Office DUMmIES FOR ALL-IN-ONE

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3 Office 2013 ALL-IN-ONE FOR DUMmIES

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5 Office 2013 ALL-IN-ONE FOR DUMmIES by Peter Weverka

6 Office 2013 All-in-One For Dummies Published by John Wiley & Sons, Inc. 111 River Street Hoboken, NJ Copyright 2013 by John Wiley & Sons, Inc., Hoboken, New Jersey Published by John Wiley & Sons, Inc., Hoboken, New Jersey 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 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. Microsoft is a trademark of Microsoft Corporation. All other trademarks are the property of their respective owners. John Wiley & Sons, 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 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 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 publishes in a variety of print and electronic formats and by print-on-demand. Some material included with standard print versions of this book may not be included in e-books or in print-on-demand. If this book refers to media such as a CD or DVD that is not included in the version you purchased, you may download this material at For more information about Wiley products, visit Library of Congress Control Number: ISBN: (pbk); ISBN (ebk); ISBN (ebk); ISBN (ebk) Manufactured in the United States of America

7 About the Author Peter Weverka is the best-selling author of many For Dummies books, including Office 2010 All-in-One For Dummies, as well as 38 other computer books about various topics. Peter s humorous articles and stories none related to computers, thankfully have appeared in Harper s, SPY, and other magazines for grown-ups.

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9 Dedication For Aiko Sofia and Henry Gabriel. Author s Acknowledgments This book owes a lot to many hard-working people at the offices of John Wiley & Sons, Inc. in Indiana. For the umpteenth time, I want to express my gratitude to Steve Hayes for his encouragement and the opportunity to write another For Dummies book. Susan Christophersen knows the editing craft as well as any editor I have ever worked with. It was a pleasure once again to work with her. Technical Editor Michele Krazniak made sure that all the explanations in this book are indeed accurate, and I would like to thank her for her diligence and suggestions for improving this book. I would also like to thank BIM Proofreading & Indexing Services for writing the index. If you turn this page you will see, on the flip side, the names of all the people who worked on this book. I am grateful to all of them. Finally, I owe my family Sofia, Henry, and Addie a debt for tolerating my vampire-like working hours and eerie demeanor at daybreak.

10 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 and Copy Editor: Susan Christophersen Executive Editor: Steve Hayes Technical Editor: Michelle Krazniak Editorial Manager: Jodi Jensen Editorial Assistant: Annie Sullivan Sr. Editorial Assistant: Cherie Case Cover Photo: istockphoto.com / kzenon Composition Services Project Coordinator: Patrick Redmond Layout and Graphics: Ana Carrillo, Jennifer Creasey, Joyce Haughey Proofreaders: Jessica Kramer, Linda Seifert 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 Kathleen Nebenhaus, Vice President and Executive Publisher Composition Services Debbie Stailey, Director of Composition Services

11 Contents at a Glance Introduction... 1 Book I: Common Office Tasks... 7 Chapter 1: Office Nuts and Bolts...9 Chapter 2: Wrestling with the Text...29 Chapter 3: Speed Techniques Worth Knowing About...47 Book II: Word Chapter 1: Speed Techniques for Using Word...57 Chapter 2: Laying Out Text and Pages...75 Chapter 3: Word Styles...99 Chapter 4: Constructing the Perfect Table Chapter 5: Taking Advantage of the Proofing Tools Chapter 6: Desktop Publishing with Word Chapter 7: Getting Word s Help with Office Chores Chapter 8: Tools for Reports and Scholarly Papers Book III: Excel Chapter 1: Up and Running with Excel Chapter 2: Refining Your Worksheet Chapter 3: Formulas and Functions for Crunching Numbers Chapter 4: Making a Worksheet Easier to Read and Understand Chapter 5: Advanced Techniques for Analyzing Data Book IV: PowerPoint Chapter 1: Getting Started in PowerPoint Chapter 2: Fashioning a Look for Your Presentation Chapter 3: Entering the Text Chapter 4: Making Your Presentations Livelier Chapter 5: Delivering a Presentation Book V: OneNote Chapter 1: Up and Running with OneNote Chapter 2: Taking Notes Chapter 3: Finding and Organizing Your Notes...431

