Making Everything Easier! Office Microsoft. Pick the task, Find it fast, Get it DONE! Elaine Marmel

Transcription

1 Making Everything Easier! Microsoft Office 2010 Pick the task, Find it fast, Get it DONE! Elaine Marmel

2 Hundreds of tasks including: What Do You Want to Do? Try This Task Find it Here Word Open and Explore Word 6 Check Spelling and Grammar 28 Print a Document 65 Excel Create a New Excel File 71 Edit a Formula 87 Print Worksheets and Charts 146 PowerPoint Start PowerPoint 150 Save a Presentation 152 Print the Outline 198 Outlook Set Outlook Options 218 Create and Send an 223 Set Up an Appointment 262 Use Office Products Together Use Backstage View 286 Create a Mail Merge Letter with Excel Data 309 Share an Excel Workbook 334

3 Microsoft Office 2010 Just the Steps FOR DUMmIES by Elaine Marmel

4 Microsoft Office 2010 Just the Steps For Dummies Published by Wiley Publishing, Inc. 111 River Street Hoboken, NJ Copyright 2010 by Wiley Publishing, Inc., Indianapolis, Indiana Published by Wiley Publishing, Inc., Indianapolis, Indiana Published simultaneously in Canada No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) , fax (978) Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, (201) , fax (201) , or online at Trademarks: Wiley, the Wiley Publishing logo, For Dummies, the Dummies Man logo, A Reference for the Rest of Us!, The Dummies Way, Dummies Daily, The Fun and Easy Way, Dummies.com, Just the Steps, Making Everything Easier, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates in the United States and other countries, and may not be used without written permission. All other trademarks are the property of their respective owners. Wiley Publishing, Inc., is not associated with any product or vendor mentioned in this book. LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITHOUT LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHER PROFESSIONAL SERVICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENT PRO- FESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HERE- FROM. THE FACT THAT AN ORGANIZATION OR WEBSITE IS REFERRED TO IN THIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE OF FURTHER INFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE INFORMATION THE ORGANIZATION OR WEBSITE MAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE. FURTHER, READERS SHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVE CHANGED OR DISAPPEARED BETWEEN WHEN THIS WORK WAS WRITTEN AND WHEN IT IS READ. For general information on our other products and services, please contact our Customer Care Department within the U.S. at , outside the U.S. at , or fax For technical support, please visit Wiley also publishes its books in a variety of electronic formats. Some content that appears in print may not be available in electronic books. Library of Congress Control Number: ISBN: Manufactured in the United States of America

5 About the Author Elaine Marmel is President of Marmel Enterprises, LLC, an organization that specializes in technical writing and software training. Elaine has an MBA from Cornell University and worked on projects to build financial management systems for New York City and Washington, D.C. This prior experience provided the foundation for Marmel Enterprises, LLC to help small businesses manage the project of implementing a computerized accounting system. Elaine left her native Chicago for the warmer climes of Arizona (by way of Cincinnati, OH; Jerusalem, Israel; Ithaca, NY; Washington, D.C.; and Tampa, FL) where she basks in the sun with her PC; her dog, Josh; and her cats, Cato, Watson, and Buddy; and sings barbershop harmony with the 2006 International Championship Scottsdale Chorus. Elaine spends most of her time writing; she has authored and co-authored more than 50 books about Microsoft Project, QuickBooks, Peachtree, Quicken for Windows, Quicken for DOS, Microsoft Excel, Microsoft Word for Windows, Microsoft Word for the Mac, Windows 98, for Windows, and Lotus Notes. From 1994 to 2006, she also was the contributing editor to monthly publications Peachtree Extra and QuickBooks Extra. Author s Acknowledgments Because a book is not just the work of the author, I d like to acknowledge and thank all the folks who made this book possible. Thanks to Kyle Looper for the opportunity to write this book. Thank you, Lisa Bucki, for making sure I told no lies. Thank you, Teresa Artman, for making sure I was understandable. And, Blair Pottenger, you made my life so easy and writing the book such a pleasure with your top-notch management of all the players involved in this book. Dedication To Polly Thompson, a fun client who has become a good friend and who inspired much of the content in the Outlook section. I sure hope this book helps you!

6 Publisher s Acknowledgments We re proud of this book; please send us your comments at For other comments, please contact our Customer Care Department within the U.S. at , outside the U.S. at , or fax Some of the people who helped bring this book to market include the following: Acquisitions and Editorial Project Editor: Blair J. Pottenger Acquisitions Editor: Kyle Looper Senior Copy Editor: Teresa Artman Technical Editor: Lisa Bucki Editorial Manager: Kevin Kirschner Editorial Assistant: Amanda Graham Sr. Editorial Assistant: Cherie Case Cartoons: Rich Tennant ( Composition Services Project Coordinator: Sheree Montgomery Layout and Graphics: Claudia Bell, Carl Byers, Joyce Haughey, Ronald G. Terry Proofreaders: Jacqui Brownstein Indexer: BIM Indexing & Proofreading Services Publishing and Editorial for Technology Dummies Richard Swadley, Vice President and Executive Group Publisher Andy Cummings, Vice President and Publisher Mary Bednarek, Executive Acquisitions Director Mary C. Corder, Editorial Director Publishing for Consumer Dummies Diane Graves Steele, Vice President and Publisher Composition Services Debbie Stailey, Director of Composition Services

