Teach Yourself VISUALLY Office 2010

Table of Contents

Part I: Office Features

Chapter 1

Start and Exit Office Applications

Navigate the Program Windows

Work with the Ribbon

Customize the Quick Access Toolbar

Find Help with Office

Chapter 2

Create a New File

Save a File

Open a File

Print a File

Check Your File for Hidden or Personal Data

E-mail a File

Select Data

Cut, Copy, and Paste Data

View Multiple Files

Chapter 3

Insert Clip Art

View Clip Art with the Clip Organizer

Insert a Picture

Resize and Move Objects

Rotate and Flip Objects

Crop a Picture

Add a Picture Border

Add a Picture Effect

Make Image Corrections

Make Color Adjustments

Apply Artistic Effects

Create a WordArt Object

Add SmartArt

Chapter 4

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

Chapter 5

Change Word’s Views

Type and Edit Text

Insert Quick Parts

Insert Symbols

Create a Blog Post

Chapter 6

Change the Font, Size, and Color

Align Text

Set Line Spacing

Indent Text

Set Tabs

Set Margins

Create Lists

Copy Formatting

Clear Formatting

Format with Styles

Apply a Template

Chapter 7

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

Chapter 8

Find and Replace Text

Scan Document Content

Check Spelling and Grammar

Work with AutoCorrect

Use Word’s Thesaurus and Dictionary

Translate Text

Track and Review Document Changes

Compare Documents

Insert Comments

Part III: Excel

Chapter 9

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

Chapter 10

Add a Worksheet

Name a Worksheet

Change Page Setup Options

Move and Copy Worksheets

Delete a Worksheet

Find and Replace Data

Sort Data

Filter Data

Track and Review Worksheet Changes

Insert a Comment

Chapter 11

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

Chapter 12

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

Part IV: PowerPoint

Chapter 13

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

Chapter 14

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

Move a Slide Object

Resize a Slide Object

Chapter 15

Reorganize Slides

Reuse a Slide

Organize Slides into Sections

Define Slide Transitions

Add Animation Effects

Create a Custom Animation

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

Chapter 16

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

Format Form Fields

Add a Background Image

Chapter 17

Add a Record to a Table

Add a Record to a Form

Navigate Records in a Form

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

Chapter 18

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

Chapter 19

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

Ignore a Conversation

Screen Junk E-mail

Create a Message Rule

Part VII: Publisher

Chapter 20

Create a Publication

Create a Blank Publication

Zoom In and Out

Add Text

Add a New Text Box

Add a Picture to a Publication

Chapter 21

Change the Font, Size, and Color

Apply a Text Effect

Change Text Alignment

Add a Border

Control Text Wrap

Link Text Boxes

Move and Resize Publication Objects

Edit the Background

Add a Building Block Object

Create a Building Block Object

Part VIII: OneNote

Chapter 22

Navigate OneNote

Type and Draw Notes

Paste a Picture into OneNote

Attach Files to Notes

Insert a Screen Clipping

Record an Audio Note

Chapter 23

Create a New Notebook

Create a New Section

Create a New Page

Rename Sections and Pages

Group Sections

Search Notes

E-mail a Note Page

Convert Notes to PDF or XPS Format

Office 2010

by Kate Shoup

Teach Yourself VISUALLY™ Office 2010

Published by
Wiley Publishing, Inc.
10475 Crosspoint Boulevard
Indianapolis, IN 46256
www.wiley.com

Published simultaneously in Canada

Copyright © 2010 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 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, 978-750-8400, fax 978-646-8600. Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, 201-748-6011, fax 201-748-6008, or online at www.wiley.com/go/permissions.

Library of Congress Control Number: 2010922553

ISBN: 978-0-470-57193-4

Manufactured in the United States of America

10 9 8 7 6 5 4 3 2 1

Trademark Acknowledgments

Wiley, the Wiley Publishing logo, Visual, the Visual logo, Teach Yourself VISUALLY, 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 2010. 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, E-MAIL 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.

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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

Vice President and Executive Group Publisher

Richard Swadley

Vice President and Executive Publisher

Barry Pruett

Sr. Project Coordinator

Lynsey Stanford

Graphics and Production Specialists

Andrea Hornberger
Jennifer Mayberry
Christine Williams

Quality Control Technician

John Greenough

Proofreader

Context Editorial Services

Indexer

Potomac Indexing, LLC

Screen Artists

Ana CarrilloJill A. Proll
Ron Terry

Illustrators

Ronda David-Burroughs
Cheryl Grubbs

About the Author

During the course of her career, 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 100 Simplified Tips & Tricks, Internet Visual Quick Tips, and Windows Vista Visual Encyclopedia. She has also co-written a feature-length screenplay (and starred in the ensuing film) and worked as the sports editor for NUVO Newsweekly. 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.

Author’s Acknowledgments

Thanks go out to publisher Barry Pruett and to executive editor Jody Lefevere for allowing me the opportunity to tackle this exciting project; to project editor Sarah Hellert for her dedication and patience in guiding this project from start to finish; to copy editor Scott Tullis for ensuring that all the i’s were dotted and t’s were crossed; to technical editor Vince Averello for skillfully checking each step and offering valuable input along the way; and finally to the production team at Wiley for their able efforts in creating such a visual masterpiece. Thanks, too, to my beautiful and brilliant daughter, Heidi Welsh; to my incredible parents, Barb and Steve Shoup; to my wonderful sister, Jenny Shoup; to my brother-in-law, Jim Plant; to my nephew, Jake Plant. Special thanks to Francois DuBois. Finally, much love and strength to Tom Plant and his lovely family.