12 Book VI: Outlook Chapter 1: Outlook Basics Chapter 2: Maintaining the Contacts Folder Chapter 3: Handling Your Chapter 4: Managing Your Time and Schedule Chapter 5: Tasks, Reminders, and Notes Book VII: Access Chapter 1: Introducing Access Chapter 2: Building Your Database Tables Chapter 3: Entering the Data Chapter 4: Sorting, Querying, and Filtering for Data Chapter 5: Presenting Data in a Report Book VIII: Working with Charts and Graphics Chapter 1: Creating a Chart Chapter 2: Making a SmartArt Diagram Chapter 3: Handling Graphics, Photos, and Clip Art Chapter 4: Drawing and Manipulating Lines, Shapes, and Other Objects Book IX: Office 2013: One Step Beyond Chapter 1: Customizing an Office Program Chapter 2: Ways of Distributing Your Work Chapter 3: Working with Publisher Book X: File Sharing and Collaborating Chapter 1: Preparing to Use the Office Web Apps Chapter 2: Using the Office Web Apps Chapter 3: Sharing and Collaborating Index

13 Table of Contents Introduction... 1 What s in This Book, Anyway?...1 What Makes This Book Different...2 Easy-to-look-up information...3 A task-oriented approach...3 Meaningful screen shots...3 Foolish Assumptions...3 Conventions Used in This Book...4 Icons Used in This Book...4 Book I: Common Office Tasks... 7 Chapter 1: Office Nuts and Bolts... 9 A Survey of Office Applications...9 Starting an Office Program...11 Starting an Office program in Windows 7 and Vista...11 Starting an Office program in Windows Finding Your Way Around the Office Interface...14 The File tab and Backstage...15 The Quick Access toolbar...15 The Ribbon and its tabs...15 Context-sensitive tabs...16 The anatomy of a tab...17 Live previewing...18 Mini-toolbars and shortcut menus...18 Office 2013 for keyboard lovers...19 Saving Your Files...20 Saving a file...20 Saving a file for the first time...20 Declaring where you like to save files...20 Saving AutoRecovery information...22 Navigating the Save As and Open Windows...23 Opening and Closing Files...25 Opening a file...25 Closing a file...26 Reading and Recording File Properties...26 Locking a File with a Password...27 Password-protecting a file...27 Removing a password from a file...28

14 xii Office 2013 All-in-One For Dummies Chapter 2: Wrestling with the Text Manipulating the Text...29 Selecting text...29 Moving and copying text...30 Taking advantage of the Clipboard task pane...31 Deleting text...32 Changing the Look of Text...32 Choosing fonts for text...33 Changing the font size of text...34 Applying font styles to text...35 Applying text effects to text...36 Underlining text...37 Changing the color of text...38 Quick Ways to Handle Case, or Capitalization...38 Entering Symbols and Foreign Characters...40 Creating Hyperlinks...41 Linking a hyperlink to a web page...41 Creating a hyperlink to another place in your file...43 Creating an hyperlink...44 Repairing and removing hyperlinks...45 Chapter 3: Speed Techniques Worth Knowing About Undoing and Repeating Commands...47 Undoing a mistake...47 Repeating an action and quicker this time...48 Zooming In, Zooming Out...48 Viewing a File Through More Than One Window...50 Correcting Typos on the Fly...50 Entering Text Quickly with the AutoCorrect Command...52 Book II: Word Chapter 1: Speed Techniques for Using Word Introducing the Word Screen...57 Creating a New Document...59 Getting a Better Look at Your Documents...61 Viewing documents in different ways...61 Splitting the screen...64 Selecting Text in Speedy Ways...65 Moving Around Quickly in Documents...66 Keys for getting around quickly...66 Navigating from page to page or heading to heading...67 Going there fast with the Go To command...68 Bookmarks for hopping around...68 Inserting a Whole File into a Document...69

