Office 2010: The Missing Manualby Nancy Conner and Matthew MacDonald Copyright © 2010 Nancy Conner.. Office 2010: The Missing Manual, The Missing Manual logo, Pogue Press, and the Pogue
Trang 5Office 2010
Beijing • Cambridge • Farnham • Köln • Sebastopol • Taipei • Tokyo
Nancy Conner and Matthew MacDonald
Trang 6Office 2010: The Missing Manual
by Nancy Conner and Matthew MacDonald
Copyright © 2010 Nancy Conner All rights reserved
Printed in the United States of America
Published by O’Reilly Media, Inc., 1005 Gravenstein Highway North, Sebastopol, CA 95472
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July 2010: First Edition
Nutshell Handbook, the Nutshell Handbook logo, the O’Reilly logo, and “The book that should
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Manual, The Missing Manual logo, Pogue Press, and the Pogue Press logo are trademarks of
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Many of the designations used by manufacturers and sellers to distinguish their products are
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was aware of a trademark claim, the designations have been printed in caps or initial caps
While every precaution has been taken in the preparation of this book, the publisher and
authors assume no responsibility for errors or omissions, or for damages resulting from the use
of the information contained herein
ISBN: 978-1-449-38240-7
[M]
Trang 7Table of Contents
The Missing Credits xxiii
Introduction 1
Part One: Word Chapter 1: Basic Word Processing 11
Opening Word 11
The Word 2010 Screen 12
Using Keyboard Shortcuts 16
Creating a New Document 16
Creating a New Blank Document 17
Creating a New Document from a Template 18
Creating a New Document from an Existing Document 19
Typing in Some Text 20
Saving a Document 21
Saving a Document Using Your Mouse 21
Saving a Document Using Keyboard Shortcuts 22
Using the Save As Dialog Box 22
Closing a Document 23
Opening an Existing Document 25
Different Ways to View Your Work 26
Viewing a Document in the Navigation Pane 28
Zooming In and Out 29
Working with Multiple Windows 32
Chapter 2: Editing and Formatting 35
Selecting and Moving Text 35
Four Ways to Move Text 38
Finding and Replacing Text 41
Searching with the Navigation Pane 42
Setting Search Options 42
Trang 8Searching with the Traditional Find and Replace Dialog Box 44
Replacing Text 45
Text Formatting: Font, Size, and Style 47
The Home Tab’s Control Center 47
Copy Formatting with Format Painter 49
Quick Formatting with the Mini Toolbar 50
Formatting Power with Styles 51
Paragraph Formatting: Aligning, Indenting, Spacing 54
Aligning Text 55
Indenting Paragraphs 56
Spacing Within a Paragraph 58
Spacing Between Paragraphs 59
Working with Lists 59
Creating a List 60
Formatting a List 60
Formatting a Document 65
Using the Page Setup Section 65
Using the Page Background Section 68
Inserting Headers, Footers, and Page Numbers 73
Chapter 3: Tables, Graphics, and Charts 81
Creating a Table 81
Creating a Table from Scratch 82
Creating a Table from Text 85
Adding Information to a Table 86
Editing a Table 87
Selecting Part or All of a Table 87
Inserting Rows and Columns 88
Moving Rows and Columns 89
Merging and Splitting Cells 90
Deleting All or Part of a Table 91
Formatting a Table 91
Save Time with Ready-to-Use Table Styles 91
Applying Shading and Borders 93
Shading a Table 93
Working with Borders 94
Inserting Images 96
Inserting a Picture 96
Inserting Clip Art 97
Inserting a Screenshot 98
Editing an Image 100
Changing an Image’s Size 101
Cropping an Image 101
Removing a Picture’s Background 102
Moving and Rotating Images 104
Adjusting an Image’s Appearance 105
Trang 9table of contents
Using Picture Styles 106
Wrapping Text Around an Image 107
Searching for Images 108
Fun with Fonts and Art That’s Smart 109
Creating WordArt 109
Editing WordArt Text 110
Inserting SmartArt into Word Documents 112
Adding Charts and Diagrams 112
Chapter 4: Proofing and Research Tools 115
Checking Spelling and Grammar 115
Catching Spelling Mistakes 115
Word’s Grammar Checker 118
Getting Things Right with AutoCorrect 121
Undoing an AutoCorrect Change 121
Setting AutoCorrect Options 122
AutoFormatting in Word 125
Word’s Built-in Research Tools 128
Looking Up a Word in the Dictionary 129
Using the Thesaurus 129
Getting Information about a Subject 130
Translating Text 130
Chapter 5: Printing Documents 135
Getting Started with Printing 135
Previewing a Document Before You Print It 136
Printing a Document 136
Selecting Print Options and Settings 137
Choosing a Printer 137
Specifying Settings 138
Sending a Fax 139
Creating a Cover Page 139
Sending a Fax 141
Printing Envelopes 142
Formatting Envelope Addresses 144
Selecting a Feed Method 145
Adding Electronic Postage 146
Printing Labels 147
Merging Names and Addresses with Documents 148
Step 1: Select Document Type 149
Step 2: Select Starting Document 150
Step 3: Select Recipients 150
Step 4: Write Your Letter 152
Step 5: Preview Your Letters 152
Step 6: Complete the Merge 153
Do-It-Yourself Mail Merge with the Mailings Tab’s Buttons 154
Trang 10Chapter 6: Reports and Long Documents 155
Inserting Page Breaks 155
Breaking a Document into Sections 156
Kinds of Section Breaks 156
Inserting a Section Break 157
Changing the Orientation of a New Section 157
Changing the Page Numbering of a New Section 157
Footnotes and Endnotes 158
Inserting a Footnote 159
Inserting an Endnote 160
Editing a Note 160
Navigating Notes 160
Changing the Position of Footnotes or Endnotes 161
Converting Footnotes to Endnotes (or Vice Versa) 162
Changing Footnote or Endnote Markers 162
Deleting a Note 162
Citations and Bibliographies 163
Creating and Inserting a Citation 163
Inserting an Existing Citation 164
Inserting a Placeholder 166
Editing a Citation or Its Source 167
Deleting a Citation 168
Deleting a Source 168
Building a Bibliography 168
Updating a Bibliography 169
Helping Readers Navigate Your Document 170
Inserting Bookmarks and Cross-References 170
