teach yourself visually office 2010 a

You’ll learn to: • Create, open, and save files • Build a spreadsheet • Organize a presentation • Add, find, and query data • Compose and send e-mails • Fine-tune a publication • Two-pa

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Are you a visual learner? Do you prefer instructions

that show you how to do something — and skip the

long-winded explanations? If so, then this book is

for you Open it up and you’ll find clear, step-by-step

screen shots that show you how to tackle more than

220 Office 2010 tasks Each task-based spread covers a

single technique, sure to help you get up and running

on Office 2010 in no time

You’ll learn to:

• Create, open, and save files

• Build a spreadsheet

• Organize a presentation

• Add, find, and query data

• Compose and send e-mails

• Fine-tune a publication

• Two-page lessons break big topics into bite-sized modules

• Succinct explanations walk you through step by step

• Full-color screen shots demonstrate each task

• Helpful sidebars offer practical tips and tricks

Microsoft®

Office 2010

Are you a visual learner? Do you prefer instructions

long-winded explanations? If so, then this book is

for you Open it up and you’ll find clear, step-by-step

screen shots that show you how to tackle more than

220 Office 2010 tasks Each task-based spread covers a

single technique, sure to help you get up and running

on Office 2010 in no time

You’ll learn to:

• Create, open, and save files

• Build a spreadsheet

• Organize a presentation

• Add, find, and query data

• Compose and send e-mails

• Fine-tune a publication

• Two-page lessons break big topics into bite-sized modules

• Succinct explanations walk you through step by step

• Full-color screen shots demonstrate each task

• Helpful sidebars offer practical tips and tricks

Enterprise Applications/

Collaboration Software

$29.99 USA • $35.99 CAN • £21.99 UK

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by Kate Shoup

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LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO REPRESENTA- TIONS OR WARRANTIES WITH RESPECT TO THE ACCU- RACY OR COMPLETENESS OF THE CONTENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITHOUT LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES OR PROMO- TIONAL MATERIALS THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION THIS WORK IS SOLD WITH THE UNDER- STANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHER PROFES- SIONAL SERVICES IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENT PROFES- SIONAL PERSON SHOULD BE SOUGHT NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM THE FACT THAT AN ORGANIZATION OR WEBSITE IS REFERRED TO IN THIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE

OF FURTHER INFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE INFORMATION THE ORGANIZATION OR WEBSITE MAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE FUR- THER, READERS SHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVE CHANGED

OR DISAPPEARED BETWEEN WHEN THIS WORK WAS WRITTEN AND WHEN IT IS READ.

FOR PURPOSES OF ILLUSTRATING THE CONCEPTS AND TECHNIQUES DESCRIBED IN THIS BOOK, THE AUTHOR HAS CREATED VARIOUS NAMES, COMPANY NAMES, MAILING, E-MAIL AND INTERNET

ADDRESSES, PHONE AND FAX NUMBERS AND SIMILAR INFORMATION, ALL OF WHICH ARE FICTITIOUS ANY RESEMBLANCE OF THESE FICTITIOUS NAMES, ADDRESSES, PHONE AND FAX NUMBERS AND SIMILAR INFORMATION TO ANY ACTUAL PERSON, COMPANY AND/OR

ORGANIZATION IS UNINTENTIONAL AND PURELY COINCIDENTAL

For technical support please visit www.wiley.com/techsupport

Teach Yourself VISUALLY™

Published simultaneously in Canada

Indiana

No part of this publication may be reproduced, stored in a

retrieval system or transmitted in any form or by any means,

electronic, mechanical, photocopying, recording, scanning or

otherwise, except as permitted under Sections 107 or 108 of

the 1976 United States Copyright Act, without either the prior

written permission of the Publisher, or authorization through

payment of the appropriate per-copy fee to the Copyright

Clearance Center, 222 Rosewood Drive, Danvers, MA 01923,

978-750-8400, fax 978-646-8600 Requests to the Publisher

for permission should be addressed to the Permissions

Department, John Wiley & Sons, Inc., 111 River Street,

Wiley, the Wiley Publishing logo, Visual, the Visual logo,

Teach Yourself VISUALLY, Read Less - Learn More and

related trade dress are trademarks or registered trademarks of

John Wiley & Sons, Inc and/or its affiliates Microsoft is a

registered trademark of Microsoft Corporation in the U.S

and/or other countries All other trademarks are the property

of their respective owners Wiley Publishing, Inc is not

associated with any product or vendor mentioned in this book.

