Office 2010 For Seniors

Transcription

1 Making Everything Easier! Microsoft Office 2010 For Seniors Learn to: Use Word, Excel, Outlook, and PowerPoint Dress up your letters, invitations, and other documents Manage your finances with Excel Use to stay in touch with family and friends Faithe Wempen Microsoft Office Specialist Master Instructor

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3 Microsoft Office 2010 For Seniors FOR DUMmIES by Faithe Wempen

4 Microsoft Office 2010 For Seniors 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 com/go/permissions. 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, 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 REP- RESENTATIONS 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 CRE- ATED OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE AND STRATEGIES CON- TAINED HEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHER PROFESSIONAL SERVICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENT PROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM. THE FACT THAT AN ORGANIZA- TION 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 Faithe Wempen, MA, is a Microsoft Office Master Instructor and the author of more than 100 books on computer hardware and software, including The PowerPoint 2007 Bible and A+ Certification Workbook For Dummies. She is an adjunct instructor of Computer Information Technology at Purdue University, and her corporate training courses online have reached more than one-quarter of a million students for clients such as Hewlett-Packard, Sony, and CNET. Dedication To Margaret Author s Acknowledgments Thanks to the wonderful editorial staff at Wiley for another job well done. You guys are top notch!

6 Publisher s Acknowledgments We re proud of this book; please send us your comments through our online registration form located 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, Editorial Project Editor: Pat O Brien Acquisitions Editor: Katie Mohr Copy Editor: Heidi Unger Technical Editor: Vince McCune Sr. Editorial Assistant: Cherie Case Cartoons: Rich Tennant ( Composition Services Project Coordinator: Lynsey Stanford Layout and Graphics: Claudia Bell, Joyce Haughey Proofreaders: Laura Albert, Betty Kish Indexer: Sherry Massey 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 Gerry Fahey, Vice President of Production Services Debbie Stailey, Director of Composition Services

7 Contents at a Glance Introduction... 1 Part I: Getting Started with Office... 5 Chapter 1: The Two-Dollar Tour...7 Chapter 2: Exploring the Common Features of Office Chapter 3: Opening, Saving, and Printing Files...45 Part II: Word Chapter 4: Composing Your Thoughts in Word...67 Chapter 5: Dressing Up Your Documents...87 Chapter 6: Taking Word to the Next Level Part III: Excel Chapter 7: Creating Basic Spreadsheets in Excel Chapter 8: Doing the Math: Formulas and Functions Chapter 9: Creating Visual Interest with Formatting and Charts Chapter 10: Using Excel as a Database Part IV: Outlook Chapter 11: Managing with Outlook Chapter 12: Managing the Details: Contacts, Notes, and Tasks Chapter 13: Your Busy Life: Using the Calendar Part V: PowerPoint Chapter 14: Getting Started with PowerPoint Chapter 15: Dressing Up Your Presentations Chapter 16: Adding Movement and Sound Chapter 17: Presenting the Show Appendix: Customizing Office Applications Index

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9 Table of Contents Introduction... 1 About This Book...1 Foolish Assumptions...2 How This Book Is Organized...2 Time to Get Started!...3 Part I: Getting Started with Office... 5 Chapter 1: The Two-Dollar Tour... 7 Start an Office Application...8 Explore the Office Ribbon and Tabs...9 Understand the File Menu (Backstage View)...12 Create a Document...14 Type Text...15 Insert a Picture...16 Move Around in a Document...18 Select Content...20 Zoom In and Out...22 Change the View...23 Chapter 2: Exploring the Common Features of Office Edit Text...26 Move and Copy Content...27 Choose Fonts and Font Sizes...31 Apply Text Formatting...34 Use the Mini Toolbar...35 Work with Themes...36 Check Your Spelling and Grammar...41

10 Microsoft Office 2010 For Seniors For Dummies Chapter 3: Opening, Saving, and Printing Files Save Your Work...46 Open a Previously Saved File...53 Change the File Listing View Your Work to Others...56 Share Your Work in Other Formats...57 Print Your Work...61 Recover Lost Work...63 Part II: Word Chapter 4: Composing Your Thoughts in Word Examine the Word Interface...68 Move Around and Select Text...69 Choose Paper Size and Orientation...70 Set Margins...72 Select the Right Screen View...73 Align and Indent Paragraphs...76 Change Line Spacing...81 Create Bulleted and Numbered Lists...84 Chapter 5: Dressing Up Your Documents Apply Styles and Style Sets...88 Insert Clip Art...93 Insert Photos...98 Change the Text Wrap Setting for a Picture...98 Add a Page Border...99 Apply a Background Color to a Page Create Tables Format a Table Chapter 6: Taking Word to the Next Level Number the Pages Use Headers and Footers Insert Cover Pages and Other Building Blocks viii

