Chapter 1 - McGraw-Hill Professional
Contents
1. AE 15 14 Sunday 14 15 Duration Duration Sunday Saturday Friday Thursday Wednesday Tuesday Monday Workout oscri OCAPS NUM Figure 1 15 Mac OS X s Quartz imaging capabilities are exploited in Excel X 36 Office 2001 for Mac The Complete Reference Here s the short list E Auto Recover This feature is already present in Word By default your document is saved every 10 minutes Should a power outage or system crash occur the next time you open Excel X you ll see the recovered version of your document As in Word you ll be able to get back to work without having to redo a large segment of your document E Customizable Keyboard Shortcuts If you find that the keyboard shortcut changes from Excel 98 to Excel 2001 are daunting or confusing Excel X lets you change them to the way you like Just as in Word you can customize keyboard shortcuts in the way that makes you most comfortable so your productivity is enhanced E Transparent Charts and Anti Aliasing These features exploit Mac OS X s Quartz 2 D imaging technology Your Excel X charts are sharply rendered and you can use the transparency features to improve the impact This can save you from a trip to another program such as Adobe Photoshop another real time saver Microsoft isn t exaggerating when touting the enhanced graphics capabilities of Excel X The first time I showed a simple chart made in Excel X to a graphic ar2. The Complete Reference E WYSIWYG Font Menu This feature is identical to the one available in recent versions of Word You can now see the actual styles of your available fonts Pas Arrus BT Bold Artus BT Bold Italic Arrus BT Italic Arrus BT Roman BenhardMod BT Bald BonhardMod BT Bold Rake BenhardMod BT italic BemhadMod BT Romam Borketerrs F W Recuter Bookman Hd BT Bash 3 BI Regular Reach Gecept E7 CAPITAIS Carton LET CailbnOplace BT Rejali Century Gothic Charcoal Chicago Comic Sans MS Cooper Blk BT COPPERPLATE GOTHIC BOLD COPPERPLATE GOTHIC LIGHT Courier Courier New Cork HI DornBold BT Frantar Kags SIG EgyptianT10 BT EnoraversGotHic BT REGULAR Espy Sans Bold Fonts Espy Sans Fonts Freetrmao BT Bunch oaigt Gadget vGeneva This feature can of course be turned off as an application preference or if you have a font menu modifier program already installed such as Adobe Type Reunion Deluxe or Action WYSIWYG A font menu modifier program such as the ones named here does more than just show fonts in their actual styles It also groups fonts by family to keep menus shorter Action WYSIWYG also shows fonts divided into columns to shorten the font menus even more Chapter 1 Discovering Office 2001 25 Color Picker This feature lets you select the colors used in your spreadsheets from the ones available on your Mac No it doesn t offer special color palettes such as Pantone like page layout progr
3. of those other programs for the task Although Word is offering more and more page layout features it s not meant as a replacement for sophisticated page creation applications such as Adobe InDesign and QuarkXPress It is useful however for smaller in house publications and simple brochures where formatting capabilities and the precision of typography and image placement are not as significant E Picture Bullets A normal text bullet commonly used for lists such as in this book consists of a small black or colored circle Word s Picture Bullet feature lets you use a picture rather than a type element as a bullet E Clip Gallery Organizing your clip art has never been easier than with Word s Clip Gallery This new feature lets you organize your artwork into a convenient storage area from which you can select and drag and drop images into your documents What s more it works with all Office programs not just Word E Scanner and Digital Camera Support You can access TWAIN compatible scanners and digital cameras so you can scan a picture directly into Word TWAIN is an acronym for tool without an interesting name and it allows programs to offer direct access to special software such as scanning software Not all scanners and digital cameras support TWAIN You ll need to consult the documentation for the product or just check the contents of the TWAIN folder located in the Preferences folder within the System Folder
4. picture directly to Excel Scanned pictures can greatly enhance the look of your workbooks and charts Chapter 1 Discovering Office 2001 23 Shared Office Tools Because certain features are shared across all Office programs it s easier to learn how to access and use a program feature Border Drawing Toolbar This feature lets you draw borders remove borders and merge borders each with a single click You can also change border styles and colors using this powerful tool Calculator This feature is a dream come true especially if math isn t your second language You can enter figures in the Calculator and it will automatically come up with the correct formula syntax Then you can place the figures in any cell in your Excel document Calculator Answer Place in cell Laer x BESE gipon opam Lo JUD i lear 4 AutoSum The updated version of AddSum includes Average Count Max and Min functions which makes it easier to create functions Four Digit Dates Just in time for the new millennium this feature lets you specify four digit rather than two digit years Formatting Palette As in Word this little feature places common program features just a click away The available functions depend on the type of item you ve selected be it a regular cell or a drawing object The Formatting Palette frees you from long trips through menus and dialog boxes to access many Excel features 24 Office 2001 for Mac
5. this feature was limited to cells in the same row Now it works across the board E Nested Tables Want to create a table within a table In Word 2001 you can do it with a click and a drag Just drag and create your table within a table as easily as you create any other table We ll cover this subject in more detail in Chapter 13 Chapter 1 Discovering Office 2001 15 E Aligning Text The text alignment options now include two convenient document layout features One lets you align text horizontally on a page and the other lets you align it vertically aligning the text with the top or middle or setting it justified which spreads the space between lines to fill your page These options are similar to the features available on page layout software such as Adobe InDesign and QuarkXPress E Rotate Text Another convenient page layout feature is the ability to rotate text 90 degrees Rotation is performed globally either in your document or in individual table cells or text boxes E New Table Formatting Options In Word 2001 you can now adjust the height of a table by dragging the border of the row up or down in the same fashion as you can control the width of a column A move handle lets you place the table elsewhere on a page and a resize handle lets you alter the size but retain current row and column proportions E Updated Border Styles Included in Word 2001 s bag of tricks are 150 brand new border styles You can choose from such f
