Wiley Office 2007 Bible phần 1 potx

He is the author of many computer magazine and ezine articles, as well as more than a dozen computing books, including Teach Yourself Outlook 2000 in 24 Hours, Word for Windows Super Boo

Office 2007

Bible

Michael R Groh

Office 2007

Bible

Office 2007

Bible

Michael R Groh

Copyright © 2007 by Wiley Publishing, Inc., Indianapolis, Indiana

Published simultaneously in Canada

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Library of Congress Cataloging-in-Publication Data

Office 2007 bible / John Walkenbach [et al.]

Trademarks: Wiley, the Wiley logo, and related trade dress are trademarks or registered trademarks of John Wiley & Sons,

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About the Authors

John Walkenbach is a bestselling Excel author and has published more than 50 spreadsheet books He lives

amid the saguaros, javelinas, and gila monsters in Southern Arizona For more information, Google him

Herb Tyson is an economist and computer consultant and trainer in the Washington, D.C., area He earned

an interdisciplinary doctorate from Michigan State University in 1977 and an undergraduate degree inEconomics and Sociology from Georgetown University in 1973

He is the author of many computer magazine and ezine articles, as well as more than a dozen computing

books, including Teach Yourself Outlook 2000 in 24 Hours, Word for Windows Super Book, Teach Yourself Web

Publishing with Microsoft Word, XyWrite Revealed, Word for Windows Revealed, Your OS/2 Consultant, and Navigating the Internet with OS/2 Warp Herb is also joint author and technical editor for many other books.

He has received the Microsoft MVP (Most Valuable Professional) award each year for more than ten years inrecognition for helping thousands of Microsoft Word users Widely recognized for his expertise, Herb’sclients have included IBM, Wang, the federal government, the World Bank, as well as numerous law firmsand publishers

Herb is also a singer and songwriter, currently working on his second CD He and his guitar are nostrangers to musical venues in the Washington, D.C., area He has performed at the Birchmere, the KennedyCenter, Jammin’ Java, and coffeehouses, and is a frequent performer at the Mount Vernon Unitarian Church(where he serves as Webmaster)

You can visit Herb’s Web site at www.herbtyson.com Questions about this book and Microsoft Officecan be pursued at Herb’s Word 2007 blog, at word2007bible.blogspot.com You can also e-mailHerb Tyson at herbsbooks@herbtyson.com

Faithe Wempen, M.A., is an A+ Certified hardware guru, Microsoft Office Specialist Master Instructor, and

software consultant with more than 90 computer books to her credit She has taught Microsoft Office cations, including PowerPoint, to more than a quarter of a million online students for corporate clientsincluding Hewlett Packard, CNET, Sony, Gateway, and eMachines When she is not writing, she teachesMicrosoft Office classes in the Computer Technology department at Indiana University–Purdue University

appli-at Indianapolis (IUPUI), does privappli-ate computer training and support consulting, and owns and operappli-atesSycamore Knoll Bed and Breakfast in Noblesville, Indiana (www.sycamoreknoll.com)

Cary N Prague is an internationally best-selling author and lecturer in the database industry He owns

Database Creations, Inc., the world’s largest Microsoft Access add-on company Their products include a line

of financial software; Business! for Microsoft Office, a mid-range accounting system, POSitively Business!Point of Sale software, the Inventory Barcode manager for mobile data collection, and the Check Writer andGeneral Ledger Database Creations also produces a line of developer tools including the appBuilder, anapplication generator for Microsoft Access, the EZ Access Developer Tools for building great user interfaces,appWatcher for maintaining code bases among several developers, and Surgical Strike, the only PatchManager for Microsoft Access

Cary also owns Database Creations Consulting, LLC., a successful consulting firm specializing in MicrosoftAccess and SQL Server applications Local and national clients include many Fortune 100 companiesincluding manufacturers, defense contractors, insurance, health-care, and software industry companies Hisclient list includes Microsoft, United Technologies, ABB, Smith & Wesson Firearms, Pratt and WhitneyAircraft, ProHealth, OfficeMax, Continental Airlines, and other Fortune 500 companies

Formerly, he has held numerous management positions in corporate information systems, includingDirector of Managed Care Reporting for MetraHealth, Director of Corporate Finance and SoftwareProductivity at Travelers Insurance, where he was responsible for software support for 35,000 end users,and Manager of Information Systems support for Northeast Utilities

He is one of the top bestselling authors in the computer database management market, having written morethan 40 books that have sold more than one million copies on software including Microsoft Access, Borland(Ashton-Tate) dBASE, Paradox, R:Base, Framework, and graphics Cary’s books include 11 books in the

Access Bible series (recently number one on the Ingram Bestselling Database Titles list and in the

Amazon.com top 100), Access 97 Secrets, dBASE for Windows Handbook, dBASE IV Programming (winner of the Computer Press Association’s Book of the Year award for Best Software Specific Book), and Everyman’s

Database Primer Featuring dBASE IV He recently completed several books for Access 2003 including Weekend Crash Course in Office Access 2003 Programming Cary recently sold a product line named eTools for

Microsoft Access to MightyWords, a division of FatBrain.com and Barnes and Noble

Cary is certified in Access as a Microsoft Certified Professional and has passed the MOUS test in Access andWord He is a frequent speaker at seminars and conferences around the country He is on the exclusiveMicrosoft Access Insider Advisory Board and makes frequent trips to Microsoft headquarters in Redmond,

WA He has been voted the best speaker by the attendees of several national conferences Recently, he was aspeaker for Microsoft-sponsored conferences in New Orleans, Hawaii, Phoenix, Chicago, Toronto, PalmSprings, Boston, and Orlando He has also spoken at Borland’s Database Conference, Digital Consulting’sDatabase World, Microsoft’s Developer Days, Computerland’s Technomics Conference, COMDEX, and

COMPAQ Computer’s Innovate He was a contributing editor to Access Advisor magazine and has written for the Microsoft Office Developer’s journal.

