2007 microsoft office system step by step part 1

This menu, which appears when you click the Microsoft Offi ce Button located in the upper-left corner of the program window, contains commands related to working with entire documents ra

One Microsoft Way

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Copyright © 2008 by Online Training Solutions, Inc., Curtis Frye, and John Pierce

All rights reserved No part of the contents of this book may be reproduced or transmitted in any form or

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infor-Microsoft, Microsoft Press, ActiveSync, ActiveX, Aero, Encarta, Excel, Expression, Fluent, Groove, Hotmail, InfoPath, Internet Explorer, MSN, OneNote, Outlook, PowerPoint, SharePoint, SmartArt, Verdana, Visual Basic, Windows, Windows Mobile and Windows Vista are either registered trademarks

or trademarks of Microsoft Corporation in the United States and/or other countries Other product and company names mentioned herein may be the trademarks of their respective owners

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This book expresses the author’s views and opinions The information contained in this book is provided without any express, statutory, or implied warranties Neither the authors, Microsoft Corporation, nor its resellers, or distributors will be held liable for any damages caused or alleged to be caused either directly

or indirectly by this book

Acquisitions Editor: Juliana Aldous Atkinson

Developmental Editor: Sandra Haynes

Project Editor: Valerie Woolley

Editorial Production: Online Training Solutions, Inc.

Body Part No X14-55501

Contents

Introducing the 2007 Microsoft Offi ce System xv

The Microsoft Offi ce Fluent User Interface xv

Certifi cation xvi

Information for Readers Running Windows XP .xvii

Managing the Practice Files xvii

Using the Start Menu xviii

Navigating Dialog Boxes xviii

Features and Conventions of This Book xix

Using the Companion CD xxi

What’s on the CD? xxi

Minimum System Requirements xxv

Installing the Practice Files xxvi

Using the Practice Files xxvii

Removing and Uninstalling the Practice Files xxviii

Getting Help xxix

Getting Help with This Book and Its Companion CD xxix

Getting Help with an Offi ce Program xxix

More Information xxxii

About the Authors xxxiii

Quick Reference xxxv

Microsoft is interested in hearing your feedback so we can continually improve our books and learning

resources for you To participate in a brief online survey, please visit:

www.microsoft.com/learning/booksurvey/

What do you think of this book? We want to hear from you!

Part I Microsoft Offi ce Word 2007

Working in the Word Environment 4

Opening, Moving Around in, and Closing a Document 12

Sidebar: Compatibility with Earlier Versions 17

Displaying Different Views of a Document 17

Creating and Saving a Document 25

Previewing and Printing a Document 29

Key Points 33

2 Editing and Proofreading Documents 35 Making Changes to a Document 36

Sidebar: What Happened to Overtype? 37

Sidebar: About the Clipboard 42

Inserting Saved Text 42

Sidebar: Inserting the Date and Time 45

Sidebar: Translating Text 46

Finding the Most Appropriate Word 46

Sidebar: Researching Information 48

Reorganizing a Document Outline 48

Finding and Replacing Text 51

Correcting Spelling and Grammatical Errors 56

Sidebar: Viewing Document Statistics 61

Finalizing a Document 61

Sidebar: Adding a Digital Signature 64

Key Points 65

3 Changing the Look of Text 67 Quickly Formatting Text and Paragraphs 68

Manually Changing the Look of Characters 70

Sidebar: More About Case and Character Formatting 76

Manually Changing the Look of Paragraphs 77

Sidebar: Finding and Replacing Formatting 88

Creating and Modifying Lists 88

Sidebar: Formatting Text as You Type 95

Key Points 95

4 Presenting Information in Columns and Tables 97

Presenting Information in Columns 98

Creating a Tabular List 102

Presenting Information in a Table 104

Sidebar: Other Layout Options 112

Formatting Table Information 112

Performing Calculations in a Table 116

Sidebar: Creating Table Styles 117

Using a Table to Control Page Layout 124

Sidebar: Deciding How to Insert Excel Data 125

Key Points 129

Part II Microsoft Offi ce Excel 2007 5 Setting Up a Workbook 133 Creating Workbooks 134

Modifying Workbooks 138

Modifying Worksheets 141

Customizing the Excel 2007 Program Window 146

Zooming In on a Worksheet 146

Arranging Multiple Workbook Windows 147

Adding Buttons to the Quick Access Toolbar 148

Key Points 153

6 Working with Data and Data Tables 155 Entering and Revising Data 156

Moving Data Within a Workbook 161

Finding and Replacing Data 164

Correcting and Expanding Upon Worksheet Data 168

Defi ning a Table 173

Key Points 177

7 Performing Calculations on Data 179 Naming Groups of Data 180

Creating Formulas to Calculate Values 184

Summarizing Data That Meets Specifi c Conditions 191

Finding and Correcting Errors in Calculations 195

Key Points 203

8 Changing Workbook Appearance 205

Formatting Cells 206

Defi ning Styles 212

Applying Workbook Themes and Table Styles 216

Making Numbers Easier to Read 222

Changing the Appearance of Data Based on Its Value 226

Adding Images to Documents 233

Key Points 237

Part III Microsoft Offi ce Access 2007 9 Creating a Database 241 Creating a Database from a Template 242

Creating a Table Manually 245

Creating a Table from a Template 250

Manipulating Table Columns and Rows 252

Key Points 255

10 Simplifying Data Entry by Using Forms 257 Creating a Form by Using the Form Tool 258

Sidebar: Relationships 261

Refi ning Form Properties 262

Changing the Arrangement of a Form 268

Adding Controls to a Form 273

Entering Data in a Form by Using VBA 278

Creating a Form by Using an AutoForm 283

Sidebar: Simultaneously Creating Forms and Subforms 286

Adding a Subform to a Form 287

Key Points 294

11 Locating Specifi c Information 297 Sorting Information in a Table 298

Sidebar: How Access Sorts 299

Filtering Information in a Table 302

Sidebar: Wildcards 302

Sidebar: Expressions 306

Filtering Information by Using a Form 307

Locating Information That Matches Multiple Criteria 310

Creating a Query Manually 314

Sidebar: Filters and Sorts vs Queries 316

Sidebar: Expression Builder 324

Creating a Query by Using a Wizard 324

Performing Calculations by Using a Query 328

Key Points 331

12 Keeping Your Information Accurate 333 Restricting the Type of Data in a Field 334

Restricting the Amount of Data in a Field 338

Specifying the Format of Data in a Field 340

Restricting Data by Using Validation Rules 345

Creating a Simple Lookup List 348

Creating a Multi-Column Lookup List 352

Updating Information in a Table 356

Deleting Information from a Table 360

Preventing Database Problems 364

Key Points 371

Part IV Microsoft Offi ce PowerPoint 2007 13 Starting a New Presentation 375 Quickly Creating a Presentation 376