6. to one available in Nisus Writer another word processor for the Mac lets you separately select multiple and separated elements in your Word document by holding down the COMMAND key and clicking You can then apply format changes or search in those elements alone a real time saver Or you can cut or copy all of the items in one operation and paste them as a single item in another part of your document or access Word s drag and drop feature for a similar effect Chapter 1 Discovering Office 2001 35 E Clear Formatting Do you ever run into trouble when trying to remove and change complicated document formats Word X s Clear Formatting feature on the Edit menu zaps the formatting in a single step switching the selected items to your default text style Introducing Excel X The sophisticated spreadsheet component of Office v X in addition to getting the requisite Aqua makeover see Figure 1 15 also includes some highly useful capabilities to help you protect and enhance your document E Excel File Edit View Insert Format Tools Data Window Help Ol ax pa A Aliv a fk bee ez ik gt TRAE See XxhBRP 5 Zt he fey Be EA E room gt i Exercise Time in Minutes Uc Exercise xls Exercise Time in Minutes Day Workout 1st Week Workout 2nd Week Workout 3rd Week Workout 4th Week Monday 24 13 33 55 Tuesday 15 22 24 Wednesday 24 12 16 Thursday 13 15 42 Friday 1a 16 24 Saturday
7. Chapter 1 Discovering Office 2001 4 Office 2001 for Mac The Complete Reference he release of a new version of Microsoft Office is an event be it for the Mac or Windows platform The arrival of Office 2001 for the Macintosh is especially significant because it provides up front and personal evidence that the world s largest software company is firm in its resolve to deliver top quality software for our favorite computing platform For the new version Microsoft has gone the extra mile to ensure that ease of use is a primary feature In the past the company s programs have been regarded as having huge feature sets buried in arcane menu bar commands and dialog boxes The learning curve was steep and huge instruction manuals and comprehensive help menus were needed to get users up to speed But even if the information you need is now embedded in the software the lack of a user manual means that you no longer have a convenient reference to guide you along the way That s the purpose of this book to help you harness the power of Office 2001 for the Macintosh and create documents that will allow you to express your creativity and present information in the most productive way In this chapter we ll explore many of the new features of Office 2001 __ New Features of Office 2001 The biggest problem in creating a document is just getting started Which Office program do you use How do you select the right document format to mee
8. HM Multiple Slide Masters You can create a series of master slides and titles not just one to increase the choices available in your presentation Masters can also be copied from other presentations so you can easily give your slides a uniform look and feel 28 Office 2001 for Mac The Complete Reference E Improved Assistant You can now resize and dock the Office Assistant window so it doesn t occupy too much space on your screen This is especially useful if your Mac has a smaller display for instance if you are using an iMac and you want to devote as much space as possible to the actual presentation window E AutoFit Text Is your text running too long No problem PowerPoint s AutoFit feature will resize it to fit E New Normal View This new viewing option displays the outline slide and notes all at once Each viewing pane can be sized as you prefer so you can emphasize the pane that you are giving the most attention This feature is another boon for users with smaller monitors E Grayscale Output Slides can be seen and printed in black and white not just color This enhances the results if you re using a regular grayscale laser printer E Native Table Tools You no longer have to copy or import tables from other programs You can use the Draw Table tool to create tables within PowerPoint Just click the tool and drag to create the tables you want E Graphical Bullets As in Word this feature lets you use a picture rath
9. Treatments1 DOC 9 15 00 G7 Zanther doc 9 15 00 Show All Office Documents gt Figure 1 3 Apple s fancy new Open and Save dialog boxes get full support from Office 2001 8 Office 2001 for Mac The Complete Reference Entourage fy Print j Delete Send amp Receive Move fE Categories Q Find Folder List Subject startswitn S i KA Inbox amp Outbox Robert Leeds Re Macworld Expo 7 14 00 1 56 AM amp sent tems Michael Dulin Visor review for Arizona Republic 8 15 00 8 00 AM B orat Tom Dunlap RE ViewSonic ViewPanel YP181 8 28 00 3 36 PM Gi Deleted Items Address Book E calendar Tasks Y Notes b A Custom Views amp archives contest winners mae user Groups amp Permanent archives amp Rockoids Rockoids Contest amp war Stories D M Gene Steinberg Hotmail EarthLink Microsoft News Server 3 items displayed O selected Schedule Send amp Receive Repeating will run in 9 minutes Figure 1 4 Entourage is a new e mail and personal information manager application based on Outlook Express Here are the main features of Entourage E Easy E mail Management A convenient three pane window displays e mail and information category folders a list of e mail messages and the text of the selected message You don t have to open your message in a separate window which eases management of messages This window setup is esp
10. akes advantage of the Mac OS X Aqua interface and offers greater flexibility and control in managing your contacts Calendar and event notices as well as the ability to manage your e mail E Enhanced Calendar The redesigned Calendar see Figure 1 14 gets a spiffy tri pane interface for daily weekly or monthly schedules plus a new Tasks list that displays the events you need to know about Entourage X is also integrated with Outlook so you can send and receive meeting requests in installations that use Microsoft s Windows based Exchange Server system E International Address Book Support When you need to add contacts from different locales around the world Entourage X s updated Address Book can support the unique address formats used in Europe Japan and many other countries Chapter 1 Discovering Office 2001 33 Mail Z New if Reply h Reply al h rag Stink Gey f SB send amp Receive gt Move 7 Categories Q Inbox To PAY starts wih A Mail Address Calendar SES TYP From P Subject Sent nny Categories Book MagnOlia Re X4U Dock Icon for Late Breaking News Today 11 12 AM None Magn0lia Re X4U 10 1 stability Today 11 07 AM None fj RE Work 2 22 01 12 17 PM None Notes asain Rick Estes Re FW Per Our Conversation 1 22 01 10 00 AM None Views al Hide Folders v B On My Computer a Inbox 1 Bag Outbox From MagnOlia lt listmail pedantic com gt To Mac OS X f
11. ams such as QuarkXPress List AutoFill This is another tool to simplify document formatting This feature carries over the formats and formulas in lists so that new items inherit them For a list to be extended the formatting and formula properties must show up in three of the previous five rows Euro Currency Symbol Excel 2001 supports new number formats to work with the euro currency symbols List Manager This powerful new feature speeds up the process of sorting analyzing and searching for data in your worksheet You can use it to organize your data for easy viewing AutoFilter Using the choices you make AutoFilter displays rows of information to help you find specific pieces of data AutoComplete The same powerful feature that is so flexible in Word checks the text you re typing against information already entered in the column You are then prompted to pick the right text to complete the entry from a list of choices This feature is a real time saver Display Units This feature is an addition to Excel s powerful charting capability It helps you shorten numbers by specifying a display unit represented by the number For example the number 50 can represent 50 000 000 A label will appear in the chart to indicate that the figure represents millions or whatever unit you select Multiple Level Category Labels Ifa data worksheet contains more than a single heading level Excel labels the axis of the chart according to the same