He is active in local town politics serving on the South Windsor, Connecticut, Board of Education, Parksand Recreation Commission, and the Board of Assessment Appeals

Cary holds a master’s degree in computer science from Rensselaer Polytechnic Institute, and an MBA and aBachelor of Accounting from the University of Connecticut He is also a Certified Data Processor

Michael R Groh is a well-known author, writer, and consultant specializing in Windows database systems.

His company, PC Productivity Solutions, provides information-management applications to companies acrossthe country Over the last 25 years, Mike has worked with a wide variety of programming languages, operat-ing systems, and computer hardware, ranging from programming a DEC PDP-8A using the Focal interpretedlanguage to building distributed applications under Visual Studio NET and Microsoft SharePoint

Mike was one of the first people outside Microsoft to see Access in action He was among a select group ofjournalists and publishers invited to preview the Access 1.0 beta (then called Cirrus) at the 1992 WindowsWorld Conference in Chicago Since then, Mike has been involved in every Microsoft Access beta program,

as an insider and as a journalist and reporter documenting the evolution of this fascinating product.Mike has authored parts of more than 20 different computer books and is a frequent contributor to com-puter magazines and journals Mike has written more than 200 articles and editorials over the last 15 years,mostly for Advisor Media (San Diego, CA) He frequently speaks at computer conferences virtually every-where in the world, and is technical editor and contributor to periodicals and publications produced byAdvisor Media

Mike holds a master’s degree in Clinical Chemistry from the University of Iowa (Iowa City, IA) and an MBAfrom Northeastern University (Boston, MA)

Mike can be reached at AccessBible@mikegroh.com Please prefix the e-mail subject line with

“AccessBible:” to get past the spam blocker on this account

Peter G Aitken has been writing about computers and programming for over 15 years, with more than 45

books to his credit and more than 1.5 million copies in print He has also contributed hundreds of articles and

product reviews to magazines and Web sites such as Visual Developer Magazine, PC Magazine, DevX, Microsoft

Office Pro, Builder.com, and DevSource Peter is the proprietor of PGA Consulting, providing custom tion development and technical writing services to business, academia, and government since 1994

applica-vi

Michael R Irwin is considered one of the leading authorities on automated database and Internet

manage-ment systems today He is a noted worldwide lecturer, winner of national and international awards, bestsellingauthor, and developer of client/server, Internet, intranet, and PC-based database-management systems.Michael has extensive database knowledge, gained by working with the Metropolitan Police Department inWashington, D.C., as a developer and analyst for the Information Systems Division for more than 20 yearsand assorted Federal Agencies of the United States Government Since retiring in June 1992, he has run hisown consulting firm, named The Irwin Group, and is principal partner in the company - IT in Asia, LLC,specializing in Internet database integration and emphasizing Client/Server and Internet solutions Withconsulting offices in Cincinnati, Ohio, Bangkok, Thailand, and Manila, Philippines, his companies offertraining and development of Internet and database applications His company has the distinction of beingone of the first Microsoft Solution’s Providers (in 1992) His local, national, and international clients includemany software companies, manufacturers, government agencies, and international companies

His range of expertise includes database processing and integration between mainframe, minicomputer, andPC-based database systems, as well as B-2-B and B-2-C integration between back-end databases He is aleading authority on PC-based databases

He is one of the top bestselling authors in the computer database-management market, having authorednumerous database books, with several of them consistently on the bestseller lists His books, combined,

have sold nearly a million copies worldwide His most recent works include The OOPs Primer (Borland Press), dBASE 5.5 for Windows Programming (Prentice Hall), Microsoft Access 2002 Bible, Microsoft Access 2002

Bible Gold Edition (co-authored), and Working with the Internet The Access Bible series have constantly been

number one on the Ingram Best-selling Database Titles list and is consistently in the Amazon.com andBuy.com top 10 He has also written several books on customs and cultures of the countries of Asia (includ-ing China, Japan, Thailand, and India) Two of his books have won international acclaim His books arepublished in more than 24 languages worldwide He has been a contributing editor and author to manywell-known magazines and journals

He is a frequent speaker at seminars and conferences around the world and has been voted the best speaker

by the attendees of several international conferences

Michael has developed and markets several add-on software products for the Internet and related applications Many of his productivity applications can be obtained from several of his Internet sites

productivity-or on many common download sites Many of his application and systems are distributed as freeware andcareware He has also developed and distributes several development tools and add-ins for a wide range ofdeveloper applications

Gavin Powell is a computer consultant and a writer, with more than 20 years of IT experience and more than

10 titles to his credit He has worked as a programmer, analyst, data modeler, database administrator, andUnix administrator Gavin is also a semiprofessional musician, songwriter, and recording engineer, playingmultiple instruments and writing prolifically Gavin can be reached by e-mail at info@oracledbaexpert.comor ezpowell@ezpowell.com

Lisa A Bucki is an author, trainer, and consultant and has been writing and teaching about computers and

software for more than 15 years She wrote Teach Yourself Visually Microsoft Office PowerPoint 2007, Microsoft

Office Project 2007 Survival Guide, Learning Photoshop CS2, Dell Guide to Digital Photography: Shooting, Editing, and Printing Pictures, Learning Computer Applications: Projects & Exercises (multiple editions), and Adobe Photoshop 7 Fast & Easy Lisa has written or contributed to dozens of additional books and multimedia tuto-

rials covering a variety of software and technology topics, including FileMaker Pro 6 for the Mac, iPhoto 2,Fireworks and Flash from Adobe, Microsoft Office applications, and digital photography She also spear-headed or developed more than 100 computer and trade titles during her association with the formerMacmillan Computer Publishing (now a division of Pearson)

vii

To homeless and neglected pets everywhere, in the hope that you will find a better life and the loving care that you deserve And to the many compassionate people involved in animal rescue work, in thanks for the selfless work that you do