15 Table of Contents xiii Entering Information Quickly in a Computerized Form...70 Creating a computerized form...71 Entering data in the form...73 Chapter 2: Laying Out Text and Pages Paragraphs and Formatting...75 Inserting a Section Break for Formatting Purposes...76 Breaking a Line...78 Starting a New Page...78 Setting Up and Changing the Margins...79 Indenting Paragraphs and First Lines...81 Clicking an Indent button (for left-indents)...81 Eye-balling it with the ruler...81 Indenting in the Paragraph dialog box...83 Numbering the Pages...83 Numbering with page numbers only...84 Including a page number in a header or footer...85 Changing page number formats...85 Putting Headers and Footers on Pages...86 Creating, editing, and removing headers and footers...87 Fine-tuning a header or footer...89 Adjusting the Space Between Lines...90 Adjusting the Space Between Paragraphs...91 Creating Numbered and Bulleted Lists...92 Simple numbered and bulleted lists...92 Constructing lists of your own...93 Managing a multilevel list...94 Working with Tabs...95 Hyphenating Text...96 Automatically and manually hyphenating a document...97 Unhyphenating and other hyphenation tasks...98 Chapter 3: Word Styles All About Styles...99 Styles and templates...99 Types of styles Applying Styles to Text and Paragraphs Applying a style Experimenting with style sets Choosing which style names appear on the Style menus Creating a New Style Creating a style from a paragraph Creating a style from the ground up Modifying a Style Creating and Managing Templates Creating a new template Opening a template so that you can modify it Modifying, deleting, and renaming styles in templates...114

16 xiv Office 2013 All-in-One For Dummies Chapter 4: Constructing the Perfect Table Talking Table Jargon Creating a Table Entering the Text and Numbers Selecting Different Parts of a Table Laying Out Your Table Changing the size of a table, columns, and rows Adjusting column and row size Inserting columns and rows Deleting columns and rows Moving columns and rows Aligning Text in Columns and Rows Merging and Splitting Cells Repeating Header Rows on Subsequent Pages Formatting Your Table Designing a table with a table style Calling attention to different rows and columns Decorating your table with borders and colors Using Math Formulas in Tables Neat Table Tricks Changing the direction of header row text Wrapping text around a table Using a picture as the table background Drawing diagonal lines on tables Drawing on a table Chapter 5: Taking Advantage of the Proofing Tools Correcting Your Spelling Errors Correcting misspellings one at a time Running a spell-check Preventing text from being spell checked Checking for Grammatical Errors in Word Getting a Word Definition Finding and Replacing Text The basics: Finding stray words and phrases Narrowing your search Conducting a find-and-replace operation Researching a Topic Inside Word Finding the Right Word with the Thesaurus Proofing Text Written in a Foreign Language Telling Office which languages you will use Marking text as foreign language text Translating Foreign Language Text...157

17 Table of Contents xv Chapter 6: Desktop Publishing with Word Experimenting with Themes Sprucing Up Your Pages Decorating a page with a border Putting a background color on pages Getting Word s help with cover letters Making Use of Charts, Diagrams, Shapes, Clip Art, and Photos Working with the Drawing Canvas Positioning and Wrapping Objects Relative to the Page and Text Wrapping text around an object Positioning an object on a page Working with Text Boxes Inserting a text box Making text flow from text box to text box Dropping In a Drop Cap Watermarking for the Elegant Effect Putting Newspaper-Style Columns in a Document Doing the preliminary work Running text into columns Landscape Documents Printing on Different Size Paper Showing Online Video in a Document Chapter 7: Getting Word s Help with Office Chores Highlighting Parts of a Document Commenting on a Document Entering a comment Viewing and displaying comments Caring for and feeding comments Tracking Changes to Documents Telling Word to start marking changes Reading and reviewing a document with change marks Marking changes when you forgot to turn on change marks Accepting and rejecting changes to a document Printing an Address on an Envelope Printing a Single Address Label (or a Page of the Same Label) Churning Out Letters, Envelopes, and Labels for Mass Mailings Preparing the source file Merging the document with the source file Printing form letters, envelopes, and labels Chapter 8: Tools for Reports and Scholarly Papers Alphabetizing a List Outlines for Organizing Your Work Viewing the outline in different ways Rearranging document sections in Outline view...199