12. ancy effects as three dimensional borders plus multiple line borders suitable for page layout In addition the new Text Border feature allows you to block out text elements which simplifies the process of adding a special border around a headline E Shaded Text You can now apply a shade or color to just selected letters or words not just an entire paragraph as before E Enhanced Drawing Tools Although a word processor program isn t the ideal environment for illustration Word 2001 s drawing and graphics tools have been expanded with special three dimensional effects shadows textures transparent fills and AutoShapes a palette of 100 forms that you can use to spruce up your document as shown here o AutoShapes go AY oO Callouts 8 Jpg AQ A Lo Shifted g gt JO A0 AO g0 In addition pictures can be placed in any location in your document and you can run text around a picture This gives Word some useful page layout capabilities 16 Office 2001 for Mac The Complete Reference E Text Boxes If you use a page layout program such as QuarkXPress the concept of a text box is familiar It involves putting text in a predefined area or box which can then be enhanced with artistic effects rotated resized or cropped You can also link two or more text boxes so text flows into different columns of a page This feature makes it easy for you to create a club newsletter or other publication without having to resort to one
13. ating new documents If you ve used AppleWorks 6 you ll find something familiar about the Project Gallery It resembles the Starting Point feature of Apple Computer s integrated software package The Formatting Palette Simplifies Document Setup In previous versions of Office you had to figure out toolbar buttons and pore through a byzantine array of menu bar commands and dialog boxes to handle even the basics of document formatting such as setting text size and line spacing With the Formatting Palette shown in Figure 1 2 this is all simplified greatly The palette s contents change automatically depending on the Office feature or program you re using and many of the commands you ll use most are just a click or a pop up menu away 6 Office 2001 for Mac The Complete Reference Oo Formatting Palette 7 Font Style Caption Name Size Font color gE B z U A ABE ABE ABC SA Lists 42 35 G2 3 Alignment and Spacing Horizontal Line spacing Orientation az IR lt Paragraph Spacing Before 6 pt v After 6 pt Indentation Left First line Right 7 Borders and Shading Borders Type EE sye f Color Weight e Shading Pattern Ll crear f Pattern color Fill color 7 Document Margins Left Right Header Footer Gutter oO Mirror margins Theme No Theme I Layout Show Ga fal T Figure 1 2 n this example the Format
14. be set up to access the more powerful features of Internet Explorer or Netscape 4 0 or later yet remain viewable with Internet Explorer and Netscape 3 0 E Customizable Web Pages As in other Office programs just choose Preferences from the Edit menu select the General tab and click the Web Options button You can use this preference panel to specify Web graphics formats E Automatic File and Link Management Automatic file and link management facilitates the handling of pictures that are linked to your Web page Office 2001 applications can also check links and repair broken links to accommodate movement of the main HTML file and graphics to other folders E International Text Encoding Like all Office applications PowerPoint is a multilingual program You can select the text encoding you want so users of foreign language systems can see the presentation with the correct letterforms 30 Office 2001 for Mac The Complete Reference New Features of Office v X for Mac OS X For its Mac OS X version of Office see Figure 1 11 Microsoft worked hard at updating the software to make it look good with the new Aqua interface In all some 700 program icons were redesigned to make them attractive and functional under the new operating system s Quartz 2 D imaging technology One particularly impressive aspect of Office v X is the genie like way that palettes such as the Formatting Palette are minimized or closed when you click the close butt
15. d check them out http lww NineWire com TiCase l Checkout the coolest way to carry uour TiBook Dr Bott lt http www drbott com prod ticase html gt Cyber ian Support this List when you buy at Outpost com Outpost http www themacintoshguy com outpost shtml 4 items displayed 1 selected Schedule Send amp Receive All will run in 3 minutes Figure 1 13 Sporting a new look Entourage X is the element of the Office suite most changed in Office v X E Enhanced Custom Views To help you find the information you need at a moment s notice a modified Custom Views tab lets you examine your Address Book Calendar and Notes in the same place E Expanded Word Editing Tools When you write e mail you are using many of the same features that you d access in Word By integrating Word features into Entourage X Office v X lets you move between the two programs without having to learn different ways of doing things One particularly useful feature is Multiple Undo something that is already part of Word 2001 and Word X E Insert Rich Content If you ve used AOL you re familiar with a feature that allows you to embed pictures in your e mail messages Entourage X s Insert Rich Content feature takes this capability a step farther allowing you to also place video clips in the body of your message To view rich content the recipient of your message must have software that supports this feature Not even AOL w
16. ecially convenient if your Mac has a small monitor E Smart Address AutoComplete When you address a message Entourage offers to complete the address based on your Address Book contacts and the most recent contacts with whom you ve exchanged messages even if they are not in your Address Book E Address Book In addition to providing basic contact information such as name e mail address phone number and location the Address Book provides an Action button which you can use to create a new message or even locate the contact by logging onto the Internet and consulting Microsoft s Expedia Web site Chapter 1 Discovering Office 2001 9 E Easy Access Calendar Accessed by a single click from the main window of Entourage the Calendar see Figure 1 5 can be used to create new events or tasks and manage existing ones The Calendar can be published on your Web site or sent as an e mail attachment to your contacts The Calendar automatically resizes itself depending on the size of your document window and the space allocated to the folder list E Task Management You can build a personal to do list where you can enter tasks and set reminders on a one time basis or for repeating events E Electronic Sticky Notes If your office is cluttered with those paper sticky notes you ll appreciate the ability to create electronic versions in Entourage You can write down ideas recipes directions to a contact s office and so on The Sticky Notes