Credits

Senior Acquisitions Editor

Jim Minatel

Senior Development Editor

Adaobi Obi Tulton

Technical Editors

Dian ChapmanTodd Meister

Quality Control Technicians

Laura AlbertJohn Greenough

Proofreading and Indexing

Aptara

Anniversary Logo Design

Richard Pacifico

About the Authors v

Acknowledgments xxxvii

Introduction xxxix

Part I: Common Office Features Chapter 1: Welcome to Microsoft Office 2007 3

Learning About Top Office Applications 3

Word 3

Excel 5

PowerPoint 7

Outlook 9

Taking Advantage of Other Office Applications 10

Publisher 10

Access 11

OneNote 12

InfoPath 13

Starting an Application 14

Closing an Application 16

Finding Files 17

Getting Help 18

Browsing Help contents 19

Searching Office online 20

Summary 21

Chapter 2: Navigating in the New Office 23

Discoverability 24

The “Results-Oriented” User Interface 25

Ribbons and Things 27

Title bar 28

The tab row 29

Ribbon 30

Quick Access Toolbar 31

Live Preview 32

Galleries 33

The Mini toolbar 34

Shortcut or contextual menus 35

Enhanced ScreenTips 35

Dialog boxes and launchers 36

Task panes 37

Status bar 39

The Office Button (File) 40

xi

Options 41

Truth in advertising, or, what’s in a name? 42

Advanced versus not advanced? 42

Working with Dialog Boxes 44

Navigating dialog boxes 45

Using tabbed dialog boxes 45

Summary 46

Chapter 3: Mastering Fundamental Operations 47

Working with Files 47

Understanding Office 2007 file formats 47

Creating a new, blank file 49

Creating a file with a document template 50

Saving and naming a file 52

Opening a file 55

Closing a file 55

Printing a File 56

Performing a quick print 56

Previewing a print job 57

Understanding page design settings 59

Choosing print settings and printing 61

Working with Multiple Windows 63

Switching to another file or application window 63

Arranging windows 64

Moving and Copying Information 65

Understanding the Clipboard 66

Selecting information 67

Copying 67

Cutting 68

Pasting 68

Finding and Replacing 71

Spell Checking 72

AutoCorrect, AutoFormat, and Smart Tags 74

Styles and Live Preview 76

Summary 77

Part II: Creating Documents with Word Chapter 4: Making a Document 81

Creating a Blank File 81

Typing text 81

Using word wrap 82

Inserting versus overtyping 83

Using default tabs 84

Making a new paragraph 84

Creating a File from a Template .85

Understanding templates .85

Creating the file from the template 85

Working with template content 86

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Contents

Saving and File Formats 87

Convert 89

Word 2007’s confusing Save As 90

Publish 90

Compatibility with Previous Versions of Word 91

To doc or not to doc 93

Persistent Save As 94

Microsoft Office Compatibility Pack 94

.docx Versus docm 95

Converting a docx file into a docm 96

Understanding docx 96

Navigation Tips and Tricks 97

Tricks with clicks 97

Seldom screen 99

Keyboard 101

Views 103

Draft view is the new Normal view 103

Print Layout 105

Full Screen Reading 106

Web Layout 107

Outline (Master Document tools) 107

Summary 108

Chapter 5: Formatting 101: Font/Character Formatting 109

The Big Picture 109

Styles and Character/Font Formatting 110

Style versus direct 111

Character Formatting 112

Formatting techniques 112

The Font group 115

The Font dialog box 121

The Mini Toolbar 122

Character formatting shortcut keys 123

Summary 124

Chapter 6: Paragraph Formatting 125

Styles and Paragraph Formatting 125

When to use styles 126

What Exactly Is a Paragraph, Anyway? 126

Paragraph formatting attributes 128

Paragraph formatting techniques 130

Structural Formatting 130

Indentation 130

Alignment 133

Tabs 133

Paragraph Decoration 135

Numbering/bullets 135

Shading 138

Borders and boxes 139

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Contents

Random Bonus Tip #1 — Sort Paragraphs That Aren’t in a Table 140

Random Bonus Tip #2 — Move Paragraphs Easily 140

Summary 141

Chapter 7: Styles 143

Styles Group 143

Using styles 145

Creating and modifying styles 147

Quick Style sets 149

Styles Task Pane 152

Manage styles 153

Style Inspector 156

Summary 157

Chapter 8: Page Setup and Sections 159

Page Setup Basics 159

Section formatting 160

Styles, section formatting, and paragraph formatting 162

Page setup choices 163

Page layout settings 168

Page Borders 170

The Header and Footer Layer 171

Document sections 172

Header and Footer Navigation and Design 173

Editing the header/footer areas 173

Header and footer styles 173

Section surfing 174

Link to previous 174

Different first page 175

Different odd and even pages 175

Show document text 175

Distance from edge of paper 175

Adding Header and Footer Material 176

Page numbers 176

Themes 179

What are themes? 179

Using built-in themes 179

Summary 180

Chapter 9: Tables and Graphics 181

Quick Start 181

Table Basics 182

Inserting tables from scratch 182

Inserting tables based on existing data 185

Handling tables 187

Table properties 189

Table Layout and Design 192

Modifying table layout 192

Table math 199

Modifying table design 199

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Contents

Inserting Pictures from Files 205

If your picture format isn’t supported 207

Pictures from the Clipboard and Internet 208

Manipulation 101 209

Wrapping 209

Dragging and nudging 211

Resizing and cropping 212

Format picture/shape 216

Adjust 217

Arranging pictures on the page 217

Inserting Clip Art 219

Microsoft Clip Organizer 220

SmartArt 221

Inserting SmartArt 221

Summary 226

Chapter 10: Mail Merge 227

Understanding Data Sources 227

Choosing the Type of Data Document 228

Restoring a Word document to normal 229

Attaching a Data Source 230

Selecting recipients 230

Assembling a Data Document 235

Merge fields 236

Rules 239

Match Fields 241

Preview Results 242

Find Recipient 242

Update Labels 243

Highlight Merge Fields 243

Auto Check for Errors 243

Finishing the merge 244

Mail Merge Task Pane/Wizard 246

Step 1: Document Type 247

Step 2: Starting Document 247

Step 3: Select Recipients 248

Step 4: Write Your Letter 248

Step 5: Preview Your Letter 249

Step 6: Complete the Merge 249

Summary 250

Chapter 11: Document Security 251

Protection Types 251

Restricting permission (Information Rights Management) 252

