerPointslidetocreatemoreorlessspacebetween SET LINESPACING

Ribbon. to edit. spacing. Spacing button( You canchangethealignment A Right ( Left ( an alignmentbutton: Align Home tabontheRibbon. Click want toeditandclick the of text. Selectthetext thatyou Thisexampleshows 2.0spacing. Home tabonthe ), Center( ) orJustify ( nexttotheLine CHAPTER 12POPULATING PRESENTATION SLIDES ). ), Align ). 2 A 1 3 4 6/24/10 8:53PM 139 6/24/10 8:53 PM6/24/10 8:53 PM 33 2 44 1 POPULATING PRESENTATION SLIDES PRESENTATION CHAPTER 12 POPULATING Insert tab on the Text Box button. type your text. the text box to deselect it. Ribbon. you want to place a text box. ADD A TEXT BOX TO A SLIDE TO BOX TEXT A ADD (For help moving and resizing text boxes and other slide objects, see the sections “Move a slide objects, see the sections “Move and resizing text boxes and other (For help moving chapter.) “Resize a Slide Object” later in this Slide Object” and You may choose to insert slides containing a predefined layout. You can customise the slide You can customise a predefined layout. slides containing choose to insert You may for text in is simply a receptacle to it. A text box a new text box by adding layout, however, Slide Text” “Add and Edit refer to the section to a text box, help adding text a slide. (For earlier in this chapter.) box. the placement and size of the new text box to a slide, you can control When you add a Click in the new text box and Click the Click Click and drag in the slide where Click the Click 44 22 33 11

You can click anywhere outside 18_711293-ch12.indd 13918_711293-ch12.indd 139 18_711293-ch12.indd 14018_711293-ch12.indd 140 140 PowerPoint updatestheimageto TheInsertPicturedialogbox Add aPicture

6 5 4 3 2 1 Toeditthepicture(inthis Click the Chooseacolouroption. Click the Click Locateandselectthepictureyou numeric dataintoavisualelementthatyouraudiencecanquicklyinterpretandunderstand. and-row formattopresentinformation.AddinganExcelchartaPowerPointslideturns You canaddtablestoyourslidesorganisedatainanorderlyfashion.Tablesuseacolumn- presentation. clip art,whichisartworksuppliedbyMicrosoft.Avideocanplayduringaslideshow of it.InadditiontoinsertingyourownpicturefilesintoPowerPointslides,youcaninsert tables orcharts.Whenyouaddanobjecttoaslide,cancontroltheplacementandsize One waytomakeyourslidesmorevisuallyappealingisinsertphotographs,videoclips, ADD OTHEROBJECTSTOASLIDE click theFormattab. example, tochangeitscolour), ( reflect youredits. want toinsert. opens. Insert tab.

A B PowerPointdisplaysthePicture PowerPointinsertsthepicture ) intheslideoron Tools FormattabontheRibbon. into theslide. Insert. Insert Pictureicon Color button. CHAPTER 12POPULATING PRESENTATION SLIDES 1 5 6 3 4 A 2 B 6/24/10 8:53PM 141 6/24/10 8:53 PM6/24/10 8:53 PM 4 2 33 33 44 1 5 ) ) to ) to play POPULATING PRESENTATION SLIDES PRESENTATION CHAPTER 12 POPULATING Close button ( Chart button on the Format tab to change Play button ( Insert Table icon ( button on the Video button on OK. Insert. back the clip. in your slide. close the Excel window. the chart data. Insert tab. type and click OK. displays the Table Tools tabs. rows that you want in the table. displays the Video Tools tabs. displays the Video the video. Insert tab. box. Insert Video dialog Click the Click Click a chart category and a chart Replace the placeholder data with Click the Click Click the Click Type the number of columns and Click Click the Click Click the Click Click the Click the video in the Locate and select 44 22 33 11 11 22 33 55 33 44 11 22

Add a Chart Add a Table Add a Video Clip a Video Add PowerPoint inserts the table and inserts the clip and PowerPoint 18_711293-ch12.indd 14118_711293-ch12.indd 141 18_711293-ch12.indd 14218_711293-ch12.indd 142 142 The

4 3 2 1 Clickoutsidetheslideobjectto Releasethemousebutton. Clicktheslideobjectthatyou Dragtheobjecttoanewlocation discussed inChapter2.Anotheristodraganddroptheobject,asthissection. One waytomoveaslideobjectisusethestandardOfficeCutandPastebuttons, move apicturetoimprovetheoverallappearanceofslide. objects.) Forexample,youmightmoveatextboxtomakeroomforclip-artobjector other element,torepositionitintheslide.(Theseslideelementsareoftenreferredas You canmoveanyslideelement,suchasatextbox,table,chart,picture,videoclipor MOVE ASLIDEOBJECT deselect it. want tomoveselectit. on theslide.

Note: To deleteaslideobject A the objectandpress that younolongerneed, select PowerPointrepositionsthe object. changesto CHAPTER 12POPULATING PRESENTATION SLIDES . . 1 A 2 4 6/24/10 8:53PM 143 6/24/10 8:53 PM6/24/10 8:53 PM 1 3 BB AA 2 5 . POPULATING PRESENTATION SLIDES PRESENTATION CHAPTER 12 POPULATING changes to object box with handles. PowerPoint surrounds the PowerPoint resizes the object. BB AA

deselect it. object along only one side. object. object’s height and width at the same time. a handle. or outward to resize the slide want to resize to select it. want to resize to RESIZE A SLIDE OBJECT A SLIDE RESIZE to change the size of a slide object. When you select an object in a PowerPoint slide, handles an object in a PowerPoint slide, of a slide object. When you select to change the size to make the object larger or smaller. object; you can use these handles appear around that After you insert an object, such as a text box, table, chart, picture, video clip or any other video clip or table, chart, picture, such as a text box, insert an object, After you the in order to achieve it larger or smaller you need to make you may find that element, for more box to make room to resize a text you might want For example, desired effect. it easy Fortunately, PowerPoint makes object to enlarge the artwork. text or resize a picture Release the mouse button. Click outside the slide object to Click and drag the handle inward Position your mouse pointer over that you Click the slide object 44 55 33 22 11

Drag a corner handle to resize the Drag a side handle to resize the The 18_711293-ch12.indd 14318_711293-ch12.indd 143 19_711293-ch13.indd 14419_711293-ch13.indd 144 144 slides. To doso,pressandhold Note: Youcanmovemultipleslidesatonce. Move SlidesinNormalView

3 2 1 Releasethemousebutton. InNormalview,clicktheslide Dragtheslidetoanewlocation You canmoveindividualslidesormultipleatonce. Sorter button.ToswitchbacktoNormalview,clickthebuttoninViewtab.) Normal view.(ToswitchtoSlideSorterview,clicktheViewtabandthen makes iteasytochangetheslideorderinSlideSortervieworbyusingSlidestab appear laterinthepresentationorswaporderoftwoside-by-sideslides.PowerPoint You canchangetheorderofyourslides.Forexample,youmaywanttomoveaslide REORGANISE SLIDES Slides tab. that youwanttomoveonthe on thetab.

A PowerPointmovestheslide. ASSEMBLING AND PRESENTING A SLIDE SHOW SLIDE PRESENTING A CHAPTER 13ASSEMBLINGAND asyouclickthe 1 2 A 6/24/10 10:35PM 145 6/24/10 10:35 PM6/24/10 10:35 PM 11 AA 2 as you click CHAPTER 13 ASSEMBLING AND PRESENTING A SLIDE SHOW ) appears to the slide next PowerPoint moves the slide. in Slide Sorter view. To unhide To in Slide Sorter view. these steps. repeat the slide, it in Slide Sorter or in view the Slides tab and choose the menu Delete Slide from that appears. tab Slide Show click the view, and then click the Hide Slide The Hide Slide icon button. ( a slide. Switch to Slide Sorter Switch a slide. AA To delete a slide, right-click delete a slide, To If you need to, you can hide If you need to,

in the presentation. that you want to move. that you Release the mouse button. a new location Drag the slide to the slide view, click In Slide Sorter 33 22 11

View slides at once. Note: You can move multiple hold To do so, press and Move Slides in Slide Sorter Sorter in Slide Slides Move each slide. 19_711293-ch13.indd 14519_711293-ch13.indd 145 19_711293-ch13.indd 14619_711293-ch13.indd 146 146 PowerPointstartstheshowand TheRecordSlideShowdialog

3 2 1 Click the Click Click receive thefullimpactofyourpresentation.PowerPointsavesrecordednarrationalong computer hasamicrophone).Thatway,youneednotbepresentforyouraudienceto to recordanarrationtrackgoalongwiththeshow(assuming,ofcourse,thatyour during yourpresentation.Alternatively,youcanusePowerPoint’sRecordNarrationfeature Many presentationsbenefitfromnarration.Onewaytoprovidenarrationissimplyspeak each slideforwhichyouhaverecordednarration. with thepresentationfile.Whenyoufinishrecording,anaudioiconappearsatbottomof RECORD NARRATION Ribbon. your narration. computer’s microphonetorecord you canbegintalkingintothe box appears.

You cantimeexactly how long A D B C saves thetimingsforuse when presentation. PowerPoint each slidedisplaysduringa Click Click Click MakesuretheNarrations current slide. is selected. and laserpointercheckbox recording. slide intheshow. Start Recording. Record SlideShow. Slide Showtabonthe topausethe tomovethenext tostartoveronthe ASSEMBLING AND PRESENTING A SLIDE SHOW SLIDE PRESENTING A CHAPTER 13ASSEMBLINGAND Timings button. Show tab. Clickthe Rehearse your audience. ClicktheSlide you present theslideshow to B C D 1 A 3 2 6/24/10 10:35PM 147 6/24/10 10:35 PM6/24/10 10:35 PM C D E 11 4 A BB 2 CHAPTER 13 ASSEMBLING AND PRESENTING A SLIDE SHOW Slide Show tab on the OK. Set Up Slide Show. specify how each slide advances. monitors, you can use the Multiple Monitors settings to specify what monitor to use. control looping, narration, and animation. how the slide show is presented. the show. specify what slides appear in The Show Type settings specify The Advance Slides settings The Show Options settings Slides settings The Show If your system has multiple EE CC BB DD AA

assign to the show. Ribbon. appears. SET UP A SLIDE SHOW A SLIDE UP SET can then use his or her mouse pointer to draw on or point to slides. To set up your slide point to slides. To set up your slide her mouse pointer to draw on or can then use his or Set Up Show dialog box. show, you use the You can set up how you want your presentation to run. For example, you can specify example, you can to run. For your presentation set up how you want You can narration or shown without back in full, be be played it should loop continuously, whether than, for a speaker (rather be presented by presentation will and more. If the animations the pen and laser pointer; the speaker kiosk), you can choose a colour for example, run at a Click Set any options that you want to Click Click the Click 44 33 22 11