17. ent window This feature is also integrated with Microsoft NET and MSN so you can get word of updated stock quotes and other useful information Revised Project Gallery A new feature of Office s Project Gallery is a category called Based on Recent Up to 27 recent documents are displayed and this feature allows you to create new documents using the information in previous ones Since a copy rather than the original is opened when you use this feature you don t have to fret over actually modifying the original document New Getting Started Booklet and Revised Help Information In response to criticisms about the lack of a printed manual Office v X puts an electronic PDF document in the same folder in which the suite is installed It s called Getting Started Book In addition the Help menu has been revised and a print feature has been added so you can get a hard copy of the help text Collect and Paste The Office v X clipboard has been made more intelligent allowing you to go way beyond the standard copy and paste function Instead of copying one item pasting it and then doing the same with the next you can select multiple picture and text items from any Office application and then use the Paste All feature to put them all in a single document You can also use this feature to apply formatting changes to the selected material Nifty MSN Messenger Microsoft s instant messaging client see Figure 1 12 is the second most popular p
18. er than a text character as a bullet to enhance the look of a slide PowerPoint offers a selection of bullet clip art so you don t have to create picture elements from scratch E Numbered Lists This is another Word feature that makes its debut in PowerPoint Just click the List button on the Formatting Palette and you ll have automatically numbered lists E Flag for Follow up Again you can harness a powerful feature of Entourage 2001 Just flag your presentations for later follow up and you ll see an onscreen reminder when it s time to return to a project for updating or to send a project to your contacts E Expanded Clip Gallery This feature lets you conveniently organize the pictures you use regularly for your presentations You can place graphics in special categories add custom keywords and place the Clip Gallery side by side with your PowerPoint document so you can easily drag and drop the pictures you need E Graphics and Objects for Web Pages When you publish a PowerPoint presentation to a Web site the pictures are automatically stored in a Web savvy format GIF JPEG or PNG E Enhanced Graphics Support This feature is especially useful if you intend to output a presentation to a film recorder or high end output device Exported slide images can be adjusted for size resolution and compression for maximum quality for the intended medium Chapter 1 Discovering Office 2001 29 E Scanner and Digital Camera Support As in
19. es the same formatting to the next item In this case I typed the heading in bold so Word knew enough to begin the next item in bold as well even though I was typing in normal text when I ended the previous entry Word is even clever enough to apply common formats to text entries for instance if you regularly place asterisks before and after a word to signify bold For example typing Bold would yield Bold with the word typed in boldface without your having to switch back to regular typeface after that word AutoComplete When you begin to type a word or phrase Word can recommend how it may be completed based on the entries in your Entourage Address Book dates and entries in the AutoText panel opened from the AutoCorrect command When I type Gen in my copy of Word for example the program comes up with Gene Steinberg to complete the entry of course your mileage may vary unless you have some reason to put my name in your Address Book AutoSummarize This feature allows Word to examine the contents of a document and then provide a summary see Figure 1 7 based on its analysis While I would not suggest this as a way for a student to write a report for homework in case you are a student reading this book it s a useful way to create an abstract of a complex document to get a sense of the basic subject matter Automatic Style Creation and Preview In previous versions of Word you had to manually create a new style based
20. feature of Microsoft Entourage is separate from the feature offered as part of the Mac OS For one thing it works only within the program whereas Apple s Stickies feature puts your notes on the desktop edit Print delete c Send amp Receive Categories Q Find CE Today EJ View Folder List Calendar Sunday August 27 Saturday October 14 2000 amp inbox Today Monday September 25 2000 September 2000 iD S Outbox E Calendar Events 8 M TW T FS amp sent Items Tasks ie eerie IS 13456789 Ei oratts 10 11 1213 14 15 16 G Deleted items 17 18 19 20 21 22 23 Address Book 24 25 26 27 28 29 30 E calendar 2a anea A Tasks Tuesday Wednesday Thursday Friday Saturday Y Notes D custom Views amp archives amp contest winners Q Mac user Groups Permanent Archives Rockoids Q Rockoids Contest G war stories D M Gene Steinberg Hotmail EarthLink Microsoft News Server 3 30 PM Optometri 4PM Dentist Appoil Schedule Send amp Receive Repeating will run in 6 minutes Figure 1 5 Entourage s Calendar can be used to enter tasks or reminders or it can be published on your Web site 10 Office 2001 for Mac The Complete Reference E Electronic Reminders You ll see a reminder at the specified time for special events tasks or messages that require follow up Entourage reminders can be created for M
21. ge Envelopes and Labels Preferences Table Menu Insert Table Delete Cells Select Row Select Column Select Table Distribute Rows Evenly Distribute Columns Evenly Cell Height and Width Headings Convert Table Show Clipboard Chapter 1 Discovering Office 2001 19 Word 2001 Transferred to Theme dialog box Thesaurus and Hyphenation functions moved to Tools menu Now called Data Merge Manager Split into two commands Envelopes and Labels Now where it should be on the Edit menu Transferred to the Insert menu and renamed Table Choose Delete from the Tools menu and select Cells Choose Select from the Tools menu and select Row Choose Select from the Tools menu and select Column Choose Select from the Tools menu and select Table Available under AutoFit Available under AutoFit Available under Table Properties Changed to Heading Rows Repeat Choose Convert from the Tools menu and select Convert Table Moved to a more logical position the View menu and renamed Office Clipboard Word Menu Bar Commands Changed for Word 2001 continued Table 1 2 Office 2001 for Mac The Complete Reference Table 1 2 summarizes the commands new in Word 2001 and where to find them New Command File Menu New Blank Document Web Page Preview View Menu Contact Formatting Palette Insert Menu Horizontal Line From Scanner or Camera HTML Object Format Menu Theme Function Simila
22. gt If only there was time Ray simply stared at it and felt frustrated 4 Ray was both confused and irritated 4 2413 At 4 4 Ln 10 Col 2 235 2189 Figure 1 7 This is a short summary of a novel written by the author and his son E Click and Type Want to insert a header or footer in your document such as a book s title or page number It s easier with Word 2001 all you have to do is double click a footer or header in the document where you want to place the entries This click and type capability is also useful for adding graphics and tables to your document E Checking Spelling and Grammar Spelling and grammar checking are tasks where a word processor sometimes falls down on the job Grammar checking tends to be a little too literal and spell checkers miss proper names of people places and things Suggestions for grammatical errors are now presented in a more informative less rigid fashion In addition as explained earlier in this section AutoCorrect has been beefed up to offer near automatic spell checking and correction of common errors The result is a cleaner more error free document in less time 14 Office 2001 for Mac The Complete Reference Just hold down the CONTROL key and click a word and Word will provide a pop up listing of synonyms in the contextual menu There s also a Define category which lists the dictionary definition of the word as shown here wordn Worcester china Worcestershire sa 1 a
