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Office 2003 Bible

1. 189 Adding shading etc o ao 191 Inserting Pictutes 6o ook oe e ovo cR Ro ba R 192 Inserting picture file sche nora sr ases RR REO S 193 Inserting Clipart mos xS OW RS 193 Inserting an image from a scanner or camera 195 Inserting AutoShapes e eee eee eee 195 Inserting WordArt posie racci Rr RR e Be eas 197 l serting a drawings c see wl ki ak Ge ee R OM Mn es 198 Summary 4i ded ede bro a 439 POR BASS OED Ee eS ES 199 Contents XXI Chapter 10 Working with Others on Word Documents 201 Collaborating with Many Users ona Single Document 201 Inserting comments 1 s 202 Inserting voice Comments 204 Inserting handwritten comments sn 205 Finding and working with comments 205 Tracking Changes in a Document o o a 206 Tracking changes during editing 206 Using Versis i x maus Ga wok eR A a RETE ew ea E 210 Saving Versions 210 Working with earlier versions llle 211 Protecting Your Document ra cs vea or y y pe doy Ps 211 Ensuring document security with digital signatures 214 Using Master Documents 0 00 eee eee ee eee 214 Creating master and subdocuments a oa 215 Converting documents to subdocuments 215 Rearranging and editing subdocuments 215 SIDA ara a MULT TUTUP oe a tees 217 Chapter 11 Using XMLinWord
2. 809 Generating Usage and Other Reports 2200 810 Global Sit Editing 3 05 cae aa a RUE S 812 Spellchecking your entire site aaa 813 Tracking tasks for your entire site 813 Replacing throughoutasite o 815 Publishing Your Sit sacosa ha N d EN Se Ge ee a ES 816 Getting More Information o 819 SUMMALY di hs oe Gale RR Bdge eie Reap SR bok ad Ras 820 Chapter 41 Creating Web Pages in Other Office Applications 821 Saving Documents as Web Pages 0 o 821 Phe role of XMLa agorar aati oe oe KO eR A ras 821 Previewing documents in your browser a s a soaa aa 822 Changing Web page titles 22e 822 Setting Web page options 0000000 822 Making allowances for browser capabilities 823 Dealing with Office s automatic support folders 824 Saving Web pages as single files naana aaa 825 Contents XXXV Working with Hyperlinks o e eee K 825 Jumping to specific locations in documents 826 Controlling the look of hyperlinks o 828 Access and hyperlinks o 830 PowerPoint and hyperlinks 831 About Graphics in Office created Web Pages nanana aaa aaaea 832 Working with gifand jpgimages 832 Saving graphics in png format 832 Using vector graph
3. 108 Table Properties vee 0 R a a E Sow ek a ae 110 Contents Using Sort and Formulas o 000 eee eee eee 113 Using Sort osa eR GOO ER re Y Sy De eS 113 Using formulas sa erodi 4 RucR a Sg EORR o S xr Uie 114 The Tables and Borders Toolbar o oo 116 The Change Text Directioncommand 116 Using AutoSum os e soret erua tost to u na eei e a ES 117 SUMMARY et a he ee en eee Ba Tm 117 Chapter 6 Forms Fields and Merging 119 Using Fields 2 40064 64 04 60 04 996 9 ad 119 Whabcanfields do cR RR dp wee re 120 Viewing fields vss o RR a RU Res 121 Inserting fields ses uu oh RE xoxo Ro eas RR REL od ms 122 Updating fields si 22h Eo UR Rr oa 9o Sa eS 124 Formatting fields s 6 6 0 A 6 ra e RR UC RD 124 Using fields to perform calculations 125 Creating and Using Forms 00000 eee ene 126 The Forms toolbar 2i Sars gad Bb don GO ee eee a 127 Inserting aformfield o 128 Protecting your form and fields 133 Using Mail Merge ee 133 The Mail Merge task pane o R aT A R RR a 134 The Mail Merge toolbar ee 141 SUMMA oa a ES DA Goes ss ME 142 Chapter 7 Outlines Tables of Contents and Indexes 143 What Is an Outline 21 4o Rd ghee bee bee Phe eed 143 Using Outline View els 144 Creating and Modifying Outlines o 145 Rearrangi
4. ec Display or hide a workbook or sheet F v Dow Al Do ome or more of the following DP Quia a hidden natio i the Window marss chch Unhide 9 thie Unh de Command unable the woriiook die nof conta iden Maats D beth the Rename and Mide commands are unawalabie C wv eorio is protected frem structural changes Toi need to remove protection from the wearhbook bo determine atar sheets are hidden OBOA grolection ey renure E r i P now in he Tools monu pont to Protection and then cick Unprotect Workbook F prompbed ortar the patted nad when the workiosik wat protected Paramordi are Case sende You mait type he password axadtiy 16 it vous created including uppercase amd loxercase letters gt Wh the Unhide workbook bor double click Gre nara of the Madden workbook peu vant bo laie D Quia a hidden shoot n the Formal menu part te Sheet and then c Unhide aes hat mogu the property ret Verytidden with Vitas Bant macros amd haee prodiens vut TOO dest contact i Figure 1 7 A typical Office help topic Chapter 1 Welcome to Your New Office 13 You can access Help from an Office application in three ways Type your query into the box in the upper right corner of any Office applica tion look for the grayed out text Type a question for help inside the box Enter a question such as How do change text color and then press Enter Press F1 or choose the menu item for the current application from the top of the H
5. 893 WordArt designer t xt 151599 We te Ew m Sa RU 897 Adding a diagram oko ae Rue bu RA A 897 Working with color line and texture 898 Adding shadow and 3 D effects ooo o 900 Customizing shadow and 3 Deffects 900 Organizing and aligning graphics 901 Formatting Objects The Master Control Center 904 Using WordArt 4 0 2484 R oh ER URP EA ES 906 Creating a WordArt object llle 906 Editing and formatting WordArt aaa aaaea 908 Using Microsoft Equation Editor o 910 NI AA PPP 911 Chapter 44 Using Microsoft Office Document Imaging andScanning 913 Scanning Documents 22e 913 Choosing a scanner eee eee ee eee 914 Managing presets ss o 4 ca a4 eS ee T ba Aas 915 Opening and importing files lr 918 Viewing Documents 2 s 918 Using Optical Character Recognition OCR 920 Annotating Documents 921 Customizing Microsoft Office Document Imaging 922 Distributing Documents 3 4 eles HE OS AR X0 WX 924 Summary aT K Z K Re wc EE R OOS EA a d RE S 924 Chapter 45 Using Microsoft Office Picture Manager 925 Adding Picture Shortcuts 1 235 ko EROR hU ERR Ros e 925 Adding shortcuts to individual folders 926 Automatically locating pictures and adding shortcuts 928 Contents Editing Pictures v eae wey
6. File Edit View insert Format Tools Data Window Help 8x Dco 7456 19 4 00 B 0 84 3 f Al amp i A B D E F G H 1 peste file Search x ES 3 Search for 4 Search best 5 6 7 cy 8 G Search Tips d Other Search Options T Sein ch ns 12 Setiected locations w 13 Peanuts should be 14 Selected file types E Fast sean hung e curently desatlied 17 Seach optiona 16 See aho 19 Qj Ad anced fle Sands 2 a Research 22 OB rotes tocum 23 24 i 45 Y M 4 mi Shanti Sheet2 Sheet3 Is gt Rowdy LU Figure 1 5 The Basic File Search task pane helps you find Office files quickly and easily fray Tip Search looks for all forms of a word you enter in the Search text box If you enter run for instance it will also find files containing running and ran If you re searching your Outlook mailbox and you re working in English you can frame your search query using natural language just as if you were talking to a human being in other words For example you could type Find all messages received today In the Search in text box specify at least one place in which Office should search The proffered list of possibilities includes My Computer My Network Places and Outlook You can narrow the search by specifying only certain folders Finally in the Results should be text box specify which types of file to search for Anything Office Files Outlook Items o