Creating a Table of Contents 173
Creating an Index 174
Chapter 7: Customizing Your Documents with Themes, Templates, and Macros 181
Themes: The Way to Better Designs 181
Choosing a Theme 182
Customizing a Theme 182
Saving a Theme 184
Finding a Saved Theme 184
Templates: Reusable Document Blueprints 185
Choosing a Template 185
Creating Your Own Template 186
Customizing a Template 188
Save Time with Macros 193
Recording a Macro 193
Running a Macro 196
Copying a Macro Between Templates 196
Deleting a Macro 197
Trang 11table of contents
Chapter 8: Desktop and Web Publishing 199
Newsletters and Brochures 199
Laying Out Text in Columns 200
Formatting Columns 201
Inserting a Text Box 202
Images and Text Wrapping 204
Web Page Design 205
Saving a Word Document as a Web Page 205
Creating a Web Page from Scratch 206
Creating More Pages for Your Site 213
Chapter 9: Sharing and Collaborating on Documents 215
Sharing a Document 215
Emailing a Document 216
Saving a Document to SkyDrive 218
Saving a Document to SharePoint 219
Adding Comments 219
Inserting a Comment 220
Viewing Comments 221
Editing a Comment 222
Deleting a Comment 222
Tracking Changes 223
Selecting Which Changes to View 224
Accepting or Rejecting Changes 226
Setting Track Changes Options 227
Comparing Documents 228
Combining Documents 230
Protecting Your Documents 230
Removing Hidden Data and Personal Information 230
Restricting Formatting and Editing 232
Restricting Permissions 236
Coauthoring and Simultaneous Editing 238
Part Two: Outlook Chapter 10: Getting Started with Outlook 243
Setting Up Outlook 243
Taking a Quick Look Around 245
Mail 245
Calendar 245
Contacts 246
Tasks 246
Notes 246
Composing and Sending Email 246
Sending an Email to More Than One Recipient 248
Trang 12Proofreading a Message 249
Attaching a File to an Email Message 250
Inserting a Picture into an Email Message 251
Adding a Signature 252
Adding a Theme or Stationery 254
Setting a Message’s Priority and Confidentiality 257
Making Sure They Got the Message 258
Setting a Delivery Time 259
Directing Replies to Another Address 259
Adding Voting Buttons 260
Working Offline 260
Receiving Email 261
Replying to or Forwarding an Email 261
Opening an Attachment 262
Getting Notified 264
Deleting a Message 264
Marking a Message as Unread 264
Flagging a Message 265
Organizing Messages 266
Routing Incoming Messages 268
Translating a Message 269
Printing a Message 269
Fighting Spam 270
What If It’s Not Spam? 270
Setting Up a Safe Senders List 271
Managing Junk Email 271
Saving Time with Quick Steps 273
Applying a Quick Step 273
Customizing a Quick Step 274
Creating Your Own Quick Step 274
Deleting a Quick Step 275
Managing Multiple Email Accounts 275
Adding Another Email Account 276
Keeping Accounts Straight 276
Choosing Which Account to Send From 276
Chapter 11: Outlook’s Address Book 279
Adding and Editing Contacts 279
Adding Contacts 280
Importing Email Addresses from Another Program 282
Editing a Contact’s Information 284
Finding a Contact 287
Viewing Contacts 288
Sorting and Grouping Contacts 290
Customizing a View 291
Saving a View 293
Trang 13table of contents
Deleting a View 293
The People Pane 294
Communicating with a Contact 295
Gathering Contacts into a Group 296
Creating a Contact Group 297
Sending Email to a Contact Group 299
Managing a Contact Group 299
Printing Your Contacts 301
Chapter 12: Getting Organized with Folders 303
Finding Folders in the Navigation Pane 303
Creating a New Folder 304
Filling Up and Managing Folders 306
Copying a Folder 306
Moving a Folder 306
Renaming a Folder 307
Deleting a Folder 307
Categorizing Items 307
Assigning a Category 308
Creating a New Category 309
Viewing Items by Category 310
Clearing Categories 310
Renaming a Category 310
Customizing Views 310
Customizing the Navigation Pane 311
Customizing the Reading Pane 311
Customizing the To-Do Bar 312
Searching Folders 313
Searching the Current Folder 313
Repeating a Search 313
Expanding Your Search 314
Refining Your Search 315
Doing an Advanced Search 315
Changing Search Settings 316
Cleaning Out Folders 318
Archiving Old Data 318
Cleaning up Your Mailbox 322
Chapter 13: Getting Organized with Outlook’s Calendar, Tasks, and Notes 325
Your Schedule, Your Calendar 325
Creating an Appointment or Meeting 326
Scheduling an Appointment 327
Setting up a Meeting 328
Accepting an Invitation to a Meeting 330
Adding or Removing Attendees 330
Trang 14Keeping Track of Who’s Attending 331
Canceling a Meeting 331
Editing Events 332
Turning an Appointment into a Meeting 332
Making an Event Recur 332
Getting Reminders 333
Deleting an Appointment 335
Viewing Your Schedule 335
Tasks 336
Adding a Task 336
Creating a Task 336
Accepting a Task 339
Managing Tasks 340
Editing a Task 340
Flagging Tasks 342
Marking a Task as Completed 343
Viewing Tasks 343
Taking Notes in Outlook 343
Adding a Note 344
Working with Notes 345
Viewing Notes 346
Part Three: Excel Chapter 14: Creating Your First Spreadsheet 351
Creating a Basic Worksheet 351
Starting a New Workbook 353
Adding the Column Titles 354
Adding Data 356
Editing Data 357
Moving Around the Grid 358
Shortcut Keys 358
The Go To Feature 359
A Tour of the Excel Window 360
The Tabs of the Ribbon 360
The Formula Bar 362
The Status Bar 363
Going Backstage 367
Excel Options 367
Saving Files 369
The Excel File Format 370
Preparing Your Spreadsheet for Excel 2007 372
Saving Your Spreadsheet for Excel 2003 374
Saving a Spreadsheet in Other Formats 375
Saving Your Spreadsheet As a PDF 376
Trang 15table of contents
Saving Your Spreadsheet with a Password 378
Disaster Recovery 380
Opening Files 383
Opening Recent Documents 383
Protected View 384
Opening Files—with a Twist 385
Opening Multiple Spreadsheets at Once 387
Adding Different Types of Data 388
How Excel Identifies Text 391
How Excel Identifies Numbers 392
How Excel Identifies Dates and Times 393
Regional Dating 395
Printing 397
How to Print an Excel File 397
Page Layout View: A Better Print Preview 403
Creating Headers and Footers 407