Digital signatures 256

Document Inspector (Removing private/personal information) 258

Formatting and editing restrictions 260

Password to open/modify 264

Protecting Documents for Review 266

Summary 266

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Contents

Part III: Making the Numbers Work with Excel

Chapter 12: Using Excel Worksheets and Workbooks 269

What Is Excel Good For? 269

What’s New in Excel 2007? 270

A new user interface 270

Larger worksheets 270

New file formats 271

Worksheet tables 271

Styles and themes 272

Better-looking charts 272

Page layout view 273

Enhanced conditional formatting 273

Consolidated options 274

SmartArt 274

Formula AutoComplete 275

Compatibility Checker 276

Improved PivotTables 276

New Worksheet functions 276

Other new features 277

Understanding Workbooks and Worksheets 277

Moving Around a Worksheet 280

Navigating with your keyboard 280

Navigating with your mouse 281

Creating Your First Excel Worksheet 281

Getting started on your worksheet 282

Filling in the month names 282

Entering the sales data 283

Formatting the numbers 283

Making your worksheet look a bit fancier 284

Summing the values 284

Creating a chart 285

Printing your worksheet 285

Saving your workbook 286

Summary 286

Chapter 13: Entering and Editing Worksheet Data 287

Exploring the Types of Data You Can Use 287

About numerical values 287

About text entries 288

About formulas 288

Entering Text and Values into Your Worksheets 289

Entering Dates and Times into Your Worksheets 290

Entering date values 290

Entering time values 291

Modifying Cell Contents 291

Erasing the contents of a cell 291

Replacing the contents of a cell 291

Editing the contents of a cell 292

Learning some handy data-entry techniques 293

xvi

Contents

Applying Number Formatting 297

Using automatic number formatting 298

Formatting numbers by using the Ribbon 298

Using shortcut keys to format numbers 299

Formatting numbers using the Format Cells dialog box 299

Summary 301

Chapter 14: Essential Worksheet and Cell Range Operations 303

Learning the Fundamentals of Excel Worksheets 303

Working with Excel’s windows 303

Activating a worksheet 306

Adding a new worksheet to your workbook 307

Deleting a worksheet you no longer need 307

Changing the name of a worksheet 308

Changing a sheet tab’s color 308

Rearranging your worksheets 308

Hiding and unhiding a worksheet 310

Controlling the Worksheet View 310

Zooming in or out for a better view 310

Viewing a worksheet in multiple windows 311

Comparing sheets side by side 312

Splitting the worksheet window into panes 313

Keeping the titles in view by freezing panes 313

Monitoring cells with a Watch Window 315

Working with Rows and Columns 315

Inserting rows and columns 315

Deleting rows and columns 316

Hiding rows and columns 316

Changing column widths and row heights 317

Understanding Cells and Ranges 318

Selecting ranges 319

Selecting complete rows and columns 320

Selecting noncontiguous ranges 320

Selecting multisheet ranges 321

Selecting special types of cells 322

Selecting cells by searching 323

Copying or Moving Ranges 324

Copying by using Ribbon commands 324

Copying by using shortcut menu commands 325

Copying by using shortcut keys 325

Copying or moving by using drag-and-drop 325

Copying to adjacent cells 326

Copying a range to other sheets 327

Using the Office Clipboard to paste 327

Pasting in special ways 328

Using the Paste Special Dialog box 329

Using Names to Work with Ranges 331

Creating range names in your workbooks 332

Managing names 333

xvii

Contents

Adding Comments to Cells 335

Formatting comments 335

Reading comments 336

Hiding and showing comments 336

Editing comments 336

Deleting comments 336

Summary 336

Chapter 15: Introducing Formulas and Functions 337

Understanding Formula Basics 337

Using operators in formulas 338

Understanding operator precedence in formulas 339

Using functions in your formulas 341

Entering Formulas into Your Worksheets 343

Entering formulas manually 343

Entering formulas by pointing 344

Pasting range names into formulas 345

Inserting functions into formulas 345

Function entry tips 347

Editing Formulas 348

Using Cell References in Formulas 348

Using relative, absolute, and mixed references 348

Changing the types of your references 350

Referencing cells outside the worksheet 351

Using Formulas in Tables 352

Summarizing data in a table 352

Using formulas within a table 353

Referencing data in a table 354

Correcting Common Formula Errors 355

Handling circular references 356

Specifying when formulas are calculated 357

Tips for Working with Formulas 358

Don’t hard-code values 358

Using the Formula bar as a calculator 359

Making an exact copy of a formula 359

Converting formulas to values 359

Summary 360

Chapter 16: Working with Dates and Times 361

How Excel Handles Dates and Times 361

Understanding date serial numbers 361

Entering dates 362

Understanding time serial numbers 364

Entering times 365

Formatting dates and times 366

Problems with dates 367

Date-Related Functions 368

Displaying the current date 369

Displaying any date 369

Generating a series of dates 370

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Contents

Converting a nondate string to a date 371Calculating the number of days between two dates 371Calculating the number of work days between two dates 372Offsetting a date using only work days 373Calculating the number of years between two dates 373Calculating a person’s age 374Determining the day of the year 374Determining the day of the week 374Determining the date of the most recent Sunday 375Determining the first day of the week after a date 376

Determining the nth occurrence of a day of the week in a month 376

Calculating dates of holidays 376Determining the last day of a month 378Determining whether a year is a leap year 378Determining a date’s quarter 379Time-Related Functions 379Displaying the current time 379Displaying any time 380Calculating the difference between two times 380Summing times that exceed 24 hours 381Converting from military time 383Converting decimal hours, minutes, or seconds to a time 383Adding hours, minutes, or seconds to a time 384Rounding time values 384Working with non–time-of-day values 385Summary 386