11 Table of Contents Print an Envelope Perform a Mail Merge Insert the Date and Time Part III: Excel Chapter 7: Creating Basic Spreadsheets in Excel Understand Excel s Unique Features Get Familiar with Spreadsheet Structure Move the Cell Cursor Select a Range Type and Edit Cell Contents Save Your Work Insert and Delete Rows, Columns, and Cells Work with Worksheets Chapter 8: Doing the Math: Formulas and Functions Learn How Formulas Are Structured Write Formulas That Reference Cells Move and Copy Cell Content Reference a Cell on Another Sheet Understand Functions Take a Tour of Some Basic Functions Explore Financial Functions Chapter 9: Creating Visual Interest with Formatting and Charts Adjust Row Height and Column Width Wrap Text in a Cell Apply Gridlines or Borders Apply Fill Color Format Text in Cells Format the Spreadsheet as a Whole Create a Basic Chart Identify the Parts of a Chart Format a Chart ix

12 x Microsoft Office 2010 For Seniors For Dummies Chapter 10: Using Excel as a Database Understand Databases Prepare a List for a Mail Merge Store Data in a Table Sort a Table Filter Data in a Table Split a Column s Content Merge the Contents of Columns Part IV: Outlook Chapter 11: Managing with Outlook Set Up Outlook Change the Mail Server Type during Setup Set Up Additional Mail Accounts Troubleshoot Mail Setup Problems Take a Quick Tour of Outlook s Mail Feature Receive and Read Your Mail View Photos and Other Attachments Reply to a Message Compose a Message Attach a File to a Message Avoid Frauds, Scams, and Viruses Chapter 12: Managing the Details: Contacts, Notes, and Tasks Store Contact Information Edit and Delete Contacts Choose How the Contact List Appears Use the Contacts List Create Notes Categorize Notes Use Tasks and the To-Do List Update the Status of a Task Set a Task Reminder

13 Table of Contents Chapter 13: Your Busy Life: Using the Calendar View Your Calendar Create and Delete a Calendar Event Set an Event to Recur Configure Event Reminders Add Holidays Categorize Events Print a Hard Copy of Your Calendar Part V: PowerPoint Chapter 14: Getting Started with PowerPoint Explore the PowerPoint Interface Work with PowerPoint Files Understand PowerPoint Views Create New Slides Use Slide Placeholders Turn Text AutoFit Off or On Change Slide Layouts Move or Resize Slide Content Manually Place Text on a Slide Navigate and Select Text Select Content Chapter 15: Dressing Up Your Presentations Understand and Apply Themes Change the Presentation Colors Edit Slide Masters Format Text Boxes and Placeholders Insert Clip Art Insert Pictures from Files Create a Photo Album Presentation xi

14 Microsoft Office 2010 For Seniors For Dummies Chapter 16: Adding Movement and Sound Animate Objects on a Slide Add Slide Transition Effects Set Slides to Automatically Advance Add a Musical Soundtrack Chapter 17: Presenting the Show Display a Slide Show Onscreen Use the Slide Show Tools Print Copies of a Presentation Package a Presentation on a CD Save to Windows Live Make a Video of the Presentation Appendix: Customizing Office Applications Customize the Quick Access Toolbar Customize the Status Bar Set Program Options Set Outlook Options Index xii

15 Microsoft Office 2010 is by far the most popular suite of productivity applications in the world, and with good reason. Its applications are powerful enough for business and professional use, and yet easy enough that a beginner can catch on to the basics with just a few simple lessons. If you re new to Office 2010, this book can help you separate the essential features you need from the obscure and more sophisticated ones that you don t. For the four major Office applications I cover in this book Word, Excel, Outlook, and PowerPoint I walk you through the most important and common features, showing you how to put them to work for projects in your job, everyday life, and home. About This Book This book is written specifically for mature people like you, who are relatively new to using Office applications and want to master the basics. In this book, I tried to take into account the types of activities that might interest you, such as investment planning, personal finance, , and documents and presentations that you might need to prepare for work, clubs, volunteer opportunities, or other organizations that you participate in. Introduction Conventions used in this book This book uses certain conventions to help you find your way: Wherever possible, I use labels on figures to point out what you should notice on them. These labels reinforce something I say in the text or contain extra tips and hints. When you have to type something, I put it in bold type. For menu and Ribbon commands, I use the symbol to separate the steps. For example, if I say to choose Home Copy, click the Home tab and then click the Copy button. The big round button in the upper-left corner of most Office applications (Word, Excel, and PowerPoint) is the Office button. That s what I call it in commands such as Office Print. Tip icons point out extra features, special insights and helps, or things to look out for. Warning icons indicate potential problems to avoid, problems that are difficult to fix or make bad things happen.