Creating a Presentation Based on a Ready-Made Design 380

Converting an Outline to a Presentation 383

Sidebar: Exporting a Presentation as an Outline 385

Reusing Existing Slides 385

Key Points 387

14 Working with Slide Text 389 Entering Text 390

Editing Text 395

Adding and Manipulating Text Boxes 397

Sidebar: Changing the Default Font for Text Boxes 402

Correcting and Sizing Text While Typing 403

Sidebar: Smart Tags 406

Checking Spelling and Choosing the Best Words 407

Finding and Replacing Text and Fonts 411

Changing the Size, Alignment, Spacing, and Look of Text 414

Key Points 419

15 Adjusting the Layout, Order, and Look of Slides 421 Changing the Layout of a Slide 422

Rearranging Slides in a Presentation 425

Applying a Theme 427

Switching to a Different Color Scheme 429

Sidebar: Changing a Theme’s Fonts and Effects 432

Using Colors That Are Not Part of the Scheme 432

Adding Shading and Texture to the Background of a Slide 434

Sidebar: Adding a Picture to the Slide Background 434

Key Points 437

16 Delivering a Presentation Electronically 439 Adapting a Presentation for Different Audiences 440

Rehearsing a Presentation 443

Sidebar: Creating a Self-Running Presentation 447

Preparing Speaker Notes and Handouts 448

Preparing a Presentation for Travel 453

Showing a Presentation 456

Sidebar: Using Two Monitors 460

Key Points 461

Part V Microsoft Offi ce Outlook 2007 17 Sending E-Mail Messages 465 Working in the Message Window 466

Sidebar: Outlook Message Formats 472

Creating and Sending Messages 473

Addressing Messages 473

Sending Courtesy Copies 474

Saving Message Drafts 474

Attaching Files to Messages 479

Sidebar: Resending and Recalling Messages 480

Sidebar: Sending Contact Information 483

Creating and Formatting Business Graphics 484

Sidebar: Changing Message Settings and Delivery Options 490

Personalizing the Appearance of Messages 492

Adding Signatures to Messages Automatically 498

Key Points 503

18 Managing Your Inbox 505 Quickly Locating Messages 506

Arranging Messages in Different Ways 510

Sidebar: Using Search Folders 522

Organizing Messages by Using Color Categories 523

Organizing Messages in Folders 527

Sidebar: Creating a OneNote Page from an E-Mail Message 530

Archiving Messages 531

Key Points 535

19 Managing Appointments, Events, and Meetings 537 Working in the Calendar Item Windows 538

Scheduling and Changing Appointments 544

Scheduling and Changing Events 548

Scheduling, Updating, and Canceling Meetings 550

Sidebar: Using the Exchange Server 2007 Smart Scheduling Feature 551

Responding to Meeting Requests 554

Sidebar: Creating a Meeting Workspace 555

Key Points 557

20 Managing Your Calendar 559 Displaying Different Views of a Calendar 560

Sidebar: Adding and Removing Local Holidays 565

Defi ning Your Available Time 566

Confi guring Outlook for Multiple Time Zones 568

Printing a Calendar 569

Sidebar: Saving Calendar Information as a Web Page 574

Sending Calendar Information in an E-Mail Message 575

Sidebar: Creating a OneNote Page Linked to an Appointment, an Event, or a Meeting 578

Linking to an Internet Calendar 578

Working with Multiple Calendars 580

Sidebar: Delegating Control of Your Calendar 582

Key Points 583

Part VI Microsoft Offi ce Publisher 2007 21 Creating Colorful Cards and Calendars 587 Storing Personal and Company Information 588

Creating Folded Cards 591

Choosing a Design or Layout 591

Changing the Color Scheme 592

Sidebar: Color Models 593

Using Non-Color-Scheme Colors 594

Choosing Text 594

Sidebar: The Impact of Color 600

Creating Postcards 600

Printing Both Sides of Thick Paper 601

Sidebar: Online Printing Services 602

Using Mail Merge 602

Sidebar: Catalog Merge 604

Sidebar: Bulk Mail 610

Creating Calendars 610

Adding Captions, Credits, and Copyrights 611

Changing the Background 612

Working with the Master Page 612

Packaging Publications for Printing 619

Sidebar: Binding 623

Key Points 623

22 Creating Text-Based Publications 625 Planning Longer Publications 626

Sidebar: Non-Standard Sizes 628

Creating Newsletters 628

Copyfi tting Text 629

Inserting Pages 629

Organizing Content 635

Working with a Table of Contents 635

Creating Sections 637

Moving Content 638

Sidebar: Graphics Manager 639

Solving Organization Problems 640

Editing and Proofi ng Content 651

Editing Content in Word 651

Correcting Spelling Errors 652

Controlling Hyphenation 654

Key Points 659

Part VII Microsoft Offi ce OneNote 2007 23 Collecting Information in a Notebook 663 Understanding Notebooks 664

Sidebar: Working with Multiple Notebooks 665

Understanding Note Containers 666

Entering Content Directly onto a Page 667

Referencing External Files 667

Creating Handwritten Notes 668

Sidebar: Inserting Images 669

Sidebar: Formatting Notes, Pages, and Sections 670

Sending Content to OneNote 676

Collecting Screen Clippings 676

Collecting Web Notes 678

Capturing Audio and Video Notes 684

Recording Audio 685

Recording Video 686

Playing Back a Recording 687

Sidebar: Where Is the OneNote Icon? 688

Quickly Capturing Notes 689

Key Points 691

24 Organizing and Locating Information 693 Moving and Removing Information 694

Manipulating Objects on a Page 694

Moving Pages, Sections, and Notebooks 695

Accessing Information from Multiple Locations 696

Sidebar: Simulating a Table of Contents 696

Sidebar: Working with Multiple Instances of a Notebook 702

Tagging Notes 702

Sidebar: Synchronizing Notes with Outlook Tasks 706

Searching for Information 711

Key Points 713

Part VIII Microsoft Offi ce Groove 2007 25 Setting Up a Standard Workspace 717 Creating a Standard Workspace 718