Controlling Pagination 409
Page Breaks 409
Scaling 410
Page Break Preview: A Bird’s-Eye View of Your Worksheet 411
Chapter 15: Moving Data and Managing Worksheets 413
Selecting Cells 413
Making Continuous Range Selections 413
Making Noncontiguous Selections 417
Automatically Selecting Your Data 417
Making Selections with the Keyboard 418
Moving Cells Around 420
A Simple Cut-and-Paste or Copy-and-Paste 420
A Quicker Cut-and-Paste or Copy-and-Paste 422
Fancy Pasting Tricks 423
Paste Special 426
Adding and Moving Columns or Rows 428
Inserting Columns 428
Inserting Rows 429
Inserting Copied or Cut Cells 429
Deleting Columns and Rows 430
Worksheets and Workbooks 431
Adding and Removing Worksheets 433
Hiding Worksheets 434
Naming and Rearranging Worksheets 435
Moving Worksheets from one Workbook to Another 436
Chapter 16: Formatting Cells 439
Formatting Cell Values 440
Changing the Cell Value Format 441
Trang 16Formatting Numbers 442
Formatting Dates and Times 448
Special Formats for Special Numbers 450
Formatting Cell Appearance 451
Alignment and Orientation 452
Fonts and Color 455
Borders and Fills 459
Chapter 17: Building Basic Formulas 463
Creating a Basic Formula 463
Excel’s Order of Operations 465
Cell References 466
How Excel Formats Cells That Contain Cell References 468
Functions 469
Using a Function in a Formula 470
Using Cell References with a Function 472
Using Cell Ranges with a Function 472
Excel Compatibility Functions 474
Formula Errors 475
Logical Operators 478
Formula Shortcuts 480
Point-and-Click Formula Creation 480
Point-and-Click Formula Editing 481
The Formulas Tab 481
Using the Insert Function Button 483
Copying Formulas 487
Absolute Cell References 489
Partially Fixed References 490
Referring to Other Worksheets 492
Chapter 18: A Function Sampler and Formula Troubleshooting 493 Rounding Numbers 493
ROUND(), ROUNDDOWN(), ROUNDUP(): Rounding Numbers 494
Manipulating Text 495
CONCATENATE(): Joining Strings of Text Together 495
LEFT(), MID(), and RIGHT(): Copying Portions of a Text String 496
TRIM() and CLEAN(): Removing Unwanted Spaces and Non-Printing Characters 496
SUBSTITUTE(): Replacing One Sequence of Characters with Another 497
Solving Formula Errors 498
Step-by-Step Evaluation 498
Tracing Precedents and Dependents 501
Error Checking 503
Trang 17table of contents
Chapter 19: Creating Charts 507
Charting 101 507
Embedded and Standalone Charts 509
Creating a Chart with the Ribbon 509
The Chart Tools Ribbon Tabs 510
Basic Tasks with Charts 511
Moving and Resizing a Chart 512
Creating a Standalone Chart 514
Editing and Adding to Chart Data 515
Changing the Chart Type 516
Printing Charts 516
Practical Charting 517
Charts with Multiple Series of Numbers 518
Controlling the Data Excel Plots on the X-Axis 518
Data That Uses a Date or Time Scale 520
Non-Contiguous Chart Ranges 523
Changing the Order of Your Data Series 524
Changing the Way Excel Plots Blank Values 525
Chart Types 525
Column 526
Bar 528
Line 528
Pie 530
Area 530
Chart Styles and Layouts 531
Chart Styles 532
Chart Layouts 533
Adding Chart Elements 534
Adding Titles 536
Adding a Legend 537
Adding Data Labels to a Series 537
Adding Individual Data Labels 540
Part Four: PowerPoint Chapter 20: Creating a Presentation 545
Creating a New Presentation 545
Creating a New Presentation from a Template 546
Choosing a Theme 547
Adding Text to a Slide 548
Creating a New Slide 549
Adding Content 551
Deleting Content 552
Saving a Presentation 553
Trang 18Opening an Existing Presentation 555
Open a Recent Presentation from the Windows Start Menu 555
Open a Recent Presentation in PowerPoint 555
Open Any Saved Presentation in PowerPoint 556
Adding Notes 556
Viewing a Presentation 556
Normal View 557
Slide Sorter View 557
Reading View 558
Notes Page View 560
Slide Show View 560
Zooming In and Out 561
Printing a Presentation 562
Chapter 21: Editing Slides 565
Editing Text 565
Formatting Text 566
Adjusting Character Spacing 566
Positioning Text 568
Formatting a Text Box 569
Creating Lists 570
Linking Text to a Web Page 571
Checking Your Spelling 572
Turning Text into WordArt 573
Embedding Other Files in Slides 574
Embedding an Existing File in a Slide 574
Updating Links 575
Creating a New Embedded File 575
Adding Tables to Slides 576
Inserting a Table 576
Adding Information to a Table 579
Editing a Table 579
Adding Images to Slides 581
Creating a Photo Album 582
Working with Shapes 585
Working with SmartArt 588
Working with Charts and Diagrams 593
Arranging Objects on a Slide 594
Aligning Objects on a Slide 594
Ordering Objects 595
Grouping Objects 595
Chapter 22: Editing a Presentation 597
Copying, Rearranging, and Deleting Slides 597
Copying a Slide 597
Duplicating a Slide 598
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Inserting a Slide from a Different Presentation 598
Rearranging Slides in a Presentation 600
Deleting a Slide 600
Hiding Slides 601
Headers and Footers 602
Time-Stamping Your Slides 602
Adding a Footer to Your Slides 603
Numbering Slides 603
Adding a Header and Footer to Notes and Handouts 604
Organizing Your Presentation with Sections 604
Creating a Section 605
Naming a Section 605
Collapsing and Expanding Sections 606
Moving a Section Within a Presentation 607
Hiding All Slides Within a Section 607
Removing a Section from a Presentation 607
Navigating with Links and Action Buttons 607
Inserting a Hyperlink to Another Slide 608
Creating a Table of Contents for Your Presentation 609
Linking to a Hidden Slide 609
Inserting an Action Button 611
Opening an Inserted File 613
Slide Masters: Powerful Slide Blueprints 614
Changing the Look of All Slides in Your Presentation 614
Changing the Layout for a Particular Type of Slide 616
Creating a New Layout 616
Working with Masters for Handouts and Notes 618
Collaborating with Others 620
Adding and Reading Comments 621
Comparing Versions of a Presentation 623
Chapter 23: Adding Multimedia and Movement 625
Putting Media Clips in a Presentation 625
Adding Video from Your Hard Drive 625