Disclaimer

In order to get this information to you in a timely manner, this

book was based on a pre-release version of Microsoft Office

2010 There may be some minor changes between the

screenshots in this book and what you see on your desktop As

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Quality Control Technician

Illustrators

Ronda David-Burroughs Cheryl Grubbs

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About the Author

During the course of her career, freelance writer/editor Kate Shoup

has authored 20 books and edited scores more Recent titles include

Windows 7 Digital Classroom, Teach Yourself VISUALLY Outlook

2007, Office 2007: Top 100 Simplified Tips & Tricks, Internet Visual Quick Tips, and Windows Vista Visual Encyclopedia She has also

co-written a feature-length screenplay (and starred in the ensuing film)

and worked as the sports editor for NUVO Newsweekly When not

working, Kate loves to ski (she was once nationally ranked), read, and ride her motorcycle — and she plays a mean game of 9-ball Kate lives

in Indianapolis with her daughter and their dog

Thanks, too, to my beautiful and brilliant daughter, Heidi Welsh; to

my incredible parents, Barb and Steve Shoup; to my wonderful sister, Jenny Shoup; to my brother-in-law, Jim Plant; to my nephew, Jake Plant Special thanks to Francois DuBois Finally, much love and strength to Tom Plant and his lovely family

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particular technology or software application It is also

for readers who want to expand their knowledge.

The Conventions in This Book

This book uses a step-by-step format to guide you

easily through each task Numbered steps are actions

you must do; bulleted steps clarify a point, step, or

optional feature; and indented steps give you the

result.

Notes give additional information — special conditions

that may occur during an operation, a situation that

you want to avoid, or a cross reference to a related

area of the book.

click to perform a step.

Tips offer additional information, including warnings and shortcuts

Bold type shows command names, options, and text

or numbers you must type.

6 Italics

POWERPOINT Populating Presentation Slides chapter14

4

1

3 2

Can I edit my video clip in PowerPoint?

Yes You can edit your video using the tools in the Playback tab’s Editing group Speciﬁcally, you can set up the clip to fade in and

fade out using the Fade In and Fade Out ﬁelds You can also click the Trim Video button to open the Trim Video dialog box, where

you can change the duration of the video by trimming frames from the beginning or end of the clip.

● PowerPoint inserts the clip into the slide.

● PowerPoint displays the Video Tools tabs on the Ribbon.

4 Click the Format tab.

● You can click an option in the Video Styles group to change the appearance of the video.

● You can use the options in the Size group to adjust the size of the clip on the slide.

● Click the Play button ( ) to play back the clip.

Note: You can click the Playback tab and use

the settings in the Video Options group to specify when the clip should start playing, whether it should be looped, how loudly it should play, and

1 If an Insert Media Clip icon

( ) appears in your slide,

click it.

● If no Insert Media Clip icon

appears in your slide, click the

Video button on the Insert tab.

Add a Video Clip to a Slide

You can add video clips to your PowerPoint slides

to play during a slide show presentation For

example, when creating a presentation showcasing

the latest company product, you might place a video

clip of the department head discussing the new item.

Add a Video

Clip to a Slide

4 5

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Table of Contents

Start and Exit Office Applications 4

Navigate the Program Windows 6

Work with the Ribbon 8

Customize the Quick Access Toolbar 10

Find Help with Office 12

Create a New File 14

Save a File 16

Open a File 18

Print a File 20

Check Your File for Hidden or Personal Data 22

E-mail a File 24

Select Data 26

Cut, Copy, and Paste Data 28

View Multiple Files 30

X

Office Basics

OFFICE FEATURES

Working with Files

Office Graphics Tools

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Create a New Workspace 54

Upload a File to Office Live Workspace 56

Create a New File in Office Live Workspace 58

Edit a File in Office Live Workspace 60

Share a Workspace 62

View Shared Workspaces 64

Delete a File from Office Live Workspace 65

Working with Office Files Online chapter 4 Make Image Corrections 47

Make Color Adjustments 48

Apply Artistic Effects 49

Create a WordArt Object 50

Add SmartArt 52

Change Word’s Views 68

Type and Edit Text 70

Insert Quick Parts 72

Insert Symbols 74

Create a Blog Post 76

Dear Mom,

Adding Text

WORD

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Change the Font, Size, and Color 78