7. o 521 XXVIII Contents Using Calendar 2 253 rar Rede x wae SE UPC PAGE Ss 522 Creating and Managing Appointments and Events 524 Importing Appointments and Events o 527 Sending Calendar Information to Other Users 528 SUMMARY ix exec eos UE RE Ee Ee oe ee RT oes 529 Part V Using PowerPoint Chapter 26 Beginning a Presentation 535 Planning Great Presentations llle 533 The virtues of simplicity 534 Working with the PowerPoint User Interface ls 534 Choosing a Slide Layout llle 535 Using Slid Layout 2 2655 sacia pee Behe ea hae RTE 536 Using Outlines to Plan and Organize o 537 Creating an outline in PowerPoint 538 Adding subheads e 538 Importing an outline e 539 Reorganizing an Outline o 540 Formatting text within an outline 542 Navigating Through a Presentation o 543 Summary diia aa o A a 544 Chapter 27 Entering and Formatting Text 545 Entering and Editing Text e 2 24 Rok RE RUP S e RRR RE X 545 Entering text in the outline pane oo o 545 Entering text in the slide pane llle 546 Editing text rs 548 Importing Text from Other Applications aooaa aaa 549 Copying and pasting ss
8. 2l 2s 533 Chapter 27 Entering and Formatting Text anaa aaa 545 Chapter 28 Using Templates and Wizards ll 559 Chapter 29 Creating Charts and Tables 575 Chapter 30 Adding Graphics and Special Effects 599 Chapter 31 Finalizing Your Slide Show lll 617 Chapter 32 Fine Tuning Your Presentation sls 645 Part VI Using ACCESS os eos RR s Sonne we dear ees 657 Chapter 33 Fundamentals of Access o 659 Chapter 34 Creating a Database o 667 Chapter 35 Working with Forms llle 689 Chapter 36 Using Queries cuo Pow s RU a 705 Chapter 37 Generating Reports e eee eee eee 729 Chapter 38 Access and XML 1 751 Part VII Office andtheWeb 761 Chapter 39 Designing Web Sites with FrontPage 763 Chapter 40 Managing Your Web Site with FrontPage nasaan aaan 799 Chapter 41 Creating Web Pages in Other Office Applications 821 Part VIII Collaborating in Office 859 Chapter 42 Building Integrated Documents o 861 Chapter 43 Universal Drawing and Graphics Features 875 Chapter 44 Using Microsoft Office Document Imaging and Scanning 913 Chapter 45 Using Microsoft Office Picture Manager 925 Chapter 46 Collaborating on a Network lll 945 Chapter 47 Windows SharePoint
9. x 219 What Is XML lees 219 Saving a Word Document in XML Format 221 Creating an XML File with a Schema ln 222 Adding A Schema woods A Se K a Eo 222 The XML Structure task pane aoaaa 224 Applying a schema to an existing document 226 Removing tags and changing attributes aoaaa aaaea 226 Validating your document 0 000 eens 227 About Smart Documents a 228 SUMMA a VULT T E EET 228 Part 111 Using Excel Chapter 12 Worksheets and Workbooks 233 Understanding Workbooks 0000 eee eee eens 233 Opening new workbooks ee ee ee 235 Opening existing workbooks 0 0 000 ee eee 236 Working with Worksheets 237 Identifying rows and columns seen 237 Moving around th grid s ce es ee cade OR RUE S 238 Using the Go To command 00 eee eens 240 Adding and deleting worksheets noaoae a 241 Changing the default number of worksheets 242 Moving and copying worksheets sls 242 Renaming worksheets ee G 244 Changing worksheet tab colors lll 244 XXII Contents Selecting and Using Ranges leer 245 Using Absolute and Relative References o 246 Using absolute references s pcr egoa RR x X Rr 247 Using names 4 424 2444 64 Ba ME ER ERA we X v AE 247 Saving and Closing a Workboo
10. 330 Using the drag and drop method 331 Modifying how you Copy 0 eee eee ee ee 331 Using Range Names in Formulas llle 332 Using Arrays in Formulas x 4g p e RU Rep E SEO ee a ae 333 Understanding Functions o sace e ca acea k e leen 335 Inserting Functions R R aan Ei R a aa E 335 Using AutOSum 4 0 Te 4 6408 a Poe eee dba 337 Using Other Automatic Functions 2200 338 How averages Work 4 soo bo e 9o y Uy Sa R N 339 Determining the maximum and minimum values 339 Counting numeric values 22e ln 340 Using Links sor 2 mb Sb a BG BA DOO E E Ted 340 SUMMARY sida a A dd a ia e int E 342 Chapter 16 Lists and Databases 343 Understanding Lists and Databases o 343 Deining SIS aora o Se TIMES 343 Records and fields 2 020000 0000004 344 Working with Databases R RRR RR RRR o 345 Formatting labels 222 345 Creating a database o e eee 345 Entering and Editing Records 0 o e 347 Using the data entry 0rM o o o 348 Using keyboard entry 222 26 9o m owed ae we es 350 Data validation parameters 000000 350 List text length and custom values ss 352 Error Messages 432399 Ro eR REE ovo dU Ev RS 353 Cell inp t messages 52 430514 30x BG ados 355 Sorting and Filtering Data o 35
11. i Once you ve saved a document once choosing Save again doesn t open this dialog box instead it overwrites the previous version of the document with the currently open version If you d prefer to save the new version of a document without over writing the previous version or if you want to save the new version in a different file format or in a different location choose File gt Save As This will open the Save As dialog box again enabling you to give the new version of the file a new name perhaps for version tracking and or a new format or save it in another location such as to a different folder or to another drive 8 Part Getting Started Closing documents To close a document without closing the application click the closest X in the upper right corner just underneath the topmost X which closes the entire applica tion Alternatively choose File gt Close If you haven t saved the current version of the document the application will ask you if you want to save any changes you made to that file Choose Yes to overwrite any previous version with the current version No to keep the currently saved version without preserving any changes you may have made to it or Cancel to return to the application without saving Working with Smart Tags and Task Panes Tip Smart Tags and task panes introduced in Office XP and further developed in Office 2003 provide quick access to commonly used commands Making good use of
12. occur RR RE RE 299 Creating Charts with Chart Wizard 000000 299 Understanding Chart Types llle 304 Modifying Charts usos ito us pee REGES BS Be Soha EUR 305 Changing chart types ee 306 Modifying and adding source data o 306 Changing chart options ee 309 Changing titles 309 Change axes teta ow ve ORC e HRE T HG a es 310 Changing gridlines ee A 311 Changinglegends 22222 311 Changing data labels 312 Changing data tableS 313 Relocating a Chart o 314 Adding trendlines resli estrada Bee Re o a 314 Formatting Charts oi a RD SEES 315 Handling 3 D Chart Views 316 Using the 3 D View dialog box 317 Using the Corners method llle 317 Enhancing Charts 0 ira sete ta uw v duos m m eS 318 Saving Custom Chart Formats 322 nnnc M rc 323 Chapter 15 Formulas and Functi0nS 325 Working with Formulas 000 eee eee eee 325 Creating aformula 2222 326 Understanding operator precedence les 327 Displaying and editing formulas 328 XXII XXIV Contents Copying and Moving Formulas R RRR 329 Copying via the toolbar or menu o 330 Using the Paste Special command
