Office 2019 Part 1. by Peter Weverka

Office 2019 Part 1 by Peter Weverka

Introduction... 1 How This Book Is Organized... 1 What Makes This Book Different... 2 Foolish Assumptions... 2 Conventions Used in This Book... 3 Beyond the Book... 3 Book 1 Common Office Tasks... 5 Chapter 1 Office Nuts and Bolts... 7 Learning Objectives... 7 Introduction... 7 A Survey of Office Applications... 7 All about Office 365... 8 Finding Your Way Around the Office Interface... 9 The File tab and Backstage... 10 The Quick Access toolbar... 11 The Ribbon and its tabs... 11 Context-sensitive tabs... 11 The anatomy of a tab... 12 Mini-toolbars and shortcut menus... 13 Office 2019 for keyboard lovers... 14 Saving Your Files... 15 Saving a file... 15 Saving a file for the first time... 15 Saving AutoRecovery information... 15 Navigating the Save As and Open Windows... 15 Opening and Closing Files... 17 Opening a file... 17 Closing a file... 17 Reading and Recording File Properties... 18 Locking a File with a Password... 18 Password-protecting a file... 18 Removing a password from a file... 19 Trusting (or not Trusting) Microsoft with Your Content... 19 Review Questions... 22 Review Answers... 23 Chapter 2 Wrestling with the Text... 25 Learning Objectives... 25 Introduction... 25 Manipulating the Text... 25 Selecting text... 25 Moving and copying text... 25 Taking advantage of the Clipboard task pane... 26 Deleting text... 27 Speaking, not Typing, the Words... 27 Changing the Look of Text... 28 Choosing fonts for text... 29 Changing the font size of text... 30 Applying font styles to text... 31 Applying text effects to text... 32 Underlining text... 33 Changing the color of text... 33 Quick Ways to Handle Case, or Capitalization... 34

Entering Symbols and Foreign Characters... 35 Creating Hyperlinks... 36 Linking a hyperlink to a web page... 37 Creating a hyperlink to another place in your file... 38 Creating an e-mail hyperlink... 39 Repairing and removing hyperlinks... 39 Review Questions... 40 Review Answers... 41 Chapter 3 Speed Techniques Worth Knowing About... 43 Learning Objectives... 43 Introduction... 43 Undoing and Repeating Commands... 43 Undoing a mistake... 43 Repeating an action and quicker this time... 44 Zooming In, Zooming Out... 44 Viewing a File through More Than One Window... 45 Correcting Typos on the Fly... 45 Entering Text Quickly with the AutoCorrect Command... 47 Review Questions... 49 Review Answers... 50 Book 2 Word 2019... 51 Chapter 1 Speed Techniques for Using Word... 53 Learning Objectives... 53 Introduction... 53 Introducing the Word Screen... 53 Creating a New Document... 54 Getting a Better Look at Your Documents... 56 Viewing documents in different ways... 56 Splitting the screen... 58 Selecting Text in Speedy Ways... 59 Moving Around Quickly in Documents... 60 Keys for getting around quickly... 60 Navigating from page to page or heading to heading... 61 Going there fast with the Go To command... 62 Bookmarks for hopping around... 62 Inserting a Whole File into a Document... 63 Getting Word to Read It... 63 Entering Information Quickly in a Computerized Form... 64 Creating a computerized form... 64 Entering data in the form... 66 Review Questions... 67 Review Answers... 68 Chapter 2 Laying Out Text and Pages... 71 Learning Objectives... 71 Introduction... 71 Paragraphs and Formatting... 71 Inserting a Section Break for Formatting Purposes... 71 Breaking a Line... 73 Starting a New Page... 73 Setting Up and Changing the Margins... 74 Indenting Paragraphs and First Lines... 76 Clicking an Indent button (for left-indents)... 76 Eyeballing it with the ruler... 76 Indenting in the Paragraph dialog box... 77 ii