23. h tasks as creating envelopes and labels The new version adds more sophisticated offerings for working with such projects as brochures catalogs and menus see Figure 1 6 E AutoCorrect Having a powerful Mac at your beck and call isn t enough What s the good of having all that computing horsepower at hand if it cannot do at least some of the work for you so you don t have to manually enter every command or function The new AutoCorrect function still finds and automatically corrects typing errors such as misspellings and typos and grammatical errors and so on But it goes further than the feature in the previous version of Word by using the same dictionary as your spelling checker Take it from me this book would have been far more difficult without this feature I tend to reverse letters when I type really fast which is most of the time Letter Wizard Letter Format Recipient Other Elements Sender A Date line September 25 2000 2 DA Include header and footer with page design Choose a page design Choose a letter style Cover Letter Professional Figure 1 6 Use a wizard to guide you through the formatting of the most complex projects 12 Office 2001 for Mac The Complete Reference Automatic Formatting Compared to earlier versions Word 2001 has a more inspired automatic text formatting feature which examines document formats that you use for a list item such as this one and then appli
24. hierarchical categories as in the worksheet Web Page Preview As in Word this feature lets you preview your document in your selected Web browser so you can make sure the Web version looks the way you like Customize Web Pages This feature also mirrors the one in Word From the Edit menu choose Preferences select the General tab and choose Web Options In the dialog box that appears you can give your Web page a title specify the graphics format and display size and make other choices to maximize the impact of your page Manage Files and Links A Web page generally consists of text plus a set of linked pictures All Office programs help you manage all files connected to your Web page so problems don t occur when visitors to your site attempt to view them 26 Office 2001 for Mac The Complete Reference E International Web Support Office can save Web pages with the correct international text parameters so users around the world will be able to view your pages in the correct text characters E Full Support for Graphics and Objects As with other Office programs the graphics in your Web page are stored in GIF JPEG or PNG format This allows visitors to your site to view your graphics they way you want E Pivot Table Features The PivotTable feature lets you embed reports directly in your worksheets The new PivotTable Report Wizard simplifies the process for formatting the report according to your needs E Data Selection and Fo
25. icrosoft Office documents that require follow up Custom Views and Categories You can organize your personal information the way you want making it easy to prioritize messages and events and locate the data you need Links This unique and powerful feature of Entourage lets you attach a link to a message or file even if that file was created in a program that s not part of the Microsoft Office 2001 suite This feature allows you to open the linked item without having to perform a special search for it a real time saver Word Text Editor Your Entourage messages use some of the same basic editing tools as Word You can check spelling apply text formatting and automatically correct the words you frequently misspell Advanced Find You wrote a message but with hundreds or thousands in your archives how do you find the one you sent to a specific person on a specific day Entourage s Find feature can search your messages by content or category Easy Import of Existing Messages Whether you used Outlook Express or a totally different e mail program such as Eudora or Netscape Communicator you can import both messages and address books with a reasonable degree of fidelity A convenient assistant takes you through the process Multiple Users With Mac OS 9 Apple introduced systemwide support for multiple users This allows the owner or administrator of a Macintosh to set up a custom environment for each user Entourage supports this feature
26. ief listing of the changes and improvements E Project Gallery As in all other Office applications the Project Gallery serves as the convenient starting point for creating a new document You can open a blank document page known as a workbook in Excel or choose from a variety of templates and designs E See Through View This feature keeps the color of all selected cells containing colored text the same rather than reversing the color scheme This approach is likely to be less confusing E Euroconvert This feature offers easy conversion of numbers to euros and European Union EU member currencies the new currency system supported in Europe It also allows you to convert a figure from one euro currency to another by way of the euro 22 Office 2001 for Mac The Complete Reference Daily Food Diary Daily Food Diary __ Breakfast Suidelines u Max daily calories Max daily fat grams Percent fat of total calories consumed o _ ____ Over Under Against Daily Calories Over Under Against Daily Fat Grams Figure 1 9 Using Excel you can create sophisticated spreadsheets and charts in minutes E Flag for Follow up This feature works with Entourage It allows you to flag your Excel workbooks for later follow up reminders E Scanner and Digital Camera Support This feature works with TWAIN compatible scanners and digital cameras allowing you to scan a
27. l looking presentation E Formatting Palette As in Excel and Word the Formatting Palette puts the most commonly used PowerPoint commands at your beck and call in your document E Find and Insert Slides Use the Slide Finder to check thumbnail views of slides so you can add the ones you want to your presentation Chapter 1 Discovering Office 2001 27 o Presentation 1 Company Name 7 7 Certificate of Excellence is hereby granted to name here for outstanding performance and lasting contribution on 2 Company Name Certificate of Completion is hereby granted to name here to certify that they have completed to satisfaction Company Name Certificate of Excellence is hereby granted to name here for outstanding performance and lasting contribution on x fa Project Name as Granted September 25 2000 ANA name title Click to add notes m Figure 1 10 Access new tools to make more professional presentations in PowerPoint E Easily Access Word Definitions The built in definition dictionary can be used to define and cut and paste a word in your slide E Personalize User Theme Apple s Appearance Control Panel is fully supported so you can change the look of PowerPoint to suit your taste E Euro Currency Symbol PowerPoint now provides full support for euro currency values in case your presentation is designed for viewing in Europe
