Microsoft Office Simply the Easiest Way to Learn. Kate Shoup

Transcription

1 Microsoft Office 200 Simply the Easiest Way to Learn Kate Shoup

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3 OFFICE 200 by Kate Shoup

4 OFFICE 200 SIMPLIFIED Published by Wiley Publishing, Inc Crosspoint Boulevard Indianapolis, IN Published simultaneously in Canada Copyright 200 by Wiley Publishing, Inc., Indianapolis, Indiana 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 07 or 08 of the 976 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 0923, , fax Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., River Street, Hoboken, NJ 07030, , fax , or online at Library of Congress Control Number: ISBN: Manufactured in the United States of America Trademark Acknowledgments Wiley, the Wiley Publishing logo, Visual, the Visual logo, Simplified, Read Less - Learn More and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates. Microsoft is a registered trademark of Microsoft Corporation in the U.S. and/or other countries. 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. Disclaimer In order to get this information to you in a timely manner, this book was based on a pre-release version of Microsoft Office 200. There may be some minor changes between the screenshots in this book and what you see on your desktop. As always, Microsoft has the final word on how programs look and function; if you have any questions or see any discrepancies, consult the online help for further information about the software. 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 PROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM. 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 PURPOSES OF ILLUSTRATING THE CONCEPTS AND TECHNIQUES DESCRIBED IN THIS BOOK, THE AUTHOR HAS CREATED VARIOUS NAMES, COMPANY NAMES, MAILING, AND INTERNET ADDRESSES, PHONE AND FAX NUMBERS AND SIMILAR INFORMATION, ALL OF WHICH ARE FICTITIOUS. ANY RESEMBLANCE OF THESE FICTITIOUS NAMES, ADDRESSES, PHONE AND FAX NUMBERS AND SIMILAR INFORMATION TO ANY ACTUAL PERSON, COMPANY AND/OR ORGANIZATION IS UNINTENTIONAL AND PURELY COINCIDENTAL. Contact Us 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 techsupport. Sales Contact Wiley at (877) or fax (37)

5 Credits Executive Editor Jody Lefevere Sr. Project Editor Sarah Hellert Technical Editor Vince Averello Copy Editor Scott Tullis Editorial Director Robyn Siesky Business Manager Amy Knies Sr. Marketing Manager Sandy Smith Sr. Project Coordinator Lynsey Stanford Graphics and Production Specialists Andrea Hornberger Quality Control Technician Jessica Kramer Proofreader Cindy Ballew Indexer Potomac Indexing, LLC Screen Artists Ana Carrillo Jill A. Proll Vice President and Executive Group Publisher Richard Swadley Vice President and Executive Publisher Barry Pruett 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 00 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 9-ball. Kate lives in Indianapolis with her daughter and their dog.

6 Table of Contents Part I: Office Features Office Basics Start and Exit Office Applications Navigate the Program Windows Work with the Ribbon Customize the Quick Access Toolbar Find Help with Office Working with Files Create a New File Save a File Open a File Print a File Select Data Cut, Copy, and Paste Data View Multiple Files Office Graphics Tools Insert Clip Art Insert a Picture Resize and Move Objects Rotate and Flip Objects Crop a Picture Add a Picture Effect Make Image Corrections

7 Make Color Adjustments Apply Artistic Effects Create a WordArt Object Add SmartArt Working with Office Files Online Create a New Workspace Upload a File to Office Live Workspace Create a New File in Office Live Workspace Edit a File in Office Live Workspace Share a Workspace View Shared Workspaces Delete a File from Office Live Workspace Part II: Word 5 Adding Text Change Word s Views Type and Edit Text Insert Quick Parts Insert Symbols Create a Blog Post Formatting Text Change the Font, Size, and Color Align Text Set Line Spacing Indent Text Set Tabs Set Margins

8 Table of Contents Create Lists Copy Formatting Clear Formatting Format with Styles Apply a Template Adding Extra Touches Assign a Theme Add Borders Create Columns Insert a Table Apply Table Styles Insert an Excel Spreadsheet Add Headers and Footers Insert Footnotes and Endnotes Insert Page Numbers and Page Breaks Mark Index Entries Generate an Index Generate a Table of Contents Create a Bibliography Reviewing Documents Find and Replace Text Scan Document Content Check Spelling and Grammar Work with AutoCorrect Use Word s Thesaurus and Dictionary Translate Text