The Set Up Show dialog box 19_711293-ch13.indd 14719_711293-ch13.indd 147 19_711293-ch13.indd 14819_711293-ch13.indd 148 148 PowerPointswitchestoSlide

3 2 1 Clickanywhereintheslideto Click the Click the critical pointonaslide.Youcanendslideshowatanytimebypressing tools andcolours.)Forexample,youmightcircleanimportantsalesfigureorunderlinea draw directlyonthescreenusingmousepointer.(Youcanchoosefromseveralpen To enrichtheexperienceforyouraudience,youcanusePowerPoint’spointeroptionsto slides foryou. buttons thatappearon-screen;alternatively,youcaninstructPowerPointtoadvancethe displays full-screenimagesofyourslides.Youcanadvanceeachslidemanuallybyclicking You canrunaslideshowpresentationusingPowerPoint’sSlideShowview.view RUN ASLIDESHOW the Nextbutton( advance tothenextslideorclick button. slide. Show modeanddisplaysthefirst

A B Toreturntoapreviousslide, Whenyoumovethemouse buttons appear. corner, faintslideshowcontrol pointer tothebottomleft button ( you canclickthePrevious Slide Showtab. From Beginning ASSEMBLING AND PRESENTING A SLIDE SHOW SLIDE PRESENTING A CHAPTER 13ASSEMBLINGAND ). ). B A 3 2 . 1 6/24/10 10:35PM 149 6/24/10 10:35 PM6/24/10 10:35 PM 2 AA E 44 1 D CC . . ). CHAPTER 13 ASSEMBLING AND PRESENTING A SLIDE SHOW clicking the Pause command. clicking the clicking the End Show command. commands, click commands, pen colour. You can click here to choose a pause the show by You can of slide show To view a menu You can end the show early by EE CC DD AA

presentation. click anywhere on the screen. click anywhere on slide. Pen button ( is complete, When the slide show Click and drag to draw on the During the slide show, click the Click a pen style. 44 33 11 22

Draw on Slides While Presenting the Show closes the PowerPoint To erase your markings, press 19_711293-ch13.indd 14919_711293-ch13.indd 149 CONTENTS 152 Chapter 14 Database Basics

166 Chapter 15 Adding, Finding and Querying Data

20_711293-pp05.indd 15020_711293-pp05.indd 150 6/24/10 8:56 PM6/24/10 8:56 PM CHAPTER VACCESS Access is a robust database program you can use to store and manage large quantities of data. You can use Access to manage anything from a home inventory to a database of clients to a giant warehouse of products. Access can help you organise your information into tables, speed up data entry with forms and perform powerful analysis using filters and queries. In this part, you learn how to build and maintain a database file, add tables, create forms, enter data into your database and analyse your data using filters, sorting and queries. You also learn how to run reports on your data.

20_711293-pp05.indd 15120_711293-pp05.indd 151 6/24/10 8:56 PM6/24/10 8:56 PM 21_711293-ch14.indd 15221_711293-ch14.indd 152 152

6 5 4 3 2 1 Tochangethenameof Clickatemplate. Click the Tochangethefolderinwhich Click Click database bydeterminingthepresettablesandfieldsthatareincludedinfile. forms, whichyoucanpopulatewithyourowndata.Youcontrolthestructureof When youcreateanewdatabaseusingtemplate,theincludespre-builttablesand download. and events.YoucanalsologontotheOfficeWebsitetofindnewtemplatesyou the Businesscategoryincludestemplatesforcreatingcontactlists,assets,marketingprojects You canbuildanewdatabasebasedonanyofthepredefinedAccesstemplates.Forexample, CREATE ADATABASEBASEDONTEMPLATE the FileNamefield. database, typeanewnamein the Browsebutton( database filewillbestored,click

A Youcanalsodownload Office.com Templates. template categoryunder Web sitebyclickinga templates fromtheOffice Sample templates. New. File tab. ). CHAPTER 14DATABASE BASICS 1 2 4 A 5 3 6 6/24/10 8:57PM 153 6/24/10 8:57 PM6/24/10 8:57 PM 99 8 7 DATABASE BASICS CHAPTER 14 DATABASE OK. Create. you can always remove fields remove you can always that you do not use at a later fields help removing (For time. see the section a table, from Table” a “Delete a Field from later in this chapter.) kinds of information you want kinds of information you want in your database and to track what sorts of reports and to generate queries you want best For your data. to view use the suggested fields; results, need in your database, do a need in your database, Decide what little planning. To determine what fields you determine what fields To database based on the template you chose and opens a new table, ready for data. Database dialog box. Database which you want to store the want to store the which you file. database Click Click in select the folder Locate and 88 99 77

Access creates a new, blank the File New Access launches 21_711293-ch14.indd 15321_711293-ch14.indd 153 21_711293-ch14.indd 15421_711293-ch14.indd 154 154 AccesslaunchestheFileNew

7 6 5 4 3 2 1 Click Locateandselectthefolderin Click the Tochangethefolderinwhich Typeanameforthedatabasein Click Click When youcreateanewdatabasefile,AccesslaunchestheFileNewDatabasedialogbox database objectsyourwillinclude. create anew,blankdatabase.Youcanthendecidewhattables,fields,formsandother If youdeterminethatnoneofthepredefinedAccesstemplatessuitsyourpurposes,can the databasefilewillbestored. and promptsyoutoassignanamethefile.Youalsospecifyfolderdriveinwhich CREATE ABLANKDATABASE database file. which youwanttostorethe the Browsebutton( database filewillbestored,click the FileNamefield. Database dialogbox. OK. Blank database. New. File tab. ). CHAPTER 14DATABASE BASICS 1 2 3 6 4 7 5 6/24/10 8:57PM 155 6/24/10 8:57 PM6/24/10 8:57 PM 88 launch an Open dialog box, box, launch an Open dialog locate and select the database file and click Open. click Recent click the File tab, and click the database in the If the Recent Databases list. database is not listed in the click Recent Databases list, choose Open to the File tab, To open an existing database, database, open an existing To DATABASE BASICS CHAPTER 14 DATABASE ). Click the button ). Create. You can collapse the pane You the on-screen to increase simply click the workspace; Shutter Bar Open/Close button ( pane, on the left, to open left, on the pane, database objects. various again to expand the pane. to expand again You can use the Navigation can use the Navigation You database and opens a new table, ready for data. Click 88

Access creates a new, blank 21_711293-ch14.indd 15521_711293-ch14.indd 155 21_711293-ch14.indd 15621_711293-ch14.indd 156 156 to learnmoreaboutDatasheetview. Note: Seethe“ChangeTableViews”section

4 3 2 1 Tonameafield,clicktheClick Withyourdatabaseopenin Clickthetypeoffieldyouwantto Click the individual unitsofinformationcontainedwithinarecord. row inatableisconsideredrecord.Youcanusecolumnstoholdfields,whicharethe addresses, phonenumbers,companynames,titlesande-mailaddressesofyourclients.Each columns androwsthatintersecttoformcellsforholdingdata.Atablemightlistthenames, Access databasesstorealldataintables.A create appearlistedintheNavigationpane;simplydouble-clickatableobjecttoopenit. If youneedtoaddatabledatabase,caneasilydoso.Allobjectsthat CREATE ANEWTABLE column. to Addlinkatthetopoffield Access, clicktheCreatetab. add (here,Text).

A Accesscreatesanewtable view. and displaysitinDatasheet Table button. CHAPTER 14DATABASE BASICS table isalistofinformationorganisedinto 2 1 A 3 4 6/24/10 8:57PM 157 6/24/10 8:57 PM6/24/10 8:57 PM 7 1010 8 9 . field label and type a new field label and type a new press When you finish, name. table. To do so, double-click the double-click do so, To table. 55 You can rename fields in any fields in any can rename You DATABASE BASICS CHAPTER 14 DATABASE ). to create 3 to 5 to create . . Access asks you to . OK. Yes. the Navigation pane and press pane and press the Navigation permanently removing the permanently removing data that along with any table, attempting Before it contains. that ensure a table, to remove it does not contain any important data that you need. confirm the deletion before confirm the deletion before To delete a table, select it in delete a table, To database objects in the Navigation database objects in the Navigation pane. table changes. fields, close the table by clicking fields, close the table the Close button ( press for the table. more fields Click Click Type a name for the table. Repeat Steps Repeat adding When you are finished and for the field Type a name 88 99 66 77 55 10 10

Access lists the table among the prompts you to save the Access The Save As dialog box appears. 21_711293-ch14.indd 15721_711293-ch14.indd 157 21_711293-ch14.indd 15821_711293-ch14.indd 158 158 AccessdisplaysthetableinDesign top halfoftheViewbutton. Datasheet viewtoDesignisclickthe Note: Anevenquickerwaytoswitchfrom Switch toDesignView

3 2 1 Click the Click ClickthebottomhalfofView the typeofdatathatisallowedwithinafield,suchastextornumberdata. new fieldnamesintheFieldNamecolumn.Youcanalsochangeor their propertiesandmodifythedesignoftable.Forexample,youcanaddfieldsbytyping you canenterdata.InDesignview,viewtheskeletalstructureofyourfieldsand view. InDatasheetview,thetableappearsasagridofintersectingcolumnsandrowswhere You canviewyourtabledatausingtwodifferentmodes:DatasheetandDesign CHANGE TABLEVIEWS Ribbon. button. properties. view, showingthetable’sfield Design View. Home tabonthe CHAPTER 14DATABASE BASICS 2 1 3 6/24/10 8:57PM 159 6/24/10 8:57 PM6/24/10 8:57 PM 11 2 how many characters the field many how whether it can be can contain, left blank and other properties. enables you to change the specifying design of a field, The Field Properties area DATABASE BASICS CHAPTER 14 DATABASE tab on the Home tab on the . Datasheet View PivotTable and to see various and to see various PivotTable of representations graphical Access help See the the data. about the files to learn more and PivotChart PivotTable features. can use PivotTable view to view can use PivotTable summarise and analyse data by can You fields. different viewing use the PivotChart to feature version of a a graphical create If you create a PivotTable, you a PivotTable, If you create Datasheet view of the table. Ribbon. button. Click Click the Click half of the View Click the bottom 33 11 22

Access displays the default An even quicker way to switch from Note: An even quicker way view is to click the Design view to Datasheet button. top half of the View Switch to Datasheet View to Datasheet Switch 21_711293-ch14.indd 15921_711293-ch14.indd 159 21_711293-ch14.indd 16021_711293-ch14.indd 160 160 Accessmovesthefieldto The Accessaddsthenewfield. Move aField Add aField

3 2 4 3 2 1 1 In Datasheet view, click the column InDatasheetview,clickthecolumn Openthetabletowhichyouwant Click the Clickacolumnheader.Accesswill Releasethemousebutton. Dragthecolumntoanew IntheAdd&Deletegroup,click makes iteasytomoveafieldinyourtablechangehowyouviewandenterrecorddata. it appearsbeforeanotherfieldtosuitthewayyoutypeyourrecorddata.Fortunately,Access fields appearinthetabledoesnotsuityourneeds.Ifso,youmaywanttomoveafieldsothat If youbuiltyourdatabasefromapredefinedtemplate,mayfindthattheorderinwhich track eachproduct’savailability. Alternatively, youmayneedtoaddafieldtablethatcontainscatalogueofproducts you mayneedtoaddaseparatefieldContactstableformobilephonenumbers. You canaddfieldstoyourtableincludemoreinformationinrecords.Forexample, ADD ORMOVEAFIELDINTABLE the columnyouselect. add thenewfieldtorightof new location. position inthetable. you wanttoadd(here,Text). the buttonfortypeoffield move. header forthefieldyouwantto to addafieldinDatasheetview.