13. left margin l Notes highlight something of particular interest about the current topic or expand 0n the subject at hand Tip These icons clue you in to hot tips or show you faster better ways of doing things Caution If a process holds some risk of losing data irrevocably altering a document or annoying the heck out of you this icon will warn you about it Cross A This icon points you to another section of the book where additional information Reference an the current topic can be found L Please note also the following typographical conventions When we tell you to use a particular command from a menu we ll write it like this Choose File gt New That tells you to pull down the File menu and select the New command If there s another level of menu beyond that it ll look like this choose View Toolbars Formatting Keyboard commands are written like this Press Ctrl A That means to press the Ctrl key and continue to hold it down while you press the A key Xl I Preface What You ll Find in Sidebars Sidebars provide related information examples or additional detail about a topic Generally the information in sidebars while interesting isn t critical to understanding how to use an application so you can skip them if you like We d prefer you didn t though after all we put a lot of work into writing them Where Should Start With such a complete and thoughtfully designed resource a book
14. W Customizing the shortcut menus Shortcut menus are the context sensitive menus that pop up when you right click on something in Office and you can customize them too Again open the Tools Customize dialog box This time you want the Toolbars tab Scroll down the list of toolbars until you find Shortcut Menus and switch to the Toolbars tab Scroll the Toolbars list to find a Shortcut Menus item Check the Shortcut Menus box and Office displays a special toolbar for customizing shortcut menus see Figure 2 8 For some reason Excel doesn t have a Shortcut Menus item Figure 2 8 The Shortcut Menus toolbar in Access The Shortcut Menus toolbar groups the shortcut menus for the current application into categories indicated as special menu buttons on the toolbar When you find the shortcut menu you want click on it to display the items on that menu Now you can work with the shortcut menus just as you did with the regular menus and tool bars dragging items from one shortcut menu to another or adding items from the Commands list in the Customize dialog box Chapter 2 Using Office s Menus and Toolbars 29 You may have to do a lot of repositioning of the Customize dialog box and the Shortcut Menus toolbar to ensure that you can see everything you need to see at the same time Restoring the original menus and toolbars Gone a little overboard on the customization and can t remember what s what To reset a menu to its
15. on a variety of topics to children s nonfiction to young adult science fiction and fan tasy A former newspaper reporter and editor he writes a science column for news papers and radio and hosts a weekly TV phone in show about computers and the Internet He s also a professional actor and singer Ed lives in Regina Saskatchewan with his wife and daughter About the Contributing Authors Allen Wyatt an internationally recognized expert in small computer systems has been working in the computer and publishing industries for almost two decades He has written almost 50 books explaining many different facets of working with com puters as well as numerous magazine articles His books have covered topics rang ing from programming languages to using application software to using operating systems Through the written word Allen has helped millions of readers learn how to better use computers Allen is the president of Discovery Computing Inc a computer and publishing ser vices company located in Mesa Arizona Besides writing books and technical mate rials he helps further the computer book industry by providing consulting and production services Allen also publishes a free weekly newsletter for users of Word and Excel You can find more information at www VitalNews com Bill Rodgers is a computing consultant from Newcastle Australia with a passion for V8Supercars and Rugby league and Rugby Union football Bill specializes in Offi
16. 10 11 12 13 14 15 16 17 16 19 20 21 22 23 24 5 v M a n Shots Sheet2 Sheet lc gt Ready um Figure 1 9 The Office Assistant not shown presents a balloon in which you define your help requests Working with the Help task pane Once you ve conducted a search for information it s displayed in a standard task pane At the top once again you ll see the Back Forward and Home buttons The main part of the task pane displays results from your search below that is an area labeled Can t find it with a link to tips for better search results Below that are links to Other places to look including Clip Art and Media Research and Microsoft Product Support Working with the Office Assistant The Office Assistant is an animated graphic that attempts to answer your questions and offer advice even before you know you want it even unfortunately when you most emphatically don t want it One of the most popular changes Microsoft made when it released Office XP the previous version of Office was to make the Office Assistant optional providing access to its basic functions through the Type a question box already described Obviously however enough people actually like the Assistant that Microsoft decided to keep it around If you re one of those users who enjoy getting informa tion from an animated paperclip then here s what you need to know Chapter 1 Welcome to Your New Office 15 The Offi
17. 606 Working with MOVIES e g soi e wa A RU e RR A 607 Using Slide Transitions occse s sace sast pp ie rad neda ES 608 Selecting the slides 608 Adding transitions aaa a 608 Using Animation Schemes E A S 609 Applying an animation scheme aooaa oaa a 610 Applying custom animations oaoa aa a 611 Creating Actions 6d Gee a S Rer ee dem ed 612 Action DuttonS 4i a R dedo xem A 612 Creatingasampleaction 000000 e 614 Action settings ias 3949 ra ta Eure ed R Ged TD 0 615 SUMMARY e cce P dE PU Senn ok ete ea eee Des Grade wena E S 615 Chapter 31 Finalizing Your Slide Show 617 Creating aSlideShow o e a a 617 Rearrangingtheslideshow 617 Hiding slides 4 4 cunc ox Sexe X e 618 Adding comments sa sepata Mee xe ad e 619 Adding speaker notes 0 0 eee eee 621 Handouts sis sexe oru oe ee ee SEE RUE She ee da 622 Summary slides 44x cwm ER a Boe SR Y R RS 623 Playing the SlideShow o o e e 624 Moving between slides ee ee eee 624 Writing on slides annotations oo o 625 Setting up the slid SHOW sire aaiae Sw a tara 626 Custom slide shows eee R ee eee 629 Using Recorded Narration 0 0000 ee eee ee eee 630 Recording anarration 200 0000 ee eee 631 Rerecording narrations 3 ka ee RR OX wee 632 Packaging Your Presenta