28. lopes labels and other documents Using simple drag and drop techniques you can organize your data fields so they show up in the right place When you re done you can preview the document before printing to make sure everything is placed correctly E Expanded Multilingual Support If you ve earmarked your documents for use around the world you ll be pleased with Word 2001 s ability to handle the requirements for foreign language text Such elements as special characters euro styles special date formats and Word s powerful formatting tools are customized to meet specific language requirements Word Command Changes With so many changes in the program it may seem confusing that the basic menu bar commands are essentially the same Table 1 1 lists the changes and additions that apply to common Word features This will help you adapt to the new features and the reinvention of old ones Word 98 Word 2001 File Menu New Changed to Project Gallery Save as HTML Changed to Save as Web Page Edit Menu Publishing Publish amp Subscribe is no longer supported Insert Menu Break Click command under Break to insert breaks Auto Text Reference Initials Signature and Signature Company removed These commands can be restored by choosing AutoText from the Insert menu and reinserting Table 1 1 Word Menu Bar Commands Changed for Word 2001 Table 1 1 Word 98 Format Menu Style Gallery Tools Menu Language Mail Mer
29. meaningful sound word Word or combination of word association sounds that is a unit word blindness of language or its WAALA representation in a word count word deafness text wore finder 2 a brief comment wnrd far word v 4 E New Find and Replace Feature Say you want to change the word scissor to knife With the previous versions of Word you also had to seek out several grammatical inflections for example you had to replace scissors with knives and so on The new Find and Replace feature intelligently changes all or most of these variations without your having to go through the process several times which can get to be time consuming on a large document Remember the more a computer computes the easier it is for you to get your work done E Multiple Language Hyphenation You can install multilingual dictionaries in Office using the Value Pack installer on your Office CD When Word detects material in your document written in a different language it will hyphenate accordingly if document hyphenation is activated it s activated via the Hyphenation command on the Tools menu E New Table Drawing Tools Word s extensive array of illustration tools have been enhanced for tables Just a click and a drag is all you need to create a boundary around a table or one of the cells within a table A convenient Eraser tool is on hand to remove any portion of the table so a portion of the table can be merged In Word 98
30. on The following pages cover only the new features for Office v X As you ll see for the most part they enhance rather than replace the great features of Office 2001 According to Microsoft these new features are not likely to appear in Office 2001 for the Mac and are exclusive to the Mac OS X version Word File Edit View Insert Format Font Tools Table Window Work Help O ax p bos s PN EDET SRA BF gt ii Normal IW Times v Tooo M Genebio doc E ta ae ee NA Bee 4 im 111i i rare haven Baran inar k Gene Steinberg discovered the magic of writing while still a teenager He edited his own science fiction and New A ge fanzine and began writing a science fiction novel about an Earth man who finds himself in an unknown land faced with life threatening situations During the three years of its existence the magazine garnered a worldwide circulation of several hundred paid subscribers J Daje For his first paid job Gene was Managing Editor of Saucer News a magazine devoted to news and views about UFOs During its heyday the magazine had nearly 50 000 subscribers throughout the world Gene thought abouta career switch when he began to get job offers during the course of radio interviews he had participated inasa result of his association with the magazine and he finally decided to enter that profession For over a decade he worked as disk jockey newscaster and commercial wri
31. on the formatting of a paragraph In Word 2001 the style is created for you as you alter the formatting In addition styles are updated based on the changes that you make To see a small preview of the impact of your style just select Style from the Format menu and click the style s name Both character and paragraph styles are shown in miniature E Letter Wizard One of the most common uses of a word processing program is to write letters In Word 2001 the Letter Wizard takes you step by step through the formatting of the kind of letter you want be it a formal letter or just a personal note to a friend or family member What s more the names of those to whom you ve written are stored in a list along with the contents of your Entourage Address Book That way your new letter can be addressed automatically for you Even your salutation and closings are stored in case you wish to move beyond a simple Dear John beginning and Cordially ending Chapter 1 Discovering Office 2001 13 amp RockoidSummary doc pcb tenet tote hnintnteinhntcen B Ray said nothing for a moment 4 Well Ray thought the point of no returmatiast 4 Well here goes nothing sighed Ray 9 Ray groaned F The old soldier smiled at Ray T Ray stared again at the little door lost in thought Among the silence that night Ray thought the sound was almost deafening J gt Raywas startled his throat ran dry 4
32. or Users lt x4u lists themacintoshguy com gt E E Sent Items Subject Re X4U 10 1 stability F Draft ee 159 0700 18 10 2001 Sean Collins wrote Deleted tems 6 gt l with 18 0 4 when Omniweb finally crapped out and generated ld inmediately relaunch it and go on browsing a Mail Archives Not so in 10 1 After an in c Omniweb is totally E Rockoias E Serial Numbers E If you re using any version less Hit 4 1 then those don t have the required fixes to run well on 10 1 o this is pretty much expected believe 4 0 6 when it s released witt have 16 1 fixes the current gt LB cox Home Newsgroups 4 8 6sp does not E war stories E Microsoft News Server Incidentally 10 1 has been more stable than 10 0 4 with me I ve seen very very few crashes of any kind not even with my firewire A Gy Mail Views devices My primary machine is a G4 powerbook amity category QJ Flagged High Pr 5 ie led cr the Nac 08 x for Users email List FAQ Personal Category http mwy themacintoshguy com l ists Magnor ia Received Since Launch To unsubscribe E mail to lt xdu o sts themacintoshguy com gt Received Today To switch to the DIGEST mode E mail to Gcu digest ists themacintoshguy com gt Need help from a real person Try lt xdu request lists themacintoshguy com gt Unread Work Category Ninellire if t they are cool enough to host this list Digital Solutions you shoul
33. other Office applications many scanners and digital cameras with TWAIN drivers can be used to bring a picture into PowerPoint E Animated GIF Support You can play an animated GIF file in your PowerPoint presentation which is especially helpful if your presentation is earmarked for the Web E Make PowerPoint Movies The recipient of your presentation no longer has to have PowerPoint or a viewer program installed You can save your presentation as a QuickTime movie providing full control of your presentation via the controls in the player application This allows your presentations to be seen by anyone using a Macintosh or Windows personal computer with Apple s QuickTime program installed The latest version of Apple s QuickTime can be downloaded directly from Apple s Web site at http ivww apple com quicktime E Save as Web Page This feature matches the one in Excel and Word You can publish your presentation on the Web The conversion process converts the outline pane to a table of contents of your slides for easier navigation E QuickTime Transitions Give your presentation a movie like look and a more fluid flow by adding transitions between slides The Exit Animations feature also gives you more control over special animation and sound effects E Slide Navigator Just drag the horizontal scrollbar and view a thumbnail to locate a specific slide in your presentation E Improved Browser Compatibility Your Web based presentations can