Align Text 82

Set Line Spacing 83

Indent Text 84

Set Tabs .86

Set Margins 88

Create Lists 90

Copy Formatting .92

Clear Formatting 93

Format with Styles 94

Apply a Template 96

It’s a 50th Birthday Celebration honoring Louise ! August 25th, 2pm in the Breakroom. Formatting Text chapter 6 Assign a Theme 98

Add Borders 100

Create Columns 102

Insert a Table 104

Apply Table Styles 106

Insert an Excel Spreadsheet 107

Add Headers and Footers 108

Insert Footnotes and Endnotes 110

Insert Page Numbers and Page Breaks .112

Network Themes

Nature Themes

Borders Themes Themes

Business Themes

Charts Themes

Abstract Themes

Adding Extra Touches

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Scan Document Content 124

Check Spelling and Grammar 126

Work with AutoCorrect 128

Use Word’s Thesaurus and Dictionary 130

Translate Text 132

Track and Review Document Changes 134

Compare Documents 136

Insert Comments 138

Enter Cell Data 142

Select Cells 144

Faster Data Entry with AutoFill 146

Turn On Text Wrapping 148

Center Data Across Columns 149

Adjust Cell Alignment .150

Change the Font and Size 152

Change Number Formats 154

Increase or Decrease Decimals 155

Add Borders 156

Format Data with Styles 158

Apply Conditional Formatting 160

Add Columns and Rows .162

Building Spreadsheets

EXCEL

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Add a Worksheet 170

Name a Worksheet 171

Change Page Setup Options 172

Move and Copy Worksheets 174

Delete a Worksheet 175

Find and Replace Data 176

Sort Data 178

Filter Data 180

Track and Review Worksheet Changes 182

Insert a Comment 186

TOM’S WORKSHEET Please P Pllease check May 3 May 6 May 8 Ma Y 11 ay 13 May 1 100.20 125.23 130 114 150.22 123.00 180.5 115.0 1 2 1.58 1.95 112.00 102.3 130 amount Worksheet Basics chapter 10 Understanding Formulas 188

Create a Formula 190

Apply Absolute and Relative Cell References 192

Understanding Functions 194

Apply a Function 196

Total Cells with AutoSum 198 C3 C4 Working with Formulas and Functions chapter 11 Resize Columns and Rows 164

Freeze a Column or Row 165

Name a Range 166

Delete Data or Cells 168

1 2 4 6

1

3

5 6

HELLO

my range name is

Sales

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Move and Resize Charts 206

Change the Chart Type 208

Change the Chart Style 209

Change the Chart Layout 210

Add Axis Titles 211

Format Chart Objects 212

Add Gridlines 214

Change the Chart Data 215

Use Sparklines to View Data Trends 216

Create a Photo Album Presentation 220

Create a Presentation with a Template 222

Build a Blank Presentation .224

Change PowerPoint Views 226

Insert Slides 228

Change the Slide Layout 229

Create a Custom Layout 230

Creating a Presentation

POWERPOINT

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Add and Edit Slide Text 232

Apply a Theme 238

Set Line Spacing 239

Align Text 240

Add a Text Box to a Slide 241

Add a Table to a Slide 242

Add a Chart to a Slide 244

Add a Picture to a Slide 246

Add a Video Clip to a Slide 248

Move a Slide Object 250

Resize a Slide Object 251

Populating Presentation Slides chapter 14 Reorganize Slides 252

Reuse a Slide 254

Organize Slides into Sections 256

Define Slide Transitions 258

Add Animation Effects 260

Create a Custom Animation 262

Record Narration 264

Set Up a Slide Show 265

Assembling and Presenting a Slide Show

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Understanding Database Basics 276