18. AutoShapes 387 Using WordArt sls 390 SUMMARY Ae E 393 Chapter 18 PivotTable and PivotChart Reports 395 Working with PivotTable Reports llle 395 Creating PivotTabl s s e lt s suo kk ios aa 396 Understanding the PivotTable toolbar 401 Modifying PivotTables 402 Formatting PivotTables 404 Working with PivotChart Reports o 406 Using PivotChart r ports 2 222 a wed bare as 406 Altering PivotCharts R E RRR R le 407 mnn CTTT r m 408 Chapter 19 Using Excel to Analyze Data 411 Creating and Using Data Tables o 411 Dealing with a fixed series of variables 411 Solving a sample problem o llle 412 Using Goal Seek i s gen asta a R a ee 414 How it works lere 414 Solving a sample problem o o 414 Using Solver ninaa ea e aa edv y a a aa 416 Installing the Solver add in o o 416 Solving a sample problem o o 416 Circular References and Iteration o o 420 Circular references as errors co cno cies au o 420 Using circular ref rences 4 422 596 ao Aa 3 421 Using the Circular Reference toolbar 422 SUMMA iaa aaa o ipd o Goi ee as 422 XXV XXVI Contents Chapter 20 U
19. C Link Cells Moe n y _ Create mow wobdbooh EN 8 Y n Y n Summary Operating Z Workshop J Fall Show Brunch Z Spring lt gt Select destination amd cress ENTER or chooce Paste NUM Figure 1 4 Smart Tags and task panes can help you accomplish your Office tasks quickly and easily Using Office Search Effectively Another useful feature in Office 2003 is an enhanced search capability that makes it easy to locate specific documents both on your computer and on the network it s connected to if any It will even search through all the messages you ve stored in Outlook To access Search from any Office application choose File File Search This opens the Basic File Search task pane shown on the right in Figure 1 5 This task pane contains three text boxes In the top text box Search text enter any keywords that might help identify the file The program will look for files containing those words in the name of the file in the body of the file or in any keywords assigned to the file The more words you enter the more specific the search You can also use wildcards The asterisk can stand for any number of characters Thus a search for h p would return everything from hip and hop to hoop hyssop and horsewhip The question mark stands for any single character using h p in your search would return files containing hip hop and hep but not hoop hyssop or horsewhip 10 Part Getting Started
20. Move toolbars wherever you like floating them docking them or hiding them completely Using Word In This Part Chapter 3 Creating and Working with Documents Chapter 4 Working with Text Chapter 5 Working with Tables Chapter 6 Forms Fields and Merging Chapter 7 Outlines Tables of Contents and Indexes Chapter 8 Styles and Templates Chapter 9 Getting Graphical Chapter 10 Working with Others on Word Documents Chapter 11 Using XML in Word Por Creating and Working with Documents Bere of a thousand miles an old proverb says begins with a single step In Word a manuscript of a thousand pages begins with the creation of a new document Word provides you with a variety of tools for beginning and carrying out a new project some of which can even help you with the look and content of your document Creating New Documents Creating a new document in Word is so easy you don t have to do anything at all Word automatically presents you with a blank document the moment you start the program see Figure 3 1 That doesn t mean you have to restart Word every time you want to create a new document however You can also create a new document at any time by choosing File gt New This opens the New Document task pane see Figure 3 2 This task pane offers you five options Blank document If you re creating an ordinary paper document choose this option This w
21. That same century the Arabs learned the secret from prisoners m dui attack an an Arah city and from them nanermakino enread west The first Fur gt jo a gt 0 lt Draw Page 2 sec 1 E mahus OF Figure 3 9 The normal view is the easiest view to use when entering and editing text Here l ve used the Zoom control to boost the text size to 150 percent Print Layout view Print Layout view shows you exactly how text graphics and other elements will appear in the final printed document Print Layout makes it easy to work with ele ments other than regular text such as headers and footers columns and drawings see Figure 3 10 46 Part Il Using Word Tip Box 3754 Regina Sask SAP 3N8 TICKETS NOW AVAILABLE FOR REGINA LYRIC LIGHT OPERA S PRODUCTION OF GUYS amp DOLLS MAY 22 27 X Tickets are now available for Regina Lyric Light Opera Society s production of the hit Broadwa musical Guye de Dolls to be presented May 22 27 in the University Theatre Dr William Riddell Page 1 Set 1 un Mix ini Cd mahus OF Figure 3 10 Print Layout view shows you more accurately than Normal view what the finished document will look like Reading Layout view Reading Layout view is brand new to Office 2003 It s designed to make it easier to read and comment on documents and features two special toolbars of its own see Figure 3 11 You can also get to Reading Layout view by cli
22. activated by choosing Tools gt AutoSummarize analyzes your doc ument to determine the key sentences and then automatically creates a summary see Figure 3 23 You can choose how long you want the summary to be anywhere from 10 sentences to 75 percent of the length of the original and choose how to present it as highlighted sentences in the original document as a separate docu ment as an executive summary or abstract at the top of the original document or by hiding everything except the summary in that case a toolbar pops up that lets you show or hide more of the original document as you see fit AutoSummarize is just a starting point for an effective summary you ll undoubt edly have to edit the result considerably to get what you want but it can save you a lot of time and effort 60 Part Il Using Word AutoSummarize Word han examined the document and piled thee ventencoes most relevant tothe man home re Of drre gha ey points Puert an emotiva aun y OF adstrat at the bop of the document Sue y there the original document Create nem Mie everything but the donyment and pur the Sure y wetthiat tearing gradh of ay Feret of orignal as yl gt Summary 187 words in 12 sentences Original dincumenit 763 wordt in 40 certences V Update docsmant statistics click Properties on the fle maru v DT Figure 3 23 AutoSummarize analyzes your document and does its best to boil it down to a few key se
23. are comments and how do they work 653 7 What is a summary slide 654 8 How can I save a chart s design for future use 654 9 How do I change one AutoShape into a different one 655 10 How can I copy a complete presentation for use on another computer cuco cora a Vo VA EOS CU UP De Ea 655 SUMMARY grees e Gant veros Grd d S RUM E Rep worden de poe dose spes s 655 Part VI Using Access 657 Chapter 33 Fundamentals of Access 659 Basic Database Concepts e 659 Access tables RE OS ov a 660 ACCESS queries oue ao ta Be ida D 661 Access TOTS ii a A S XU ae SS ROPE 662 Access reportS ee 663 Planning a Database 0 000 llle 664 Look for organization leen 664 R d ceredund ncy soz scs oS RO ey GO aes 665 A A A a a E e a E O S 666 Chapter 34 Creating a Database 667 Creating a New Database o eens 667 Designing anewtable 669 Creating a table with a wizard 672 Creating a table by entering data 675 Creating a Table by Importing or Linking 676 Adding and Editing Data 00002 eee 677 Changing the Appearance of a Table o o 678 Setting row heightS ee S 679 Setting column widths o o e eee 679 Customizing datasheet p