A Aboldvertical linemarksthe new locationofthecolumn. changesto Fields tab. . CHAPTER 14DATABASE BASICS 4 1 A 2 1 3 2 6/24/10 8:57PM 161 6/24/10 8:57 PM6/24/10 8:57 PM 3 3 2 11 2 44 1 DATABASE BASICS CHAPTER 14 DATABASE Fields tab. Delete button. Hide Fields. the table. field you want to hide. field you want to remove. record content for the field from edit in Datasheet view. edit in Datasheet DELETE OR HIDE A FIELD IN A TABLE A IN A FIELD OR HIDE DELETE of products might include a field indicating the country in which the product was include a field indicating the country of products might to view on a regular basis. When that you may not need manufactured – information unhide it. view the field again, you can easily you are ready to You can delete a field that you no longer need in a table. For example, if you are working on aexample, if you are in a table. For you no longer need delete a field that You can no field, but your company contains a Pager information that of employee contact database remove a field, field. When you opt to delete that pagers, you might the use of longer supports in the table. for every record within the field any data contained removes Access permanently view on a regular basis but that you fields that you do not want to If your table contains a table containing a catalogue you can hide them. For example, do not want to delete, Right-click the selection. Click Click the column header for the Click the Click you want to Open the table that the Click Click the column header for the 22 33 11 44 11 22 33

field next to the hidden field, click Unhide Fields, select the column and click OK. Note: To view the field again, right-click the Hide a Field Delete a Field Access hides the field. Access removes the field and any 21_711293-ch14.indd 16121_711293-ch14.indd 161 21_711293-ch14.indd 16221_711293-ch14.indd 162 162 Accesscreatestheform.

3 2 1 Click the Click the Openthetableonwhichyou particularly ifotherusersareaddinginformationtoyourdatabaselist. which enableyoutoenterrecordsoneatatime,aregreatwayspeedupdataentry, a formbasedontable,Accessinsertsfieldintotheforeachintable.Forms, Forms presentyourtablefieldsinaneasy-to-read,fill-in-the-blankformat.Whenyoucreate Alternatively, youcancreateaformbasedonyourtabletosimplifydataentry. One waytoenterdataintoyourdatabaseistypeitdirectlyanAccesstable. CREATE AFORM Create tab. want tobaseaformandclickthe close theform. Close button( Form button. CHAPTER 14DATABASE BASICS ) to 1 2 3 6/24/10 8:57PM 163 6/24/10 8:57 PM6/24/10 8:57 PM 6 44 55 from the list onto the form. You You the list onto the form. from can populate the form with as fields as you need. many tab. Click the tab. the Create Access button. Blank Form opens a blank form and a list all of containing the fields from To the tables in the database. it drag add a field to the form, To create a blank form, click a blank form, create To DATABASE BASICS CHAPTER 14 DATABASE Delete button or click the OK. Yes. on the Home tab. Access asks on the Home tab. you to confirm the deletion; click Yes. Navigation pane. Then press pane. Navigation To delete a form, click it in the delete a form, To changes. database objects in the Navigation database objects in the Navigation pane. Type a name for the form. Click Click 55 66 44

Note: After you save a form, you can reopen pane. it by double-clicking it in the Navigation The Save As dialog box appears. you to save your Access prompts Access lists the form among the 21_711293-ch14.indd 16321_711293-ch14.indd 163 21_711293-ch14.indd 16421_711293-ch14.indd 164 164 Access displaystheformin Accessdisplaystheformin Switch toLayoutView Switch toDesignView

3 2 1 3 2 1 Click Clickthebottomhalfof Click the Click the Click Clickthebottomhalfof Form viewtoDesignLayoutandback. form controlsandadjusttheirsizesdirectlyontheform.Accessmakesiteasytoswitchfrom contains thedataandlabelthatidentifiesdata.InLayoutview,youcanrearrange appears asaseparate,editableelement.Forexample,inthisview,youcanedittheboxthat view isthedefault;inthisview,youcansimplyenterdata.InDesigneachformobject You canviewyourformsinvariousways:Formview,DesignandLayoutview. CHANGE FORMVIEWS Layout view. View button. Ribbon. Ribbon. Design view. View button. To return toForm view, clickthe and thenclickForm View. bottom halfofthe View button Layout View. Design View. Home tabonthe Home tabonthe CHAPTER 14DATABASE BASICS 2 2 1 1 3 3 6/24/10 8:57PM 165 6/24/10 8:57 PM6/24/10 8:57 PM 3 2 2 3 11 11 DATABASE BASICS CHAPTER 14 DATABASE . or click the Delete changes to from the form. button on the Home tab. delete. edit in Layout view. new location on the form. to edit in Layout view. to edit in Layout to move. MOVE OR DELETE A FIELD IN A FORM IN A FIELD A OR DELETE MOVE Although you can move and delete fields in Design view or in Layout view, you might find it view or in Layout view, you might move and delete fields in Design Although you can to your form in Layout view. easier to make changes You can move a field to another location on your form. When you select a field for editing, the you select a field your form. When location on move a field to another You can the same time. and the label at both the field it easy to move is also selected, making field label both the data need to remove in a form. You you no longer need delete a field that You can the does not remove the field from label. Note that removing a form field box and the field form is based, or its data. table on which the Click the field that you want to Press Open the form that you want to Click and drag the field to the you want Open the form that Click the field that you want 22 33 11 33 11 22

Access repositions the field. Delete a Field Move a Field Access removes the field and label The 21_711293-ch14.indd 16521_711293-ch14.indd 165 22_711293-ch15.indd 16622_711293-ch15.indd 166 166 Accessmovesyourcursortothe

6 5 4 3 2 1 Repeat Steps Press Typethedesireddatain Press IntheNavigationpane,double- Press To movebackwardtoapreviouscell,press it. Youcanpress As yourtablegrowslonger,youcanusethenavigationbuttonsonkeyboardtonavigate it ifnecessary.YouaddandeditrecordsinatableDatasheetview. add appearattheendoftable.Afteryouenterarecordindatabasetable,canedit You buildadatabasebyaddingrecordstotableinthedatabase.Anynewthatyou ADD ARECORDTOTABLE have filledtheentirerow. selected cell. to addarecord. click thetabletowhichyouwant next cellintherow. next row,orrecord.

A B Bydefault,thefirstfieldin Accessopensthetable, automatically. for therecord.Thisvalueisset containing auniqueIDnumber each tableisanIDfield, cell ofthefirstblankrow. placing thecursorinfirst . . or 3 and4untilyou CHAPTER 15 ADDING, FINDING AND QUERYING DATA tomovethe tomovefromcelloryoucanpressthekeyboardarrowkeys. + 1 . B A 3 5 6/24/10 8:58PM 167 6/24/10 8:58 PM6/24/10 8:58 PM E F CC uniquelyprimary key automatically and stores aautomatically and stores record for each unique number into the database as it is entered identifies each record in a table. in a table. identifies each record the primary key tables, many For which is created is the ID field, A D 77 . ADDING, FINDING AND QUERYING DATA AND QUERYING FINDING ADDING, CHAPTER 15 2 to 6 to add more table. view different portions of the the first cell in the next row. the first cell dragging the column border left or right. moves your cursor to Access new record. Access adds the a column by You can resize the scroll bars to You can use FF EE table in Datasheet view. Click table in Datasheet view. to the left of the box the grey to delete. that you want record and then Right-click the record Click Ye. click Delete Record s table in Datasheet view, click table in Datasheet view, in the cell whose data you double-click to change, want the data to select it and type it. the data to replace over CC DD To delete a record, open the delete a record, To To edit a record, open the edit a record, To

records to the table. Repeat Steps Repeat 77

22_711293-ch15.indd 16722_711293-ch15.indd 167 22_711293-ch15.indd 16822_711293-ch15.indd 168 168 Accessopenstheform.

4 3 2 1 Press Click the Click the IntheNavigationpane,double- a Form.” record intheformwindowordertoeditit,seenextsection,“NavigateRecords After youenterarecordinform,canedititifnecessary.Forhelplocatingparticular presents eachfieldinyourtableasaboxthatyoucanusetoenterdata. record fieldsinaneasy-to-readformat.YouaddrecordstoaformFormview;thisview You canuseformstoquicklyaddrecordsyourAccessdatabases.Formspresent ADD ARECORDTOFORM Records group. to addarecord. click theformtowhichyouwant

A B C Bydefault,thefirstfieldisan Accessopensablankform, Iftheformisnotvisiblein value issetautomatically. number fortherecord.This ID field,containingaunique field. placing thecursorinfirst Navigation pane,click the Formsheading. locate thedesiredformunder choose ObjectTypeand New buttoninthe Home tab. . CHAPTER 15 ADDING, FINDING AND QUERYING DATA , 1 2 C A B 3 6/24/10 8:58PM 169 6/24/10 8:58 PM6/24/10 8:58 PM D . 77 55 and click Delete the Ribbon. Click the Delete the Ribbon. button’s open the form and navigate to open the form and navigate to that you want the record Click the Home tab on delete. . Click Ye. Record s To delete a record from a form, a form, from delete a record To ) . ADDING, FINDING AND QUERYING DATA AND QUERYING FINDING ADDING, CHAPTER 15 ). 5 and 6 until you or . you can click the Close button ( To close the form window, form, navigate to the record to the record navigate form, to change and that you want to the your edits directly make your When you save form data. Access changes, automatically updates the data in the table. button ( (Blank) Record New clicking the New by record on the form window’s on the form window’s bar (located along navigation the bottom of the form). DD To edit a record, open the edit a record, To You can also create a new a new can also create You next field in the form. next field record, ready for data. the form. have filled the entire form. selected field. selected Repeat Steps Repeat Press the desired data in Type the Press 77 88 55 66

your cursor to the Access moves Access displays another blank moves to the next field in Access 22_711293-ch15.indd 16922_711293-ch15.indd 169 22_711293-ch15.indd 17022_711293-ch15.indd 170 170 Accessdisplaystheform. Navigation pane,clickthe Note: Iftheformisnotvisiblein the desiredformunderFormsheading. the pane,chooseObjectTypeandlocate

2 1 IntheNavigationpane,double- Click the nextsection.) Search fieldforlocatingaspecificrecord.(Youlearnhowtosearchrecordinform locating andviewingdifferentrecordsinyourdatabase.Thenavigationbaralsocontainsa that appearsalongthebottomofformwindow.Thisnavigationbarcontainsbuttonsfor record inatable.Youcanlocaterecordsyouwanttovieworeditusingthenavigationbar containing otherrecords.Similarly,editingarecordinformmaybeeasierthan You mayfinditeasiertoreadarecordusingforminsteadofreadingfromlargetable NAVIGATE RECORDSINAFORM want tonavigate. click theformwhoserecordsyou Next Record( or forwardbyonerecord.