34. ould necessarily embed rich content from Entourage X in an e mail message however usually embedded pictures would be included as file attachments so the recipient should be able to see them even if not in the body of your message 34 Office 2001 for Mac The Complete Reference Calendar New Link Print Delet Categories Q Day Bij work Week gj Week jg Month Z view Date E October 2001 4 D Subject contains A I Sunday Monday Tuesday Wednesday Thursday Friday Saturday October 1 2 3 4 5 6 Calendar A Custom Views lll Hide Views Calendar TIF 45 11 12 18 19 25 26 Schedule Send amp Receive All will run in 4 minutes Figure 1 14 You ll appreciate the easy way you can track your tasks and events with Entourage X s refined Calendar view E Keychain Support Mac OS X s Keychain lets you store all or most of your passwords in a single location so you don t have to hunt for them Entourage X fully supports this oh so useful feature Introducing Word X In the Mac OS X version of Word the primary changes other than those that apply to all Office applications are visual The new version provides complete support for the marvelous features of Apple s new operating system In addition there are a few notable changes that you ll treasure when you try them HM Multi Selection This feature similar
35. r to the New command in Word 98 creates a brand new blank document using the default template Opens your selected Web browser to view Web page Available under Toolbars used to configure your Entourage Address Book Displays a convenient floating palette of common commands Available under Picture inserts a graphic file or horizontal line in your document Available under Picture inserts a picture directly from your scanner or digital camera Allows you to insert objects such as sounds scrolling text and form buttons in your Web page Allows you to create a document based on a preset set of background images colors and document styles New Commands Available from the Word 2001 Menu Bar Chapter 1 Discovering Office 2001 21 New Command Function Tools Menu Dictionary Accesses the built in dictionary Flag for Follow Up Works with Entourage to set up a reminder that informs you when it is time to resume work on your document Help Menu Turn Assistant On Activates or turns off the animated Office Assistant Turn Assistant Off Table 1 2 New Commands Available from the Word 2001 Menu Bar continued Introducing Excel 2001 Although Microsoft Word 2001 may get most of the attention Excel 2001 see Figure 1 9 has its share of changes that will greatly simplify the often convoluted process of creating a spreadsheet We ll cover this subject in more detail in Chapters 16 through 19 Here s a br
36. rmatting This feature is improved in Excel 2001 It lets you carry over existing Excel formatting when you refresh or change the layout E Improved Import and Analysis Features In Excel 2001 data can be easily imported into your worksheet from other programs You can avoid extra steps in typing and formatting the information Text file data can he handled in the same fashion retaining formats and formulas E Improved Web Queries It s now easier to perform a query or search of data on the World Wide Web The new improved query function includes sample Web queries to simplify the task of locating data E FileMaker Import Wizard One of the missing features of Office for the Mac has been a database program such as Microsoft s Access which still remains a Windows exclusive However this new Import Wizard lets you retrieve data from Apple s powerful database application FileMaker Pro Introducing PowerPoint 2001 Microsoft PowerPoint 2001 see Figure 1 10 has progressed way beyond simple online slide shows As you ll see in the next few pages it offers new features that let you create powerful presentations Chapters 20 through 22 cover this subject in detail In the meantime here s a list of the new and improved features E Project Gallery As in all other Office 2001 applications the Project Gallery simplifies creation of a new document Just choose the template or wizard you want and you ll be able to produce a more professiona
37. rogram of its type The Carbonized version that comes with the Office v X installation integrates with your Hotmail or Passport accounts and also works with Office Notifications and Microsoft NET to provide extra notices about events and news And of course you can track your online buddies I won t get into the ongoing dispute between Microsoft and AOL about compatibility between the two systems For now you have to keep separate buddy lists for each service But maybe someday Web Based Tools Microsoft s MacTopia Web site http www microsoft com mactopia offers contact information online maps templates clip art and reference services that you can access to enhance your contact information in Entourage or the appearance of your Word Excel and PowerPoint documents 32 Office 2001 for Mac The Complete Reference 600 MSN Messenger 3 Add Send Page Mail 1 x Gene Steinberg Online Online z None Not Online Irving Kwong Figure 1 12 MSN Messenger is Microsoft s popular instant messaging client E REALbasic Support If you ve played with Microsoft s Visual Basic on the Windows platform you ll appreciate the ability to develop custom user interfaces and macros for your specialized documents Introducing Microsoft Entourage X Office v X offers a major update to the user interface of the newest element of the Microsoft Macintosh Office suite Entourage X see Figure 1 13 The revised UI t
38. so each user can have his or her own account information messages reminders and so forth Introducing Word 2001 Here one by one are brief descriptions of the new features of Word 2001 Following this list is a roundup of the changes in commands as compared to Word 98 so you can see how to access familiar functions with the new version of the program You ll discover the power of Word 2001 in Chapters 11 through 15 E Templates Rather than creating your document formatting from scratch Word 2001 offers you hundreds of templates to help simplify the process of getting started A template is simply a document with all the formatting elements in place ready for you to customize or insert your information They re defined by category so you can easily select the ones that apply most to your project The Value Pack on your Office 2001 installation disk described in Chapter 2 includes extra templates and clip art for you to install Chapter 1 Discovering Office 2001 11 If you choose a template or wizard that requires a different application than Word no problem Once you ve set up your document the appropriate Office application will be launched if it s not already open E Wizard Sometimes known as an assistant a wizard helps step you through the design process so you can easily build a document or use a particular program feature without having to enter all the formatting information manually Word 98 offered wizards for suc