18 xvi Office 2013 All-in-One For Dummies Collapsing and Expanding Parts of a Document Generating a Table of Contents Creating a TOC Updating and removing a TOC Customizing a TOC Changing the structure of a TOC Indexing a Document Marking index items in the document Generating the index Editing an index Putting Cross-References in a Document Putting Footnotes and Endnotes in Documents Entering a footnote or endnote Choosing the numbering scheme and position of notes Deleting, moving, and editing notes Compiling a Bibliography Inserting a citation for your bibliography Editing a citation Changing how citations appear in text Generating the bibliography Book III: Excel Chapter 1: Up and Running with Excel Creating a New Excel Workbook Getting Acquainted with Excel Rows, columns, and cell addresses Workbooks and worksheets Entering Data in a Worksheet The basics of entering data Entering text labels Entering numeric values Entering date and time values Quickly Entering Lists and Serial Data with the AutoFill Command Formatting Numbers, Dates, and Time Values Conditional Formats for Calling Attention to Data Establishing Data-Validation Rules Chapter 2: Refining Your Worksheet Editing Worksheet Data Moving Around in a Worksheet Getting a Better Look at the Worksheet Freezing and splitting columns and rows Hiding columns and rows Comments for Documenting Your Worksheet Selecting Cells in a Worksheet...246

19 Table of Contents xvii Deleting, Copying, and Moving Data Handling the Worksheets in a Workbook Keeping Others from Tampering with Worksheets Hiding a worksheet Protecting a worksheet Chapter 3: Formulas and Functions for Crunching Numbers How Formulas Work Referring to cells in formulas Referring to formula results in formulas Operators in formulas The Basics of Entering a Formula Speed Techniques for Entering Formulas Clicking cells to enter cell references Entering a cell range Naming cell ranges so that you can use them in formulas Referring to cells in different worksheets Copying Formulas from Cell to Cell Detecting and Correcting Errors in Formulas Correcting errors one at a time Running the error checker Tracing cell references Working with Functions Using arguments in functions Entering a function in a formula Chapter 4: Making a Worksheet Easier to Read and Understand Laying Out a Worksheet Aligning numbers and text in columns and rows Inserting and deleting rows and columns Changing the size of columns and rows Decorating a Worksheet with Borders and Colors Cell styles for quickly formatting a worksheet Formatting cells with table styles Slapping borders on worksheet cells Decorating worksheets with colors Getting Ready to Print a Worksheet Making a worksheet fit on a page Making a worksheet more presentable Repeating row and column headings on each page Chapter 5: Advanced Techniques for Analyzing Data Seeing What the Sparklines Say Managing Information in Lists Sorting a list Filtering a list Forecasting with the Goal Seek Command...298

20 xviii Office 2013 All-in-One For Dummies Performing What-If Analyses with Data Tables Using a one-input table for analysis Using a two-input table for analysis Analyzing Data with Pivot Tables Creating a PivotTable Putting the finishing touches on a PivotTable Book IV: PowerPoint Chapter 1: Getting Started in PowerPoint Getting Acquainted with PowerPoint A Brief Geography Lesson A Whirlwind Tour of PowerPoint Creating a New Presentation Advice for Building Persuasive Presentations Creating New Slides for Your Presentation Inserting a new slide Speed techniques for inserting slides Conjuring slides from Word document headings Selecting a different layout for a slide Getting a Better View of Your Work Changing views Looking at the different views Hiding and Displaying the SlidesPane and Notes Pane Selecting, Moving, and Deleting Slides Selecting slides Moving slides Deleting slides Putting Together a Photo Album Creating your photo album Putting on the final touches Editing a photo album Hidden Slides for All Contingencies Hiding a slide Showing a hidden slide during a presentation Chapter 2: Fashioning a Look for Your Presentation Looking at Themes and Slide Backgrounds Choosing a Theme for Your Presentation Creating Slide Backgrounds on Your Own Using a solid (or transparent) color for the slide background Creating a gradient color blend for slide backgrounds Placing a picture in the slide background Using a photo of your own for a slide background Using a texture for a slide background...340