24. as comprehen sive as its subject it may be difficult to decide where to begin Here are a few help ful hints To work with a specific application Word Excel Outlook PowerPoint Access or FrontPage refer to the pertinent parts and chapters in the book To work with a specific topic let the table of contents or the index be your guide 4 To find additional sources of information refer to Appendix D If all else fails simply turn the page and begin We re sure you ll find reading this book as enjoyable a process as using Office 2003 Acknowledgments A and thanks go to my agent Djana Pearson Morris all those who worked on this book at Wiley my acquisitions editor Jim Minatel my project editor Eric Newman the book s copy editors Luann Rouff and Kezia Endsley and the technical reviewers Diane Poremsky Tyler and Rima Regas Ben Schorr Echo Swinford and Herb Tyson and as always my wife Margaret Anne for sharing me with my computer Contents at a Glance Preface CC Gla nd GS eh ol ew we eS aS ee Sw eR a ix Acknowledgments EE a a E RR RRR TE xiii Part I Getting Started 0 cee eee 1 Chapter 1 Welcome to Your New Office 2 2 ee ee 3 Chapter 2 Using Offices Menus and Toolbars ln 17 Part Il Using Word be todas a ca wR ORE REB 33 Chapter 3 Creating and Working with Documents 35 Chapter 4 Working with Text 2 2 llle 65 Cha
25. bottom of the dialog box Word will ask you if you re sure if you are click Yes From then on whenever you start a new doc ument in Word using the same template you re currently using which by default is the normal dot template text will automatically have the new formatting Font Fon aada Spacing Text Peas Apaor rro Baganed Figure 4 6 If your readers will be using computers to peruse your document you can spice it up with one of these snazzy animation effects 74 Part Il Using Word Tip Keyboard shortcuts You have one other way to apply formatting to selected text Use the shortcut keys which some people find quicker to use when typing than reaching for a mouse The keyboard shortcuts for formatting are shown in Table 4 1 One of the most useful shortcuts is Ctrl spacebar which removes all character for matting returning selected text to the default 4 Table 4 1 Keyboard Shortcuts for Character Formatting Format Shortcut Bold Ctrl B Italic Ctrl 1 Underline underline words and spaces alike Ctrl U Word underline underline words but not the Ctrl Shift W spaces between them Double underline Ctrl Shift D Subscript Superscript Small caps All caps Change case from lower to upper or vice versa Hide text Remove formats Font Symbol font Point size Next larger size Next smaller size Up one point Down one point Ctrl equals sign Ctrl Shift plus sign Ctrl S
26. can also make it bold by selecting all the text in it and using character formatting Generally because charac ter formatting is what we use most often we tend to make it our first choice but if you re working with a large section of text remember that other formatting meth ods may be more efficient Formatting characters As just noted character formatting is what we use most often in word processing You see it everywhere in newspapers in magazines and in books including this one For example each level of heading from the chapter titles to the subhead just above this paragraph has its own special character formatting a specific combina tion of typeface size style and alignment If the primary purpose of text is to communicate then the purpose of character for matting is to help text communicate as effectively as possible by establishing an overall visual style enhancing legibility or emphasizing certain textual elements again like the headings in this book The Formatting toolbar The most commonly used character formatting options are available by default on the Formatting toolbar see Figure 4 2 Chapter 4 Working with Text Figure 4 2 The Formatting toolbar provides the most commonly used character formatting tools Character formatting tools on the Formatting toolbar are as follows the tools not mentioned in the following list are described in the section Formatting paragraphs Styles an
27. default appearance go back to the Customize dialog box right click on the menu you want to restore to its default appearance and choose Reset from the top of the shortcut menu To reset a toolbar to its default appearance go back to the Customize dialog box high light the toolbar you want to reset in the Toolbars list and click the Reset button Will That Be Hidden Docked or Floating Every Office toolbar can either be hidden docked or made to float Hidden tool bars can t usually be seen Figure 2 9 shows the other two types iG File Edit View Insert Format Tools A Slide Show Window Help tei paros m LRL je lt Side 3905 Oat mt Congr Enginh u 5 Figure 2 9 Here you can see both floating and docked toolbars including one docked along the right side of the PowerPoint window 40 Part Getting Started Tip m Displaying and hiding toolbars To display a hidden toolbar or to hide one that s visible right click anywhere on any toolbar or choose View gt Toolbars then check or uncheck the toolbars you want made visible You can also hide a floating toolbar by clicking the little X at the right end of its title bar Office also displays some toolbars automatically In Word for example whenever you enter Outline view the Outlining toolbar appears Something that doesn t appear on the toolbar list is the menu bar normally you can t hide it It does appear on the list of toolbars i
28. diverse applications to more easily share data over the World Wide Web e Cross For detailed information about XML and using it in Word see Chapter 11 Reference Caution Chapter 3 Creating and Working with Documents A Single File Web Page This is just what it says a Web page saved as a single file even if it contains graphics as opposed to A Web Page In this format a Web page that contains graphics will consist of the Web page itself and a new file folder containing the graphics A Web Page Filtered This cleans up the Web page removing Office specific coding that Office uses to re create Word formatting in a Web browser but that non Microsoft browsers might choke on A Document Template This is a good choice if you ve created the prototype of a document that will serve as the basis of many future documents Rich Text Format This is a standard format that preserves a good deal of formatting and can be read by a wide variety of word processors Plain Text This is just what it says plain ASCII text Essentially no formatting except paragraph marks survives the translation into plain text but on the plus size nearly any program can read it Previous versions of Word You can save documents in Word 3 0 for MS DOS if you want to This is useful if you are exchanging documents with someone who doesn t have the latest version of Word If your document contains formatting that wasn t supporte