Sending and Accepting Workspace Invitations 722

Sidebar: Inviting Someone Who Does Not Have Groove to Join a Groove Workspace 725

Working in the Workspace Members Pane 725

Sidebar: Navigating Together 728

Changing the Role of a Workspace Member 728

Changing Permissions Assigned to a Workspace Role 730

Exploring a Groove Workspace 731

Sidebar: Viewing General Workspace Properties 734

Adding Files to the Files Tool 736

Adding a Tool to a Standard Workspace 737

Key Points 739

26 Managing and Sharing Files 741 Adding Folders and Files to the Files Tool 743

Working with Files in the Files Tool 746

Opening, Editing, and Saving a File in the Files Tool 748

Specifying Download Settings for a Folder 750

Sidebar: Downloading a File Manually 752

Setting Permissions in the Files Tool 753

Specifying Alert Settings for Folders and Files 754

Creating a File Sharing Workspace 757

Sidebar: Some Do’s and Don’ts for a File Sharing Workspace 758

Creating a File Sharing Workspace in Windows 760

Creating a File Sharing Workspace from the Launchbar 761

Downloading Files in a File Sharing Workspace 763

Changing Roles and Permissions for a File Sharing Workspace 765

Setting Properties for a File Sharing Workspace 767

Key Points 769

Part IX Collaboration 27 Enabling Collaboration by Using SharePoint 773 Sidebar: SharePoint Products and Technologies 774

Creating a SharePoint Team Site 775

Creating a Document Library 779

Managing Files in a Document Library 785

Checking Files Into and Out of a Document Library 788

Creating a Custom List from an Excel Workbook 792

Working with SharePoint List Data in Access 794

Sidebar: Customizing Site, Library, and List Views 797

Creating a Document Workspace from an Offi ce Document 798

Sidebar: Working with a Slide Library 804

Creating a Document Workspace from Outlook 805

Working Offl ine with Document Library Contents 806

Linking a SharePoint Calendar to Outlook 809

Sidebar: Subscribing to a SharePoint Site RSS Feed 811

Key Points 812

Glossary 813

Index 825

Microsoft is interested in hearing your feedback so we can continually improve our books and learning

resources for you To participate in a brief online survey, please visit:

www.microsoft.com/learning/booksurvey/

What do you think of this book? We want to hear from you!

2007 Microsoft Offi ce System

The 2007 Microsoft Offi ce system is a collection of programs, servers, services, and solutions To meet the varying needs of individuals and organizations, Microsoft offers eight suites of the most common desktop programs 2007 Microsoft Offi ce System Step

by Step Second Edition includes information about the following programs:

O Microsoft Offi ce Word 2007 A sophisticated word-processing program with

which you can quickly and effi iciently author and format documents

O Microsoft Offi ce Excel 2007 A powerful spreadsheet program with which you

can analyze, communicate, and manage information

O Microsoft Offi ce Access 2007 A database program with which you can store and

effi ciently retrieve structured information

O Microsoft Offi ce PowerPoint 2007 A full-featured program with which you can

develop and present dynamic, professional-looking presentations

O Microsoft Offi ce Outlook 2007 A personal information management program

that includes e-mail, calendar, task, and contact capabilities

O Microsoft Offi ce Publisher 2007 A desktop publishing program with which you

can design and produce eye-catching publications

O Microsoft Offi ce OneNote 2007 A digital notebook program in which you can

collect, organize, and quickly locate many types of electronic information

O Microsoft Offi ce Groove 2007 A collaboration program with which you can

com-municate and work effectively with team members

The book also includes a discussion of ways to use a SharePoint collaboration site to share information from different Offi ce programs

The Microsoft Offi ce Fluent User Interface

Many of the programs in the 2007 Offi ce system feature a new look and feel, as well

as a new way of interacting with the program that is designed to make the commands you need, in the context of the task you are currently performing, easily available This new feature set, which is named the Microsoft Offi ce Fluent user interface, is available in

Word, Excel, Access, PowerPoint, and Outlook

Special features of the Microsoft Offi ce Fluent user interface include:

O The Offi ce menu This menu, which appears when you click the Microsoft Offi ce

Button located in the upper-left corner of the program window, contains commands related to working with entire documents (rather than the document content)

O The Offi ce Fluent Ribbon Probably the most visible element of the Offi ce Fluent

user interface, the Ribbon replaces the menus and toolbars found in earlier versions

of Offi ce Commands are arranged on the Ribbon on task-specifi c tabs

O The Offi ce Fluent Quick Access Toolbar This toolbar provides easy access to

the commands you use most frequently You can change its position, add and remove commands, and create custom command groups for specifi c documents

O Contextual command availability Infrequently used commands, such as those

specifi c to working with a table, a graphic, and headers and footers, appear only when you select one of those elements A Mini toolbar displaying formatting com-mands appears when you select text

O Offi ce Fluent Live Preview See the effect of a formatting change on selected

text without applying the format

O Quick Styles, Layouts, and Formats These features provide professionally designed

color palettes, themes, and graphic effects

O SmartArt graphics These graphics and new styles and formatting methods greatly

simplify the process of creating and formatting a variety of documents

O Document inspection and fi nishing tools This collection of tools provides a way

to safely share information with other people

Certifi cation

Desktop computing profi ciency is becomingly increasingly important in today’s business world As a result, when screening, hiring, and training employees, more employers are relying on the objectivity and consistency of technology certifi cation to ensure the competence of their workforce As an employee or job seeker, you can use technology certifi cation to prove that you already have the skills you need to succeed

A Microsoft Certifi ed Application Specialist (MCAS) is an individual who has demonstrated worldwide skill standards through a certifi cation exam in Windows Vista or in one or more of the 2007 Microsoft Offi ce programs, including Word, Excel, PowerPoint, Outlook, or Access

To learn more about the MCAS program, visit

www.microsoft.com/learning/mcp/mcas/

Windows XP

The graphics and operating system–related instructions in this book refl ect the Windows Vista user interface However, Windows Vista is not required; you can also use a computer running Windows XP