Numbering the Pages... 77 Numbering with page numbers only... 77 Including a page number in a header or footer... 78 Changing page number formats... 78 Putting Headers and Footers on Pages... 79 Creating, editing, and removing headers and footers... 80 Fine-tuning a header or footer... 81 Adjusting the Space Between Lines... 82 Adjusting the Space Between Paragraphs... 83 Creating Numbered and Bulleted Lists... 84 Simple numbered and bulleted lists... 84 Constructing lists of your own... 85 Managing a multilevel list... 85 Working with Tabs... 86 Hyphenating Text... 87 Automatically and manually hyphenating a document... 88 Unhyphenating and other hyphenation tasks... 88 Review Questions... 90 Review Answers... 91 Chapter 3 Word Styles... 93 Learning Objectives... 93 Introduction... 93 All About Styles... 93 Styles and templates... 93 Types of styles... 93 Applying Styles to Text and Paragraphs... 94 Applying a style... 94 Experimenting with style sets... 95 Choosing which style names appear on the Style menus... 96 Creating a New Style... 98 Creating a style from a paragraph... 98 Creating a style from the ground up... 98 Modifying a Style... 100 Creating and Managing Templates... 101 Creating a new template... 101 Opening a template so that you can modify it... 104 Modifying, deleting, and renaming styles in templates... 104 Review Questions... 106 Review Answers... 107 Chapter 4 Constructing the Perfect Table... 109 Learning Objectives... 109 Introduction... 109 Talking Table Jargon... 109 Creating a Table... 110 Entering the Text and Numbers... 111 Selecting Different Parts of a Table... 112 Laying Out Your Table... 112 Changing the size of a table, columns, and rows... 112 Adjusting column and row size... 113 Inserting columns and rows... 113 Deleting columns and rows... 114 Moving columns and rows... 115 Aligning Text in Columns and Rows... 116 Merging and Splitting Cells... 116 Repeating Header Rows on Subsequent Pages... 117 iii

Formatting Your Table... 118 Designing a table with a table style... 118 Calling attention to different rows and columns... 119 Decorating your table with borders and colors... 120 Using Math Formulas in Tables... 121 Neat Table Tricks... 122 Changing the direction of header row text... 122 Wrapping text around a table... 122 Using a picture as the table background... 123 Drawing diagonal lines on tables... 124 Drawing on a table... 125 Review Questions... 126 Review Answers... 127 Chapter 5 Taking Advantage of the Proofing Tools... 129 Learning Objectives... 129 Introduction... 129 Correcting Your Spelling Errors... 129 Correcting misspellings one at a time... 129 Running a spell check... 130 Preventing text from being spell checked... 132 Correcting Grammatical Errors... 132 Finding and Replacing Text... 133 The basics: Finding stray words and phrases... 133 Narrowing your search... 133 Conducting a find-and-replace operation... 137 Finding the Right Word with the Thesaurus... 139 Proofing Text Written in a Foreign Language... 140 Telling Office which languages you will use... 140 Marking text as foreign language text... 141 Translating Foreign Language Text... 141 Review Questions... 143 Review Answers... 144 Chapter 6 Desktop Publishing with Word... 145 Learning Objectives... 145 Introduction... 145 Experimenting with Themes... 145 Sprucing Up Your Pages... 146 Decorating a page with a border... 146 Putting a background color on pages... 147 Getting Word s help with cover letters... 147 Making Use of Charts, Diagrams, Shapes, and Photos... 148 Working with the Drawing Canvas... 148 Positioning and Wrapping Objects Relative to the Page and Text... 149 Wrapping text around an object... 149 Positioning an object on a page... 151 Working with Text Boxes... 152 Inserting a text box... 153 Making text flow from text box to text box... 153 Dropping In a Drop Cap... 153 Watermarking for the Elegant Effect... 154 Putting Newspaper-Style Columns in a Document... 155 Doing the preliminary work... 155 Running text into columns... 155 Landscape Documents... 156 Printing on Different Size Paper... 157 iv

Showing Online Video in a Document... 157 Review Questions... 159 Review Answers... 160 Chapter 7 Getting Word s Help with Office Chores... 161 Learning Objectives... 161 Introduction... 161 Highlighting Parts of a Document... 161 Commenting on a Document... 161 Entering comments... 162 Viewing and displaying comments... 163 Caring for and feeding comments... 163 Tracking Changes to Documents... 164 Telling Word to start marking changes... 165 Reading and reviewing a document with change marks... 165 Marking changes when you forgot to turn on change marks... 166 Accepting and rejecting changes to a document... 168 Printing an Address on an Envelope... 168 Printing a Single Address Label (Or a Page of the Same Label)... 169 Churning Out Letters, Envelopes, and Labels for Mass Mailings... 171 Preparing the source file... 171 Merging the document with the source file... 172 Printing form letters, envelopes, and labels... 175 Review Questions... 177 Review Answers... 178 Chapter 8 Tools for Reports and Scholarly Papers... 179 Learning Objectives... 179 Introduction... 179 Alphabetizing a List... 179 Outlines for Organizing Your Work... 179 Viewing the outline in different ways... 180 Rearranging document sections in Outline view... 181 Collapsing and Expanding Parts of a Document... 181 Generating a... 182 Creating a TOC... 182 Updating and removing a TOC... 183 Customizing a TOC... 183 Changing the structure of a TOC... 184 Indexing a Document... 185 Marking index items in the document... 186 Generating the index... 187 Editing an index... 189 Putting Cross-References in a Document... 189 Putting Footnotes and Endnotes in Documents... 191 Entering a footnote or endnote... 191 Choosing the numbering scheme and position of notes... 192 Deleting, moving, and editing notes... 192 Compiling a Bibliography... 193 Inserting a citation for your bibliography... 193 Editing a citation... 194 Changing how citations appear in text... 194 Generating the bibliography... 195 Review Questions... 196 Review Answers... 197 v