29. eee eee eee 866 Moving and resizing linked objects 867 Editing and updating links 867 Using the Locked and Save picture options 868 Other Methods of Sharing Data 0 0 00 eae 868 Sending a Word document to PowerPoint 868 Analyzing Access data in Excel o o 869 Publishing Access reports with Word 869 Merging Access data in Word 870 Sending a PowerPoint presentation to Word 871 sharing Data with XML lt o se R he oe eR RRR a ees 872 SUMMA a a a CIE SS GC Sea RS 873 XXXVI Contents Chapter 43 Universal Drawing and Graphics Features 875 Inserting and Editing Pictures 200 000 875 Inserting Pictures cetro 3 876 Managing clip art and other content with the Clip Organizer 876 Finding clips onlin amp 233329 e 4 X G6 y EE S 880 Inserting pictures from a scanner or camera 880 Modifying PiCtUrEs eli Bis Gane Se She SS aS eS SR R RR S 881 Drawing Your Own Art csse ce sara dars edx imna ee 883 luserting basic Shapes uo awa a e RE 884 Inserting AutoShapes 22e 884 Moving resizing rotating and duplicating graphics objects 887 Reshaping AutoShapes RTE E A N 888 Using the gridi ic io he Pe ork Bo Se eel SS RO es 889 Working with text boxes and callouts 890 Drawing and editing freehand shapes
30. ending in a period a list of common ones is provided to ignore certain words that are supposed to have two initial capital letters such as CDs and to ignore other words that you can add to a list One handy use for AutoCorrect is to speed typing If there is a word or phrase X you re going to use often you can configure AutoCorrect to recognize an abbrevi ation of some kind that you select and replace it with the full text For example you could set it to enter your full name every time you type your initials AutoFormat As You Type Word can do more than correct mistakes automatically it can even automatically apply formatting which can save you a lot of mouse clicking and dragging To fine tune this capability open the AutoFormat As You Type tab of the AutoCorrect dia log box see Figure 3 21 55 56 Part Il Using Word AutoCorrect hol ent it quotes v diras 142 with superscript E wath Fraction character wiht aei d gt wd tac wihr al formatting rk paths wth by wilth tals and backspaces Figure 3 21 The AutoFormat As You Type options apply formatting automatically which can save you a lot of mouse clicking and dragging There are three sections to this tab Replace as you type Apply as you type and Automatically as you type Replace as you type Replace as you type will automatically replace certain items that can be readily entered via the keyboard with others that can t but
31. four appendixes Part I Getting Started These two chapters cover the Office user interface and offer basic information on such common tasks as saving and printing Part II Using Word The heart of any office suite is the word processor and with Word Microsoft Office has the most popular and powerful word processor in the world Here you ll learn how to put Word s power to work for you Part III Using Excel Excel is Office s spreadsheet application and like Word it s pretty much the standard in its field These chapters show you how to get the most from your worksheets X Preface Part IV Using Outlook Outlook is Office s application for managing e mail and fax messages as well as your time These chapters help you get the most from Outlook s powerful features Part V Using PowerPoint PowerPoint is Office s presentation software These chapters demonstrate how to make great presentations that communicate your message clearly and effectively Part VI Using Access Just as Outlook lets you manage messages and your time so Access lets you man age data and use it in other Office applications These chapters explain how Part VII Office and the Web FrontPage helps you create professional looking Web pages and manage them effec tively but you can also create Web pages in other applications These chapters tell you how to make use of both FrontPage and the main Office applications on the Web Part VI
32. is a vertical bar with two smaller horizontal bars on each end like a capital I This special pointer enables you to precisely position the cursor within the docu ment Simply move the mouse pointer to the desired location and click once The cursor a solid flashing vertical line will appear where you click The position of the cursor also marks the position of the insertion point the point in the document where new text will be entered the next time you start typing Therefore if you want to insert new words in an existing sentence for example click the mouse pointer at the spot in the sentence where the new words should appear This moves the cursor to that spot then type the additional words You can also move the cursor using the arrow keys By default any text to the right of the insertion point moves over to make room as you add text If you prefer however you can have your new text replace the exist ing text to the right as you type Just double click the grayed out OVR button in the status bar at the bottom of the document area or press the Insert key If you want to make overtyping Word s default choice for inserting text choose Tools Options click the Edit tab and check the Overtype mode box 2 Selecting text To replace an entire phrase or change the formatting of a section of text you first have to select it To do so use the mouse to position the cursor at either the begin ning or end of the section you want
33. might look or work better For example you can ask Word to replace the straight quotation marks on the keyboard with the curly ones that are usually used in books and magazines These options are self explanatory Just click their checkboxes to activate them Apply as you type The following five commands format text as you enter it so you don t have to do it later Automatic bulleted lists Select this and Word will assume you re creating a bulleted list whenever you type a gt or asterisk at the beginning of a para graph and follow it by a space or tab mark or type an O uppercase letter O and follow it with a tab mark The current paragraph will be tagged as a list item much like this list item and subsequent paragraphs will also be tagged and bulleted as list items until you press Enter twice or press Backspace to delete the last bullet in the list Chapter 3 Creating and Working with Documents 57 4 Automatic numbered lists This works exactly the same way as automatic bulleted lists except it looks for a number or letter followed by a period followed by a tab or space at the beginning of a paragraph Border lines Select this and Word will automatically apply a border to your current paragraph if you enter three or more hyphens for a thin border underscore marks for a thick border or equal signs for a double line border Tables If this is selected Word will draw a table if you enter a series of plus si