Most of the differences you will encounter when working through the exercises in this book

on a computer running Windows XP center around appearance rather than functionality For example, the Windows Vista Start button is round rather than rectangular and is not labeled with the word Start; window frames and window-management buttons look differ-

ent; and if your system supports Windows Aero, the window frames might be transparent

In this section, we provide steps for navigating to or through menus and dialog boxes in Windows XP that differ from those provided in the exercises in this book For the most part, these differences are small enough that you will have no diffi culty in completing the exercises

Managing the Practice Files

The instructions given in the “Using the Companion CD” section are specifi c to Windows Vista On a computer running Windows Vista, the default installation location of the prac-tice fi les is Documents\Microsoft Press\2007Offi ceSBS On a computer running Windows

XP, the default installation location is My Documents\Microsoft Press\2007Offi ceSBS If

your computer is running Windows XP, whenever an exercise tells you to navigate to your Documents folder, you should instead go to your My Documents folder.

To uninstall the practice fi les from a computer running Windows XP, follow this procedure:

1 On the Windows taskbar, click the Start button, and then click Control Panel.

2 In Control Panel, click (or in Classic view, double-click) Add or Remove Programs.

3 In the Add or Remove Programs window, click 2007 Microsoft Offi ce System Step

by Step, Second Edition, and then click Remove.

4 In the Add or Remove Programs message box asking you to confi rm the deletion,

click Yes.

Important If you need help installing or uninstalling the practice fi les, please see the

“Using the Companion CD” section later in this book Microsoft Product Support Services does not provide support for this book or its companion CD.

Using the Start Menu

Follow this procedure to start a program, such as Microsoft Offi ce Word, on a computer running Windows XP:

« Click the Start button, point to All Programs, click Microsoft Offi ce, and then click Microsoft Offi ce Word 2007.

Folders on the Windows Vista Start menu expand vertically Folders on the Windows XP Start menu expand horizontally

Navigating Dialog Boxes

On a computer running Windows XP, some of the dialog boxes you will work with in the exercises not only look different from the graphics shown in this book but also work dif-ferently These dialog boxes are primarily those that act as an interface between Offi ce and the operating system, including any dialog box in which you navigate to a specifi c location

To navigate to the WordExploring folder in Windows Vista:

« In the Favorite Links pane, click Documents Then in the folder content pane,

double-click Microsoft Press, 2007Offi ceSBS, and WordExploring.

To move back to the 2007Offi ceSBS folder in Windows Vista:

« In the upper-left corner of the dialog box, click the Back button.

To navigate to the WordExploring folder in Windows XP:

« On the Places bar, click My Documents Then in the folder content pane, double-click

Microsoft Press, double-click 2007Offi ceSBS, and then double-click WordExploring.

To move back to the 2007Offi ceSBS folder in Windows XP:

« On the toolbar, click the Up One Level button.

Back

Up One Level

If, after completing the exercises, you later need help remembering how to perform a procedure, the following features of this book will help you locate specifi c information:

O Detailed table of contents A listing of the topics and sidebars within each

chapter

O Topic-specifi c running heads Within a chapter, quickly locate the topic you want

by looking at the running head of odd-numbered pages

O Quick Reference General instructions for each procedure covered in specifi c

detail elsewhere in the book Refresh your memory about a task while working with your own documents

O Detailed index Look up specifi c tasks and features and general concepts in the

index, which has been carefully crafted with the reader in mind

O Companion CD Contains the practice fi les needed for the step-by-step exercises,

as well as a fully searchable electronic version of this book and other useful resources

In addition, we provide a glossary of terms for those times when you need to look up the meaning of a word or the defi nition of a concept

You can save time when you use this book by understanding how the Step by Step series

shows special instructions, keys to press, buttons to click, and so on

Convention Meaning

This icon at the end of a chapter introduction indicates information about the practice fi les provided on the companion CD for use in the chapter

USE This paragraph preceding a step-by-step exercise indicates the practice

fi les that you will use when working through the exercise

require-ments you should attend to before beginning the exercise or actions you should take to restore your system after completing the exercise

OPEN This paragraph preceding a step-by-step exercise indicates fi les that

you should open before beginning the exercise

CLOSE This paragraph following a step-by-step exercise provides instructions

for closing open fi les or programs before moving on to another topic

1

2 Blue numbered steps guide you through step-by-step exercises and Quick Reference versions of procedures

1

2 Black numbered steps guide you through procedures in sidebars and expository text

« An arrow indicates a procedure that has only one step

See Also These paragraphs direct you to more information about a given topic

in this book or elsewhere

prevent you from continuing with an exercise

Tip These paragraphs provide a helpful hint or shortcut that makes working

through a task easier, or information about other available options

complete a procedure

Save

The fi rst time you are told to click a button in an exercise, a picture of the button appears in the left margin If the name of the button does not appear on the button itself, it appears under the picture

F In step-by-step exercises, keys you must press appear as they would on

a keyboard

H+> A plus sign (+) between two key names means that you must hold

down the fi rst key while you press the second key For example, “press H+>” means “hold down the H key while you press the > key.”

Program interface

elements In steps, the names of program elements, such as buttons, commands, and dialog boxes, are shown in black bold characters

User input Anything you are supposed to type appears in blue bold characters

Glossary terms Terms that are explained in the glossary at the end of the book are

shown in blue italic characters in the chapters

The companion CD included with this book contains practice fi les you can use as you work through the book’s exercises By using practice fi les, you won’t waste time creating samples and typing large amounts of data Instead, you can jump right in and concentrate on learning how to use the programs

Chapter 2:

Editing and Proofreading

Documents

WordEditing\Changes.docx WordEditing\Finalizing.docx WordEditing\FindingText.docx WordEditing\FindingWord.docx WordEditing\Outline.docx WordEditing\SavedText.docx WordEditing\Spelling.docx

Chapter 3:

Changing the Look of Text

WordFormatting\Characters.docx WordFormatting\Lists.docx WordFormatting\Paragraphs.docx WordFormatting\QuickFormatting.docx

Chapter 4:

Presenting Information

in Columns and Tables

WordPresenting\Calculations.docx WordPresenting\Columns.docx WordPresenting\Loan.xlsx WordPresenting\LoanData.xlsx WordPresenting\Memo.docx WordPresenting\Table.docx WordPresenting\TableAsLayout.docx WordPresenting\TabularList.docx

