Office 2003 All in One Desk Reference For Dummies®

by Peter Weverka

Office 2003 All in One Desk Reference For Dummies®

Published by
Wiley Publishing, Inc.
111 River St.
Hoboken, NJ 07030-5774
www.wiley.com

Copyright © 2003 by Wiley Publishing, Inc., Indianapolis, Indiana

Published by Wiley Publishing, Inc., Indianapolis, Indiana

Published simultaneously in Canada

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Library of Congress Control Number: 2003101797

ISBN: 0-7645-3883-7

Manufactured in the United States of America

10 9 8 7 6 5 4 3 2 1

1B/RZ/QZ/QT/IN

About the Author

Peter Weverka is the bestselling author of several For Dummies books, including Word for Dummies Quick Reference and Microsoft Money For Dummies, as well as 25 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.

Dedication

For Sofia and Henry.

Author’s Acknowledgments

This book owes a lot to many hard-working people at Wiley Publishing in Indiana. I would especially like to thank Steve Hayes for his encouragement and for giving me the opportunity to write this and other books for Wiley.

As usual, Susan Christophersen wielded the editorial scalpel with great skill and shrewdness. Susan is always a pleasure to work with, and it was delightful to have her aboard for all 792 pages of this long book.

Technical editor Allen Wyatt made sure that all the instructions in this book are indeed accurate and offered many excellent suggestions for using Office programs, and I thank him for his work. I would also like to thank Jason Gerend for helping me with parts of Book V, Rich Tennant for the witty cartoons you will find on the pages of this book, and for writing the index.

These people at the Wiley offices in Indianapolis gave their all to this book, and I want to acknowledge all of them:

Kristie Rees, Seth Conley, Jacque Schneider, Lynsey Osborn, John Greenough, Evelyn Still.

Finally, I want to thank my family — Sofia, Henry, and Addie — for putting up with my vampire-like working hours and eerie demeanor at daybreak.

Publisher’s Acknowledgments

We’re proud of this book; please send us your comments through our online registration form located at www.dummies.com/register/.

Some of the people who helped bring this book to market include the following:

Project Editor and Copy Editor: Susan Christophersen

Acquisitions Editor: Steve Hayes

Technical Editor: Allen Wyatt

Editorial Manager: Carol Sheehan

Media Development Supervisor: Richard Graves

Editorial Assistant: Amanda Foxworth

Cartoons: Rich Tennant (www.the5thwave.com)

Project Coordinator: Kristie Rees

Layout and Graphics: Amanda Carter, Seth Conley, Joyce Haughey, LeAndra Hosier, Michael Kruzil, Lynsey Osborn, Jacque Schneider, Julie Trippetti

Proofreaders: John Greenough, Angel Perez, Carl William Pierce, Evelyn Still

Indexer: Stever Rath

Publishing and Editorial for Technology Dummies

Richard Swadley, Vice President and Executive Group Publisher

Andy Cummings, Vice President and Publisher

Mary C. Corder, Editorial Director

Publishing for Consumer Dummies

Diane Graves Steele, Vice President and Publisher

Joyce Pepple, Acquisitions Director

Composition Services

Gerry Fahey, Vice President of Production Services

Debbie Stailey, Director of Composition Services

Contents

Title

Introduction

What’s in This Book, Anyway?

What Makes This Book Special

Foolish Assumptions

Conventions Used in This Book

Icons Used in This Book

Good Luck, Reader!