A D B C Click Accessdisplaysthepreviousor Click TheCurrentRecordbox Last Record( record inthetable. navigate tothefirstorlast next recordinthedatabase. viewing. indicates whatrecordyouare record. ( Previous Record( ) tostartanew,blank First Record( New (Blank)Record CHAPTER 15 ADDING, FINDING AND QUERYING DATA ) tomoveback alongthetopof ) to ) or ) or C C 1 B D A 2 6/24/10 8:58PM 171 6/24/10 8:58 PM6/24/10 8:58 PM 2 3 AA 11 along the top ADDING, FINDING AND QUERYING DATA AND QUERYING FINDING ADDING, CHAPTER 15 matching records. As you type, Access displays AA

the record you want to find (here, the record you want to find (here, a person’s last name). click the form containing the click the form containing to find. record you want SEARCH FOR A RECORD IN A FORM IN A RECORD A FOR SEARCH time-consuming, however, if the form contains many records. An easier approach is to search records. An easier approach is to if the form contains many time-consuming, however, accessible from the navigation bar. Access’s search functionality, also for the record using As mentioned, you may find it easier to read and edit records in a form than in a large table in a form than and edit records it easier to read you may find As mentioned, other records. containing in the the various buttons or edit is to use you want to view to locate records One way the Next Record button and so on. as the Previous Record button, navigation bar, such buttons.) This method can become section for help using these (Refer to the preceding Type a keyword that relates to Click in the Search field. pane, double- In the Navigation 33 22 11

Access displays the form. Note: If the form is not visible in the Navigation pane, click the locate the desired form under the Forms locate the desired form under the Forms heading. of the pane, choose Object Type and 22_711293-ch15.indd 17122_711293-ch15.indd 171 22_711293-ch15.indd 17222_711293-ch15.indd 172 172

Access sortsthetablerecords Click Click Sort aTable

4 3 1 2 Position your mouse pointer over Positionyourmousepointer over Openthetableyouwanttosort. Clickasortbutton. Click the (ascending) orfromZtoA(descending). descending order.Forexample,ifyouaresortingalphabetically,cansortfromAtoZ alphabetically orbasedonthepost(orZIP)code.Youcansortinascendingorder that youspecify.Forexample,withacontactsdatabase,mightsorttherecords Sorting enablesyoutoarrangeyourdatabaserecordsinalogicalordermatchanycriteria learn howtodoboth. You cansortrecordsinatableoryouuseformtorecords.Inthissection, SORT RECORDS pointer changesto which youwanttosort(themouse the columnheaderforfieldby based onthefieldyouchoose. records indescendingorder. records inascendingorder. Ribbon.

A B In the prompt box that appears Inthepromptboxthatappears Thisexample sortstherecords ascending order. alphabetically bylastnamein original orderintact. permanent orNotoleavethe can clickYestomakethesort when youclosethetable, Descending tosortthe Ascending tosortthe Home tabonthe CHAPTER 15 ADDING, FINDING AND QUERYING DATA ) andclick. 3 1 A B 4 2 6/24/10 8:58PM 173 6/24/10 8:58 PM6/24/10 8:58 PM 2 4 A 1 33 remove a sort a query from remove or (Queries and reports are report. in this chapter.) later covered Remove Sort button in the Remove the Sort on the & Filter group the tableThis returns Home tab. You to its original sort order. can also use this technique to BB To remove a sort order, click a sort order, remove To ADDING, FINDING AND QUERYING DATA AND QUERYING FINDING ADDING, CHAPTER 15 Home tab on the Descending to sort the Ascending to sort the records. alphabetically by last name in ascending order. buttons to view the sorted This example sorts the records You can use the navigation missing data, those records are are those records missing data, Records included in the sort. sortedwith empty fields are first when you perform an ascending sort and last with a descending sort. for which some records are are for which some records BB AA If you perform a sort on a field

records in descending order. records in descending based on the field you choose. Ribbon. order. records in ascending want to sort. Click a sort button. to sort. form you want Open the you field by which Click in the the Click 44 11 22 33

Sort Using a Form Using Sort Click Access sorts the table records Click 22_711293-ch15.indd 17322_711293-ch15.indd 173 22_711293-ch15.indd 17422_711293-ch15.indd 174 174 Accessfilterstherecords. Apply aSimpleFilter

5 4 3 2 1 Click the Clickinthefieldbywhichyou Opentheformyouwanttofilter. Clickacriterion. Click the exclusion –thatis,filteroutrecordsdonotcontainthesearchcriteriayouspecify. who hasabirthdayinJuneorallproductswithinparticularcategory.Youcanalsofilterby you maywanttoviewallclientsbuyingaparticularproduct,anyoneincontactsdatabase You canuseanAccessfiltertoviewonlyrecordsthatmeetcriteriayouset.Forexample, can filterseveralfieldsusingtheFilterbyFormcommand. You canapplyasimplefilterononefieldinyourdatabaseusingtheSelectiontooloryou FILTER RECORDS Ribbon. want tofilter.

A B C Toundoafilter,clickthe Youcanusethenavigation Inthisexample,Accessfinds Toggle Filterbutton. records. buttons toviewthefiltered criterion. two recordsmatchingthefilter Home tabonthe Selection button. CHAPTER 15 ADDING, FINDING AND QUERYING DATA 1 3 5 A B 4 C 2 6/24/10 8:58PM 175 6/24/10 8:58 PM6/24/10 8:58 PM 6 4 8 3 5 B 1 22 records with the value Jones with the value records Smith in the OR the value Last Name field. OR criteria enable you to that match display records one set of criteria or another. you might set up example, For your filter to display only those

AA ADDING, FINDING AND QUERYING DATA AND QUERYING FINDING ADDING, CHAPTER 15 5 and 6 to add that appears and that appears and Toggle Filter button. tab on the Home tab on the Advanced button. . Filter By Form the tabs at the bottom of the form. You can set OR criteria using Selection button on the Home tab and then click an exclusion Access filters out any option. that do not contain records the data found in the field that you selected. in the form field on which Click the to filter. you want AA To filter by exclusion, click exclusion, filter by To

choose a criterion. the Toggle Filter button again. more criteria to the filter. want to filter. Ribbon. Click the Click Click the Click Steps Repeat Click which you Click in the field by to filter. form you want Open the the Click the Click 88 66 77 44 55 11 22 33

Filter by Form Filter Access filters the records. To remove the filter, you can click blank form appears. A 22_711293-ch15.indd 17522_711293-ch15.indd 175 22_711293-ch15.indd 17622_711293-ch15.indd 176 176 TheNew FormattingRuledialog TheConditionalFormattingRules

8 7 6 5 4 3 2 1 Click the Click the Clickthefieldtowhichyouwant Opentheformtowhichyou Click Specifyhowvaluesthatmeetyour Setthecriteriayouwanttouse Click the in afieldmustmeet.Valuesthatmeetthecriteriaareformattedusingsettingsyouspecify. You applyconditionalformattingbycreatingarule,whichspecifiesthecriteriathatvalue feature toalertyouifsalesfiguresfallbelowwhatisrequiredforbreakeven. example, ifyourdatabasetracksweeklysales,youmightsetupAccess’sConditionalFormatting bold textorafillcolour,todatainformwhenthemeetsspecifiedcondition.For You canuseAccess’sConditionalFormattingtooltoapplycertainformattingattributes,suchas USE CONDITIONALFORMATTING box opens. to applyconditionalformatting. formatting inLayoutview. want toapplyconditional criteria shouldbeformatted. apply conditionalformatting. Formatting button. Manager dialogboxopens. OK. New Rulebutton. Format tab. Conditional CHAPTER 15 ADDING, FINDING AND QUERYING DATA 1 5 7 8 2 3 6 6/24/10 8:58PM 4 177 6/24/10 8:58 PM6/24/10 8:58 PM 9 33 4 2 A BB ADDING, FINDING AND QUERYING DATA AND QUERYING FINDING ADDING, CHAPTER 15 Delete Rule button. OK. OK. formatting. the criteria you set. the criteria a rule based on Access creates conditional Access applies the BB AA

formatting. 1 to 4 on the previous page.) rule you want to remove. Rules Manager dialog box. (To open this dialog box, follow Steps Click Click the conditional formatting the Click Open the Conditional Formatting Click 44 22 33 11 99

Remove Conditional Formatting Access removes the conditional 22_711293-ch15.indd 17722_711293-ch15.indd 177 22_711293-ch15.indd 17822_711293-ch15.indd 178 178 TheSimpleQueryWizardopens. Create aQuery

10 9 8 7 6 5 4 3 2 1 Click the Openthetableorformforwhich Repeat Steps Click the IntheAvailableFieldslist,clicka Click the Click Click Click the

analysis. ThereareseveraltypesofQueryWizard.TheseincludeSimple,whichiscovered You canusetheQueryWizardtohelpyouselectwhatfieldswantincludein Queries aresimilartofiltersbutofferyougreatercontrolwhenitcomesviewingrecords. especially usefulwhenyouwanttogleandatafrommultipletables. You canuseaquerytoextractinformationthatyouwantviewindatabase.Queriesare related recordsinanothertable. records withduplicatefieldvalues;andFindUnmatched,tofindinonetableno here; Crosstab,todisplayinformationinaspreadsheet-likeformat;FindDuplicates,find PERFORM ASIMPLEQUERY Click Next. Ribbon. you wanttoperformaquery. more fieldstoyourquery. field toincludeinthequery. you wanttobasethequery. and choosethetableonwhich A

A New Querydialogboxappears. Thefield isaddedtothe Selected Fieldslist. OK. Simple QueryWizard. Query Wizardbutton. Create tabonthe Add button( Tables/Queries 7 and8toadd CHAPTER 15 ADDING, FINDING AND QUERYING DATA ).