Chapter Folder\File

Chapter 5:

Setting Up a Workbook

ExcelCreating\Exception Summary.xlsx ExcelCreating\Route Volume.xlsx

Chapter 6:

Working with Data

and Data Tables

ExcelData\2007Q1ShipmentsByCategory.xlsx ExcelData\Average Deliveries.xlsx

ExcelData\Driver Sort Times.xlsx ExcelData\Series.xlsx

Chapter 8:

Changing Workbook

Appearance

ExcelAppearance\acbluprt.jpg ExcelAppearance\callcenter.jpg ExcelAppearance\CallCenter.xlsx ExcelAppearance\Dashboard.xlsx ExcelAppearance\ExecutiveSearch.xlsx ExcelAppearance\HourlyExceptions.xlsx ExcelAppearance\HourlyTracking.xlsx ExcelAppearance\VehicleMileSummary.xlsx

Chapter 9:

Creating a Database

AccessCreating\Manipulating.accdb AccessCreating\TableTemplate.accdb

Chapter 10:

Simplifying Data Entry

by Using Forms

AccessSimplifying\AddControls.accdb AccessSimplifying\AddSubform.accdb AccessSimplifying\AftUpdate.txt AccessSimplifying\CreateFormTool.accdb AccessSimplifying\CreateWizard.accdb AccessSimplifying\CustomersFormLogo.jpg AccessSimplifying\Refi neLayout.accdb AccessSimplifying\Refi neProperties.accdb AccessSimplifying\VBA.accdb

Chapter 11:

Locating Specifi c

Information

AccessLocating\Calculate.accdb AccessLocating\FilterForm.accdb AccessLocating\FilterTable.accdb AccessLocating\MultipleCriteria.accdb AccessLocating\QueryDesign.accdb AccessLocating\QueryWizard.accdb AccessLocating\SortTable.accdb

Chapter Folder\File

Chapter 12

Keeping Your Information Accurate

AccessKeeping\Accurate.accdb AccessKeeping\Delete.accdb AccessKeeping\FieldTest.accdb AccessKeeping\MulticolumnLookup.accdb AccessKeeping\Prevent.accdb

AccessKeeping\SimpleLookup.accdb AccessKeeping\Size.accdb

AccessKeeping\Update.accdb AccessKeeping\Validate.accdb

Chapter 13:

Starting a New Presentation

PptStarting\Converting.docx PptStarting\Creating.pptx PptStarting\Reusing1.pptx PptStarting\Reusing2.pptx

Chapter 14:

Working with Slide Text

PptWorking\Changing.pptx PptWorking\Correcting.pptx PptWorking\Editing.pptx PptWorking\Finding.pptx PptWorking\Spelling.pptx PptWorking\TextBoxes.pptx

Chapter 15:

Adjusting the Layout, Order,

and Look of Slides

PptAdjusting\Background.pptx PptAdjusting\ColorScheme.pptx PptAdjusting\Layout.pptx PptAdjusting\OtherColors.pptx PptAdjusting\Rearranging.pptx PptAdjusting\Theme1.pptx PptAdjusting\Theme2.pptx

Chapter 16:

Delivering a Presentation Electronically

PptDelivering\Adapting.pptx PptDelivering\NotesHandouts.pptx PptDelivering\Rehearsing.pptx PptDelivering\Showing.pptx PptDelivering\Travel.pptx PptDelivering\YinYang.png

Chapter 17:

Sending E-Mail Messages

OutlookSending\Attaching.docx OutlookSending\Attaching.pptx

Chapter 18:

Managing Your Inbox

None

OneCollecting\Organization101.pptx OneCollecting\SBS Collecting notebook

Chapter 24:

Organizing and Locating Information

OneOrganizing\SBS Moving notebook

Chapter 25:

Setting Up a Standard Workspace

GrooveWorkspace\Marketing_Plan_DRAFT.docx GrooveWorkspace\WideWorldImporters.gsa

Chapter 26:

Managing and Sharing Files

GrooveFiles\Event budget.xltx GrooveFiles\Quarter1_Forecasts.xlsx

Chapter 27:

Enabling Collaboration

by Using SharePoint

SharePoint\Book Series.pptx SharePoint\Information Sheet.docx SharePoint\Interior Design.pptx SharePoint\Loan Data.xlsx SharePoint\SalesData.xlsx

In addition to the practice files, the CD contains some exciting resources that will really enhance your ability to get the most out of using this book and the 2007 Microsoft Office system, including the following:

L 2007 Microsoft Office System Step by Step Second Edition

L Microsoft Computer Dictionary, Fifth Edition

L Sample chapter and poster from Look Both Ways: Help Protect Your Family on the

Internet (Linda Criddle, 2007)

L Windows Vista Product Guide

Important The companion CD for this book does not contain the 2007 Offi ce system software You should purchase and install the software before using this book.

Minimum System Requirements

This book includes discussions of the following programs in the 2007 Microsoft Offi ce system:

O Microsoft Offi ce Word 2007

O Microsoft Offi ce Excel 2007

O Microsoft Offi ce Access 2007

O Microsoft Offi ce PowerPoint 2007

O Microsoft Offi ce Outlook 2007

O Microsoft Offi ce Publisher 2007

O Microsoft Offi ce OneNote 2007

O Microsoft Offi ce Groove 2007

O Microsoft SharePoint products and technologies

To install and run these programs, your computer needs to meet the following

O Keyboard and mouse or compatible pointing device

O Internet connection, 128 kilobits per second (Kbps) or greater, for download and activation of products, accessing Microsoft Offi ce Online and online Help topics, and any other Internet-dependent processes

O Windows Vista or later, Windows XP with Service Pack 2 (SP2), or Windows Server 2003 or later

O Windows Internet Explorer 7 or Microsoft Internet Explorer 6 with service packs

In addition to the hardware, software, and connections required to run the 2007 Offi ce system, you will need the following to successfully complete the exercises in this book:

O Word 2007, Excel 2007, Access 2007, PowerPoint 2007, Outlook 2007, Publisher

2007, OneNote 2007, Groove 2007, and access to a SharePoint site

O Access to a printer

O 360 MB of available hard disk space for the practice fi les

Installing the Practice Files

You need to install the practice fi les in the correct location on your hard disk before you can use them in the exercises Follow these steps:

1 Remove the companion CD from the envelope at the back of the book, and insert

it into the CD drive of your computer

The Step By Step Companion CD License Terms appear Follow the on-screen directions To use the practice fi les, you must accept the terms of the license agreement After you accept the license agreement, a menu screen appears

Important If the menu screen does not appear, click the Start button and then click Computer Display the Folders list in the Navigation pane, click the icon for your CD drive, and then in the right pane, double-click the StartCD executable fi le.