21 Table of Contents xix Changing the Background of a Single or Handful of Slides Choosing the Slide Size Using Master Slides and Master Styles for a Consistent Design Switching to Slide Master view Understanding master slides and master styles Editing a master slide Changing a master slide layout Chapter 3: Entering the Text Entering Text Choosing fonts for text Changing the font size of text Changing the look of text Fun with Text Boxes and Text Box Shapes Controlling How Text Fits in Text Frames and Text Boxes Choosing how PowerPoint AutoFits text in text frames Choosing how PowerPoint AutoFits text in text boxes Positioning Text in Frames and Text Boxes Handling Bulleted and Numbered Lists Creating a standard bulleted or numbered list Choosing a different bullet character, size, and color Choosing a different list-numbering style, size, and color Putting Footers (and Headers) on Slides Some background on footers and headers Putting a standard footer on all your slides Creating a nonstandard footer Removing a footer from a single slide Chapter 4: Making Your Presentations Livelier Suggestions for Enlivening Your Presentation Presenting Information in a Table Exploring Transitions and Animations Showing transitions between slides Animating parts of a slide Making Audio Part of Your Presentation Inserting an audio file on a slide Telling PowerPoint when and how to play an audio file Playing audio during a presentation Playing Video on Slides Inserting a video on a slide Fine-tuning a video presentation Experimenting with the look of the video Recording a Voice Narration for Slides Chapter 5: Delivering a Presentation All about Notes Rehearsing and Timing Your Presentation...380

22 xx Office 2013 All-in-One For Dummies Showing Your Presentation Starting and ending a presentation Going from slide to slide Tricks for Making Presentations a Little Livelier Wielding a pen or highlighter in a presentation Blanking the screen Zooming In Delivering a Presentation When You Can t Be There in Person Providing handouts for your audience Creating a self-running, kiosk-style presentation Creating a user-run presentation Presenting a Presentation Online Packaging your presentation on a CD Creating a presentation video Book V: OneNote Chapter 1: Up and Running with OneNote Introducing OneNote Finding Your Way Around the OneNote Screen Notebook pane Section (and section group) tabs Page window Page pane Units for Organizing Notes Creating a Notebook Creating Sections and Section Groups Creating a new section Creating a section group Creating Pages and Subpages Creating a new page Creating a new subpage Renaming and Deleting Groups and Pages Getting from Place to Place in OneNote Changing Your View of OneNote Chapter 2: Taking Notes Entering a Typewritten Note Notes: The Basics Moving and resizing note containers Formatting the Text in Notes Selecting notes Deleting notes Getting more space for notes on a page...418

23 Table of Contents xxi Drawing on the Page Drawing with a pen or highlighter Drawing a shape Changing the size and appearance of drawings and shapes Converting a Handwritten Note to Text Writing a Math Expression in a Note Taking a Screen-Clipping Note Recording and Playing Audio Notes Recording an audio note Playing an audio note Attaching, Copying, and Linking Files to Notes Attaching an Office file to a note Copying an Office file into OneNote Linking a Word or PowerPoint file to OneNote Copying a note into another Office program Chapter 3: Finding and Organizing Your Notes Finding a Stray Note Searching by word or phrase Searching by author Tagging Notes for Follow Up Tagging a note Arranging tagged notes in the task pane Creating and modifying tags Color-Coding Notebooks, Sections, and Pages Merging and Moving Sections, Pages, and Notes Book VI: Outlook Chapter 1: Outlook Basics What Is Outlook, Anyway? Navigating the Outlook Folders Categorizing Items Creating a category Assigning items to categories Arranging items by category in folders Searching for Stray Folder Items Conducting an instant search Refining a search Conducting an advanced search Deleting Messages, Contacts, Tasks, and Other Items Finding and Backing Up Your Outlook File Cleaning Out Your Folders Archiving the old stuff Running the Mailbox Cleanup command...453

24 xxii Office 2013 All-in-One For Dummies Chapter 2: Maintaining the Contacts Folder Maintaining a Happy and Healthy Contacts Folder Entering a new contact in the Contacts folder Changing a contact s information Contact Groups for Sending Messages to Groups Creating a contact group Addressing to a contact group Editing a contact group Finding a Contact in the Contacts Folder Printing the Contacts Folder Different ways to print contact information Changing the look of printed pages Chapter 3: Handling Your Setting Up an Account Addressing and Sending Messages The basics: Sending an message Addressing an message Sending copies and blind copies of messages Replying to and forwarding messages Sending Files and Photos Sending a file along with a message Including a photo in an message Being Advised When Someone Has Read Your Receiving Messages Getting your Being notified that has arrived Reading Your in the Inbox Window Handling Files That Were Sent to You Saving a file you received Opening a file you received Techniques for Organizing Messages Flagging messages Being reminded to take care of messages Rules for earmarking messages as they arrive All about Folders Moving messages to different folders Creating a new folder for storing Yes, You Can Prevent Junk Mail (Sort Of) Defining what constitutes junk Preventative medicine for junk Chapter 4: Managing Your Time and Schedule Introducing the Calendar The Different Kinds of Activities Seeing Your Schedule Going to a different day, week, or month Rearranging the Calendar window...492