34. more on that in a moment You can also add a command to a toolbar using this dialog box clicking the Add button opens an Add Command dialog box that lists commands just as the Commands tab of the Customize dialog box lists them Rearranging commands may seem pointless when Office shows only the most com monly used commands by default however when commands are shown they re displayed in a particular order That s the order you can change here As well you ll often find yourself calling up full menus or floating toolbars using this dialog box allows you to organize those full displays of commands as you see fit Customizing individual buttons Your toolbars and menus are so customizable that you don t even need to have buttons that look like the default ones Office provides To change the appearance of a button choose Tools gt Customize again With the Customize dialog box open right click any button on a toolbar to open a shortcut menu with a full list of options related to the button s appearance see Figure 2 6 You can see this same list of options by highlighting the command whose icon you want to change in the command list on the Customize dialog box and clicking the Modify Selection button Tip Chapter 2 Using Office s Menus and Toolbars 25 Figure 2 6 Modify any toolbar button s Reset appearance with this shortcut menu Delete Name lncrease Font Size Copy Button Image Paste Button Im
35. regard to their categories If a command has an icon associated with it not all of them do it will be dis played as an icon on the toolbar to which you drag it If it doesn t have an icon it will be displayed as text only which takes up a lot more space Ty Figure 2 4 Use the Commands tab of Tcobars Commands Options the Customize dialog box to add buttons To add a command to a toolbar select a category and drag the for any command to any toolbar command eut of Gs dialog box to a tosda Agon AS He bner Tatio Kart Esc Soe red aat The Rearrange Commands command New in Office 2003 is yet another way to rearrange the buttons on a toolbar and add new ones or delete old ones The Customize dialog box now includes a Rearrange Commands button which opens the dialog box shown in Figure 2 5 24 Part Getting Started Tip Rearrange Commands Figure 2 5 The new Rearrange Commands Choose a mur or tedbar to resrrange dialog box offers yet another way to Marv br te personalize your toolbars and menu bars Sare s Sare as wed Page Choose the toolbar or menu bar you want to work with at the top Then use the list of buttons called Controls in this dialog box and the buttons on the right to customize the toolbar or menu bar as you see fit Simply highlight the command you want to work with and then choose Delete Move Up Move Down or Modify Selection which lets you alter the button s appearance
36. spacing This text has condensed spacing Raised text normal text lowered text Kerning improves the appearance of certain letter pairs such as those beginning with W by moving them closer together Below the pair on the left is not kerned the pair on the right is Wo Wo sork Page 1 Sex 1 yi ai int Cdi ST m Engen us a Figure 4 5 Here are some examples of what you can do with character spacing Chapter 4 Working with Text 73 Text Effects The third tab in the Font dialog box Text Effects see Figure 4 6 doesn t apply to documents you are preparing for printing but if your document is going to be read on other computers you might find that making characters blink shimmer or sparkle really makes them stand out Caution Characters that blink shimmer or sparkle may also be annoying to anyone trying to read your document so use these effects sparingly To apply any of the text effects just select the text you want to animate open the Font dialog box and then choose the effect you want to apply and click OK You can check each effect in the Preview area to be sure you ve chosen the one you want Setting default text You can also use the Font dialog box to change your default text for example from the usual 10 point Times New Roman to 24 point shimmering bold italic blue Arial Or anything else Just apply the formatting you d like to use as the new default and click the Default button at the
37. them can make your Office experience more pleasant and more efficient Task panes are windows that appear within an Office application to one side of the workspace They provide a list of commands you may want to use depending on what you re trying to do You ve already seen one in Figure 1 1 Like toolbars task panes can be made to float or dock against any side of the workspace you prefer To pull the task pane free of its default location click and drag the upper left corner of the task pane s title bar just to the left of the title where you see a column of small dots As you use any Office application you re likely to open a series of task panes You can move through these task panes just as you d maneuver through a series of pages you ve opened in your Web browser by using Back and Forward buttons located in the upper left corner of the task pane You ll also see a Home button Clicking this takes you to the application s most basic task pane which enables you to open a document or create a new document The Home task pane also includes a Search box that connects you to Office on Microsoft com provided of course you are online To close a task pane click on the X at the right end of its title bar or press Ctrl F1 Smart Tags are buttons that provide choices for enhancing content or layout in Office applications You don t call them up yourself instead they appear when you need them or at least when Office thinks yo
38. to select Then holding down the left mouse button drag the cursor backward or forward through the text The selected text is highlighted that is it appears in the reverse of whatever colors you re using white on black for instance instead of black on white See Figure 4 1 Once text is selected you can manipulate it in a number of ways from simply typ ing over it the new text will automatically replace all of the selected text to moving it cutting and pasting it and changing its formatting Chapter 4 Working with Text 67 File Edit View insert Format Toots Table Window Help x OSs FEW ICA x8 m amm 1 KG i 4 er lt have miler ree okie maet her t Photo malos Ria 620 gt Page 1 Sec 1 us aam ins Cdi mahus T Figure 4 1 Before you can work with text in Word you have to select it Although clicking and dragging is the most common way to select text there are other methods as well Position the insertion point and then hold down the Shift key and select text using the arrow keys If you hold down the Ctrl key too you can select larger chunks of text at once one word at a time if you re using the right or left arrow keys or one paragraph at a time if you re using the up or down arrow keys You can select an entire word by double clicking anywhere inside it you can select an entire paragraph by triple clicking it You can select an entire line by moving
39. what any standard Office button does by holding the mouse pointer over the button for a second or two In Office the message that appears is called a ScreenTip If you don t see the ScreenTips turn them on by checking the Show ScreenTips on toolbars box in the Options tab of the Tools gt Customize dialog box In a way then Office automatically personalizes your menus and toolbars as you work However you can override these selections by using a simple drag and drop system as described in the following section Customizing toolbars Chapter 2 Using Office s Menus and Toolbars 19 In Office a menu bar although it looks different to the user because its commands appear as text rather than as graphical buttons is simply another type of toolbar That means you can customize toolbars and menu bars in much the same way You can also put menus onto toolbars and graphical toolbar buttons onto menu bars Note however that phrase in much the same way There are enough differences between the way in which you customize toolbars and the way in which you cus tomize menus that the procedures are described separately Caution Displaying and hiding toolbars Changes you make to a toolbar or menu can t be reversed with the Undo com mand used for editing and formatting If you make a mistake you ll have to either manually undo the changes you ve made or use the Reset command see Restoring the original menus and toolb