2 Click Install Practice Files.

3 Click Next on the fi rst screen, and then click Next to accept the terms of the

license agreement on the next screen

4 If you want to install the practice fi les to a location other than the default folder

(Documents\Microsoft Press\2007Offi ceSBS), click the Change button, select the

new drive and path, and then click OK.

Important If you install the practice fi les to a location other than the default, you will need to substitute that path within the exercises

5 Click Next on the Choose Destination Location screen, and then click Install on

the Ready to Install the Program screen to install the selected practice fi les.

6 After the practice fi les have been installed, click Finish

7 Close the Step by Step Companion CD window, remove the companion CD from

the CD drive, and return it to the envelope at the back of the book

Using the Practice Files

When you install the practice fi les from the companion CD that accompanies this book, the fi les are stored on your hard disk in chapter-specifi c subfolders under Documents\ Microsoft Press\2007Offi ceSBS unless you specify a different location during installation

Each exercise is preceded by one or more paragraphs listing the fi les needed for that exercise and explaining any preparations needed before you start working through the exercise Here is an example:

USE the Worksheets presentation and the Costs workbook These practice fi les are located

in the Documents\Microsoft Press\2007Offi ceSBS\PptWorking folder.

BE SURE TO start PowerPoint before beginning this exercise.

OPEN the Worksheets presentation.

You can display the practice fi le folder in Windows Explorer by following these steps:

« On the Windows taskbar, click the Start button, click All Programs, click Microsoft Press, and then click 2007 Offi ce System Step by Step.

You can browse to the practice fi les from a dialog box by following these steps:

1 In the Favorite Links pane of the dialog box, click Documents.

2 In your Documents folder, double-click Microsoft Press, double-click 2007Offi ceSBS,

and then double-click the specifi ed chapter folder

USE the Worksheets presentation and the Costs workbook These practice fi les are located

in theDocuments\Microsoft Press\2007Offi ceSBS\PptWorking folder.

BE SURE TO start PowerPoint before beginning this exercise.

OPEN the Worksheets presentation.

Start

Removing and Uninstalling the Practice Files

You can free up hard disk space by uninstalling the practice fi les that were installed from the companion CD The uninstall process deletes any fi les that you created in the

Documents\Microsoft Press\2007Offi ceSBS chapter-specifi c folders while working

through the exercises Follow these steps:

1 On the Windows taskbar, click the Start button, and then click Control Panel.

2 In Control Panel, under Programs, click the Uninstall a program task.

3 In the Programs and Features window, click 2007 Microsoft Offi ce System Step

by Step, Second Edition, and then on the toolbar at the top of the window, click

the Uninstall button.

4 If the Programs and Features message box asking you to confi rm the deletion

appears, click Yes.

Important Microsoft Product Support Services does not provide support for this book or its companion CD.

Start

Every effort has been made to ensure the accuracy of this book and the contents of its companion CD If you do run into problems, please contact the sources listed in the following sections for assistance

Getting Help with This Book and Its Companion CD

If your question or issue concerns the content of this book or its companion CD, please

fi rst search the online Microsoft Press Knowledge Base , which provides support mation for known errors in or corrections to this book, at the following Web site:

infor-www.microsoft.com/mspress/support/search.asp

If you do not fi nd your answer at the online Knowledge Base, send your comments or questions to Microsoft Press Technical Support at:

mspinput@microsoft.com

Getting Help with an Offi ce Program

If your question is about a specifi c application, and not about the content of this book, your fi rst recourse is the Offi ce Help system This system is a combination of tools and fi les stored on your computer when you installed the 2007 Microsoft Offi ce system and, if your computer is connected to the Internet, information available from Microsoft Offi ce Online You can fi nd general or specifi c Help information in several ways:

O To fi nd out about an item on the screen, you can display a ScreenTip For example,

to display a ScreenTip for a button, point to the button without clicking it The ScreenTip gives the button’s name, the associated keyboard shortcut if there is one, and unless you specify otherwise, a description of the associated action

O You can click the Help button in the upper-right corner of the program window to display the Help window

O In a dialog box, you can click the Help button at the right end of the dialog box title bar to display the Help window with topics related to the functions of that dialog box already identifi ed

Help

To practice getting help in an Offi ce application, using Microsoft Offi ce PowerPoint 2007

as an example, you can work through the following exercise

BE SURE TO start PowerPoint before beginning this exercise.

1 At the right end of the Offi ce Fluent Ribbon, click the Help button.

The PowerPoint Help window opens

2 In the list of topics in the PowerPoint Help window, click Activating PowerPoint.

PowerPoint Help displays a list of topics related to activating Microsoft Offi ce system programs

You can click any topic to display the corresponding information

BE SURE TO start PowerPoint before beginning this exercise.

Help

3 On the toolbar, click the Show Table of Contents button.

The Table Of Contents appears in the left pane, organized by category, like the table of contents in a book

Clicking any category (represented by a book icon) displays that category’s topics (represented by help icons) as well as any available online training (represented by training icons)

Category Topic Online training

If you’re connected to the Internet, PowerPoint displays topics and training available from the Offi ce Online Web site, as well as topics stored on your computer

4 In the Table of Contents, click a few categories and topics, and then click the Back

and Forward buttons to move among the topics you have already viewed.

5 At the right end of the Table of Contents title bar, click the Close button.

Show Table of

Contents

Back Forward

Close

6 At the top of the PowerPoint Help window, click the Type word to search for box,

type Help window, and then press the F key

The PowerPoint Help window displays topics related to the words you typed

7 In the results list, click Print a Help topic.

The selected topic appears in the PowerPoint Help window, explaining that you can click the Print button on the toolbar to print any topic

8 Below the title at the top of the topic, click Show All.

PowerPoint displays any hidden auxiliary information available in the topic and changes the Show All button to Hide All You can display or hide an individual item

by clicking it When you click the Print button, PowerPoint will print all displayed information

CLOSE the PowerPoint Help window.