Adding Video from a Website 626
Adding Animated Clip Art 628
Adding Sound from Your Hard Drive 628
Adding Clip Art Audio 629
Recording Audio 630
Formatting Video Clips 631
Formatting Audio Clips 632
Editing Media Clips 633
Animating Objects 638
Animating an Object 639
Changing an Animation 640
Adjusting Effect Options 641
Trang 20Adding More Animation 644
Creating a Motion Path 645
Triggering an Animation 646
Timing Animations 647
Reordering Animations 648
Removing an Animation 648
Using the Animation Pane 648
Animating Lists 651
Stacking Objects 652
Animating SmartArt Graphics 652
Creating Transitions Between Slides 653
Adding a Transition 653
Tweaking Transition Effects 654
Adding Sound to a Transition 654
Timing Transitions 655
Chapter 24: It’s Showtime! Giving a Presentation 657
Start, Navigate, End: Tips and Shortcuts 657
Starting a Slideshow 658
Moving From Slide to Slide 658
Ending a Slideshow 660
Before the Show: Prep Work 660
Adding Narration to Your Presentation 663
Creating a Custom Slideshow 665
Creating a Handout 667
Setting Up Your Show 668
At the Event 670
Settings to Check 670
Launching a Slideshow 671
During the Show 671
Ending the Show 675
Other Presentation Options 675
Broadcasting a Slideshow 675
Creating a Slideshow that Runs by Itself 678
Creating an Interactive Slideshow 680
Turning Your Presentation into a Video 681
Sharing Your Presentation 682
Packaging Your Presentation on a CD or DVD 683
Part Five: Access Chapter 25: Creating Your First Database 687
Understanding Access Databases 688
Getting Started with Your First Database 689
Understanding Tables 692
Trang 21table of contents
Creating a Simple Table 694
Editing a Table 697
Saving Databases 701
Making Backups 702
Saving a Database with a Different Name or Format 703
Opening Databases 704
Designating a Database as Trusted 704
Opening Recent Databases 705
Opening More Than One Database at Once 706
The Navigation Pane 707
Browsing Tables with the Navigation Pane 708
Managing Database Objects 710
Chapter 26: Building Smarter Tables 711
Understanding Data Types 711
Design View 712
Organizing and Describing Your Fields 713
How Updates Work in Design View 715
Access Data Types 716
Text 719
Memo 720
Number 723
Currency 726
Date/Time 727
Yes/No 731
Hyperlink 731
Attachment 733
AutoNumber 736
Calculated 739
The Primary Key 740
Creating Your Own Primary Key Field 741
Six Principles of Database Design 742
1 Choose Good Field Names 742
2 Break Down Your Information 743
3 Include All the Details in One Place 744
4 Avoid Duplicating Information 745
5 Avoid Redundant Information 746
6 Include an ID Field 747
Blocking Bad Data 748
Data Integrity Basics 748
Preventing Blank Fields 748
Setting Default Values 751
Preventing Duplicate Values with Indexes 752
Lookups 756
Creating a Simple Lookup with Fixed Values 756
Adding New Values to Your Lookup List 759
Trang 22Chapter 27: Mastering the Datasheet: Sorting, Searching,
Filtering, and More 761Datasheet Customization 762 Formatting the Datasheet 762 Rearranging Columns 763 Resizing Rows and Columns 764 Hiding Columns 765 Freezing Columns 767 Datasheet Navigation 768 Sorting 768 Filtering 771 Searching 775 Printing the Datasheet 778 Print Preview 778 Fine-Tuning a Printout 780Chapter 28: Linking Tables with Relationships 783Relationship Basics 784 Redundant Data vs Related Data 784 Matching Fields: The Relationship Link 786 Linking with the ID Column 787 The Parent-Child Relationship 788 Using a Relationship 789 Defining a Relationship 789 Editing Relationships 794 Referential Integrity 795 Navigating a Relationship 798 Lookups with Related Tables 801 More Exotic Relationships 804 One-to-One Relationships 805 Many-to-Many Relationships 806
Part Six: Other Office Tools
Chapter 29: Publisher 813Creating a New Publication 813 Creating a Publication from a Template 814 Creating a Publication from Scratch 815 Viewing the Page 815 Entering Text 817 Inserting an Image 817 Adding Pages 818 Navigating Pages 819 Saving a Publication 819
Trang 23table of contents
Adding Text 820
Editing and Formatting Text 820
Inserting Your Business Information 825
Flowing Text from One Box to Another 826
Flowing Text Around an Object 829
Adding Pictures, Shapes, and Other Objects 830
Formatting Objects 830
Stacking and Grouping Objects 832
Designing and Laying Out Pages 833
Setting up Your Pages 833
Choosing a Color Scheme 833
Choosing a Font Scheme 834
Using Layout Guides 834
Snapping an Object to a Guide 837
Reviewing Your Design 837
Printing a Publication 839
Preparing a Publication for a Commercial Printer 839
Chapter 30: OneNote 841
What Is OneNote? 841
Getting Familiar with the OneNote Workspace 843
Creating and Filling up a Notebook 844
Adding Notes to a Page 845
Organizing a Notebook 850
Working with Sections and Pages 851
Deleting Notebooks, Sections, and Pages 853
Managing Individual Notes 853
Writing Side Notes 854
Linking a Note to its Source 855
Using OneNote with Other Office Programs 862
Using Linked Notes 862
Getting Office Files into OneNote 864
Chapter 31: Office Web Apps 867
Introducing Office on the Web 867
Setting Up Office Web Apps 869
Signing into SkyDrive 869
Creating and Editing Files 871
Saving a Web Apps File 872
Trang 24Working with Folders in SkyDrive 873 Creating a Folder 873 Viewing Files in a Folder 873 Renaming a Folder 874 Deleting a Folder 874 Managing Files in SkyDrive 874 Opening a File 874 Uploading Files to SkyDrive from Your Computer 875 Downloading Files from SkyDrive to Your Computer 877 Move, Rename, Delete: File Management Tips 878 Sharing Files 879 Setting Permissions 879 Leaving Comments 881 Simultaneous Editing in Excel 881 Docs.com: Office Web Apps for Facebook 882 Adding Docs 883 Viewing Your Docs 885 Editing a Doc 886 Sharing a Doc 886 Viewing Friends’ Docs 886
Part Seven: Appendix
Appendix A: Customizing Office 2010 Applications 889 Index 895
Note: Head to this book’s Missing CD page on www.missingmanuals.com to download four additional
appendixes.