Chapter 17: Creating Formulas That Count and Sum 387

Counting and Summing Worksheet Cells 387Basic Counting Formulas 389Counting the total number of cells 389Counting blank cells 389Counting nonblank cells 390Counting numeric cells 390Counting text cells 391Counting nontext cells 391Counting logical values 391Counting error values in a range 391Advanced Counting Formulas 391Counting cells by using the COUNTIF function 392Counting cells by using multiple criteria 393Counting the most frequently occurring entry 395Counting the occurrences of specific text 396Counting the number of unique values 397Creating a frequency distribution 398Summing Formulas 402Summing all cells in a range 403Computing a cumulative sum 403Summing the “top n” values 405

xix

Contents

Conditional Sums Using a Single Criterion 405Summing only negative values 406Summing values based on a different range 407Summing values based on a text comparison 407Summing values based on a date comparison 407Conditional Sums Using Multiple Criteria 407Using And criteria 408Using Or criteria 409Using And and Or criteria 409Summary 409

Chapter 18: Getting Started Making Charts 411

What Is a Chart? 411Understanding How Excel Handles Charts 412Embedded charts 413Chart sheets 413Creating a Chart 415Hands On: Creating and Customizing a Chart 415Selecting the data 416Choosing a chart type 416Experimenting with different layouts 416Trying another view of the data 417Trying other chart types 418Trying other chart styles 419Working with Charts 420Moving and resizing a chart 420Copying a chart 420Deleting a chart 421Adding chart elements 421Moving and deleting chart elements 421Formatting chart elements 421Printing charts 422Understanding Chart Types 422Choosing a chart type 423Summary 424

Chapter 19: Working with Database Tables in Excel 425

Understanding Tables (Lists) and Databases 425Defining databases and tables 425Records and fields 426Working with a Database or Table 426Creating a database and formatting it as a table 426Applying a table format 429Entering and Editing Records 430Using keyboard entry 430Using the data form 431Data validation parameters 433List, text length, and custom values 435Error messages 435Cell input messages 436

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Contents

Sorting and Filtering Data 438Sorting data 438Filtering data 439Subtotaling data 442Using Excel Data in a Mail Merge 444Summary 445

Part IV: Persuading and Informing with PowerPoint

Chapter 20: A First Look at PowerPoint 2007 449

What’s New in PowerPoint 2007? 449Tabs and the Ribbon 449Office (File) menu 450Styles for graphics and text 450More drawing and photo formatting choices 451More text formatting options 451Color, font, and effect themes 452SmartArt 453Better charting tools 454Custom slide layouts 455Starting and Exiting PowerPoint 455Changing the View 456Normal view 457Slide Sorter view 458Slide Show view 459Notes Page view 460Zooming In and Out 461Enabling Optional Display Elements 463Ruler 463Gridlines 463Guides 464Color/grayscale/pure black and white views 465Opening a New Display Window 466Arranging windows 467Switching among windows 467Summary 467

Chapter 21: Creating a Presentation, Slides, and Text 469

Starting a New Presentation 469Starting a blank presentation from scratch 469Starting a presentation from a template 470Basing a new presentation on an existing one 472Basing a new presentation on content from another application 472Saving Your Work 474Saving for the first time 474Saving Subsequent Times 475Changing drives and folders 475Saving in a different format 478Specifying Save Options 483

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Contents

Closing and Reopening Presentations 484Closing a presentation 484Opening a presentation 485Opening a file from a different program 487Finding a presentation file to open 487Creating New Slides 488Creating new slides from the Outline pane 488Creating a slide from the Slides pane 490Creating a slide from a layout 490Copying slides 491Inserting Content from External Sources 492Copying slides from other presentations 492Inserting new slides from an Outline 493Opening a Word document as a new presentation 496Importing text from Web pages 496Managing Slides 497Selecting slides 497Deleting slides 498Undoing mistakes 499Rearranging slides 500Using Content Placeholders 502Inserting content into a placeholder 503Placeholders versus manually inserted objects 503Creating Text Boxes Manually 504When should you use a manual text box? 505Creating a manual text box 506Working with Text Boxes 506Selecting text boxes 506Sizing a text box 507Positioning a text box 509Changing a text box’s AutoFit behavior 510Formatting text in a text box 512Summary 513

Chapter 22: Working with Layouts, Themes, and Masters 515

Understanding Layouts and Themes 515Themes versus templates 516Where themes are stored 516Themes, layouts, and Slide Master view 517Changing a Slide’s Layout 518Applying a Theme 520Applying a theme from the gallery 521Applying a theme from a theme or template file 523Applying a theme to a new presentation 524Changing Colors, Fonts, and Effects 524Understanding color placeholders 524Switching color themes 525Understanding font placeholders 526Switching font themes 527Changing the effect theme 528

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Contents

Creating and Managing Custom Color and Font Themes 529Creating a custom color theme 530Sharing a custom color theme with others 531Deleting a custom color theme 532Creating a custom font theme 532Sharing a custom font theme with others 533Deleting a custom font theme 533Changing the Background 533Applying a background style 534Applying a background fill 535Working with background graphics 536Working with Preset Placeholders 537Formatting a preset placeholder 538Moving, deleting, or restoring preset placeholders 539Displaying the date, number, and footer on slides 540Customizing and Creating Layouts 542Understanding Content placeholders 542Adding a custom placeholder 542Deleting and restoring a custom placeholder 543Overriding the slide master formatting for a layout 543Creating a new layout 544Renaming a layout 544Duplicating and deleting layouts 545Copying layouts between slide masters .545Managing Slide Masters 545Creating and deleting slide masters 546Renaming a slide master 546Preserving a slide master 547Managing Themes 548Creating a new theme 548Renaming a theme 548Deleting a theme 549Copying a theme from another presentation 549Summary 550

Chapter 23: Working with Tables and Charts 551

Creating a New Table 551Creating a table with the Insert Table dialog box 552Creating a table from the Table button 553Drawing a table 554Moving Around in a Table 555Selecting Rows, Columns, and Cells 556Editing a Table’s Structure 557Resizing the overall table 557Inserting or deleting rows and columns 559Merging and splitting cells 559Applying Table Styles 560Formatting Table Cells 561Changing row height and column width 561Table margins and alignment 562