More Information

If your question is about a Microsoft software product and you cannot fi nd the answer in the product’s Help system, please search the appropriate product solution center or the Microsoft Knowledge Base at:

Joyce Cox

Joyce has more than 25 years’ experience in the development of training materials about technical subjects for non-technical audiences, and is the author of dozens of books about Microsoft Offi ce and Windows technologies She is the Vice President of Online Training Solutions, Inc (OTSI) She was principal author for Online Press, where she developed the Quick Course series of computer training books for beginning and

intermediate adult learners She was also the fi rst managing editor of Microsoft Press,

an editor for Sybex, and an editor for the University of California Joyce and her band Ted live in downtown Bellevue, Washington, and escape as often as they can to their tiny, offl ine cabin in the Cascade foothills

hus-Curtis Frye

Curt is a freelance writer and Microsoft Most Valuable Professional for Microsoft Offi ce Excel He lives in Portland, Oregon, and is the author of eight books from Microsoft Press He has also written numerous articles for the Microsoft Work Essentials Web site Before beginning his writing career in June 1995, Curt spent four years with The MITRE Corporation as a defense trade analyst and one year as Director of Sales and Marketing for Digital Gateway Systems, an Internet service provider Curt graduated from Syracuse University in 1990 with an honors degree in political science When he’s not writing, Curt is a professional improvisational comedian with ComedySportz Portland

M Dow Lambert III

During 20 years in academia, Dow authored or co-authored 19 social science research publications, developed curriculum and training programs for social services profes-sionals, and managed longitudinal studies of human behavior In 1995, he moved from academia to the private sector, where he worked for a small company that developed and maintained reservation systems for the travel industry Here, he learned the difference between writing research reports for scientifi c journals, writing technical specifi cations for programmers, and writing user guides for the people who actually needed to under-stand and use the software that his company produced In his spare time, Dow and his wife Marlene enjoy birding and bird photography

Steve Lambert

Steve has written 18 books, most of which are about Microsoft applications As President

of Online Publishing and Programming Solutions, Inc (OP²S), he has managed the opment of many tools for creating and viewing training material Steve takes advantage

devel-of the Internet and computer technology to work from home—a 10-acre horse ranch on the Olympic Peninsula When not working on technology products, he and his wife Gale spend their time working on the property, training and riding horses, and picking up horse poop

John Pierce

John Pierce worked at Microsoft Corporation for 12 years as a technical editor and writer

He is the author or co-author of several books, such as 2007 Microsoft Offi ce System Inside Out, Microsoft Offi ce Access 2003 Inside Track, Microsoft Small Business Kit, and

other books from Microsoft Press John can be reached at jpierce@fl yingspress.com.

Joan Preppernau

Joan has worked in the training and certifi cation industry for 10 years As President of OTSI, she is responsible for guiding the translation of technical information and requirements into useful, relevant, and measurable training, learning, and certifi cation deliverables Joan

is a Microsoft Certifi ed Professional and Microsoft Certifi ed Application Specialist, and the author or co-author of more than a dozen books about Windows and the Microsoft Offi ce system Joan has lived and worked in New Zealand, Sweden, Denmark, and various loca-tions in the U.S during the past 16 years Having fi nally discovered the delights of a daily dose of sunshine, Joan is now happily ensconced in America’s Finest City—San Diego, California—with her husband Barry and their daughter Trinity

Online Training Solutions, Inc (OTSI)

OTSI specializes in the design, creation, and production of Offi ce and Windows training products for information workers and home computer users For more information about OTSI, visit

www.otsi.com

« On the 2IÀFH menu , click 2SHQ In the 2SHQ dialog box, navigate to the folder

that contains the file you want to open, and then double-click the file

To move the insertion point to the beginning or end of the document

« On the 9LHZ toolbar, click the Zoom button In the Zoom dialog box, click a Zoom

to percentage or type an amount in the 3HUFHQW box, and then click OK.

O On the 9LHZ tab, in the 'RFXPHQW9LHZVgroup, click the button for the desired view.

O Click a view button on the 9LHZ toolbar at the right end of the status bar.

To switch among open documents

« On the 9LHZtab, in the :LQGRZgroup, click the 6ZLWFK:LQGRZVbutton, and

then click the name of the document you want to switch to

7RYLHZPXOWLSOHRSHQGRFXPHQWV

« On the 9LHZ tab, in the :LQGRZ group, click the $UUDQJH$OO button.

To open a new document

« On the 2IÀFHmenu, click 1HZ, and then in the 1HZ 'RFXPHQW window, click %ODQNGRFXPHQW.

double-7RVDYHDGRFXPHQWIRUWKHÀUVWWLPH

1. On the 4XLFN$FFHVV7RROEDU, click the 6DYH button; or click 6DYH$V on the 2IÀFH

menu

2. Navigate to the location where you want to save the file, type a name for the

document in the )LOHQDPH box, and then click 6DYH.

7RFUHDWHDQHZIROGHUZKLOHVDYLQJDGRFXPHQW

1. In the 6DYH As dialog box, click the 1HZ)ROGHU button.

2. Type the name of the new folder, press F, and then click 2SHQ.

7RSUHYLHZKRZDGRFXPHQWZLOOORRNZKHQSULQWHG

« On the 2IÀFH menu, point to Print, and then click Print 3UHYLHZ.

7RSULQWDGRFXPHQWZLWKWKHGHIDXOWVHWWLQJV

« On the 2IÀFH menu, point to Print, and then click Quick Print.

To print a document with custom settings

« On the 2IÀFH menu, click Print Modify the print settings as needed, and click OK.

2 (GLWLQJDQG3URRIUHDGLQJ'RFXPHQWV

7RVHOHFWWH[W

O Word: Double-click the word

O Sentence: Click in the sentence while holding down the H key

O Paragraph: Triple-click in the paragraph, or double-click in the selection area to the left of the paragraph

O Block: Click to the left of the first word, hold down the G key, and then click immediately to the right of the last word or punctuation mark

O Line: Click in the selection area to the left of the line

O Document: Triple-click in the selection area

« Press A or Z

7RFRS\RUFXWDQGSDVWHVHOHFWHGWH[W

1. On the +RPH tab, in the &OLSERDUG group, click the Copy or Cut button.

2. Click where you want to paste the text, and then in the &OLSERDUG group, click the 3DVWH button.

2. In the &UHDWH1HZ%XLOGLQJ%ORFNdialog box, type a name for the building block,

make any necessary changes to the settings, and then click OK.