25 Table of Contents xxiii Scheduling Appointments and Events Scheduling an activity: The basics Scheduling a recurring appointment or event Scheduling an event Canceling, Rescheduling, and Altering Activities Chapter 5: Tasks, Reminders, and Notes Tasks: Seeing What Needs to Get Done Entering a task in the Tasks window Examining tasks in the Tasks window Handling and managing tasks Reminders for Being Alerted to Activities and Tasks Handling reminder messages Scheduling a reminder message Making reminders work your way Making Notes to Yourself Book VII: Access Chapter 1: Introducing Access What Is a Database, Anyway? Tables, Queries, Forms, and Other Objects Database tables for storing information Forms for entering data Queries for getting the data out Reports for presenting and examining data Macros and modules Creating a Database File Creating a blank database file Getting the help of a template Finding Your Way Around the Navigation Pane Designing a Database Deciding what information you need Separating information into different database tables Choosing fields for database tables Deciding on a primary key field for each database table Mapping the relationships between tables Chapter 2: Building Your Database Tables Creating a Database Table Creating a database table from scratch Creating a database table from a template Importing a table from another database Opening and Viewing Tables Entering and Altering Table Fields Creating a field All about data types...528

26 xxiv Office 2013 All-in-One For Dummies Designating the primary key field Moving, renaming, and deleting fields Field Properties for Making Sure That Data Entries Are Accurate A look at the Field Properties settings Creating a lookup data-entry list Indexing for Faster Sorts, Searches, and Queries Indexing a field Indexing based on more than one field Establishing Relationships Between Database Tables Types of relationships Handling tables in the Relationships window Forging relationships between tables Editing table relationships Chapter 3: Entering the Data The Two Ways to Enter Data Entering the Data in Datasheet View Entering data Two tricks for entering data quicker Changing the appearance of the datasheet Entering the Data in a Form Creating a form Entering the data Finding a Missing Record Finding and Replacing Data Chapter 4: Sorting, Querying, and Filtering for Data Sorting Records in a Database Table Ascending vs. descending sorts Sorting records Filtering to Find Information Different ways to filter a database table Unfiltering a database table Filtering by selection Filtering for input Filtering by form Querying: The Basics Creating a new query Viewing queries in Datasheet and Design view Finding your way around the Query Design window Choosing which database tables to query Choosing which fields to query Sorting the query results Choosing which fields appear in query results Entering criteria for a query At last saving and running a query...573

27 Table of Contents xxv Six Kinds of Queries Select query Top-value query Summary query Calculation query Delete query Update query Chapter 5: Presenting Data in a Report Creating a Report Opening and Viewing Reports Tweaking a Report Book VIII: Working with Charts and Graphics Chapter 1: Creating a Chart The Basics: Creating a Chart Choosing the Right Chart Providing the Raw Data for Your Chart Positioning Your Chart in a Workbook, Page, or Slide Changing a Chart s Appearance Changing the chart type Changing the size and shape of a chart Choosing a new look for your chart Changing the layout of a chart Handling the gridlines Changing a chart element s color, font, or other particular Saving a Chart as a Template So That You Can Use It Again Saving a chart as a template Creating a chart from a template Chart Tricks for the Daring and Heroic Decorating a chart with a picture Annotating a chart Displaying the raw data alongside the chart Placing a trendline on a chart Troubleshooting a Chart Chapter 2: Making a SmartArt Diagram The Basics: Creating SmartArt Diagrams Choosing a diagram Making the diagram your own Creating the Initial Diagram Creating a diagram Swapping one diagram for another...607