Book 3 Excel 2019... 199 Chapter 1 Up and Running with Excel... 201 Learning Objectives... 201 Introduction... 201 Creating a New Excel Workbook... 201 Getting Acquainted with Excel... 202 Rows, columns, and cell addresses... 204 Workbooks and worksheets... 204 Entering Data in a Worksheet... 204 The basics of entering data... 204 Entering text labels... 205 Entering numeric values... 206 Entering date and time values... 206 Quickly Entering Lists and Serial Data with the AutoFill Command... 209 Formatting Numbers, Dates, and Time Values... 210 Establishing Data-Validation Rules... 211 Review Questions... 215 Review Answers... 216 Chapter 2 Refining Your Worksheet... 217 Learning Objectives... 217 Introduction... 217 Editing Worksheet Data... 217 Moving Around in a Worksheet... 217 Getting a Better Look at the Worksheet... 218 Freezing and splitting columns and rows... 218 Hiding columns and rows... 220 Comments for Documenting Your Worksheet... 221 Selecting Cells in a Worksheet... 222 Deleting, Copying, and Moving Data... 222 Handling the Worksheets in a Workbook... 223 Keeping Others from Tampering with Worksheets... 225 Hiding a worksheet... 225 Protecting a worksheet... 225 Review Questions... 227 Review Answers... 228 Chapter 3 Formulas and Functions for Crunching Numbers... 229 Learning Objectives... 229 Introduction... 229 How Formulas Work... 229 Referring to cells in formulas... 229 Referring to formula results in formulas... 231 Operators in formulas... 232 The Basics of Entering a Formula... 233 Speed Techniques for Entering Formulas... 234 Clicking cells to enter cell references... 234 Entering a cell range... 235 Naming cell ranges so that you can use them in formulas... 235 Referring to cells in different worksheets... 238 Copying Formulas from Cell to Cell... 238 Detecting and Correcting Errors in Formulas... 239 Correcting errors one at a time... 240 Running the error checker... 241 Tracing cell references... 241 Working with Functions... 242 vi

Using arguments in functions... 243 Entering a function in a formula... 243 A Look at Some Very Useful Functions... 245 AVERAGE for averaging data... 246 COUNT and COUNTIF for tabulating data items... 246 CONCATENATE for combining values... 248 PMT for calculating how much you can borrow... 248 IF for identifying data... 250 LEFT, MID, and RIGHT for cleaning up data... 250 PROPER for capitalizing words... 251 LARGE and SMALL for comparing values... 251 NETWORKDAY and TODAY for measuring time in days... 252 LEN for Counting Characters in Cells... 253 Review Questions... 254 Review Answers... 255 Chapter 4 Making a Worksheet Easier to Read and Understand... 257 Learning Objectives... 257 Introduction... 257 Laying Out a Worksheet... 257 Aligning numbers and text in columns and rows... 257 Inserting and deleting rows and columns... 259 Changing the size of columns and rows... 260 Decorating a Worksheet with Borders and Colors... 261 Cell styles for quickly formatting a worksheet... 261 Formatting cells with table styles... 263 Slapping borders on worksheet cells... 263 Decorating worksheets with colors... 265 Getting Ready to Print a Worksheet... 265 Making a worksheet fit on a page... 265 Making a worksheet more presentable... 268 Repeating row and column headings on each page... 269 Review Questions... 270 Review Answers... 271 Chapter 5 Advanced Techniques for Analyzing Data... 273 Learning Objectives... 273 Introduction... 273 Seeing What the Sparklines Say... 273 Conditional Formats for Calling Attention to Data... 274 Managing Information in Lists... 275 Sorting a list... 276 Filtering a list... 276 Forecasting with the Goal Seek Command... 278 Performing What-If Analyses with Data Tables... 279 Using a one-input table for analysis... 279 Using a two-input table for analysis... 280 Analyzing Data with Pivot Tables... 282 Getting a PivotTable recommendation from Excel... 283 Creating a PivotTable from scratch... 283 Putting the finishing touches on a PivotTable... 284 Review Questions... 286 Review Answers... 287 Book 4 PowerPoint 2019... 289 Chapter 1 Getting Started in PowerPoint... 291 Learning Objectives... 291 vii