7RLQVHUWDEXLOGLQJEORFNLQDGRFXPHQW

O Click where you want to insert the building block Then either type the name of the building block, and press #

O On the ,QVHUW tab, in the 7H[W group, click the Quick Parts button, and select the

building block from the Quick Part gallery.

To insert the date and time

1. Click where you want the date or time to appear, and then on the ,QVHUW tab, in the 7H[W group, click the 'DWH 7LPH button.

2. In the 'DWHDQG7LPH dialog box, under $YDLODEOHIRUPDWV, click the format you

want, and then click OK.

To use the Thesaurus

1. Double-click the word you want to replace, and then on the 5HYLHZ tab, in the 3URRÀQJ group, click the 7KHVDXUXV button.

2. In the 5HVHDUFK task pane, point to the word you want to insert in place of the selected word, click the arrow that appears, and then click ,QVHUW.

To research information

1. On the 5HYLHZ tab, in the 3URRÀQJ group, click 5HVHDUFK.

2. In the 5HVHDUFK task pane, in the 6HDUFKIRU box, type the research topic.

3. Click the arrow of the box below the 6HDUFKIRU box, click the resource you want to

use, and then in the results list, click a source to view its information

1. On the 5HYLHZ tab, in the 3URRÀQJ group, click the 7UDQVODWH button.

2. In the Translation area of the 5HVHDUFK task pane, select the desired languages in

the From and To boxes to display the translation.

7RGLVSOD\DGRFXPHQWLQ2XWOLQHYLHZ

« On the 9LHZ toolbar, click the 2XWOLQHbutton.

7RGLVSOD\VSHFLÀFKHDGLQJOHYHOVLQ2XWOLQHYLHZ

« On the Outlining tab, in the 2XWOLQH7RROV group, click the 6KRZ/HYHO arrow, and

then in the list, click a heading level

1. On the +RPH tab, in the (GLWLQJ group, click the )LQG button.

2. On the )LQG tab of the )LQGDQG5HSODFH dialog box, specify the text you want to find, and then click )LQG1H[W.

7RUHSODFHWH[W

1. On the +RPH tab, in the (GLWLQJ group, click the 5HSODFH button.

2. On the 5HSODFH tab of the )LQGDQG5HSODFH dialog box, specify the text you want

to find and the text you want to replace it with, and then click )LQG1H[W.

3. Click 5HSODFHto replace the first instance of the text, 5HSODFH$OO to replace all stances, or )LQG1H[W to leave that instance unchanged and move to the next one.

in-7RFKHFNVSHOOLQJDQGJUDPPDU

1. On the 5HYLHZ tab, in the 3URRÀQJ group, click the 6SHOOLQJ *UDPPDU button.

2. In the 6SHOOLQJDQG*UDPPDU dialog box, click the appropriate buttons to correct

the errors Word finds or to add words to the custom dictionary or AutoCorrect list

1. On the 2IÀFH menu, point to 3UHSDUH, and then click ,QVSHFW'RFXPHQW.

2. In the 'RFXPHQW,QVSHFWRU dialog box, select the items you want checked, and then click ,QVSHFW.

3. In the 'RFXPHQW,QVSHFWRU summary, click the 5HPRYH$OO button to the right of any items you want removed, and then close the 'RFXPHQW,QVSHFWRU dialog box.

7RPDUNDGRFXPHQWDVÀQDO

1. On the 2IÀFH menu, point to 3UHSDUH, and then click Mark as Final.

2. Click OK in the message box, click 6DYH, and then click OK in the finalization message.

3 &KDQJLQJWKH/RRNRI7H[W

7RSUHYLHZDQGDSSO\VW\OHVWRVHOHFWHGWH[W

« On the +RPH tab, in the 6W\OHV group, display the 6W\OHV gallery, point to the

thumbnail of the style you want to preview, and then click the thumbnail of the style you want to apply

7RFKDQJHWKHVW\OHVHW

« On the +RPH tab, in the 6W\OHV group, click the &KDQJH6W\OHV button, click 6W\OH 6HW, and then click the set you want to use.

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« On the +RPH tab, in the Font group (or on the Mini toolbar that appears), click the

button of the formatting you want to apply

« On the +RPH tab, in the Font group, click the Font arrow, and then in the list, click

the font you want

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« On the +RPH tab, in the Font group, click the )RQW6L]H arrow, and then in the list,

click the font size you want

1. On the +RPH tab, click the Font Dialog Box Launcher.

2. In the Font dialog box, under (IIHFWV, select the check box for the effect you want,

and then click OK.

7RFKDQJHWKHFRORURIVHOHFWHGWH[W

« On the +RPH tab, in the Font group, click the Font Color arrow, and in the color

palette, click the color you want

« Click at the right end of the text where you want the line break to appear Then on

the 3DJH/D\RXW tab, in the 3DJH6HWXS group, click the %UHDNV button, and click 7H[W:UDSSLQJ.

7RDOLJQSDUDJUDSKV

« Click the paragraph, or select multiple paragraphs Then on the +RPH tab, in the Paragraph group, click the $OLJQ/HIW, &HQWHU, Align Right, or Justify button.

7RLQGHQWWKHÀUVWOLQHRIDSDUDJUDSK

« Click the paragraph Then on the horizontal ruler, drag the )LUVW/LQH,QGHQW marker

to the location of the indent

To indent an entire paragraph

« Click the paragraph, or select multiple paragraphs Then on the horizontal ruler,

drag the /HIW,QGHQW or Right ,QGHQW marker to the location of the indent.

To increase or decrease indenting

« Click the paragraph, or select multiple paragraphs Then in the Paragraph group, click the ,QFUHDVH,QGHQW or 'HFUHDVH ,QGHQW button.

To set a tab stop

« Click the paragraph, or select multiple paragraphs Then click the Tab button until it

displays the type of tab you want, and click the horizontal ruler where you want to set the tab stop for the selected paragraph(s)