Book I : Word

Chapter 1: Entering, Editing, and Formatting Text

Getting Acquainted with Word

Creating a New Document

Speedy Ways to Open Documents

All about Saving Documents

Changing the Font and Size of Text

Changing lowercase to UPPERCASE and Vice Versa

Spell-Checking a Document

Chapter 2: Speed Techniques for Using Word

Getting a Better Look at Your Documents

Selecting Text in Speedy Ways

Tricks for Editing Text

Moving Around Quickly in Documents

Inserting a Whole File in a Document

Making Fewer Typing Errors

Finding and Replacing

Entering Information Quickly with Forms

Chapter 3: Laying Out Text and Pages

Paragraphs and Formatting

Inserting a Section Break for Formatting Purposes

Breaking a Line

Starting a New Page

Setting Up and Changing the Margins

Indenting Paragraphs and First Lines

Numbering the Pages

Putting Headers and Footers on Pages

Adjusting the Space Between Lines

Creating Numbered and Bulleted Lists

Working with Tabs

Hyphenating a Document

Chapter 4: Word Styles

All about Styles

Applying a Style to Text and Paragraphs

Creating a New Style

Modifying a Style

Creating and Managing Templates

Chapter 5: Constructing the Perfect Table

Talking Table Jargon

Creating a Table

Entering the Text and Numbers

Aligning Text in Columns and Cells

Merging and Splitting Cells and Tables

Modifying the Table Layout

Repeating Heading Rows on Subsequent Pages

Sorting, or Reordering, a Table

Sprucing Up Your Table

Using Math Formulas in Tables

Chapter 6: Desktop Publishing with Word

Putting Newspaper-Style Columns in a Document

Working with Text Boxes

Decorating a Page with a Border

Dropping In a Drop Cap

Watermarking for the Elegant Effect

Fixing Spacing Problems in Headings

Landscape Documents

Printing on Different-Size Paper

Chapter 7: Getting Word’s Help with Office Chores

Highlighting Parts of a Document

Commenting on a Document

Showing Revisions to Documents

Printing an Address on an Envelope

Printing a Single Address Label (or a Page of the Same Label)

Churning Out Letters, Labels, and Envelopes for Mass Mailings

Chapter 8: Tools for Reports and Scholarly Papers

Finding the Right Word with the Thesaurus

Outlines for Organizing Your Work

Generating a Table of Contents

Putting Footnotes and Endnotes in Documents

Indexing a Document

Putting Cross-References in a Document

Numbering the Headings in a Document

Book II : Outlook

Chapter 1: Getting Acquainted with Outlook

What Is Outlook, Anyway?

Navigating the Outlook Windows

Getting a Better View of a Folder

Categorizing Items in a Folder

Finding Items in Folders

Deleting E-Mail Messages, Contacts, Tasks, and Other Items

Finding and Backing Up Your Outlook File

Importing E-Mail and Addresses from Another Program

Cleaning Out Your Folders

Chapter 2: Maintaining the Contacts Folder

Maintaining a Happy and Healthy Contacts Folder

Finding a Contact

Printing the Contacts Folder

Chapter 3: Handling Your E-Mail

Addressing and Sending E-Mail Messages

Being Advised When Someone Has Read Your E-Mail

All about Message Formats

Stationery for Decorating E-Mail Messages

Receiving E-Mail Messages

Handling Files That Were Sent to You

Techniques for Organizing E-Mail Messages

All about E-Mail Folders

Yes, You Can Prevent Junk Mail (Sort of)