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Applying borders 563Applying fills 565Applying a shadow to a table 570Applying a 3-D effect to a table 570Changing text alignment 572Changing text direction 573Understanding Charts 573Parts of a chart 574PowerPoint 2007 versus legacy charts 575Starting a New Chart 577Working with Chart Data 580Plotting by rows versus by columns 580Redefining the data range 582Chart Types and Chart Layout Presets 584Working with Labels 585Working with chart titles 587Working with axis titles 587Working with legends 590Adding data labels 591Adding a data table 593Controlling the Axes 594Using axis presets 595Setting axis scale options 596Setting a number format 600Formatting a Chart 601Clearing manually applied formatting 601Formatting titles and labels 601Applying chart styles 602Formatting the chart area 602Formatting the legend 603Formatting gridlines and walls 603Formatting the data series 604Rotating a 3-D Chart 605Summary 606

Chapter 24: Using SmartArt Diagrams, Clip Art, and Pictures 607

Understanding SmartArt Types and Their Uses 607List 608Process 608Cycle 610Hierarchy 610Relationship 611Matrix 611Pyramid 612Inserting a Diagram 613Editing SmartArt Text 614Modifying SmartArt Structure 615Inserting and deleting shapes 615Adding bullets 616Promoting and demoting text 616

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Changing the flow direction 617Reordering shapes 617Repositioning shapes 617Resetting a graphic 617Changing to a different diagram layout 617Modifying a Hierarchy Diagram Structure 619Inserting and deleting shapes 619Changing a person’s level in the organization 620Controlling subordinate layout options 621Formatting a Diagram 622Applying a SmartArt style 622Changing SmartArt colors 624Manually applying colors and effects to individual shapes 624Manually formatting the diagram text 625Making a shape larger or smaller 625Resizing the entire SmartArt graphic object 626Editing in 2-D 627Changing the shapes used in the diagram 627Choosing Appropriate Clip Art 628About the Clip Organizer 629Inserting Clip Art on a Slide 629Clip Art Search Methods 631Using multiple keywords 631Specify which collections to search 631Specify which media file types to find 632Working with Clip Art Collections 633Opening and browsing the clip organizer 633Using the clip organizer to insert clip art 634Creating and deleting folders 635Moving clips between collections 635Cataloging clips 636Deleting clips from the Clip Organizer 638Making clips available offline 639Browsing for more clips on Office Online 639Understanding Raster Graphics 642Resolution 643Color depth 645File format 646Importing Image Files into PowerPoint 647Linking to a graphic file 649Acquiring images from a scanner 649Acquiring images from a digital camera 651Sizing and Cropping Photos 651Sizing a photo 651Cropping a photo 652Resetting a photo 654Compressing Images 655Reducing resolution and compressing images in PowerPoint 655Reducing resolution with a third-party utility 656Summary 657

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Chapter 25: Building Animation Effects, Transitions, and Support Materials 659

Understanding Animation and Transitions 659Assigning Transitions to Slides 660Automatic versus manual transitions 660Setting up automatic transition timings 660Rehearsing and recording timings 662Choosing transition effects 664Using an Animation Preset 666The When and How of Handouts 666Creating Handouts 667Choosing a layout 668Printing handouts 668Setting printer-specific options 671Using the Handout Master 673Setting the number of slides per page 674Using and positioning placeholders 674Setting handout and slide orientation 675Formatting handouts 678Creating Speaker Notes 679Typing speaker notes 679Changing the notes page layout 681Printing notes pages 682Printing an Outline 682Printing Slides 682Summary 683

Chapter 26: Delivering a Live Presentation 685

Starting and Ending a Show 685Using the On-screen Show Controls 686Moving from Slide to Slide 688Jumping to Specific Slides 689Blanking the Screen 690Using the On-screen Pen 691Hiding Slides for Backup Use 693Hiding and Unhiding Slides 693Showing a Hidden Slide During a Presentation 694Giving a Presentation on a Different Computer 695Copying a Presentation to CD 695Creating a CD Containing Multiple Presentation Files 696Setting Copy Options 697Copying a Presentation to Other Locations 698Working with Audio-visual Equipment 699Presenting with Two Screens 699Configuring Display Hardware for Multi-Screen Viewing 700Setting Up a Presentation for Two Screens 701Presenting with Two Screens Using Presenter View 702Summary 703

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Part V: Organizing Messages, Contacts, and Time with Outlook

Chapter 27: Fundamentals of E-Mail 707

Setting Up Your E-Mail Accounts 707Automatic e-mail account setup 708Manual e-mail account setup (POP and IMAP) 710Manual e-mail account setup (Exchange server) 717Manual e-mail account setup (HTTP) 718Modifying Account Settings 720Using Outlook Profiles 720Understanding profiles 720Creating a new profile 721Switching profiles 721Composing and Sending Messages 722Quick compose and send 722Message addressing options 723Changing the reply to address 723Sending attachments 725Saving message drafts 727Reading and Replying to Messages 728Reading a message 728Replying to and forwarding messages 732Working with received attachments 732Understanding the Inbox Display 735Understanding Files and Folders 736Outlook Data Files 737Outlook data file compatibility 737Offline folders file 737Working with Outlook Folders 738Outlook’s default folders 738Creating a new e-mail folder 739Creating a new non-e-mail folder 742Organizing folders in groups 743Working with folders, groups, and items 746Deleting Items and Using the Deleted Items Folder 748Setting Options for an Individual E-Mail Message .750Changing the send account 750Saving sent items 750Sending items with a message 751Setting message importance and sensitivity 754Setting message restrictions 754Flagging a message for follow-up 756Assigning a message to a category 757Requesting delivery and read receipts 757Delaying delivery 758Setting a message expiration date 759

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Setting Global E-Mail Options 759Mail preferences 760Mail Setup 763Mail Format 764Summary 765