9 Track and Review Document Changes Compare Documents Insert Comments Part III: Excel 9 Building Spreadsheets Enter Cell Data Select Cells Faster Data Entry with AutoFill Turn On Text Wrapping Center Data Across Columns Adjust Cell Alignment Change the Font and Size Change Number Formats Increase or Decrease Decimals Add Borders Format Data with Styles Apply Conditional Formatting Add Columns and Rows Resize Columns and Rows Freeze a Column or Row Name a Range Delete Data or Cells Worksheet Basics Add a Worksheet Name a Worksheet Change Page Setup Options Move and Copy Worksheets Delete a Worksheet Find and Replace Data Sort Data

10 Table of Contents Filter Data Track and Review Worksheet Changes Insert a Comment Working with Formulas and Functions Understanding Formulas Create a Formula Apply Absolute and Relative Cell References Understanding Functions Apply a Function Total Cells with AutoSum Audit a Worksheet for Errors Add a Watch Window Working with Charts Create a Chart Move and Resize Charts Change the Chart Type Change the Chart Style Change the Chart Layout Add Axis Titles Format Chart Objects Add Gridlines Change the Chart Data Use Sparklines to View Data Trends

11 Part IV: PowerPoint 3 Creating a Presentation Create a Photo Album Presentation Create a Presentation with a Template Build a Blank Presentation Change PowerPoint Views Insert Slides Change the Slide Layout Create a Custom Layout Populating Presentation Slides Add and Edit Slide Text Change the Font, Size, and Color Apply a Theme Set Line Spacing Align Text Add a Text Box to a Slide Add a Table to a Slide Add a Chart to a Slide Add a Picture to a Slide Add a Video Clip to a Slide Move a Slide Object Resize a Slide Object Assembling and Presenting a Slide Show Reorganize Slides Reuse a Slide Define Slide Transitions Add Animation Effects Create a Custom Animation

12 Table of Contents Record Narration Set Up a Slide Show Create Speaker Notes Rehearse a Slide Show Run a Slide Show Package Your Presentation on a CD Part V: Access 6 Database Basics Understanding Database Basics Create a Database Based on a Template Create a Blank Database Create a New Table Change Table Views Add a Field to a Table Delete a Field from a Table Hide a Field in a Table Move a Field in a Table Create a Form Change Form Views Move a Field in a Form Delete a Field in a Form Apply a Database Theme Adding, Finding, and Querying Data Add a Record to a Table Add a Record to a Form Navigate Records in a Form

13 Search for a Record in a Form Delete a Record from a Table Delete a Record from a Form Sort Records Filter Records Apply Conditional Formatting Perform a Simple Query Create a Report Part VI: Outlook 8 Organizing with Outlook View Outlook Components Schedule an Appointment Schedule a Recurring Appointment Schedule an Event Create a New Contact Create a New Task Add a Note Organize Outlook Items Perform an Instant Search Customize the To-Do Bar ing with Outlook Compose and Send a Message Send a File Attachment Read an Incoming Message Reply To or Forward a Message Add a Sender to Your Outlook Contacts Delete a Message View Conversations Clean Up a Conversation

14 Table of Contents Ignore a Conversation Screen Junk Create a Message Rule Part VII: Publisher 20 Publisher Basics Create a Publication Create a Blank Publication Zoom In and Out Add Text Add a New Text Box Add a Picture to a Publication Fine-Tuning a Publication Change the Font, Size, and Color Apply a Text Effect Change Text Alignment Add a Border Control Text Wrap Link TextBoxes Move and Resize Publication Objects Edit the Background Add a Building Block Object Create a Building Block Object

15 Part VIII: OneNote 22 Taking Notes with OneNote Navigate OneNote Type and Draw Notes Paste a Picture into OneNote Attach Files to Notes Insert a Screen Clipping Record an Audio Note Organizing and Sharing Notes Create a New Notebook Create a New Section Create a New Page Rename Sections and Pages Group Sections Search Notes a Note Page Convert Notes to PDF or XPS Format

16 I Part Office Features In Office 200, 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.

17 Chapter : Office Basics Chapter 2: Working with Files Chapter 3: Office Graphics Tools Chapter 4: Working with Office Files Online