Introduction... 291 Getting Acquainted with PowerPoint... 291 A Brief Geography Lesson... 292 A Whirlwind Tour of PowerPoint... 293 Creating a New Presentation... 294 Advice for Building Persuasive Presentations... 296 Creating New Slides for Your Presentation... 298 Inserting a new slide... 298 Speed techniques for inserting slides... 299 Conjuring slides from Word document headings... 299 Selecting a different layout for a slide... 300 Getting a Better View of Your Work... 301 Changing views... 301 Looking at the different views... 301 Hiding and Displaying the Slides Pane and Notes Pane... 302 Selecting, Moving, and Deleting Slides... 302 Selecting slides... 303 Moving slides... 303 Deleting slides... 303 Putting Together a Photo Album... 303 Creating your photo album... 303 Putting on the final touches... 305 Editing a photo album... 306 Hidden Slides for All Contingencies... 306 Hiding a slide... 306 Showing a hidden slide during a presentation... 306 Review Questions... 308 Review Answers... 309 Chapter 2 Fashioning a Look for Your Presentation... 311 Learning Objectives... 311 Introduction... 311 Looking at Themes and Slide Backgrounds... 311 Choosing a Theme for Your Presentation... 313 Creating Slide Backgrounds on Your Own... 313 Using a solid (or transparent) color for the slide background... 313 Creating a gradient color blend for slide backgrounds... 314 Placing a picture in the slide background... 315 Using a photo of your own for a slide background... 316 Using a texture for a slide background... 317 Changing the Background of a Single or Handful of Slides... 318 Choosing the Slide Size... 318 Using Master Slides and Master Styles for a Consistent Design... 319 Switching to Slide Master view... 319 Understanding master slides and master styles... 320 Editing a master slide... 320 Changing a master slide layout... 321 Review Questions... 322 Review Answers... 323 Chapter 3 Entering the Text... 325 Learning Objectives... 325 Introduction... 325 Entering Text... 325 Choosing fonts for text... 326 Changing the font size of text... 326 Changing the look of text... 326 viii

Fun with Text Boxes and Text Box Shapes... 328 Controlling How Text Fits in Text Frames and Text Boxes... 329 Choosing how AutoFit works in text frames... 329 Choosing how AutoFit works in text boxes... 331 Positioning Text in Frames and Text Boxes... 331 Handling Bulleted and Numbered Lists... 332 Creating a standard bulleted or numbered list... 332 Choosing a different bullet character, size, and color... 333 Choosing a different list-numbering style, size, and color... 334 Putting Footers (and Headers) on Slides... 334 Some background on footers and headers... 335 Putting a standard footer on all your slides... 335 Creating a nonstandard footer... 336 Removing a footer from a single slide... 336 Review Questions... 337 Review Answers... 338 Chapter 4 Making Your Presentations Livelier... 339 Learning Objectives... 339 Introduction... 339 Suggestions for Enlivening Your Presentation... 339 Presenting Information in a Table... 339 Exploring Transitions and Animations... 341 Showing transitions between slides... 341 Animating parts of a slide... 342 Making Audio Part of Your Presentation... 344 Inserting an audio file on a slide... 345 Telling PowerPoint when and how to play an audio file... 345 Playing audio during a presentation... 346 Playing Video on Slides... 346 Inserting a video on a slide... 347 Fine-tuning a video presentation... 347 Experimenting with the look of the video... 348 Recording a Voice Narration for Slides... 349 Review Questions... 351 Review Answers... 352 Chapter 5 Delivering a Presentation... 353 Learning Objectives... 353 Introduction... 353 All about Notes... 353 Rehearsing and Timing Your Presentation... 353 Showing Your Presentation... 355 Starting and ending a presentation... 355 Going from slide to slide... 356 Tricks for Making Presentations a Little Livelier... 357 Wielding a pen or highlighter in a presentation... 357 Blanking the screen... 359 Zooming In... 359 Delivering a Presentation When You Can t Be There in Person... 359 Providing handouts for your audience... 360 Creating a self-running, kiosk-style presentation... 361 Creating a user-run presentation... 362 Presenting a Presentation Online... 364 Packaging your presentation on a CD... 365 Creating a presentation video... 366 ix

Review Questions... 368 Review Answers... 369 Glossary... 370 Index... 374 x