Chapter 28: Processing and Securing E-Mail 767

Understanding Junk E-Mail Filtering 767Setting Junk E-Mail Options 768Understanding postmarking 769Blocking and Allowing Specific Addresses 770Defining safe senders 770Defining safe recipients 771Defining blocked senders 771International junk e-mail options 771Understanding E-Mail Rule Basics 773Creating a New Rule 774Selecting a rule template 774Editing a rule description 775Finishing the rule 775Creating a rule from a blank template 776Some Rule Examples 779Rule example 1 779Rule example 2 780Rule example 3 781Managing Rules 782Protecting Against Viruses 784On-demand e-mail scan 784Dealing with Attachments 785Automatically blocked attachments 785Other attachment types 788Sending blocked file types 788Macro Security 788Using Certificates and Digital Signatures 789Obtaining a digital ID 790Importing/exporting digital IDs 791Receiving digitally signed messages 792Obtaining other people’s public keys 793Encrypting and digitally signing messages 794Encrypting messages 794Digitally signing messages 795HTML Message Dangers 795Summary 796

Chapter 29: Working with Contacts 797

Understanding Outlook Contacts 797The Contacts Window 798Adding a new contact group 799Customizing a Contacts view 801Finding contacts 803

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Adding Contacts to the Address Book 805Adding a contact manually 805Adding a contact from a received e-mail 805Adding a contact from an Outlook contact 806Adding a contact from a vCard file 806Working with Distribution Lists 806Creating a Distribution list 807Using Distribution lists 808More about Contacts 809The Contact form 809Other contact displays 813Editing the business card 815Dialing the phone 816Sending contact information by e-mail .818Other contact actions 820Performing a Mail Merge from Your Contacts 822Working with Multiple Address Books 823Setting Contact Options 823Summary 824

Chapter 30: Working with Appointments and Tasks 825

Understanding the Outlook Calendar 825Using the Calendar .826Working with Calendar views 827Using the To-Do bar with appointments 831Working with Appointments 832Creating a simple appointment 832Editing and deleting appointments 835Appointment options 836Searching the Calendar 842Setting Calendar Options 844Understanding Tasks 847Using the Task View 848Task Timeline view 850To-Do List view 851Creating a New Task 852Entering task details 853Assigning a task 854Specifying task recurrence 855Working with Assigned Tasks 856Receiving a task assignment 856Task status reports 858Sending a status report manually 858Other Ways of Viewing Tasks 858Viewing tasks on the To-Do bar .859Viewing tasks on the Calendar 859Setting Task Options 860Summary 861

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Part VI: Designing Publications with Publisher

Chapter 31: Introducing Publisher 865

The Publisher Workspace 865Using a Template to Create a Publication 869Working with Text 871Typing text in a placeholder 871Creating a placeholder and adding text 872Inserting a text file 873Resizing, autoflow, and linked text boxes 875Formatting text 876The Measurement toolbar 879Working with Graphics 879Inserting a picture file 880Inserting a Clip Art image 881Changing a placeholder picture 882Formatting pictures 882Drawing lines and shapes 882Working with Tables 884Entering and editing table data .885Working with the table format 885Summary 886

Chapter 32: Design Dazzling Publications with Publisher 887

Adding Special Effects 887BorderArt 887Drop caps 890WordArt 891Using the Design Gallery 893Updating a Publication 894Changing the background 894Changing Page Options 895Changing colors 896Fine-Tuning Objects 897Aligning objects 897Grouping objects 898Wrapping and hyphenating text 899Working with Pages 900Adding pages 900Numbering pages 901Checking and Printing 902Using the Design Checker 902Printing 902Preparing for Outside Printing 904Summary 905

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Part VII: Tracking Detailed Data with Access

Chapter 33: An Introduction to Database Development 909

The Database Terminology of Access 910Databases 910Tables 911Records and fields 912Values 912Relational Databases 912Working with multiple tables 912Knowing why you should create multiple tables 913Access Database Objects and Views 913Datasheets 913Queries 914Data-entry and display forms 914Reports 915Designing the system’s objects 915

A Five-Step Design Method 915Step 1: The overall design — from concept to reality 916Step 2: Report design 917Step 3: Data design: What fields are required? 918Step 4: Table design 920Step 5: Form design: Input 924Summary 924

Chapter 34: Creating Access Tables 925

Getting Started with Access 2007 925The Templates section 926The File menu 926Creating a Database 927The Access 2007 Environment 930The Navigation Pane 931The Ribbon 933Other relevant features of the Access environment 933Creating a New Table 935The importance of naming conventions 936The table design process 937Using the Design Ribbon tab 940Working with fields 942Creating tblContacts 948AutoNumber fields and Access 948Completing tblContacts 948Setting the Primary Key 949Understanding unique values 949Choosing a primary key 949Creating the primary key 950Creating composite primary keys 950

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Printing a Table Design 951Saving the Completed Table 951Manipulating Tables in a Database Window 952Renaming tables 952Deleting tables 952Copying tables in a database 952Copying a table to another database 953Adding Records to a Database Table 954Opening a datasheet 954Moving within a datasheet 954The Navigation buttons 955Entering new data 956Saving the record 957Understanding automatic data type validation 957Navigating Records in a Datasheet 958Moving between records 958Finding a specific value 959Changing Values in a Datasheet 960Fields that you can’t edit 961Summary 962

Chapter 35: Creating and Entering Data with Basic Access Forms 963

Adding Forms Using the Ribbon 963Creating a new form 964Creating a split form 965Creating a multiple-items form 965Creating a form using the Form Wizard 967Creating a datasheet form 968Creating a blank form 968Adding Controls 968Resizing the form area 969Saving the form 969Understanding controls 970The different control types 970The two ways to add a control 972Selecting Controls 976Selecting a single control 976Selecting multiple controls 977Deselecting controls 977Manipulating Controls 977Resizing a control 978Sizing controls automatically 978Moving a control 979Aligning controls 980Modifying the appearance of a control 981Modifying the appearance of multiple controls 982Grouping controls 982Deleting a control 983Attaching a label to a control 983Copying a control 984Changing the control type 984