Create a Database Based on a Template 278

Create a Blank Database 280

Create a New Table 282

Change Table Views 284

Add a Field to a Table 286

Delete a Field from a Table 287

Hide a Field in a Table 288

Move a Field in a Table 289

Create a Form 290

Change Form Views 292

Move a Field in a Form 293

Delete a Field in a Form .294

Apply a Database Theme 295

Format Form Fields 296

Add a Background Image 297

Database Basics

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View Outlook Components 322

Schedule an Appointment 324

Schedule a Recurring Appointment 326

Schedule an Event 328

Create a New Contact 330

Create a New Task 332

Add a Note 334

Art Cellar 1501 Stevens Ave 555 - 0976 A CONTACTS Organizing with Outlook chapter 18 OUTLOOK Add a Record to a Table 298

Add a Record to a Form 300

Navigate Records in a Form 302

Search for a Record in a Form 303

Delete a Record from a Table 304

Delete a Record from a Form 305

Sort Records 306

Filter Records 308

Apply Conditional Formatting 310

Perform a Simple Query 312

Create a Report 316

12345 Cadb

ury Court

3 Karen A Smith

Adding, Finding, and Querying Data

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Send a File Attachment 342

Read an Incoming Message 343

Reply To or Forward a Message 344

Add a Sender to Your Outlook Contacts 346

Delete a Message 347

View Conversations 348

Clean Up a Conversation 350

Ignore a Conversation 351

Screen Junk E-mail 352

Create a Message Rule .354

G u i t a r g u a picture of the guitar in jpeg ly in great condition! OOK Me G u gg To: Subject: From: 12 String Guitar Mr. Reeder Create a Publication 358

Create a Blank Publication .360

Zoom In and Out 362

Add Text 364

Add a New Text Box 365

Add a Picture to a Publication 366

My Space Report

by Jade Williams

Publisher Basics

PUBLISHER

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Apply a Text Effect 372

Change Text Alignment 373

Add a Border 374

Control Text Wrap 375

Link Text Boxes 373

Move and Resize Publication Objects 378

Edit the Background 380

Add a Building Block Object 382

Create a Building Block Object 384

We've been talking a in the last few team the Visual server is Once art has been a DELETE files from t There should be N O for the following b o 596888 TYV Exce 583298 W indows TYV HTM Left Center Fine-Tuning a Publication chapter 21 Navigate OneNote 388

Type and Draw Notes 390

Paste a Picture into OneNote 392

Attach Files to Notes 393

Insert a Screen Clipping 394

Record an Audio Note 396

OneNote

Exp enses p

Spr eadsheet Transacti Account

Taking Notes with OneNote

ONE NOTE

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Create a New Section 399

Create a New Page 400

Rename Sections and Pages 402

Group Sections 404

Search Notes 406

E-mail a Note Page 408

Convert Notes to PDF or XPS Format 409

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of the tasks you perform, such as creating and working with files, share the same processes and features throughout the Office suite

In this part, you learn how

to navigate the common

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I I I I

Chapter 1: Office Basics 4 Chapter 2: Working with Files 14 Chapter 3: Office Graphics Tools 32 Chapter 4: Working with Office

Files Online 54

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1 2 3

clickclic clickk

clic

k clic

k clic k

Start and Exit Office

Applications

Before you can begin working with a Microsoft

Office program, you must open the program

Then, when you finish your work, you can close

the program If applicable, you can save your

work before exiting a program completely.

Start an Office Application

1 Click Start.

2 Click All Programs The All

Programs menu option changes to

a Back menu option

3 Click Microsoft Office.

4 Click the name of the program

that you want to open

● The program that you selected

opens in a new window

Note: See the next section to learn how to identify

different areas of the program window.

Start and Exit Office Applications

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Yes You can create a shortcut icon that

appears on the Windows desktop Whenever

you want to open the program, you can

simply double-click the shortcut icon Follow

these steps to create a shortcut icon:

1 Right-click over a blank area of the desktop

and click New and then Shortcut.

The Create Shortcut dialog box appears

2 Click Browse, navigate to the Office program,

click the filename, and click OK.

1 Click the Close button ( )

● You can also click the File tab and

then click Exit.

If you have not yet saved your

work, the program prompts you

to do so before exiting

2 Click Save.

The program window closes

● If you click Don’t Save, the

program closes without saving

your data

● If you click Cancel, the program

window remains open

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E

S W

NE

NE SW

NW

All Office programs share a common

appearance and many of the same features,

such as a Ribbon, a Quick Launch toolbar,

and scroll bars When you learn your way

around one Office program, you can easily

use the same skills to navigate the others If

you are new to Office, you should take a

moment and familiarize yourself with the

types of on-screen elements that you can

expect to encounter.