How to Use This Book

Who Needs This Book?

This book is for the reader who has never used this particular technology or software application. It is also for readers who want to expand their knowledge.

The Conventions in This Book

Steps

This book uses a step-by-step format to guide you easily through each task. Numbered steps are actions you must do; bulleted steps clarify a point, step, or optional feature; and indented steps give you the result.

Notes

Notes give additional information — special conditions that may occur during an operation, a situation that you want to avoid, or a cross reference to a related area of the book.

Icons and buttons

Icons and buttons show you exactly what you need to click to perform a step.

Tips

Tips offer additional information, including warnings and shortcuts.

Bold

Bold type shows command names, options, and text or numbers you must type.

Italics

Italic type introduces and defines a new term.

Part I: Office Features

The Office 2010 applications share a common look and feel. You can find many of the same features in each program, such as the Ribbon, Quick Access toolbar, program window controls, and File tab. Many of the tasks you perform, such as creating and working with files, share the same processes and features throughout the Office suite. In this part, you learn how to navigate the common Office features and basic tasks.

Chapter 1: Office Basics

Chapter 2: Working with Files

Chapter 3: Office Graphics Tools

Chapter 4: Working with Office Files Online

Chapter 1

Start and Exit Office Applications

Before you can begin working with a Microsoft Office program, you must open the program. Then, 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.

Click All Programs. The All Programs menu option changes to a Back menu option.

Click Microsoft Office.

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.

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.

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.

Can I create a shortcut icon for an Office application?

Yes. You can create a shortcut icon that appears on the Windows desktop. Whenever you want to open the program, you can simply double-click the shortcut icon. Follow these steps to create a shortcut icon:

Right-click over a blank area of the desktop and click New and then Shortcut.

The Create Shortcut dialog box appears.

Click Browse, navigate to the Office program, click the filename, and click OK.

Click Next.

Type a name for the shortcut.

Click Finish.

The new shortcut icon appears on the desktop.

Navigate the Program Windows

All Office programs share a common appearance and many of the same features, such as a Ribbon, a Quick Launch toolbar, and scroll bars. When you learn your way around one Office program, you can easily use the same skills to navigate the others. If you are new to Office, you should take a moment and familiarize yourself with the types of on-screen elements that you can expect to encounter.

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.

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.

Work with the Ribbon

Instead of the menus and toolbars found in earlier versions of Office, Office 2010 features the Ribbon, which offers an intuitive way to locate commands. The Ribbon is grouped into tabs, and each tab holds a set of related commands. (Some tabs appear only when needed, such as when you are working with a particular object in a document.)

Work with the Ribbon

Use the Ribbon

Click a tab.

The tab organizes related tasks and commands into logical groups.

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 () to display a dialog box of additional settings.

When you position the mouse pointer over Live Preview options on the Ribbon, you see the results in the document before applying the command.

Minimize the Ribbon

Double-click a tab name.

The Ribbon is minimized.

Double-click the tab name again to maximize the Ribbon.

Is there a way I can keep the Ribbon minimized?

Yes. You can keep the Ribbon minimized and click a tab when you need to use a command. Follow these steps:

Right-click a tab on the Ribbon.

Click Minimize the Ribbon.

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.

Customize the Quick Access Toolbar

The Quick Access toolbar, located in the top left corner of the program window, offers quick access to the Save, Undo, and Redo commands. If you want, you can customize this toolbar to include other commands, such as the Quick Print command or another command you use often. You can also choose to display the toolbar above or below the Ribbon.

Customize the Quick Access Toolbar

Click the Customize Quick Access Toolbar button ().

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.

The Options dialog box opens with the Customize options displayed.

Click the Choose commands from .

Click a command group.

Click the command that you want to add to the toolbar.

Click the Add button.

• Office adds the command.

You can repeat Steps 3 and 6 to move additional buttons to the toolbar.

Click OK.

• The new command appears on the Quick Access toolbar.

How do I remove a button from the Quick Access toolbar?

To remove a command, reopen the program’s Options dialog box by following the steps in this section, 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.

Find Help with Office

You can use the Office Help tools to assist you when you run into a problem or need more information about a particular task. The Help window offers tools that enable you to search for topics that you want to learn more about. With an Internet connection, you can access Microsoft’s online help files for even more information.

Find Help with Office

Click the Help button ().

The Help window opens.

Type a word or phrase that you want to learn more about.

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.

• The results window displays a list of possible matches.

Click a link to learn more about a topic.

• 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.

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 the program. However, the online resources offer you more help topics, as well as links to demos and other help tools.

Where can I find a table of contents for the help files?

You can click the Home button () on the Help window’s toolbar to quickly display the table of contents for the Office program that you are using. You can click a help category to display subtopics of help information. You can click an article to view more about a topic. Many articles include links to related articles.

Chapter 2

Create a New File

Suppose you want to create a new file in Office 2010 — a Word document, an Excel workbook, an Access database, a PowerPoint presentation, a Publisher publication, or an Outlook item. In every Office 2010 program but Outlook, you create a new file using the Getting Started screen. In Outlook, you create a new item from the Ribbon.

Create a New File

Create a New Word, Excel, PowerPoint, Access, or Publisher File

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!