2 1 3 8 7 6 10 A 6/24/10 8:58PM 179 6/24/10 8:58 PM6/24/10 8:58 PM 1111 1313 33 1212 1 2 filtering features to furtherfiltering features define your query results. You can use the sorting and You at the ADDING, FINDING AND QUERYING DATA AND QUERYING FINDING ADDING, CHAPTER 15 View button again to View button to switch Open the query to Open the Finish. button. This opens button. Table Show box, dialog Table the Show you can add another where table to the query and choose among the available from fields to customise the query. the query. Switch to Design the query. click the Design tab on view, the Ribbon and then click the You can add another table to You the fields. switch back to Datasheet view to see the results. matching the criteria. type the data that you want to view. to Design view. Navigation pane to open it. Navigation pane to radio button. view information Click the Click Click a name for the query. Type Click in the Criteria field and the Click Click the Click in the Double-click the query 33 44 22 11 12 12 13 13 11 11

query datasheet appears, listing A If it is not visible, click the Note: If it is not visible, click Add Criteria to the Query Add Criteria to top of the pane, choose Object Type and top of the pane, choose locate the query under the Queries heading. The table shows only the records 22_711293-ch15.indd 17922_711293-ch15.indd 179 22_711293-ch15.indd 18022_711293-ch15.indd 180 180 Accesscreatesasimplereport Create aSimpleReport

3 2 1 Click the Openthetableforwhichyou Click the tables, thetablesmusthaveadefinedrelationship.) contain datafrommultipletablesinadatabase.(Notethattousefieldstwoormore simple report,whichcontainsallthefieldsinasingletable,orcustomcan You canuseAccesstocreateareportbasedononeormoredatabasetables.Thisbe steps necessarytoturncomplexdatabasedataintoaneasy-to-readreport. To createacustomreport,youcanusetheReportWizard;itguidesthroughall CREATE AREPORT Ribbon. want tocreateasimplereport. based onthetableyouselected. Table relationships enableyou click theDatabase To definetablerelationships, have ordered thesameproduct. who to locateallcustomers perform aquery, forexample, relationship defined, youcould orders. With thattable and atablecontainingcustomer customer contactinformation between atablecontaining might definearelationship for analysis. For example, you to combinerelated information Create tabonthe Report button. CHAPTER 15 ADDING, FINDING AND QUERYING DATA Tools tab predefined.) relationships are certain your databasefrom atemplate, Relationships. (Ifyoucreated in theRibbonandthenclick 1 2 A 3 6/24/10 8:58PM 181 6/24/10 8:58 PM6/24/10 8:58 PM A 4 1111 33 B continued 1010 8 6 9 ). To To ). ). 5 2 1 button ( the Remove the report in the Wizard by by Wizard the report in the clicking the Back button until first the wizard’s you reach Then click the field screen. in the to remove you want Selected Fields list and click remove all the fields, click the fields, all the remove All button ( Remove You can remove a field from a field from can remove You

). ). ADDING, FINDING AND QUERYING DATA AND QUERYING FINDING ADDING, CHAPTER 15 5 and 6 to add Tables/Queries Add button ( Create tab. Report Wizard Add button ( Next. Next. appears here. Selected Fields list. The field is added to the A preview of the grouping BB AA

and choose a table you want to and choose a table include in the report. group the data. more fields. that you want to include in the report. button. in a custom report. in a custom Click Click the Click Click Click the field you want to use to Repeat Steps Repeat Under Available Fields, click a field the Click Click the Click to include you want Open a table the Click the Click 88 99 77 55 66 44 11 22 33 11 11 10 10

Create a Custom Report a Custom Create Report Wizard opens. The 22_711293-ch15.indd 18122_711293-ch15.indd 181 22_711293-ch15.indd 18222_711293-ch15.indd 182 182 to descendingorder. default. ClicktheAscendingbuttontotoggle Note: Fieldsaresortedinascendingorderby Youcanaddmoresortfieldsas

12 14 13 15 Click Clickalayoutoption. Click Tosortyourdata,clickthefirst report, youcanprintit. change otherdesignaspectsofthereportbyopeningitinDesignview.)Afteryoucreate include Stepped,BlockandOutline,ineitherportraitorlandscapemode.(Notethatyoucan descending order.Thewizardalsopromptsyoutoselectalayoutforthereport.Options decide uponasortorder.Youcanrecordsbyuptofourfields,inascendingor As theReportWizardguidesyouthroughstepsforbuildingareport,areaskedto CREATE AREPORT needed. you wanttosort.

C Youcansetthe page andclickthefieldbywhich these options. orientation forareportusing Next. Next. CHAPTER 15 ADDING, FINDING AND QUERYING DATA (continued) 14 13 15 12 C 6/24/10 8:58PM 183 6/24/10 8:58 PM6/24/10 8:58 PM 1818 1616 1717 to open the Print dialog Print to open the Print dialog you can select where box, printing options.various Preview view, click the Print view, Preview tab and click the Preview Alternatively, Print button. click the File button and click To print a report Print from To DD ADDING, FINDING AND QUERYING DATA AND QUERYING FINDING ADDING, CHAPTER 15 Preview the report Preview Finish. displays it in Print Preview displays it in Print mode. Access creates the report and Conditional Formatting tab. button in the Format about conditional more (For to the section refer formatting, “Use Conditional Formatting” earlier in this chapter.) report using Design view. You You report using Design view. can change the formatting of and fields around move fields, apply can even You more. conditional formatting to clicking the the report by DD You can further customise a You

radio button. Click the Click Click a name for the report. Type 17 17 18 18 16 16

22_711293-ch15.indd 18322_711293-ch15.indd 183 CONTENTS 186 Chapter 16 Organising with Outlook

196 Chapter 17 E-mailing with Outlook

23_711293-pp06.indd 18423_711293-pp06.indd 184 6/24/10 9:00 PM6/24/10 9:00 PM CHAPTER VIOUTLOOK Outlook is a personal information manager for the computer desktop. You can use Outlook’s Calendar component to manage appointments in your calendar; its Contacts component to keep track of contacts; its Tasks component to organise lists of tasks you need to complete; its Mail component to send and receive e-mail messages; and more. You can perform a wide variety of everyday tasks from the Outlook window. In this part, you learn how to put Outlook to work for you using each of the major components to manage everyday tasks.

23_711293-pp06.indd 18523_711293-pp06.indd 185 6/24/10 9:00 PM6/24/10 9:00 PM 24_711293-ch16.indd 18624_711293-ch16.indd 186 186 OutlookdisplaystheCalendar

2 1 Click the Click the perform. You caneasilyswitchbetweencomponents,dependingonthetaskthatyouwantto Bar tohelpyoustayorganisedataglance. Tasks componentenablesyoutokeepato-dolist.Inaddition,OutlookfeaturesTo-Do Contacts componentenablesyoutomaintainadatabaseofyourcontacts.TheOutlook Outlook Calendarcomponentenablesyoutokeeptrackofappointments.The The OutlookMailcomponentenablesyoutosendandreceivee-mailmessages. organiser, withcomponentsforperformingcertaintasks:Mail,Calendar,ContactsandTasks. You canuseOutlooktomanageeverydaytasks.worksmuchlikeapersonal VIEW OUTLOOKCOMPONENTS Navigation pane. Navigation pane. component.

A YoucanusetheTo-DoBarto glance. see yourdailyitemsata Contacts buttoninthe Calendar buttoninthe CHAPTER 16ORGANISING WITH OUTLOOK 1 2 A 6/24/10 10:17PM 187 6/24/10 10:17 PM6/24/10 10:17 PM 33 ORGANISING WITH OUTLOOK CHAPTER 17 ORGANISING button in the Tasks button in click the component or Mail to set as folder that you want the component in the default and box dialog Select Folder boxes click OK in both dialog to close them. start Mail folder with a different such as or another component, click click the File tab, Calendar, Advanced. Options and click Under Outlook Start and Exit, Then button. click the Browse Mail component’s Inbox folder Inbox Mail component’s To when you start the program. By default, Outlook opens the By default, component. component. Navigation pane. Navigation Click the Click 33

Outlook displays the Tasks the Contacts Outlook displays 24_711293-ch16.indd 18724_711293-ch16.indd 187 24_711293-ch16.indd 18824_711293-ch16.indd 188 188 OutlookopenstheAppointment

6 5 4 3 2 1 Click the Typealocationforthe Typeanamefortheappointment. Click the Double-clickthetimeslotfor Clickthedateforwhichyouwant appointment (assuming,ofcourse,thatOutlookisrunning). reminder, Outlookdisplaysapromptboxatthedesignatedtimetoremindyouabout appointment, aswellsetupOutlooktoremindyouoftheappointment.Whena the startandendtimesofappointment.Youcanalsoenternotesabout whom youaremeeting,thelocationofappointment,dateappointmentand a newappointmenttotheCalendar,youfilloutdetailssuchasnameofpersonwith You canuseOutlook’sCalendarcomponenttokeeptrackofyourschedule.Whenyouadd SCHEDULE ANAPPOINTMENT appointment. Calendar component. Navigation panetoopenthe appointment thatyouwanttoset. to setanappointment. window, attheAppointmenttab. an endtimefortheappointment.

A B C Ifyoudidnotselectthecorrect Outlook addsthenameto ClicktheDateNavigator’s click theStarttime time slotinStep3,youcan window’s title. different month. arrow buttonstochoosea click astarttime. Calendar buttoninthe End time CHAPTER 16ORGANISING WITH OUTLOOK andset and A 2 A 1 4 3 5 6 C B 6/24/10 10:17PM 189 6/24/10 10:17 PM6/24/10 10:17 PM D F E you might categorise all work appointments as blue and all non-work appointments as red. to assign categories to your example, For appointments. Click the Categorize button Click the Categorize GG 77 ). to ORGANISING WITH OUTLOOK CHAPTER 16 ORGANISING Save & Close button. appointment in the Calendar. appointment in the change the reminder setting. change the the appointment here. You can type any notes about You can type any appointments scheduled appear bold in the Date Navigator. click the You can The days on which you have Outlook displays the FF E E E recurrence pattern and a range pattern and a range recurrence (if the appointments only Click occur for a set period). Recurring appointments OK. indicated on the Calendar are icon ( a recurrence by appointment. On the appointment. click the Appointment tab, In the button. Recurrence Appointment Recurrence select the box, dialog GG DD You can set up a recurring can set up a recurring You

or make changes, you can double- or make changes, click the appointment to reopen the Appointment window. reminder for the appointment. reminder Click the Click 77

view the appointment details To sets a Outlook automatically 24_711293-ch16.indd 18924_711293-ch16.indd 189 24_711293-ch16.indd 19024_711293-ch16.indd 190 190 OutlookdisplaystheEvent