7 Contents at a Glance Introduction...1 Part I: Word...3 Chapter 1: Handling Document Files...5 Chapter 2: Exploring the Basics of Editing...11 Chapter 3: Proofing Documents...21 Chapter 4: Focusing on Text...31 Chapter 5: Formatting Paragraphs...39 Chapter 6: Managing Pages and Printing...53 Part II: Excel...67 Chapter 7: Getting Started with Excel...69 Chapter 8: Working with Excel Formulas...83 Chapter 9: Formatting Worksheets...93 Chapter 10: Managing Workbooks Chapter 11: Using Excel Tools Chapter 12: Creating Charts in Excel Chapter 13: Printing in Excel Part III: PowerPoint Chapter 14: Creating a Presentation Chapter 15: Editing a Presentation Chapter 16: Working with Objects Chapter 17: Adding Tables, Charts, and Diagrams Chapter 18: Finishing the Presentation Chapter 19: Presenting the Presentation Part IV: Outlook Chapter 20: Getting Started with Outlook Chapter 21: Working with Chapter 22: Managing Contacts Chapter 23: Using the Calendar Chapter 24: Using Tasks and To-Do Items to Manage Your Time Part V: Using Office Products Together Chapter 25: Features Common to Office Programs Chapter 26: Using Information from One Office Program in Another Chapter 27: Handling Mail Merges Chapter 28: Working in Groups with Office Programs Index...341

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9 You probably bought this book because you re focused on getting the job done. You probably already know why you want to do something, but you want a refresher on how to do something. Rather than wade through a book that contains both the how and the why, use Microsoft Office 2010 Just the Steps For Dummies to quickly find the steps you need to accomplish tasks in Word, Excel, PowerPoint, or Outlook and move on. About This Book Several software programs sport the Office 2010 moniker. In addition, Microsoft Office 2010 is available in several editions, and each edition includes a different set of software programs. For example, most editions include Word and Excel, but you won t find Microsoft Office Access 2010 in every edition of Office Because Word, Excel, PowerPoint, and Outlook are among the most widely used Office programs, this book focuses on these four applications. In addition to presenting steps to accomplish a wide variety of tasks within these powerful products, there is also a section that helps you use these products together. For example, you can create mailing labels using your Outlook contacts, but you need to use both Word and Outlook and possibly Excel, too to get those labels. This book is all about getting productive with Office 2010 right away. As the title suggests, here are the steps just the steps that you need to do many common Office 2010 tasks. Conventions used in this book Introduction When you have to type something in a text box, I put it in bold type. For menu commands, I use the symbol to separate menu items. For example, choose Tools Options. The symbol just means Open the Tools menu and then click Options. Points of interest in some figures are circled. The text tells you what to look for, and the circle makes it easy to find. This icon points out helpful hints or advice related to steps in tasks. Why You Need This Book You can t wait weeks to master Office You use these applications daily to prepare reports, spreadsheets, presentations, and get your . You have to figure out these products quickly. When you hit a bump in the road and you need a quick answer to get you moving again, open this book; it s full of quick, clear steps that keep your learning in high gear.

10 Office 2010 Just the Steps For Dummies How This Book Is Organized This book is conveniently divided into several handy parts. Part I: Word In this part, you cover everything from typing text into a document, formatting text, saving and opening documents, creating tables and columns, and printing. Part II: Excel When it comes to crunching numbers, nothing beats Excel. In this part, you see how to build a spreadsheet, work with formulas, format worksheets and manage workbooks, work with various Excel tools, create charts, and print Excel information. Part III: PowerPoint When it comes to sharing information, presentations are one of the most powerful tools that you can use. In PowerPoint, you can create presentations that pack a punch that gets your audience s attention. In this section, see how to create and edit a presentation; add objects, art, animations, and themes to your slides; create audience handouts; and set up and run a slide show. Part IV: Outlook Outlook is the most widely used client on the planet, but it s so much more than just a way to collect . In Outlook, you can store contacts, set up meetings and appointments, manage where you re supposed to be at any particular time, and keep track of the things you need to accomplish. This part helps you use Outlook well beyond just collecting and answering . Part V: Using Office Products Together It never fails; you start building a table in Word, only to realize that the analysis of the table data would be sooooo much easier if you had the table information in Excel. Or, you really need the gorgeous chart you just created in Excel to appear in your PowerPoint presentation. Yes, you can easily get information from one product into another, this part shows you how. The first chapter in this section, Chapter 25, covers features that are common to all Office programs like the Ribbon and the Quick Access Toolbar (and more). Mail merging is included this section because although Word actually does the merging, the information typically needs to be merged (such as the mailing list information) to come from Excel or Outlook. And finally, this section covers the concept of working with Office 2010 documents in a group environment, where you have many people reviewing documents and making comments. Get Ready To... Whether you need to get started editing a Word document, create a formula in Excel, add animation to a PowerPoint presentation, or manage your Outlook contacts, just browse this book, pick a task, and jump in. Office 2010 can be your best friend if you know how to use it, and the tasks covered in this book will help you quickly master the things you need to do. 2