Trang 25The Missing Credits
About the Authors
Nancy Conner writes and edits tech books from her home in
up-state New York She’s also worked as a medievalist, an instructional designer, and a corporate trainer When she’s not writing or messing around with someone else’s prose, she likes to read mysteries, visit local wineries, and listen obsessively to opera
Matthew MacDonald is a developer, author, and educator in all things Visual Basic
and NET He’s worked with Visual Basic and ASP since their initial versions, and
has written over a dozen books on the subject, including The Book of VB NET (No
Starch Press) and Visual Basic 2005: A Developer’s Notebook (O’Reilly) He has also
written a number of Missing Manual titles on Excel and Access His website is www.
prosetech.com.
About the Creative Team
Peter Meyers (editor) is a New York City-based veteran of Team Missing Manual
He’s edited more than 20 books in the series and lives with his wife and two
daugh-ters in Washington Heights, aka “upstate Manhattan”
Nellie McKesson (production editor) just bought her first home in Brockton, Mass
When not working on DIY home improvement projects, she studies graphic design
and plays music with her various bands Email: nellie@oreilly.com.
Trang 26The Missing Credits
Julie Van Keuren (copy editor) is a freelance editor, writer, and desktop publisher
who runs her “little media empire” from her home in Billings, Montana In her free time she enjoys swimming, biking, running, and (hey, why not?) triathlons She and
her husband have two sons Email: little_media@yahoo.com.
Tina Spargo (technical reviewer), her husband (and professional musician) Ed,
their preschooler Max, their two silly Spaniels, Parker (Clumber), and Piper sex), all share time and space in their suburban Boston home Tina juggles being an at-home mom with promoting and marketing Ed’s musical projects and freelancing
(Sus-as a virtual (Sus-assistant Tina h(Sus-as over 20 years’ experience supporting top-level
execu-tives in a variety of industries Website: www.tinaspargo.com.
Mitch Garvis (technical reviewer) is a Renaissance man of the IT world He is an
excellent communicator, which makes him the ideal trainer and writer If you can’t
attend one of his classes or community sessions, then read his blog at www.garvis.ca
or follow him on Twitter as @MGarvis He makes his home outside Toronto where
he has one wife, two kids, three dogs, and four minutes per day to himself
Ellen Troutman Zaig (indexer) is a professional freelance indexer with 11 years
experience in back-of-the-book indexing Topics indexed include a wide range of subjects in computer technology and in college textbooks
Acknowledgements
No matter whose name is on the cover, it takes a whole team of people to create a book Thanks to Pete Meyers for discussing the original idea and guiding the manu-script through the writing process His insightful comments and edits helped shape the chapters and add clarity to the text Technical reviewers Tina Spargo and Mitch Garvis were diligent in double-checking instructions and technical details and help-ful in contributing their own tips and tricks Thanks to Julie Van Keuren for her thorough (and fast!) copyedit Thanks also to production editor Nellie McKesson for keeping things moving throughout the production cycle Finally huge thanks and appreciation to Dawn Mann, Nan Barber, and Karen Shaner for their help with reviewing galleys
—Nancy Conner
The Missing Manual Series
Missing Manuals are witty, superbly written guides to computer products that don’t come with printed manuals (which is just about all of them) Each book features a handcrafted index; cross-references to specific pages (not just chapters); and Rep-Kover, a detached-spine binding that lets the book lie perfectly flat without the as-sistance of weights or cinder blocks
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Access 2007: The Missing Manual by Matthew MacDonald Access 2010: The Missing Manual by Matthew MacDonald
Trang 27The Missing Credits
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Google Apps: The Missing Manual by Nancy Conner
The Internet: The Missing Manual by David Pogue and J.D Biersdorfer
iMovie ’08 & iDVD: The Missing Manual by David Pogue
iMovie ’09 & iDVD: The Missing Manual by David Pogue and Aaron Miller
iPad: The Missing Manual by J.D Biersdorfer and David Pogue
iPhone: The Missing Manual, Second Edition by David Pogue
iPhone App Development: The Missing Manual by Craig Hockenberry
iPhoto ’08: The Missing Manual by David Pogue
iPhoto ’09: The Missing Manual by David Pogue and J.D Biersdorfer
iPod: The Missing Manual, Eighth Edition by J.D Biersdorfer and David Pogue
JavaScript: The Missing Manual by David Sawyer McFarland
Living Green: The Missing Manual by Nancy Conner
Mac OS X: The Missing Manual, Leopard Edition by David Pogue
Mac OS X Snow Leopard: The Missing Manual by David Pogue
Microsoft Project 2007: The Missing Manual by Bonnie Biafore
Microsoft Project 2010: The Missing Manual by Bonnie Biafore
Netbooks: The Missing Manual by J.D Biersdorfer
Trang 28The Missing Credits
Office 2007: The Missing Manual by Chris Grover, Matthew MacDonald,
and E.A Vander Veer
Office 2008 for Macintosh: The Missing Manual by Jim Elferdink Palm Pre: The Missing Manual by Ed Baig
PCs: The Missing Manual by Andy Rathbone Personal Investing: The Missing Manual by Bonnie Biafore Photoshop CS4: The Missing Manual by Lesa Snider Photoshop CS5: The Missing Manual by Lesa Snider Photoshop Elements 7: The Missing Manual by Barbara Brundage Photoshop Elements 8 for Mac: The Missing Manual by Barbara Brundage Photoshop Elements 8 for Windows: The Missing Manual by Barbara Brundage PowerPoint 2007: The Missing Manual by E.A Vander Veer
Premiere Elements 8: The Missing Manual by Chris Grover QuickBase: The Missing Manual by Nancy Conner QuickBooks 2010: The Missing Manual by Bonnie Biafore QuickBooks 2011: The Missing Manual by Bonnie Biafore Quicken 2009: The Missing Manual by Bonnie Biafore Switching to the Mac: The Missing Manual, Leopard Edition by David Pogue Switching to the Mac: The Missing Manual, Snow Leopard Edition by David Pogue Wikipedia: The Missing Manual by John Broughton