5 4 3 2 1 Typealocationfortheevent,if Typeasubjectfortheevent. Click the Click Click the (For moreinformation,seethetipatendofthissection.) about theeventasneeded.Inadditiontoschedulingevents,youcanschedulemeetings. regular appointment,youenteranamefortheevent,specifylocationandnotes Scheduling aneventissimilartoschedulingaregularappointment.Aswith banners atthetopofscheduleddate. anniversary oraconference,youcanscheduletheactivityasanevent.Eventsappear If youneedtotrackanactivitythatlaststheentiredayorspansseveraldays,suchas SCHEDULE ANEVENT applicable. the Appointmentwindow. window, whichlooksthesameas

A Outlook addsthesubjectto the window’stitle. All DayEvent.. Home tab. New Itemsbutton. CHAPTER 16ORGANISING WITH OUTLOOK 1 2 3 4 5 A 6/24/10 10:17PM 191 6/24/10 10:17 PM6/24/10 10:17 PM B CC 66 button to open a Meeting then enter the window; information. requested other users, click the Home click other users, Meeting tab and click the New 7 To schedule meetings with To

ORGANISING WITH OUTLOOK CHAPTER 16 ORGANISING Save & Close button. to choose the date from a to choose pop-up calendar. a banner in the Calendar for the date of the event. each field’s You can click displays the event as Outlook a wizard to step you through to step you through a wizard After the publication process. your calendar is published, you to invite Outlook prompts the follow others it; to view instructions.on-screen click the Home tab, click click the Home tab, Publish Online and then click Outlook Publish to Office.com. with you to register prompts launching Office Online before CC BB To publish a calendar online, publish a calendar online, To

fields. and End time Start time Click the Click the event’s date in Enter the 77 66

Note: To edit an event, you can double-click in the event banner and make your changes the appointment window that opens. 24_711293-ch16.indd 19124_711293-ch16.indd 191 24_711293-ch16.indd 19224_711293-ch16.indd 192 192 Youcan press OutlookopensaContact

3 2 1 Fillinthecontact’sinformation. Click the Click the work phonenumber,theirmobilenumberandfaxnumber.Youcanalsoenternotes home address,theirbusinesse-mailphonenumber, Outlook Contacts,youcankeeptrackofinformationaboutyourcontactssuchastheir whom youwanttoremainintouch,suchasfamilymembers,co-workersandclients.Using You canuseOutlook’sContactscomponenttomaintaincontactinformationforpeoplewith information intoOutlook.Formoreinformation,seethetipatendofthissection. If youuseadifferentprogramtokeeptrackofyourcontacts,maybeableimportthat about acontact. CREATE ANEWCONTACT Contacts component. Navigation panetoopenthe field tofield. window. Contacts buttoninthe New Contactbutton. tomovefrom CHAPTER 16ORGANISING WITH OUTLOOK 2 1 3 6/24/10 10:17PM 193 6/24/10 10:17 PM6/24/10 10:17 PM 5 4 6 77 To field; add a subject, type add a subject, field; To and click your message text Send. a contact is to right-click the and then click Create contact, Outlook opens click E-mail. with the a Message window in the e-mail address contact’s One way to send an e-mail to One way

ORGANISING WITH OUTLOOK CHAPTER 16 ORGANISING Show button. button. Details Save & Close button. export that the contacts from Click the File file. to a program click Open and click tab, Import to open the Import and which steps you Wizard, Export the importthrough process. from another program, first another program, from To import a list of contacts To reopen the Contact window. and displays the contact in the and displays the contact Contacts list. double-click the contact to the contact, as needed. the contact, Click the Click about information Fill in additional the Click Click the the Click 55 66 77 44

saves the information Outlook To edit contact details, you can 24_711293-ch16.indd 19324_711293-ch16.indd 193 24_711293-ch16.indd 19424_711293-ch16.indd 194 194 OutlookdisplaysaTaskwindow.

7 6 5 4 3 2 1 Typeanoteordetailsaboutthe Click the Click the Click the Enteraduedateforthetask. Typeasubjectforthetask. Click the Outlook’s Notescomponentallowsyoutocreatenotesforyourself,muchlikeanelectronic to assigntasksotherpeople. date toeachtask,aswellprioritiseandcategorisetasks.YoucanevenuseOutlookTasks as adailylistofactivitiesorprojectstepsthatyouneedtocomplete.Youcanassigndue You canuseOutlook’sTaskscomponenttokeeptrackofthingsthatyouneeddo,such onto theWindowsdesktopforeasyviewing. such asappointmentsore-mailmessages,welldragthemfromtheOutlookwindow version ofyellowstickynotes.YoucanattachOutlookNotestootheritemsinOutlook, CREATE ANEWTASK task here. Tasks component. Navigation panetoopenthe progress option.

A B C Tosetacompletionamount, Youcansetaprioritylevel Outlookaddsthesubjectto Complete you canclickthe% for thetaskusing the window’stitle. Priority Tasks buttoninthe Save &Closebutton. Status New Taskbutton. . . andclicka CHAPTER 16ORGANISING WITH OUTLOOK 7 A 6 4 3 B 5 C 6/24/10 10:17PM 195 6/24/10 10:17 PM6/24/10 10:17 PM E DD 3 44 2 ) in ORGANISING WITH OUTLOOK CHAPTER 16 ORGANISING ). Notes button ( New Note button. the Tasks list. the Tasks To change your view of tasks To change your view can click in the Tasks list, you button and the Change View from the choose a view option menu that appears. displays the task in Outlook E E E DD

make changes, you can double- make changes, the Task click the task to reopen window. make changes, you can double- click the note to reopen it. Notes list. the Navigation pane to open the Notes component. Close button ( When you finish, click the note’s Click the Click Type your note text. Click the Click yellow note. Outlook displays a 44 22 33 11

task details again or To view the

Add a Note Outlook adds the note to the To view the note again or to 24_711293-ch16.indd 19524_711293-ch16.indd 195 25_711293-ch17.indd 19625_711293-ch17.indd 196 196 Outlookopensanuntitled Ifyouentermore than onee-mail

5 4 3 2 1 Typetherecipient’se-mail Click the Typeasubjecttitleforthe Click the Click the access atalatertimeinsteadofsendingit. your messageduringcurrentworksession,youcansavetheasadraftfor your Internetconnectiontosendamessage.Ifyoudonothavetimefinishcomposing what themessageisabout.Althoughyoucancomposeaoffline,mustlogonto type yourmessagetext.Youcanalsogivetheasubjecttitletoindicaterecipients in Outlook,youdesignatethee-mailaddressofmessagerecipient(orrecipients)and You canuseOutlooktocomposeandsende-mailmessages.Whenyouamessage COMPOSE ANDSENDAMESSAGE address. component. Navigation panetoopentheMail message. message window. with asemicolon(;)andspace. address, youmustseparatethem

A Ifthee-mail addressisalready click theTobuttonandselect in yourAddressBook,youcan the recipient’sname. Mail buttoninthe New E-mailbutton. Home tab. CHAPTER 17E-MAILING WITH OUTLOOK 3 A 2 5 4 6/24/10 10:18PM 197 6/24/10 10:18 PM6/24/10 10:18 PM CC B DD 6 8 7 field or click the Cc or Bcc your button to select it from contacts. fields to copy or blind carbon fields to copy the message to another copy Either type his or her recipient. in the directly e-mail address You can use the Cc or Bcc You

when E-MAILING WITH OUTLOOK CHAPTER 17 E-MAILING Sent Items folder in button and click Ye s Send. in the Item list. formatting buttons to change buttons to change formatting of your the appearance message text. message, you can click High message, you can Importance or Low Importance. you sent appears The message Outlook’s You can use for the To set a priority level click the message window’s click the message window’s the Drafts folder. When you are folder. the Drafts composing to continue ready click the Drafts your message, folder in the Folders list and messagedouble-click the saved to open it. prompted to save the message. the message. to save prompted the message inOutlook saves CC BB DD To save a message as a draft, message as a draft, a save To

stored in the Sent Items folder. the Navigation pane. Click the Click Click message text. Type the 88 77 66

to send the message. Messages you have sent are Normal. Note: You must be connected to the Internet By default, the message priority level is Note: By default, the message Outlook sends the e-mail message. 25_711293-ch17.indd 19725_711293-ch17.indd 197 25_711293-ch17.indd 19825_711293-ch17.indd 198 198 Outlook sendsthee-mailmessage TheInsertFiledialogboxappears.

6 5 4 3 2 1 Click the Createanewe-mailmessage, Click Click Locateandselectthefileyou Click the sending alargeattachment,checkwiththerecipienttoseeifhisorhersystemcanhandleit. Note thatsomee-mailsystemsarenotsetuptohandlelargefileattachments.Ifyou necessary softwareinstalled,thatpersoncanopenandviewthefileonhisorherownsystem. photo ofyourchild’sbirthdaytoarelative.Assumingthattherecipient’scomputerhas might sendanExcelworksheetorWorddocumenttoaworkcolleaguedigital You cansendfilesstoredonyourcomputertoothere-mailrecipients.Forexample,you SEND AFILEATTACHMENT message text. address, asubjecttitleandthe entering therecipient’se-mail and attachment. want tosend.

A Outlookaddsthefile the filesize. and displaysthefilename attachment tothemessage Send. Insert. Message tab. Attach Filebutton. CHAPTER 17E-MAILING WITH OUTLOOK 6 2 A 4 3 1 6/24/10 10:18PM 199 6/24/10 10:18 PM6/24/10 10:18 PM BB A 4 1 5 2 33 E-MAILING WITH OUTLOOK CHAPTER 17 E-MAILING Send/Receive tab. Send/Receive All Send/Receive All message window. are shown in the Reading pane. The contents of the message The message opens in a BB AA

Item list. messages. click the Inbox folder. Folders. account and downloads any new READ AN INCOMING MESSAGE INCOMING AN READ You can also view any files attached to the messages you receive (although you should never you receive (although you should any files attached to the messages You can also view Note that in order to receive e-mail you trust the person who sent it). open a file unless be connected to the Internet. messages, you must You can use Outlook’s Mail feature to access your e-mail account, download new e-mail download your e-mail account, feature to access use Outlook’s Mail You can can view a on-screen. You e-mail messages sent you and view that others have messages pane is not If the Reading in the Reading pane. window or in a separate message message from the list a display option Pane and choose Reading the View tab, click visible, click that appears. Double-click a message in the If the Inbox is not shown, you can Click a message in the Item list. Click Click the Click 55 33 44 22 11

warning dialog box appears; click Open to open and display the file in the appropriate program or click Save to save the attachment. Note: If the message contains a file attachment, double-click it to open it. A Outlook accesses your e-mail 25_711293-ch17.indd 19925_711293-ch17.indd 199 25_711293-ch17.indd 20025_711293-ch17.indd 200 200 Outlook sendsthee-mail Reply ToaMessage

4 3 2 1 Click the Openthemessagetowhichyou Click Typeyourreply. forward e-mailmessages. contents useful.NotethatyoumustbeconnectedtotheInternetinordersendrepliesor message thatyoureceivefromoneco-workertoanotherwhowillfindits You canalsoforwardthemessagetoanotherrecipient.Forexample,youmighta message’s Tofield. with youranswer.Whenyoureplytoane-mail,theoriginalsender’snameisadded example, ifyoureceiveane-mailmessagecontainingaquestion,canreplytothat You canreplytoane-mailmessagebysendingareturntheoriginalsender.For REPLY TOORFORWARDAMESSAGE to theoriginalsender. want toreply. message.