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Understanding Properties 985Displaying the Property Sheet 985Understanding the Property Sheet 986Changing a control’s property setting 987Using Form View 989The Form view Ribbon appearance 991Navigating between fields 992Moving between records in a form 993Changing Values in a Form 993Controls that you can’t edit 993Working with pictures and OLE objects 994Memo field data entry 995Date field data entry 995Using option groups 996Using combo boxes and list boxes 997Switching to Datasheet View 998Saving a record 998Printing a Form 998Using the Print Preview window 999Summary 999

Chapter 36: Selecting Data with Queries 1001

Understanding Queries 1001What is a query? 1002Types of queries 1004Query capabilities 1004How recordsets work 1005Creating a Query 1005Using the Query window 1007Navigating the Query Design window 1007Using the Design tab in Query Design view 1007Using the QBE grid of the Query Design window 1008Selecting Fields 1008Adding a single field 1008Adding multiple fields 1009Displaying the Recordset 1010Working with Fields 1011Selecting a field in the QBE grid 1011Changing field order 1012Resizing columns in the QBE grid 1012Removing a field 1012Inserting a field 1013Providing an alias for the field name 1014Showing a field 1014Changing the Sort Order 1015Displaying Only Selected Records 1017Understanding selection criteria 1017Entering simple string criteria 1017Entering other simple criteria 1018Printing a Query’s Recordset 1019Saving a Query 1019

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Adding More Than One Table to a Query 1020Working with the Table/Query Pane 1020The join line 1021Manipulating the Field List window 1021Moving a table 1021Removing a table 1021Adding more tables 1022Adding Fields from More Than One Table 1022Viewing the table names 1022Adding multiple fields 1023Understanding Multi-Table Query Limitations 1023Updating limitations 1024Overcoming query limitations 1024Summary 1025

Chapter 37: Presenting Data with Access Reports 1027

Understanding Reports 1027Understanding report types 1027Distinguishing between reports and forms 1030Understanding the process of creating a report 1030Creating a Report with Report Wizards 1031Creating a new report 1031Selecting the grouping levels 1032Defining the group data 1033Selecting the sort order 1034Selecting summary options 1034Selecting the layout 1035Choosing the style 1036Opening the report design 1036Using the Print Preview window 1037Viewing the Report Design window 1038Printing a Report 1040Saving the Report 1040Summary 1040

Part VIII: Gathering Information

Chapter 38: Keeping Information at Hand with OneNote 1043

Who Needs OneNote and Why 1043Touring OneNote 1044Creating a Notebook 1046Creating a Section 1048Creating a Page 1049Inserting Notes 1050Plain notes 1050Tagged notes 1051Extra writing space 1052

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Inserting an Outlook Task 1052Inserting a Picture or File 1054Inserting a Screen Clipping 1054Writing on a Page 1056Organizing, Finding, and Sharing 1057Reorganizing 1058Viewing tagged notes 1059Searching notes 1060Publishing pages for others 1060Summary 1062

Chapter 39: Making Data Forms with InfoPath 1063

Understanding InfoPath 1063Designing a Form Template 1064Open a new form 1064Adding layout items 1067Adding controls 1068Working with the data source 1070Checking and saving the template 1071Setting up submit behavior 1071Publish the Template 1072

To a shared network location 1073Via e-mail 1073Filling Out a Form 1075Exporting and Merging Form Data 1077Summary 1078

Part IX: Sharing and Collaboration

Chapter 40: SharePoint 1081

Accessing Your SharePoint Server 1082Using Publish from the Office menu 1083Opening and saving files on the server 1085Workspace Management and Options 1086Status 1086Members 1087Tasks 1088Links 1091Document Information 1091Server Tasks 1092Check In 1093Check Out 1093Discard Check Out 1093View Version History 1093Document Management Information 1094View Workflow Tasks 1094Summary 1094

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Chapter 41: Groove 1095

Groove versus SharePoint 1095Using the Groove 2007 Client 1096Groove basics 1096Account 1097Workspaces 1098Sending workspace invitations 1100Canceling pending invitations 1101Accepting workspace invitations 1101Working with Groovy documents 1101Summary 1102

Chapter 42: Integration with Other Office Applications 1103

Excel 1103Using Excel content in Word 1104Using Word content in Excel 1109PowerPoint 1111Converting Word to PowerPoint presentations 1111Converting PowerPoint presentations to Word documents 1112Exporting PowerPoint handouts to Word 1112Using Excel to add a table that calculates 1112Outlook 1113Using the Outlook Address Book in Word 1113Smart Tags, Outlook, and Word 1115Access Imports and Exports 1116Summary 1117

Appendix A: Customizing Office online Appendix B: Optimizing Your Office Installation online Appendix C: International Support and Accessibility Features online Index 1119

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Thanks to Acquisitions Editor Jim Minatel for offering me (Lisa A Bucki) the opportunity to work

on this monster book Jim, you’re a good friend, and I value your support and professionalism.Thanks also to Adaobi Obi Tulton, Senior Development Editor par excellence An image of herstanding proudly, head held high and shoulders squared, hands planted firmly on her hips, and a largecape billowing behind her in the wind sticks firmly in my mind

The authors who contributed chapters from their individual Bible books provided the granite from

which this edifice was built Thanks to these folks for their excellence and expertise:

n Herb Tyson, Word 2007 Bible

n John Walkenbach, Excel 2007 Bible

n Faithe Wempen, PowerPoint 2007 Bible

n Peter G Aitken, Outlook 2007 Bible

n Michael R Groh, Gavin Powell, Cary N Prague, and Michael R Irwin, Access 2007 Bible

I thank Technical Editor Dian Chapman for vetting my new material and tying up some other loose ends

on this project Check out all the Office expertise Dian offers at her Web site, www.mousetrax.com

I also appreciate some last-minute expertise kicked in by Technical Editor Todd Meister

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