Chapter 4: Managing Your Time and Schedule

Introducing the Calendar

The Different Kinds of Activities

Getting around in the Calendar Window

Scheduling an Activity

Canceling, Rescheduling, and Altering Activities

Getting a Better Look at Your Schedule

Customizing Outlook

Chapter 5: Tasks, Reminders, and Notes

Tasks: Seeing What Needs to Get Done

Reminders for Being Alerted to Activities and Tasks

Making Notes to Yourself

Book III : PowerPoint

Chapter 1: Getting Started in PowerPoint

Getting Acquainted with PowerPoint

Creating a New Presentation

Advice for Building Persuasive Presentations

Getting a Better View of Your Work

Inserting Slides and Choosing Layouts

Moving and Deleting Slides

Hidden Slides for All Contingencies

Chapter 2: Entering the Text

Entering Text on Slides

Making Text Fit in Frames

Making Your Own Text Frames

Changing the Look of Text

All about Speaker Notes

Making a Numbered or Bulleted List

Putting Tables on Slides

Chapter 3: Advanced Formatting Techniques

Changing or Tweaking a Slide Design or Color Scheme

Overriding the Slide Design or Color Scheme

Slide Masters for Consistent Formatting

Handling Footers

Transitions and Animations

Chapter 4: Making Your Presentation Livelier

Putting a Picture or Clip-Art Image on a Slide

Putting Charts in Slides

Action Buttons for Going from Slide to Slide

Sounding Off on Slides

Playing a Movie on a Slide

Chapter 5: Giving the Presentation

Getting Ready to Give Your Presentation

Rehearsing Your Presentation

Printing Handout Copies of a Presentation

Showing Your Presentation

Giving a Self-Playing, Kiosk-Style Presentation

Customizing Shows for Particular Audiences

PowerPoint Presentations as Web Sites

Book IV : Excel

Chapter 1: Up and Running with Excel

Getting Acquainted with Excel

Entering Data in a Worksheet

Entering Lists and Serial Data with the AutoFill Command

Formatting Numbers, Dates, and Time Values

Formatting Text and Numbers

Establishing Data-Validation Rules

Chapter 2: Refining Your Worksheet

Editing Worksheet Data

Moving around in a Worksheet

Getting a Better Look at the Worksheet

Comments for Documenting Your Worksheet

Selecting Cells in a Worksheet

Deleting, Copying, and Moving Data

Finding the Missing Data

Finding and Replacing Data

Handling the Worksheets in a Workbook

Chapter 3: Formulas and Functions for Crunching Numbers

How Formulas Work

The Basics of Entering a Formula

Speed Techniques for Entering Formulas

Copying Formulas from Cell to Cell

Tracing Cell References

Working with Functions

Chapter 4: Making a Worksheet Easier to Read and Understand

Laying Out a Worksheet

Decorating a Worksheet with Borders and Colors

Styles for Quickly Formatting a Worksheet

Printing a Worksheet

Chapter 5: Seeing Data in Charts

Building Charts from Your Data

Editing a Chart

Putting Pizzazz in Your Charts

Chapter 6: Analyzing Data

Managing Information in Lists

Forecasting with the Goal Seek Command

Performing What-If Analyses with Data Tables

Book V : FrontPage

Chapter 1: Introducing FrontPage

What Is FrontPage, Anyway?

What You Should Know Before You Begin

Designing Web Pages and Web sites

Creating and Opening a Web Site

All about Web Pages

Exploring the Different Views

Tracking and Prioritizing Tasks

Chapter 2: Laying Out a Web Page

Techniques for Laying Out Web Pages

Making Sure Your Web Site is Compatible with Different Web Browsers

Applying Themes and Background Colors to Web Pages

Including Hyperlinks in Web Pages

Making It Easy for Visitors to E-Mail You

Chapter 3: Presenting the Content

Formatting and Positioning Text

Working with Images

Creating Thumbnail Images

Inserting a Ruled Line

Creating a Navigation Bar

Creating an Image Map

Chapter 4: Publishing and Maintaining a Web Site

Getting Ready to Publish a Web Site

Setting Up FrontPage to Work with Your Web Server

Publishing a Web Site

Promoting Your Web Site

The Hit Parade: Keeping Track of Visitors

Chapter 5: Forms and Behaviors

Creating User-Input Forms

Behaviors for More Dynamic Web Pages

Book VI : Access

Chapter 1: Introducing Access

What Is a Database, Anyway?

Tables, Queries, Forms, and Other Objects

Creating a Database File

Finding Your Way around the Database Window

Designing a Database

Chapter 2: Building Your Database Tables

Creating a Database Table

Opening and Viewing Tables

Entering and Altering Table Fields

Field Properties for Making Sure That Data Entries Are Accurate

Indexing for Faster Sorts, Searches, and Queries

Establishing Relationships between Database Tables

Chapter 3: Entering the Data

The Two Ways to Enter Data

Entering the Data in Datasheet View

Entering the Data in a Form

Finding a Missing Record

Finding and Replacing Data

Chapter 4: Sorting, Querying, and Filtering for Data

Sorting Records in a Database Table

Filtering to Find Information

Querying: The Basics

Six Kinds of Queries

Chapter 5: Presenting Data in a Report

Creating a Report

Opening and Viewing Reports

Tweaking a Report

Book VII : Publisher

Chapter 1: Introducing Publisher

“A Print Shop in a Can”