18 Start and Exit Office Applications Before you can begin working with a Microsoft Office application, also called a program, you must open the application. There are a few ways to start an application. One is to launch it from the Start menu, as described in this task. Another is to double-click the program s shortcut icon on the desktop. (You learn how to create a shortcut icon for a program in the tip at the end of this section.) When you finish your work, you can close the program. If applicable, you can save your work before exiting a program completely. Start and Exit Office Applications Start an Office Application Click Start. 2 Click All Programs. The All Programs menu option changes to a Back menu option. 3 Click Microsoft Office. 4 Click the name of the program that you want to open. The program that you selected opens in a new window Note: See the next section to learn how to identify different areas of the program window. 4

19 2 OFFICE FEATURES Office Basics CHAPTER Exit an Office Application Click the Close button ( ). You can also click the File tab and then click Exit. If you have not yet saved your work, the program prompts you to do so before exiting. 2 Click Save. The program window closes. If you click Don t Save, the program closes without saving your data. If you click Cancel, the program window remains open. How do I create a shortcut icon for an Office application? To create a shortcut icon that appears on the Windows desktop, follow these steps: Right-click a blank area of the desktop and click New and then Shortcut. The Create Shortcut dialog box appears. 2 Click Browse, navigate to the Office program, click the filename, and click OK. 3 Click Next. 4 Type a name for the shortcut. 5 Click Finish. The new shortcut icon appears on the desktop

20 Navigate the Program Windows All Office programs share a common appearance and many of the same features. These features include a Ribbon, which appears instead of the menus and toolbars found in previous versions of Microsoft Office; a Quick Launch toolbar, which features a customizable set of frequently used commands; and scroll bars, which you can use to navigate an open file in a program window. When you learn how to navigate one Office program, you can use the same skills to navigate the others. If you are new to Office, you should take a moment to familiarize yourself with the suite s various on-screen elements. Title Bar Displays the name of the open file and the Office program. Quick Access Toolbar Displays quick access buttons to the Save, Undo, and Redo commands. File Tab Menu Click to display a menu of file commands, such as New and Open. Ribbon Displays groups of related commands in tabs. Each tab offers buttons for performing common tasks. Status Bar Displays information about the current worksheet or file. Program Window Controls Use these buttons to minimize the program window, restore the window to full size, or close the window. 6

21 OFFICE FEATURES Office Basics CHAPTER Formula Bar This appears only in Excel. Use this bar to type and edit formulas and perform calculations on your worksheet data. Work Area The area where you add and work with data in a program. Depending on the Office program, the work area may be a document, a worksheet, or a slide. Document Window Controls Use these buttons to minimize or restore the current document within the program window. Zoom Controls Use this feature to zoom your view of a document. Scroll Bars Use the vertical and horizontal scroll bars to scroll through the item shown in the work area, such as a document or worksheet. 7

22 Work with the Ribbon Instead of the menus and toolbars found in earlier versions of Office, Office 200 features the Ribbon, which offers an intuitive way to locate and execute commands. The Ribbon is grouped into tabs, each containing groups of related commands. For example, the Home tab in Microsoft Word contains commands for changing the font, setting text alignment, indenting text, and so on. Some tabs appear only when needed, such as when you are working with a table or picture in a document. The Ribbon is maximized by default, but you can minimize it to view more of your program window. Work with the Ribbon Use the Ribbon Click a tab. The tab organizes related tasks and commands into logical groups. 8 2 Click a button to activate a command or feature. Buttons with arrows display additional commands. With some groups of commands, you can click the corner group button ( display a dialog box of additional settings. ) to When you position the mouse pointer over Live Preview options on the Ribbon, you see the results in the document before applying the command. 2

23 OFFICE FEATURES Office Basics CHAPTER Minimize the Ribbon Double-click a tab name. 2 The Ribbon is minimized. 2 Double-click the tab name again to maximize the Ribbon. Can I keep the Ribbon minimized? Yes. To keep the Ribbon minimized, follow these steps: Right-click a tab on the Ribbon. 2 Click Minimize the Ribbon. 2 The program s Ribbon is minimized at the top of the screen. To use a Ribbon while it is minimized, simply click the tab containing the tools that you want to access to reveal it. 9

24 Customize the Quick Access Toolbar The Quick Access toolbar, which appears on-screen regardless of what tab is currently shown in the Ribbon, offers quick access to the Save, Undo, and Redo commands. You can customize this toolbar to include other commands, such as the Quick Print command or another command you use often. Alternatively, you might customize the toolbar to omit those commands that appear by default. By default, the Quick Access toolbar appears in the top left corner of the program window, above the Ribbon. You can choose to display the toolbar below the Ribbon instead. Customize the Quick Access Toolbar Click the Customize Quick Access Toolbar button ( ). 2 Click More Commands. You can click any of the common commands to add them to the toolbar. You can click Show Below the Ribbon if you want to display the toolbar below the Ribbon. 2 The Options dialog box opens with the Customize options shown. 3 Click the Choose commands from. 4 Click a command group