Windows XP Home Edition: The Missing Manual, Second Edition, by David Pogue Windows XP Pro: The Missing Manual, Second Edition, by David Pogue, Craig Zack-
er, and Linda Zacker
Windows Vista: The Missing Manual by David Pogue Windows 7: The Missing Manual by David Pogue Word 2007: The Missing Manual by Chris Grover Your Body: The Missing Manual by Matthew MacDonald Your Brain: The Missing Manual by Matthew MacDonald Your Money: The Missing Manual by J.D Roth
Trang 29Introduction
Office—it’s where millions of people head to work each day, and it’s also how
they get stuff done once they get there Whether you’re crunching numbers
in a spreadsheet, writing a novel between meetings, or building a slideshow,
chances are you’ve worked with an Office program Microsoft’s money-making
powerhouse has long been the world’s most popular collection of productivity tools
Office 2010—more powerful, flexible, and usable than ever—is a cinch to continue
that trend
This book shows you how to make the most of Office 2010, so you can work faster,
smarter, and better If you’re brand-new to Microsoft Office, no worries In the pages
that follow, you’ll learn what you need to get up and running, and soon you’ll be
cre-ating documents, worksheets, and presentations like a pro If you’re coming to Office
2010 from an earlier version, you’ll be impressed at the fit and finish Microsoft has
applied and the new features it’s added: new ways to edit graphics, for example, and
online versions of the flagship programs
What Is Office 2010?
Office 2010 is a group of programs that help you work more productively Here’s the
full roster you’ll find inside most versions of Office 2010:
• Word 2010 Write reports, memos, and manifestos If you’ve owned a computer
during the past 20 years, you’ve probably at least heard of this, the world’s most
ubiquitous word processor
• Excel 2010 Microsoft may not have invented the spreadsheet, but Excel sure
comes close to perfecting it Crunch numbers, generate graphs and charts, or
track your budget or your progress on a project
Trang 30• PowerPoint 2010 This presentation program has become synonymous—for
better or for worse—with the slideshows speakers use to illustrate their points
Create and organize slides, and then bring them to life with animations and special effects
• Outlook 2010 Use this popular program to send and receive email—but that’s
just the beginning With built-in notes, a calendar, and a to-do list, you’ll keep yourself organized as you communicate with friends, family, and colleagues
• Access 2010 Just the word “database” is enough to make some people break out
in a cold sweat Access is Microsoft’s no-sweat database program: Gather, track,
and report on data with ease
• OneNote 2010 Clip, snip, jot, doodle, and organize your thoughts with this
digital notebook You can type in notes, paste in screenshots, and even attach entire documents into this flexible program
• Publisher 2010 For professional-looking publications, you can’t beat this
layout program It comes with tons of built-in templates that you can use as a foundation for creating your own newsletter, greeting card, calendar, brochure, catalog—just about any kind of document you can think of
Note: Although they’re not part of the programs you install on your computer, Office Web Apps—free
online versions of Word, Excel, PowerPoint, and OneNote—are also new and designed to work seamlessly with their Office 2010 counterparts As Chapter 31 explains, Office Web Apps are free and available online
at http://home.live.com.
Office 2010 comes in three different packages, and the programs you get depend on which package you buy Word, Excel, PowerPoint, and OneNote form Office 2010’s core, and they come with all three packages Table I-1 has the full rundown
Table I-1 The programs available in Office 2010 suites
Office Home and Student Office Home and Business Office Professional
Note: This book covers Office 2010, which is for Windows only The most recent Mac version of Office is
covered in Office 2008 for Macintosh: The Missing Manual.
Trang 313
introduction
What’s New in Office 2010
Office 2007 represented an Office revolution, introducing the ribbon—a screen-top
strip of buttons, organized around common tasks, that replaced the unwieldy
col-lection of toolbars found in earlier versions The ribbon forever changed the way
people worked with Word, Excel, PowerPoint, and the other Office programs Office
2010 doesn’t shake things up the way its predecessor did, but it does fine-tune the
entire machine and adds some pretty useful new features Highlights include these:
• Backstage view Office 2007 introduced the File menu–replacing Office button
and Office menu—frustrating plenty of folks who couldn’t find basic
com-mands for things like printing and saving files With Office 2010, Microsoft
sweeps away that misstep and replaces it with Backstage view, a smart new way
to work with a file Backstage view gathers together everything you might do
with a file (as opposed to what you might do to a file): Save, print, set
permis-sions, share, and open In Word, for example, when you’re finished editing a
document, you go Backstage to print it or email it to a colleague
You get Backstage by clicking the File tab, the leftmost tab on every ribbon
Clicking here takes you out of editing view and shows information about the
file itself—which is why it’s called “Backstage.” Figure I-1 shows an example of
Backstage view in Word
Figure I-1:
Clicking the File tab (circled) in any Office program opens Back- stage view Instead
of the file’s contents, you see information about the file and a slew of options for working with it, from saving to printing to sharing Click any item on the menu
to open a page of related actions.