Introducing Frames

Creating a Publication

Getting Around in Publisher

Understanding and Using the Layout Guides

Chapter 2: Refining a Publication

Entering Text on the Pages

Making Text Fit Text Frames

Making Text Wrap Around a Frame or Graphic

Replacing the Placeholder Graphics

Inserting Frames on the Pages

Making Frames Overlap

Inserting, Removing, and Moving Pages

Chapter 3: Putting on the Finishing Touches

Decorating the Text

Techniques for Decorating Pages

The Master Page for Handling Page Backgrounds

Taking Advantage of the Design Gallery

Running the Design Checker

Commercially Printing a Publication

Book VIII : One Step Beyond Office

Chapter 1: Customizing an Office Program

What Can I Customize?

Creating Your Own Toolbars and Toolbar Buttons

Customizing the Menu Commands

Changing the Keyboard Shortcuts in Word

Smart Tags, Smart Alecks

Chapter 2: Automating Tasks with Macros and VBA

What Is a Macro?

What Is VBA?

Understanding VBA Components

Recording a Macro

Running a Macro

Building Sample Macros for This Chapter

All about the Visual Basic Editor

Adding Message Boxes to a Macro

Organizing Macros in the Visual Basic Editor

Chapter 3: Embellishing Your Files with Art and Graphics

Inserting Clip Art and Graphics in Files

Creating and Tweaking Shapes and Lines

Handling Objects in Files

Chapter 4: Managing the Microsoft Clip Organizer

Opening the Microsoft Clip Organizer

Locating Media Files in the Clip Organizer

Inserting a Media File

Organizing Files in the Clip Organizer

Chapter 5: Note Taking with OneNote

Running OneNote

Introducing OneNote

Creating Sections and Pages for Storing Notes

Opening and Closing Sections

Writing Notes

Finding and Keeping Track of Notes

Some Housekeeping Chores

OneNote and Other Office Programs

Book IX : Windows XP

Chapter 1: Windows Basics

A Short Geography Lesson

Starting, Closing, and Switching between Programs

Installing Software Programs

Uninstalling Software Programs

Installing and Removing Fonts on Your Computer

Maintaining Your System and Making It Run Better

Chapter 2: Working with Files and Folders

Devising a Strategy for Storing Your Work

Introducing My Computer and Windows Explorer

Creating a New Folder

Copying and Moving Files and Folders

Deleting Folders and Files

The Recycle Bin: Resuscitating Files and Folders You Deleted

Searching for a Missing File

Compressing and Uncompressing Files

Handling Read-Only Files

Chapter 3: Making Windows XP Work Your Way

Creating Your Own Shortcut Icons

Managing the Taskbar

Tackling the Quick Launch Toolbar

Making the Screen Easier to See and Read

Preventing Eyestrain

Making the Mouse Work Better

Customizing the Keyboard

Customizing the Menu System

Sharing Your Computer with Others

Chapter 4: Let Me Entertain You

Fine-Tuning the Volume

Windows Media Player: Playing Sound and Video

Recording Sounds, Voices, and Music

Introduction

This book is for users of Office who want to get to the heart of the program without wasting time. Don’t look in this book to find out how the different programs in the Office suite work. Look in this book to find out how you can get your work done better and faster with these programs.

I show you everything you need to make the most of the different Office programs, and Windows XP as well. On the way, you have a laugh or two. No matter how much or how little skill you bring to the table, the guidance of this book will make you a better, more proficient, more confident user of the Office programs.

What’s in This Book, Anyway?

This book is jam-packed with how-to’s, advice, shortcuts, and tips for getting the most out of the Office programs. Here’s a bare outline of the nine parts of this book:

Part I: Word: Explains the numerous features in Office’s word processor, including how to create documents from letters to reports.

Lesen Sie weiter in der vollständigen Ausgabe!

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Lesen Sie weiter in der vollständigen Ausgabe!

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