28 xxvi Office 2013 All-in-One For Dummies Changing the Size and Position of a Diagram Laying Out the Diagram Shapes Selecting a diagram shape Removing a shape from a diagram Moving diagram shapes to different positions Adding shapes to diagrams apart from hierarchy diagrams Adding shapes to hierarchy diagrams Adding shapes to Organization charts Promoting and demoting shapes in hierarchy diagrams Handling the Text on Diagram Shapes Entering text on a diagram shape Entering bulleted lists on diagram shapes Changing a Diagram s Direction Choosing a Look for Your Diagram Changing the Appearance of Diagram Shapes Changing the size of a diagram shape Exchanging one shape for another Changing a shape s color, fill, or outline Changing fonts and font sizes on shapes Creating a Diagram from Scratch Chapter 3: Handling Graphics, Photos, and Clip Art All about Picture File Formats Bitmap and vector graphics Resolution Compression Color depth Choosing file formats for graphics Inserting a Picture in an Office File Inserting a picture of your own Obtaining a picture online Touching Up a Picture Softening and sharpening pictures Correcting a picture s brightness and contrast Recoloring a picture Choosing an artistic effect Selecting a picture style Cropping off part of a picture Removing the background Compressing Pictures to Save Disk Space Chapter 4: Drawing and Manipulating Lines, Shapes, and Other Objects The Basics: Drawing Lines, Arrows, and Shapes Handling Lines, Arrows, and Connectors Changing the length and position of a line or arrow Changing the appearance of a line, arrow, or connector...644

29 Table of Contents xxvii Attaching and handling arrowheads on lines and connectors Connecting shapes by using connectors Handling Rectangles, Ovals, Stars, and Other Shapes Drawing a shape Changing a shape s symmetry Using a shape as a text box WordArt for Embellishing Letters and Words Creating WordArt Editing WordArt Manipulating Lines, Shapes, Art, Text Boxes, and Other Objects Selecting objects so that you can manipulate them Hiding and displaying the rulers and grid Changing an Object s Size and Shape Changing an Object s Color, Outline Color, and Transparency Filling an object with color, a picture, or a texture Making a color transparent Putting the outline around an object Moving and Positioning Objects Tricks for aligning and distributing objects When objects overlap: Choosing which appears above the other Rotating and flipping objects Grouping objects to make working with them easier Book IX: Office 2013: One Step Beyond Chapter 1: Customizing an Office Program Customizing the Ribbon Displaying and selecting tab, group, and command names Moving tabs and groups on the Ribbon Adding, removing, and renaming tabs, groups, and commands Creating new tabs and groups Resetting your Ribbon customizations Customizing the Quick Access Toolbar Adding buttons to the Quick Access toolbar Changing the order of buttons on the Quick Access toolbar Removing buttons from the Quick Access toolbar Placing the Quick Access toolbar above or below the Ribbon Customizing the Status Bar Changing the Screen Background Customizing Keyboard Shortcuts in Word Chapter 2: Ways of Distributing Your Work Printing the Old Standby Distributing a File in PDF Format About PDF files Saving an Office file as a PDF...689

30 xxviii Office 2013 All-in-One For Dummies Sending Your File in an Message Saving an Office File as a Web Page Choosing how to save the component parts Turning a file into a web page Opening a web page in your browser Blogging from inside Word Describing a blog account to Word Posting an entry to your blog Taking advantage of the Blog Post tab Chapter 3: Working with Publisher A Print Shop in a Can Introducing Frames Creating a Publication Redesigning a Publication Choosing a different template Choosing a color scheme Setting up your pages Getting a Better View of Your Work Zooming in and out Viewing single pages and two-page spreads Going from page to page Entering Text on the Pages Making Text Fit in Text Frames Fitting overflow text in a single frame Making text flow from frame to frame Making Text Wrap around a Frame or Graphic Replacing the Placeholder Pictures Inserting, Removing, and Moving Pages Master Pages for Handling Page Backgrounds Switching to Master Page view Changing the look of a master page Applying (or unapplying) a master page to publication pages Running the Design Checker Commercially Printing a Publication Book X: File Sharing and Collaborating Chapter 1: Preparing to Use the Office Web Apps Introducing the Office Web Apps Storing and Sharing Files on the Internet Office Web Apps: The Big Picture Creating a Microsoft Account Signing In and Out of Your Microsoft Account Navigating in a Microsoft Account...719