• Customization The ribbon is now completely customizable—and that’s as it
should be Hand tailor the ribbon by organizing its commands in a way that
makes sense to you You can add new tabs, create your own groups, add or
re-move buttons, and more
Trang 32• Temporary saving of discarded changes When you close a file, Office
pro-grams ask if you want to save your changes—that’s nothing new But in Office
2010, when you click Don’t Save, the program saves the latest version of your file anyway, just in case This can be a lifesaver when you inadvertently toss out changes you meant to save
Note: To find files you closed without saving, head Backstage and look for them in your list of recent files
(marked “when I closed without saving”) If you don’t open the temporarily saved file within a few days, the program discards it.
• Protected view Lots of people think nothing of downloading and opening files
they found somewhere or other on the Internet—even when they have no idea who created these documents To protect your computer, Office programs open downloaded files in Protected view, showing a read-only version of the file that can’t do nasty things to your computer If you trust the source from which you got the file, you’re an easy click away from enabling full-fledged editing
• New SmartArt templates SmartArt graphics were a terrific and much-needed
addition to Office 2007, punching up PowerPoint presentations with eye-catching diagrams If you liked SmartArt in Office 2007, you’ll love it in Office 2010
There are more templates to make your graphics even snazzier
• Built-in screenshot tool You can take a snapshot of what’s on your screen right
from within Word, PowerPoint, or OneNote—no need for a separate program
to capture screenshots that you then must insert into an Office file
• Background removal in photos Another great feature for working with
im-ages is the ability to remove a distracting background from a photo Word and PowerPoint both include this tool
• PowerPoint video trimming and bookmarks When you insert a video clip
into a PowerPoint slide, you can edit the clip to choose its starting and ending point You can also insert bookmarks that let you jump to the important parts
• Outlook Social Connector Keep in touch with your social networks without
leaving Outlook Outlook Social Connector offers a live portal into networks like SharePoint, Windows Live, LinkedIn, and MySpace (Yes, yes: Twitter and Facebook are coming soon More details are on page 302.) Know what’s happen-
ing, as it happens, with the people in your network.
• Office Web Apps Microsoft has put its most popular Office programs on the
Web With Internet access and a Windows Live ID, you can work with Web-only versions Word, Excel, PowerPoint, and OneNote from just about anywhere
Store your files on SkyDrive, which provides 25 GB of storage space, and work
on them whenever and wherever you want There’s even a new Facebook plication that lets you create documents online and share them with your Face-book friends
Trang 335
introduction
That’s just a sampling of what’s new in Office 2010 Throughout this book, you’ll
learn your way around these and many other new features—what they are and how
to put them to work for you
About This Book
Although many things have changed with Office 2010, one thing hasn’t—it still
doesn’t come with a manual If you have a question about how to perform a complex
task or what a mysterious button on the ribbon does, you have to turn to Microsoft’s
online help files Searching those files doesn’t always turn up what you’re looking
for—you can look through a dozen search results and still be scratching your head
This is the book, then, that should have come with Office 2010 In clear,
straightfor-ward language and with a minimum of geek-speak, it tells you how to make Office
work for you The book explains what you need to know just when you need to know
it, and its organization makes it easy to find the topic you’re looking for
Here’s what lies ahead:
Part 1: Word 2010 starts with the very basics—how to open Word, create a
docu-ment, add some text, and save it—and ends with advanced techniques for working
on documents Along the way, you’ll learn everything you need to become proficient
in Word, including using its proofing tools, searching with Word 2010’s new
Naviga-tion pane, new tricks for working with images, merging a mailing list with a
docu-ment, recording macros to automate tasks, putting Word documents on the Web,
and a whole lot more
Part 2: Outlook 2010 shows how to send, receive, and organize email messages But
Outlook is so much more than just an email program—you’ll see how to manage
your address book, prioritize your to-do list, and keep track of appointments with
the built-in calendar
Part 3: Excel 2010 demonstrates how to build a better worksheet It starts off with
the need-to-know essentials and gets you up to speed fast, covering formulas and
functions and charts and graphics
Part 4: PowerPoint 2010 teaches you how to create eye-catching, professional
pre-sentations—create slides, choose a theme, work with images, add notes, and liven up
the show with animations and transitions You’ll also learn how to create handouts,
record narration for your slideshow, insert and edit video and audio clips, give a
state-of-the-art slideshow—even turn your slideshow into a video
Part 5: Access 2010 guides you through creating, working with, and sharing a
data-base Sound intimidating? It shouldn’t With chapters on building and linking tables,
and on how to sort, search, and filter everything you’ve collected, you’ll have a
data-base running in no time
Trang 34Part 6: Other Office Tools includes a chapter apiece on Publisher, OneNote, and
Office Web Apps Publisher 2010 gives you tools to create professional-looking lications, from simple greeting cards to newsletters and catalogs You’ll learn how to work with text boxes, design and lay out pages, and prepare a publication for a com-mercial printer For OneNote 2010, Office’s flexible, free-form note-taking program, you’ll see how to create a notebook and then fill it with text, doodles, images, and clippings And in the Office Web Apps chapter, you’ll learn how to create, upload, edit, and share files you store on the Web
pub-Appendix: Customizing Office shows how to customize the ribbon, the Quick
Ac-cess toolbar, and the status bar in all the Office 2010 programs
Note: You can download four more appendixes from this book’s Missing CD page at www.missingmanuals.
com/cds.