A B The originalsender’saddress Toreplytothesenderaswell appears intheTofield. button. you canclicktheReplyAll received theoriginalmessage, as toeveryoneelsewho Send. Reply buttontoreply CHAPTER 17E-MAILING WITH OUTLOOK 4 3 2 A B 1 6/24/10 10:18PM 201 6/24/10 10:18 PM6/24/10 10:18 PM 1 3 22 4 55 E-MAILING WITH OUTLOOK CHAPTER 17 E-MAILING and click Do not button on the button on Forward Send. Options dialog box, click Mail. box, Options dialog Under Replies and Forwards, to a click the When replying message original message when you All or Reply click the Reply this feature, turn off To button. click the File tab and then In the Outlook click Options. . include original message Click OK. By default, Outlook retains the Outlook retains By default, message. to add to the forwarded e-mail. address in the To field. to forward. Message tab. Type any message that you want Click Enter the recipient’s e-mail you want message that Open the the Click 44 55 33 11 22

Forward a Message a Forward Outlook forwards the e-mail 25_711293-ch17.indd 20125_711293-ch17.indd 201 25_711293-ch17.indd 20225_711293-ch17.indd 202 202 Outlook savesthecontact TheContactwindowopenswith

4 3 2 1 Click Click Right-clickthesender’sname. Openthemessagewhosesender from themessageitself.OncepersonhasbeenaddedtoOutlookContacts,ifyouwant information ofthesenderanymessageyoureceivetoyourOutlookContacts,directly that individualinOutlookContacts.Fortunately,makesiteasytoaddthecontact Suppose youreceiveane-mailmessagefromsomeoneanddonothavearecordfor message windowandchoosehisorhernamefromtheSelectNames:Contactsdialogbox. to sendanewmessagethatpersonatlatertime,youcanclicktheTobuttonin ADD ASENDERTOYOUROUTLOOKCONTACTS information. Contacts. Contacts. you wanttoaddyourOutlook address alreadyfilledin. the sender’snameande-mail

A Youcan addadditional information asneeded. Add toOutlook Save &Close. CHAPTER 17E-MAILING WITH OUTLOOK 4 A 2 3 1 6/24/10 10:18PM 203 6/24/10 10:18 PM6/24/10 10:18 PM 1 22 AA B E-MAILING WITH OUTLOOK CHAPTER 17 E-MAILING or click the Delete folder, click the Deleted Items folder, click the Folder tab and click Empty Folder. Items folder to view the message that you deleted. You can click the Deleted To empty the Deleted Items BB AA

from the Inbox and adds it to the Deleted Items folder. button on the Home tab. that you want to delete. that you want to DELETE A MESSAGE DELETE permanently remove deleted messages from your system, thereby maximising your deleted messages from your system, permanently remove Items folder on a regular basis. capacity, you should purge the Deleted computer’s storage As you receive more and more e-mail messages, you may find it difficult to keep your Inbox it difficult to keep you may find e-mail messages, more and more As you receive manageable and keep things to eliminate clutter organised. One way Outlook folders and other folders. other Outlook your Inbox and longer need from messages you no is to delete or any other Outlook folder, Outlook delete a message from your Inbox Note that when you it to the Deleted Items folder. To it from your system. Rather, it moves does not remove Press the message Locate and select 22 11

Outlook deletes the message 25_711293-ch17.indd 20325_711293-ch17.indd 203 25_711293-ch17.indd 20425_711293-ch17.indd 204 204 Outlook compressesthe Outlookexpandsthe

6 5 4 3 2 1 Click the Click the Click the Clicktheconversationheading. Click Click the messages inthatconversationtotheDeletedItemsfolder. relevance toyou,youcaninstructOutlookignoretheconversationandmoveall to theDeletedItemsfolder.Ifyouhavebeenincludedinaconversationthatisofno appear inyourInbox.YoucanuseOutlook’sCleanUpfeaturetomoveredundantmessages As variouspeoplecontributetoane-mailconversation,redundantmessagesmaybegin forwarded toothers,underasingleheading. compressing allrelatedmessages,includingmessagesthatyouhavesentasrepliesor thread, orconversation,intheItemlist.Thismakesyourlisteasiertonavigateby In Outlook2010Conversationview,youcangroupmessagesthatarewithinthesame VIEW CONVERSATIONS Conversations. in theArrangementgroup. the conversationheading. conversation, displayingonly conversation. related messages. conversation, displayingallthe conversation.

A Outlookorganisesyour message byconversation. Show Messagesin View tab. Conversations button toexpandthe tocompressthe CHAPTER 17E-MAILING WITH OUTLOOK 5 6 4 A 6/24/10 10:18PM 205 6/24/10 10:18 PM6/24/10 10:18 PM 5 1 4 4 22 22 1 3 3 E-MAILING WITH OUTLOOK CHAPTER 17 E-MAILING Home tab. Ignore button in the Home tab. Clean Up button in the Ignore Conversation. Clean Up. . Clean Up Conversation Deleted Items folder. box opens. conversation. Delete group. Deleted Items folder. to ignore. messages from the conversation. Delete group. dialog box opens. conversation you want to conversation clean up. Click Click the Click the Click Click the conversation you want Click Click the Click Click in the Click a message the Click 44 22 33 11 55 33 44 11 22

Ignore a Conversation Clean Up a Conversation Up Clean The conversation is placed in the Outlook removes the The Ignore Conversation dialog Messages are placed in the Outlook removes redundant Clean Up Conversation The 25_711293-ch17.indd 20525_711293-ch17.indd 205 25_711293-ch17.indd 20625_711293-ch17.indd 206 206 TheRulesandAlerts dialogbox TheCreateRuledialogbox Create aMessageRule

10 9 8 7 6 5 4 3 2 1 Click Clickthefolderwhereyouwant Click the Specifywhatyouwanttheruleto Clicktoselecttheconditionsthat Click the Clickthemessageonwhichyou Click Click Click specific folder. a specificsetofconditions,forexample,tosendmessagesfromcertainsenderinto You canuserulestodeterminewhatOutlookdoeswhenyoureceiveamessagethatmeets does notcontainanymessagesyouwanttoread. Junk E-mailfolder.Youshouldperiodicallyscanthecontentsofthisfoldertoensurethatit from specificWebdomainsbypassesyourInboxandisinsteaddepositedintotheOutlook your computeroften.Outlook’sJunkE-mailfeatureenablesyoutomakesurethate-mail Junk e-mail,alsocalledspam,isoverabundantontheInternetandlikelytofinditswayonto SCREEN JUNKE-MAIL Outlook tomovethemessages. appears. the itemtofoldercheckbox. In thisexample,selecttheMove do whentheconditionsaremet. you wanttoapply. want tobasearule. appears. OK. Create Rule. Rules. OK. Select Folderbutton. Home tab. CHAPTER 17E-MAILING WITH OUTLOOK 5 6 2 10 1 7 8 3 6/24/10 10:18PM 9 4 207 6/24/10 10:18 PM6/24/10 10:18 PM 55 4 4 2 A BB 3 E-MAILING WITH OUTLOOK CHAPTER 17 E-MAILING . . Home tab. Junk Home tab. Junk OK. Block Sender. OK. Junk E-mail Options . Junk E-mail Outlook applies. options to control the level of junk e-mail filtering that You can click one of these AA

to the Junk E-mail folder. has blocked the sender’s e-mail address and moved the message box appears. Click Click Click the message. the Click the Click Click Click the Click the Click Click 55 44 11 22 33 44 11 22 33

Designate a Message as Junk Designate a Message View Junk E-mail Options E-mail Junk View A message tells you that Outlook Junk E-mail Options dialog The 25_711293-ch17.indd 20725_711293-ch17.indd 207 INDEX

A bar tab button, 50 absolute references, 112 bookmarks, inserting, 69 Access Building Blocks Organizer, 41 adding buttons. See specific buttons records to forms, 168–169 records to tables, 166–167 C table fields, 160 Calendar component (Outlook), 186. See also changing views, 158–159, 164 scheduling conditional formatting, 176–177 Categorize button, 189 creating cells blank templates, 154–155 deleting, 96–97 208 databases based on templates, 152–153 entering data in worksheets, 82–83 forms, 162–163 referencing, 111 reports, 180–183 selecting, 84–85 tables, 156–157 typing into, 82 deleting form/table fields, 161, 165 wrapping data, 82 filtering records, 174–175 Center button, 46 moving form/table fields, 160, 165 centre-aligned tab button, 50 navigating form records, 170–171 Change All command, 75 queries, 178–179 charts, 120–121, 141 searching for form records, 171 Clear Formatting button, 55 sorting records, 172–173 click and drag process, 22 Add to Dictionary command, 74 Clip Art, 26–27 Add-Ins command, 58 Color button, 34 adjustments (colour), 34 Colors dialog box, 137 Align Left/Right button, 46 colour, 34, 45, 78 aligning text, 46, 138 colour scales, 91 appointments, scheduling, 188–189 column break, 61 arguments, constructing, 115 columns attachments, file, 198 adding, 92 auditing worksheets, 119 creating, 60–61 AutoComplete feature, 83 deleting, 97 AutoCorrect feature, 76–77 freezing, 94 AutoFill feature, 86, 87 resizing, 83 AutoSum function, 118 Columns button, 60 commands. See specific command names B comments, adding, 79 Back button, 13 composing messages, 196–197 Backspace command, 40 compressing images, 27