25 OFFICE FEATURES Office Basics CHAPTER Click the command that you want to add to the toolbar. 6 Click the Add button. Office adds the command. You can repeat Steps 3 to 6 to move additional buttons to the toolbar. 7 Click OK. 7 The new command appears on the Quick Access toolbar. Can I remove a button from the Quick Access toolbar? Yes. To remove a command, open the Options dialog box, click the command name in the list box on the right, click the Remove button, and click OK. The button no longer appears on the toolbar. Are there other ways to customize the Quick Access toolbar? Yes. You can add commands to the toolbar directly from the Ribbon. Simply click the tab containing the command that you want to add, right-click the command, and then click Add to Quick Access Toolbar. The command is immediately added as a button on the toolbar.

26 Find Help with Office You can use Office Help to assist you when you run into a problem or need more information about how to complete a particular task. The Help window offers tools that enable you to search for topics that you want to learn more about. For example, if you want to learn how to print an Office document, you can type Print in the Help window to locate articles on that topic. Alternatively, you can browse for articles by category. If you are connected to the Internet, you can access Microsoft s online help files for even more comprehensive information. Find Help with Office Click the Help button ( ). The Help window opens. 2 Type a word or phrase that you want to learn more about. 3 Click the Search button. You can also press to start the search. Note: You must be connected to the Internet to access Microsoft s online help files

27 4 OFFICE FEATURES Office Basics CHAPTER The results window displays a list of possible matches. 4 Click a link to learn more about a topic. 5 The Help window displays the article, enabling you to read more about the topic. You can use the Back and Forward buttons ( and ) to move back and forth between help topics. You can click the Print button ( ) to print the information. 5 Click to close the window. Can I use the Help feature if I am offline? Yes. You can still access the help files that are installed with Office. However, the online resources offer you more help topics, as well as links to demos and other help tools. How do I browse help files? Click the Home button ( ) on the Help window s toolbar to display a table of contents for the help files for the Office program that you are using. Click a help category to display subtopics of help information. Click an article to view more about a topic. Many articles include links to related articles. 3

28 Create a New File To work with data in Office 200, you must create a file in which to store it. If the file you want to create is a Word document, an Excel workbook, an Access database, a PowerPoint presentation, or a Publisher publication, you create a new file using the Getting Started screen. When you do, you are given the option of creating a blank file or basing the file on an existing template. To create a new item in Outlook, whether it is an message, a calendar appointment, a contact, or a task item, you use the Ribbon. Create a New File Create a New Word, Excel, PowerPoint, Access, or Publisher File Click the File tab. 2 Click New. The New screen appears. 3 Click the type of file that you want to create Click Create. The new file opens. Note: Another way to create a new file is to press +. Office creates a new file using the default settings. 2 4

29 OFFICE FEATURES Working with Files CHAPTER 2 2 Create a New Outlook Item In the lower left corner of the Outlook window, click the type of item you want to create Mail, Calendar, Contacts, or Task. 2 Click the New Type button. For example, if you are creating a Mail item, the button is labeled New . If you are creating a Calendar item, the button is labeled New Appointment, New Meeting, and so on. The new item opens. How do I create a new file based on a template? In many Office programs, you can create a new file from a template. For example, in Word, you can choose from templates for letters, memos, and more. Simply click the desired template in the New screen. If you are connected to the Internet, you can access even more Office templates online. Simply click a template category under Office.com Templates in the New screen to display a list of available templates in the selected category; doubleclick one to download the template and apply it to a new file. 5

30 Save a File If you want to be able to refer to the data in a file at some later time, you must save the file. You should also frequently save any file you are working on in case of a power failure or computer crash. When you save a file, you can give it a unique filename and store it in the folder or drive of your choice. You can also change the file type, as described in the tip in this section. You can then open the saved file at a later time. (See the next section for help opening Office files.) Save a File Click the File tab. For subsequent saves, you can click the Save button ( ) on the Quick Access toolbar to quickly save the file. The document s Info screen appears. 2 Click Save or Save As. 2 6