The Very Basics
You’ll find very little jargon or nerd terminology in this book You will, however, run across a few terms and concepts that you’ll encounter frequently in your com-puting life:
• Clicking This book gives you four kinds of instructions that require you to use
your computer’s mouse or trackpad To click means to point the arrow cursor at
something on the screen and then—without moving the cursor at all—to press and release the clicker button on the left side of the mouse (or laptop trackpad)
To double-click means to press and release the clicker button twice in quick cession without pausing To right-click means to point the cursor and click the button on the right side of the mouse (or trackpad) And to drag means to move
suc-the cursor while pressing suc-the button continuously
• The ribbon As you read earlier, the ribbon refers to the wide band of command
buttons that appear at the top of the screen when you click a tab like File or Home Each tab describes a related set of commands (Insert, Page Layout, Re-view, and so on); when you click a tab, the ribbon changes to show the buttons that let you use those commands: insert a picture or table, change page orienta-tion, check spelling—you get the idea
Some ribbon buttons have menus, lists of related commands When you click
the button, the list of commands appears, as though they were written on a window shade you just pulled down Click any option on the menu to put that command to work
Trang 357
introduction
• Keyboard shortcuts Whenever you take your hand off the keyboard to move
the mouse, you lose time and potentially disrupt your workflow That’s why
many experienced computer fans use keystroke combinations instead of menu
commands whenever possible Ctrl+B, for example, is a keyboard shortcut for
boldface type in most word-processing programs, including Word
When you see a shortcut like Ctrl+C (which copies something to the Windows
Clipboard), it’s telling you to hold down the Ctrl key, and, while it’s down, press
the C key, and then release both keys
Office 2010 offers a keyboard shortcut for each and every command on the
rib-bon To turn on these shortcuts, you press the Alt key, which makes tiny labels,
each with a letter (or two), appear on the ribbon’s tabs Press a letter on the
key-board to open that tab Then, on the ribbon, labels appear on all the command
buttons in that tab, and you can press the key that corresponds to the command
you want So, for example, if you want to print a file, you’d press the keys Alt,
then F, then P
Note: You don’t have to hold down the Alt key while pressing the other keys in the keyboard shortcut
sequence, so this book uses a comma instead of a plus sign to indicate these shortcuts, like this: Alt, F, P
Translated: Press the Alt key and let it go; then press F and let it go; and, finally, press P and let it go.
About➝These➝Arrows
Throughout this book, and throughout the Missing Manual series, you’ll find
sen-tences like this one: “Select Home➝Change Styles➝Style Set.” That’s shorthand for
a much longer instruction that directs you to click three commands in sequence, like
this: “On your screen, you’ll find a tab called Home Click that On the Home tab’s
ribbon is an option called Change Styles; click it to see a menu of related commands
On that menu is yet another option called Style Set Click that option to open it, too.”
This kind of arrow shorthand helps to simplify the business of choosing commands
About MissingManuals.com
At the Missing Manuals website (www.missingmanuals.com), you’ll find articles,
tips, and updates to this book In fact, you’re invited and encouraged to submit such
corrections and updates yourself In an effort to keep the book as up-to-date and
accurate as possible, each time we publish new editions of this book, we’ll make any
confirmed corrections you’ve suggested We’ll also note such changes on the website
(Click the book’s name, and then click the Errata link, to see the changes.)
While you’re online, you can also register this book at www.oreilly.com Registering
means we can send you updates about this book, including any additions or
Web-only offerings
Trang 36Safari® Books Online
Safari® Books Online is an on-demand digital library that lets you easily search over 7,500 technology and creative reference books and videos to find the answers you need quickly
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Trang 37Part One: Word
Chapter 1: Basic Word Processing
Chapter 2: Editing and Formatting
Chapter 3: Tables, Graphics, and Charts
Chapter 4: Proofing and Research Tools
Chapter 5: Printing Documents
Chapter 6: Reports and Long Documents
Chapter 7: Customizing Your Documents with
Themes, Templates, and Macros
Chapter 8: Desktop and Web Publishing
Chapter 9: Sharing and Collaborating on Documents
Trang 39chapter
1
Basic Word Processing
With Word 2007, Microsoft completely overhauled its world-famous
elec-tronic typewriter Gone were menus that buried commands two or more
levels deep In their place were tabs and the ribbon, a dynamic,
turbo-charged toolbar that put the most common tasks out in plain view as easy-to-find
buttons Word 2010 improves on this model, letting you work with documents even
more efficiently and giving you easy-to-find, detailed information about your
docu-ment with Backstage view
This chapter gets you up to speed—fast—with Word 2010 basics Learn where
ev-erything is onscreen; find out how to create, save, and open documents; and check
out the different ways to view your creations Whether you’re looking for a quick
refresher or a step-by-step guide to getting started with Word, you’ll find it here
Opening Word
You can open Word in several different ways, depending on how you installed it, but
the most common method is clicking the lower-left Windows Start button From the
menu that appears, select All Programs➝Microsoft Office➝Microsoft Word 2010
Word opens, displaying the screen shown in Figure 1-1
If you’ve opened Word recently, it appears as an option on the Start menu; if that’s
the case, save yourself some menu burrowing and just click Start➝Microsoft Word
2010 You can also open Word by opening a document you’ve been working on In
Windows 7, click Start➝Documents, and then select the one you want from the
Documents library Alternatively, click Start and then click the right-pointing arrow
next to Microsoft Word 2010 This opens a list of documents you’ve saved recently;
make your pick and Word launches automatically
Trang 40Opening Word
Figure 1-1:
The Word 2010 screen features the ribbon, which gathers togeth-
er related buttons for common tasks Click any tab’s name—File, Home, and so on—to change the ribbon to show buttons related
Help button View Ruler button
Zoom controls
View buttons Status bar
If your computer has Windows Vista, then click Start➝Recent Items to see a list of all the files you’ve worked with recently; choose a Word document from the list to open Word
Tip: In Windows 7 and Vista, you can pin (permanently affix) a program you use regularly to the Start
menu, making it easy to find Click Start, right-click the program you want to pin (such as Word), and then select Pin to Start Menu from the shortcut menu that appears Pinned programs always appear at the top of the Start menu, above a horizontal line that separates them from recently used (but unpinned) programs
In Windows 7, you can also pin a program to the taskbar, giving you one-click access to the program.
If you’re a Word 2007 veteran, the biggest change you’ll notice in the Word screen—
and you’ll notice it right away—is that the upper-left Office button has disappeared
Replacing it is the File tab, a blue tab on the left side of the screen (It’s always blue,
no matter which tab you’ve selected.) The File tab brings back a souped-up version
of the File menu you may remember from earlier versions of Word Clicking this tab gives you what Microsoft calls the Backstage view of your document, shown in Fig-ure 1-2; what you see on the main part of the screen depends on which menu item you select You’ll be seeing more about Word’s Backstage view as you read on, but it’s more or less what you’d expect: choices that let you open, print, share, and so on
The Word 2010 Screen
Here’s a quick guided tour of the Word 2010 screen, starting in the upper left:
• The Word button Clicking this tiny W-in-a-box opens a menu that lets you
resize the Word window or close the program entirely