Navigate the Program

Windows

Title Bar

Displays the name of the

open file and the Office

program.

Quick Access Toolbar

Displays quick access

buttons to the Save, Undo,

and Redo commands.

File Tab Menu

Click to display a menu of

file commands, such as

New and Open.

Ribbon

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Zoom Controls

Use this feature to zoom your view of a document.

Formula Bar

This appears only in Excel

Use this bar to type and

edit formulas and perform

calculations on your

worksheet data.

Work Area

The area where you add

and work with data in a

program Depending on the

Office program, the work

area may be a document, a

worksheet, or a slide.

Document Window Controls

Use these buttons to

minimize or restore the

current document within

the program window.

Scroll Bars

Use the vertical and horizontal scroll bars to scroll through the item shown in the work area, such as a document or worksheet.

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● With some groups of commands,

Use the Ribbon

1 Click a tab

The tab organizes related tasks

and commands into logical

groups

Work with the Ribbon

Instead of the menus and toolbars found

in earlier versions of Office, Office 2010

features the Ribbon, which offers an

intuitive way to locate commands The

Ribbon is grouped into tabs, and each tab

holds a set of related commands (Some

tabs appear only when needed, such as when

you are working with a particular object in a

document.)

Work with

the Ribbon

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2 1

Is there a way I can keep the Ribbon minimized?

Yes You can keep the Ribbon minimized and click a tab when you

need to use a command Follow these steps:

1 Right-click a tab on the Ribbon

2 Click Minimize the Ribbon.

The program’s Ribbon is minimized at the top of the screen

To use a Ribbon while it is minimized, simply click the tab containing the tools that you want to access to reveal it

The Ribbon is minimized

2 Double-click the tab name again

to maximize the Ribbon

1 Double-click a tab name

2 1

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3 2

1

4

Tues da

Wednesday

Thur sda y

Fri

Tuesd Tu

The Options dialog box opens

with the Customize options

displayed

3 Click the Choose commands

4 Click a command group

1 Click the Customize Quick

● You can click any of the common

commands to add them to the

toolbar

● You can click Show Below the

Ribbon if you want to display the

toolbar below the Ribbon

Customize the Quick Access Toolbar

The Quick Access toolbar, located in the

top left corner of the program window,

offers quick access to the Save, Undo, and

Redo commands If you want, you can

customize this toolbar to include other

commands, such as the Quick Print command

or another command you use often You can

also choose to display the toolbar above or

below the Ribbon.

Customize the Quick

Access Toolbar

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6 5

Are there other ways

to customize the Quick Access toolbar?

Yes You can add commands to the toolbar directly from the Ribbon Simply click the tab containing the command that you want

to add, right-click the command, and then click

Add to Quick Access Toolbar The command is

immediately added as a button on the toolbar.

How do I remove a

button from the

Quick Access toolbar?

To remove a command,

reopen the program’s

Options dialog box by

following the steps in

this section, click the

command name in the

list box on the right, click

the Remove button, and

click OK The button no

longer appears on the toolbar.

● The new command appears on

the Quick Access toolbar

to add to the toolbar

6 Click the Add button.

● Office adds the command

You can repeat Steps 3 and 6 to

move additional buttons to the

toolbar

7 Click OK.

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2 3

1

The Help window opens

2 Type a word or phrase that you

want to learn more about

3 Click the Search button.

1 Click the Help button ( )

Find Help with Office

You can use the Office Help tools to assist you

when you run into a problem or need more

information about a particular task The Help

window offers tools that enable you to search

for topics that you want to learn more about

With an Internet connection, you can access

Microsoft’s online help files for even more

information.

Find Help

with Office

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1 2 3

4 5 6

5 4

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

You can click the Home button

toolbar to quickly display the table of contents for the Office program that you are using You can click a help category to display subtopics of help information You can click an article to view more about a topic Many articles include links to related articles.

Can I use the

Help feature if I

am offline?

Yes You can still

access the help files

that are installed

with the program

However, the online

resources offer you

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