11 Part I Word

12 Chapter 1: Handling Document Files Open and Explore Word... 6 Enter Text in a Document... 7 Move Around in the Document Area... 7 Save a Document... 8 Set Options for Saving Documents... 8 Start a New Document... 9 Open a Document... 9 Convert a Prior Version Document to a Word 2010 Document...10 Chapter 2: Exploring the Basics of Editing Insert Additional Text...12 Insert Text by Replacing Existing Text...13 Switch between Insert and Overtype Modes Delete Text...14 Undo Changes...14 Select Text...15 Move or Copy Text...16 Copy Blocks of Text...16 Mark Your Place in a Document...17 Find a Marked Place in a Document...18 Start a New Paragraph...19 Insert a Line Break...19 Switch Document Views...20 Chapter 3: Proofing Documents Find Text...22 Replace Text...23 Automatically Correct Typing Mistakes...24 Create a Quick Part Entry to Insert Frequently Used Phrases...26 Insert a Quick Part Entry...27 Check Spelling and Grammar...28 Disable Automatic Grammar and Spell Checking...29 Use the Thesaurus to Find a Synonym or an Antonym...30 Chapter 4: Focusing on Text Change Text Case...32 Change the Font...33 Select a New Default Font for All New Documents...34 Apply Bold, Italics, or Underline...35 Change Text Color...36 Highlight Text with Color...37 Copy Text Formatting...38 Chapter 5: Formatting Paragraphs Display Formatting Information...40 Hide and Display Rulers...41 Align Text...42 Work with Tabs...43 Indent Paragraphs...44 Add a Border to a Paragraph...45 Set Line Spacing within a Paragraph...46 Set Line Spacing between Paragraphs...46 Create a Bulleted or Numbered List...47 Create a Multilevel List...48 Format with Styles...49 Switch All Text of One Style to a Different Style...51 Save Formatting in a Style...52 Chapter 6: Managing Pages and Printing Change Margins...54 Change Page Orientation...55 Insert a Page Break...55 Insert a Section Break...56 Add a Header or Footer...57 Use Different Headers or Footers within a Document...58 Control Text Flow and Pagination...60 Add Document Page Numbers...61 Create a Table...62 Create Newspaper Columns...63 Preview a Document Before Printing...64 Print a Document...65

13 Handling Document Files Use Microsoft Office Word 2010, the gold standard of word processor applications, to create and edit documents, such as letters and reports. To keep copies of your work, you save the documents you create. If you need to make a change to a document you created earlier and then saved and closed, you open the document. You also open documents other people may give you if you want to read or edit those documents. With Word 2010 open, when you open a document created in Word , Word opens the document in Compatibility Mode, enabling only those features available in the version used to create the document. To incorporate features available in Word 2010, you can convert the document from a.doc to a.docx file (and I show you how). This first chapter helps you familiarize yourself with the Word screen and get started working with documents. In this chapter, you Open, explore, and close the Word window. Enter text and move around a Word document. Save a document. Set options that specify the folder where you want to save your documents. Start a new document and open an existing document. Convert a Word document to Word 2010 format. Chapter Get ready to... 1 Open and Explore Word... 6 Enter Text in a Document... 7 Move Around in the Document Area... 7 Save a Document... 8 Set Options for Saving Documents... 7 Start a New Document... 9 Open a Document... 9 Convert a Prior Version Document to a Word 2010 Document... 10

14 Chapter 1: Handling Document Files Open and Explore Word 1. Choose Start All Programs Microsoft Office Microsoft Word 2010 to open a blank, new document in Word. Figure 1-1 and the table here help you identify the major parts of the Word window. Location Item 1 Quick Access Toolbar (QAT) 2 Title bar 3 Ribbon 4 Document area 5 Status bar The Ribbon appears between the default placement of the Quick Access Toolbar and the title bar and above the document area. Both the Ribbon and the Quick Access Toolbar appear at all times in Word. 2. Close any document by clicking the X in the upper-right corner of its screen. Close Word by clicking the File tab and then clicking Exit in Backstage view that appears. Figure 1-1 You can change the appearance of the Ribbon, the Quick Access Toolbar, and the Status bar; see Chapter 25 for details. 6

15 Move Around in the Document Area Enter Text in a Document 1. In an open Word document, click in the document area. 2. Type text. As you type, Word displays characters to the left of the insertion point, which is the vertical black bar shown in Figure 1-2. You don t need to press Enter at the end of a line because Word automatically wraps text to the next line. Press Enter only to start a new paragraph. Move Around in the Document Area Figure 1-2 The insertion point marks the location where text appears when you type. You can move to other locations in the document using any of the following keystrokes: Press Any arrow key Ctrl+ or Ctrl+ Page Up or Page Down Home or End Ctrl+Home or Ctrl+End To Move One character in the direction of the arrow key Up or down one paragraph One screen up or down To the beginning or the end of the current line To the beginning or the end of the document 7