INDEX

26_711293-bindex.indd 20826_711293-bindex.indd 208 6/24/10 10:19 PM6/24/10 10:19 PM conditional formatting, 90–91, 176–177 fields from reports, 181 Contacts component (Outlook), 187, 192–193, 202 footer, 65 conversations, viewing, 204–205 form fields, 164–165 Copy button, 25 form records, 169 copying format, 55 data, 25 forms, 163 formats, 54 header, 65 worksheets, 102 index entry, 68 Corrections button, 34 messages, 203 cropping, 32–33 picture, 26 Custom Margins button, 53 Quick Access toolbar buttons, 11 Cut button, 25 slide objects, 142 cutting and pasting data, 25 slides, 145

sort order, 173 209 D styles, 57 data tab stops from ruler, 51 copying, 25 table fields, 161 cutting, 25 table records, 167 deleting, 96 tables, 157 filtering, 108–109 word from AutoCorrect, 77 finding and replacing, 104–105 worksheets, 103 moving, 24 Design tab, 63 pasting, 25 Design view (Access), 158, 164, 183 searching for, 105 dragging and dropping, 24 selecting, 22–23 sorting, 106–107 E data entry. See AutoFill feature effects, 35 database table, 106 elements of functions, 114 databases. See Access e-mail. See Outlook Datasheet view (Access), 159 endnotes, 65 decimal places, controlling, 89 events, scheduling, 190–191 decimal tab button, 50 Excel Decrease Indent button, 48 absolute references, 112 default margin settings, 53 adding Delete command, 40 columns, 92 deleting rows, 93 cell formatting, 97 worksheets, 98 cells, 96–97 applying functions, 116–117 Clip Art, 26 auditing worksheets, 119 columns and rows, 97 AutoComplete feature, 83 conditional formatting, 91 AutoFill feature, 86–87 data, 96 AutoSum function, 118

INDEX

26_711293-bindex.indd 20926_711293-bindex.indd 209 6/24/10 10:19 PM6/24/10 10:19 PM Excel (continued) printing, 20–21 changing saving, 16–17 font, 88 filtering, 108–109, 174–175 number formats, 89 Find button, 72 page setup options, 100–101 finding conditional formatting, 90–91 Clip Art, 27 creating files, 19 charts, 120–121 text, 72 formulas, 110–111 finding and replacing, 104–105 deleting Flip Horizontal/Vertical command, 31 data and cells, 96–97 flipping objects, 31 worksheets, 103 font, changing, 44–45, 88, 134–137 editing, 111, 117 Footer button, 64 entering cell data, 82–83 footers/footnotes, 64, 65 filtering data, 108–109 form fields, 164–165 210 finding and replacing data, 104–105 Format Painter button, 54 freezing columns and rows, 94 formatting. See also styles functions, types of, 114–115 conditional, 90–91, 176–177 gridlines, 101 copying, 54 inserting spreadsheet in text document, 63 deleting, 55 moving and copying worksheets, 102 removing, 97 naming saving formats, 17 ranges, 95 forms worksheets, 99 adding records, 168–169 printing worksheets, 101 creating, 162–163 referencing cells, 111 navigating records, 170–171 relative references, 113 Formula Bar, 83 resizing columns and rows, 83 formulas, 110–111 searching data, 105 Forward button, 13 selecting cells, 84–85 forwarding messages, 201 sorting data, 106–107 freezing columns and rows, 94 wrapping cell data, 82 functions, 114–117

F G fields grammar, correcting, 74–75 form, 164–165 graphics. See pictures table, 157, 160 gridlines, printing, 101 File menu, 5 Grow Font button, 44 File tab, 6, 14 files H attachments, 198 headers, 64, 65, 70 closing, 19 Help system, 12–13 creating new, 14–15 Home tab, 13 opening, 18–19

INDEX

26_711293-bindex.indd 21026_711293-bindex.indd 210 6/24/10 10:19 PM6/24/10 10:19 PM I number formats, 89 Ignore (All) command, 74 number series, 87 images. See pictures importing contacts, 193 O Increase Indent button, 48 objects Indented radio button, 69 flipping, 31 indenting text, 48–49 moving, 29 index, 68–69 resizing, 28 Insert dialog box, 93 rotating, 30 Insert Endnote/Footnote button, 65 wrapping text, 29 Insert Index button, 69 Office applications, 4–7, 12–13, 15. See also Quick Insert mode compared to Overtype mode, 41 Access toolbar; Ribbon; specific applications online resources, 13, 15, 27

J Open command, 18 211 junk mail screening, 206–207 Open dialog box, 18, 19 Justify button, 46 Options dialog box, 10 OR criteria, 175 K orientation (page), 100 keyboard, selecting cell ranges with, 85 Outline tab, 133 Outline view, 39, 128 L Outlining tab, 39 layout (slide), 131 Outlook Layout view, 39, 164 adding senders to contacts, 202 left-aligned tab button, 50 components, 186–187 line spacing, 47, 138 composing/sending messages, 196–197 Live Preview, 8 creating contacts, 192–193 M tasks, 194–195 magnification (slide), 129 deleting messages, 203 magnification buttons, 38 forwarding messages, 201 Mail component (Outlook), 186, 187 reading incoming messages, 199 margins, 23, 52–53 replying to messages, 200 Mark Entry button, 68 scheduling, 188–189, 190–191 More button, 56 screening junk mail, 206–207 mouse, data selection with, 23 sending file attachments, 198 viewing conversations, 204–205 N Overtype mode compared to Insert mode, 41 narration, recording, 146 Navigation pane, 155 P New command, 14 Page Break button, 67 New Quick Style, 56 page breaks, inserting, 67, 101 Normal view (PowerPoint), 129, 144 Page Layout tab, 52 notes, adding, 195 page numbers, 66, 67

INDEX

26_711293-bindex.indd 21126_711293-bindex.indd 211 6/24/10 10:19 PM6/24/10 10:19 PM page orientation, 100 printing page ranges in indexes, 69 files, 20–21 page setup, 100–101 gridlines, 101 Page Setup dialog box, 53 Help information, 13 panes (PowerPoint), 129 margins, 53 Paste button, 25 Printer drop-down list, 20 photo album presentations, 124–125 reports, 183 Picture Effects button, 35 worksheets, 101 pictures program window, 6–7 adding to slides, 140 publishing calendars online, 191 compressing, 27 cropping, 32–33 Q editing, 34–35 queries, 178–179 inserting, 26–27 Quick Access toolbar, 6, 10–11, 16, 21 PivotTable view (Access), 159 Quick Column, 61 212 PowerPoint Quick Parts button, 41 adding Quick Parts Gallery, 41 objects to slides, 140–141 Quick Print button, 21 slide text, 132 Quick Styles, 57 text boxes to slides, 139 Quick Tables, 62 changing font, 134–137 R slide layouts, 131 ranges, naming, 95 views, 128–129 reading messages, 199 creating presentations, 126–127 recording narration, 146 editing text, 133 records inserting slides, 130 adding to forms/tables, 166–169 moving slide objects, 142 filtering, 174–175 photo album presentations, 124–125 searching in forms for, 170–171 recording narration, 146 sorting, 172–173 reorganising slides, 144–145 References tab, 65, 69, 71 resizing slide objects, 143 referencing cells, 111 running slide shows, 148–149 relationships (table), 180 setting line spacing, 138 relative references, 113 setting up slide shows, 147 Remove from Quick Styles gallery command, 57 presentations, 124–127, 137 renaming table fields, 157 presets, 41 reorganising slides, 144–145 Preview area, 49 Replace button, 73 primary key, 167 replacing. See finding and replacing Print command, 20 replying to messages, 200 Print Preview button, 21 reports, 180–183 Print Preview view (Access), 183 resizing columns and rows, 83 font, 88

INDEX

26_711293-bindex.indd 21226_711293-bindex.indd 212 6/24/10 10:19 PM6/24/10 10:19 PM objects, 28 Show Markup button, 79 PowerPoint panes, 129 Shrink Font button, 44 slide objects, 143 slide layout, 131 text, 44 slide objects, 143 Reviewing Pane button, 79 slide shows, 147–149 Ribbon, 6, 8–9, 11 Slide Sorter view (PowerPoint), 129, 145 right-aligned tab button, 50 slides Rotate button, 30 adding Rows, 83, 93, 94, 97 objects to, 140–141 ruler, 49, 51 text/text boxes, 132, 139 deleting, 145 S editing text, 133 Save/Save As command, 16 hiding, 145

saving inserting, 130 213 documents prior to exiting, 5 magnification of, 129 files or formats, 16–17 reorganising, 144–145 messages as drafts, 197 Slides view (PowerPoint), 128 templates, 127 sorting, 106–107, 172–173 scheduling, 188–189, 190–191 Special Characters tab, 43 screening junk mail, 206–207 Spelling & Grammar button, 74 scroll bars and scrolling, 7, 25, 39 Start menu, 4 Search box, 19 styles, 56–57, 70, 71 Search button, 12 Symbol button, 42 searching Synchronous Scrolling button, 25 Clip Art, 27 for data, 105 T for files, 19 Table button, 62 Find and Replace feature, 72–73 table fields, 157, 160, 161 for records in forms, 171 table of contents, 70–71 selecting table records, 167 cells, 84–85 table views, 158–159 data, 22–23 tables sending adding file attachments, 198 to queries, 179 messages, 196–197 records, 166–167 Set As Default button, 45 to slides, 141 setting/setting up creating, 156–157 custom colours, 137 deleting, 157 line spacing, 138 inserting, 62–63 recurring appointments, 189 relationships, 180 slide shows, 147 styles, 63 shortcuts, 5, 23, 67 tabs, 8–9, 50–51 Tasks component (Outlook), 194–195

INDEX

26_711293-bindex.indd 21326_711293-bindex.indd 213 6/24/10 10:19 PM6/24/10 10:19 PM templates V applying, 58–59 values, 82 creating video clips, 141 blank, 154–155 View tab, 38–39, 49 databases based on, 152–153 viewing conversations, 204–205 new file, 15 views presentations with, 126 Access, 158–159, 183 online, 15 form, 164 saving, 127 PowerPoint, 128–129, 144–145 Templates command, 58 text W adding, 40–43 Word. See also text aligning, 46, 138 AutoCorrect, 76–77 editing, 40 columns in, 60–61 finding, 72 footers/footnotes, 64–65 214 font type and style, 44–45 headers, 64–65 formatting, 44–59 indexes in, 68–69 header, 70 page breaks, 67 indenting, 48–49 page numbers, 66 line spacing, 47 reviewing document changes, 78–79 margin settings, 52–53 spelling and grammar checking, 74–75 replacing, 73 table of contents in, 70–71 sizing, 44 tables in, 62–63 slide, 132,133 views, 38–39 styles, 56–57 work area, 7 symbols and special characters, 42–43 worksheets tabs, 50–51 adding, 98 templates, 58–59 auditing, 119 typing, 40 copying, 102 wrapping around objects, 29, 61 deleting, 103 text boxes, 139 entering cell data, 82–83 text series, 86 moving, 102 Text Wrapping button, 29 naming, 99 themes, applying to presentations, 137 printing, 101 thesaurus, 77 Wrap Text button, 61 title bar, 6 wrapping, 29, 61, 82 Track Changes button, 78 Z U zooming, 7, 38 unlocking columns and rows, 94 Update Index button, 69 Update Table button, 71

INDEX

26_711293-bindex.indd 21426_711293-bindex.indd 214 6/24/10 10:19 PM6/24/10 10:19 PM