39. t your needs The following pages list many of the most important new features of Office You ll find full instructions on how to take advantage of them in the other chapters in this book Did you buy the Office applications separately Excel 2001 PowerPoint 2001 and Word 2001 are available in separate retail packages You can use the chapters in this book that refer to those programs just as if you had bought the entire Office package in one box make that CD Introducing the Project Gallery Microsoft s answer to the dilemma of how to get started is the Project Gallery see Figure 1 1 This floating palette is sort of a one stop shopping center that lets you select the kind of document you want to create and then choose from a wide array of templates and wizards to set up that document You don t even have to specify which application you want to use Based on the choices you make in the Project Galley the correct application will be selected and opened for you automatically We ll cover this subject in more detail in Chapters 3 and 4 Chapter 1 Discovering Office 2001 5 Category Blank Documents My Templates gt Business Forms gt Home Essentials Labels Letters Envelopes gt Menus amp Catalogs Newsletters D gt Planners gt Presentations gt Web Pages gt writing Tool box View Show All Office Documents Z Figure 1 4 The Office 2001 Project Gallery is a convenient starting point for cre
40. te A10ySIH younas yooqdo ns September 25 2000 Join our forums Visit our new Max OS Post a Tip Win a Book We re looking for tips tricks and news tidbits about Macs and related subjects Please submit your tidbits via e mail 3 g r 5 3 2 amp 2 click here We re looking for original information not something you ve read in a book or article On a regular basis we ll award one of Gene Steinberg s bestselling Mac books see the list of current titles below forthe best tip received Don t forget our newest contest Sign up for our weekly Mac Night Ow Newsletter and you may be a winner See our newsletter section belowfor details Search This Site X Beta board Each day more and more people discover our message boards We have ongoing discussions on Mac OS 9 the new Mac OS X public beta Mac troubleshooting issues and more Click here to participate New Have you had a hardware problem with your Mac Check out our War Stories message board Search powered by MyComputer com s SiteMiner Internet zone Figure 1 8 This sample Web page viewed in Microsoft Internet Explorer shows how you can produce some sophisticated work with Word s HTML editing features 18 Office 2001 for Mac The Complete Reference E Data Merge Manager One particularly useful feature of Word though difficult to use is Mail Merge Word 2001 makes it easier to create form letters enve
41. ter and producer for stations spanning the USA from Minnesota to the northeastern Philadelphia suburbs I 4 After he got involved in another publishing venture again as editorof a New Age magazine he founded a small design studio to provide art and typography services for the publication When the magazine discontinued publication some years later he continued to work in the desi gn and publishing production industries but also freelanced as a writer and editor on a variety of subjects I 4 4 o l amp N ia 2 amp During that period several of his science fiction science fact articles appeared in Saga UFO Report and Beyond Reality 4 BETZ Page 1 172 ati L T o ss2_ Oe Orec ORK Oext Cove Figure 1 11 The look of Word v X typifies the new look for this application suite Chapter 1 Discovering Office 2001 31 Enhanced Compatibility Office v X files are completely compatible with Office 2001 and Office 98 so you can easily exchange files with Mac users who haven t migrated to the Mac OS X version yet In addition Office applications are compatible with Office for Windows 97 Office for Windows 2000 and Office for Windows XP New on the compatibility list is support for AppleWorks 6 2 and the current version of FileMaker Pro version 5 5 Revised Office Notifications Whether or not an Office v X application is running appointments and tasks can be displayed in a conveni
42. ting Palette displays many of the Word commands you ll use most often The choices change if you switch to Excel or PowerPoint Chapter 1 Discovering Office 2001 Support for New Open and Save Dialog Boxes Apple s enhanced Open and Save dialog boxes sometimes called navigation services are fully supported by Office 2001 see Figure 1 3 The Shortcuts feature lets you jump right to the desktop the drives available to your Mac or networked Macs A Favorites feature lets you add folders and disks for fast access Recently accessed documents are also listed Introducing Microsoft Entourage Microsoft s free Outlook Express has been regarded as one of the best e mail programs even when compared to a popular commercial alternative Qualcomm s Eudora In addition to managing your Internet e mail accounts and newsgroups the program has a convenient Address Book feature that stores basic contact information beyond the e mail address including phone numbers and physical addresses Microsoft took this worthy beginning and melded it with a personal information manager PIM and dubbed it Entourage see Figure 1 4 As you ll learn in Chapters 5 through 10 this new application compares favorably with separate PIM software but it s also well integrated into the Office application suite Open Microsoft Word al synopsis 2 doc 9 15 00 Pal synopsis 3 doc 9 15 00 al Synopsis doc 9 15 00 W Treatments DOC 9 15 00 G
43. tist she refused to believe that I had actually created it in Excel and not a dedicated graphics program Introducing PowerPoint X Changes to PowerPoint X are extremely light aside from appearance and usability enhancements related to Mac OS X The most notable new feature Packages lets you collect all of the elements of a presentation such as images movies and sounds and put them ina single folder for easy transport to other users This feature is reminiscent of the collect for output capability you find in dedicated page layout programs such as Adobe InDesign and QuarkXPress ___ Summary Although the contents of the menus and dialog boxes in Excel PowerPoint and Word appear similar to those in Office 98 aside from the obvious Aqua related changes in Mac OS X in fact vast changes have been made to make Office s powerful features easier to use This means that you can create even complex documents more quickly than ever before In the next chapter we ll explore Office 2001 and Office v X installation from the simple drag and drop setup to complex custom installations configured to match your needs
44. to see if drivers for the product are present E Web Integration In previous versions of Word you could save your documents in HTML format for publishing on the World Wide Web In Word 2001 the Web authoring features have been greatly enhanced One important new feature gives you the ability to preview the page before it s saved in the Web browser of your choice no it doesn t have to be Internet Explorer although a copy is included on the Office 2001 CD In addition Web pages can be optimized for best display in a browser thus reducing file size and creating pages that load faster There are also tools for creating visual effects editing and optimizing graphics adding sound and video and tapping a collection of clip art for special effects and borders E WSIWYG Web Editing The WSIWYG what you see is what you get feature is similar to what you find in separate Web authoring programs You can create Chapter 1 Discovering Office 2001 17 a Web page with text pictures fonts sounds and more and never get involved in the raw HTML code on which it s based you just have to look at the end result fully formatted see Figure 1 8 If you like of course you can view the HTML source code to perform fine tuning Welcome to The Mac Night Owl e amp y Refresh Home AutoFill Print Mail JHEV RE LANDING SOYIOAD4 y eockoinSkk lt TRE Mace NIAI Owl Your Complete Mac Support Si
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