40. word or phrase you re typing based on the first four letters and offers to complete that word or phrase for you It draws on information entered into the cur rent template 58 Part Il Using Word If you re using the Normal template which you use by default for example and you type the first four letters of any month of the year a little pop up tip will show you the complete name of the month Press Enter or F3 and Word inserts the com plete word for you If you want to ignore the AutoText suggestion just keep typing AutoCorrect Auftor qerect gt anoles Maf onat vi Show AutoComplete suggestions To accept the AutoComplete suggestion press Enter Test entries howe Figure 3 22 AutoText tries to save you keystrokes by guessing what word or phrase you re typing and offering to insert it automatically You can make your own additions to AutoText To do so 1 Type a word or phrase you often use and want AutoText to help you with 2 Highlight it Be careful not to highlight any spaces before and after it unless you want them to be part of the AutoText entry 3 Choose Tools AutoCorrect Options 4 Click the AutoText tab 5 Type a name for the entry in the Enter AutoText entries here field and click Add The next time you type the first four letters of that word or phrase Word will offer to complete it for you Chapter 3 Creating and Working with Documents 59 To delete an AutoText entry highligh
41. 1035 Contents Using Macros in ACCESS ei Re wae abe eRe Y ee a 1037 Creating an Access macro e 1038 Creating Macro groupS coxis 1039 Running an Access macro 2 eee ee 1039 Introduction to Visual Basic for Applications 1041 SUMMALY a eege sadr ear a 4 ews 1042 Appendix A What s on the CD ROM 1045 Appendix B Optimizing Your Office Installation 1055 Appendix C International Support and Accessibility Features 1059 Appendix D Finding Office Information on the Web 1067 XXXIX Getting Started In This Part Chapter 1 Welcome to Your New Office Chapter 2 Using Office s Menus and Toolbars Welcome to Your New Office Wye to Microsoft Office 2003 It s a powerful com plex suite of applications but don t let that intimidate you this book will get you up and running in no time even if you ve never used Office before If you have used Office before you ll soon find yourself as comfortable with the new version as you are with the old Introducing Office Applications What Do They Do Microsoft Office contains numerous applications each of which we ll be looking at The following list briefly describes the programs outlined in this book you may not have all of these applications installed depending on what version of Office 2003 you ve purchased Word A powerful word processor Word makes it easy to enter text i
42. 6 Sorting data c us sa eS Stroke da od ade e Sod SES 356 Filtering data iE Ee Bee EATER 358 Subtotaling data 274 04 4 wee X Rue x RE AE GNU AES 361 Using Excel Data in a Mail Merge llle 363 SUMMALY Cc 364 Chapter 17 Templates Forms and Graphics 365 Using Excel s Templates e e 365 Creating a Template esce RR RR sa 367 Determiningthetemplatetype len 368 Saving a workbook as a template 368 Creating your own template tab 369 Inserting custom worksheet templates 370 Contents Creating FOEmS i229 4449 Sank woo POS dos dep oe ae aos 371 Form controls 6034 n ez ow ESE EG Re ee eS 371 Using a control on a worksheet naaa aaa 373 Using macros with form controls 4 375 Protecting Worksheets and Workbooks o 377 Unprotecting cells and other elements 377 Selectively protecting cells o o 378 Protecting worksheets 2 T ani R a e ee ee eee 379 Protecting workbooks o s s a a w a poaa tea e ae a ee ee 381 Unprotecting worksheets and workbooks 382 Adding Graphics to Excel Worksheets ls 382 linporting images 29 co o vo CERE RP y AU vs 383 Importing from the Clip Gallery 384 Importing from other storage media 386 Importing from digitizing devices 386 Adding
43. A NR e a 575 Creating and Editing Charts o o 577 Editing Charts 12 ap roda RS ee wre ee da 581 Formatting Charts zese ad huai xh a a a 583 Formatting data SerieS s so sa pa sr o o ee ee 583 Format plot or chart area o o 585 Format legend xr Ga eee hon SSO ee Ee a XA NUR ETE 585 Format category axis 2 2 585 Format value axis c6 xd a pa wer A Peso Wege Gow hes 585 Addatrendline 3 023 wA REE a ETE ES 586 Mixed chart types 2 e 586 Saving custom charts eee eee eee 587 Creating an Organization Chart or Diagram 588 Inserting an Organization Chart sls 589 Inserting diagram 2 591 Creating and Editing Tables noanoa aaa 000 5 593 Creating a table is x aage aeia ERU OR GU ANE AS 594 Editing a table taria E Me MEA OSS 594 Inserting Excel Worksheets and Word Tables 595 Inserting an Excel worksheet o 596 Adding a Word table 598 Summary A A 598 Chapter 30 Adding Graphics and Special Effects 599 Adding Pictures and Multimedia 599 Adding images o iw eda oa AAA A E a 600 Adding an image from the Clip Organizer nnana a aaa aa 601 Inserting a picture from a file aaaea aaa 603 XXX Contents Inserting a Photo AlbuM 603 Working with sound o o e e
44. AUTGFOFM At 2 nux ah ede eS A E a a E 59 Smart Tags ik RE e ahve EU UE Se ea ee OPE 59 A toS ummiarlz6 exu pde x ERI Re MONDE SUA TE RM RS Y wu 59 Using Simple Macros 60 Saving Format Options uos sae ee be ew a ra 62 SUMMALY xeu Aw EE SSR Oe ee waa Se AE Oe 63 Chapter 4 Working with Text lt lt 65 Entering Selecting and Editing Text aoaaa 65 Editing text s ea sasea a a SS OE E 66 SelectingteXt o 66 Formatting lext 200 aii rad de RG we EG a os 68 Formatting characters e 68 Formatting paragraphs llle 75 Formatting pages gt seee reerd rai aiaa RRR A EE 82 Formatting sections RRR ee 84 Headers Footers and Page Numbers 86 Page numbering zon Z Ee a ee ORTU RR OE SRE A 88 Creating Footnotes oaoa 90 PANUNG ee we a ies Rk xx Meee t Rege a RUE qox EUR amp ER d pU 93 Summary 413 0934 X x a PME LUNGS S E A Ya TU 96 Chapter 5 Working with Tables 97 Creating Tables 45 sees bis nas dos We A 97 The Tabletool 6 04406 a0 dew ede eS AS ee ER Se 98 97 Draw Tables 3 2 xus oe Oe we Se aka as EEUU Mee 98 Insert Table 5 221633 e 28S bw dee hae DAE OS 98 Adding data ns sior macsi R T KR ee eee 100 Editing and Formatting Tables o e 100 The Table menu 9 3e o Gy 3x da 102 Using automatic formatting with tables 106 Other Table menu commands
45. Ae ee OS a as 929 Renaming pictures ee ee ee 929 Cropping pictures o kg ae eg es Be Ree OE A ew S 929 Using Rotate amp Flip e re sarae Be eRe Ges CARES a wae 932 ReSIZG 6s ad Sod e oS ORR SOR OUS Me ee SUE Ue Sew eae a ES 932 Touching Up Pictures lt u a sapii RER RR 49 S08 ue ee es 933 ANUtOXCOLFOeCt o ove ee ee he ee EUR we ues 933 Brightness amp Contrast d e a e a a a 934 CCOO da tk AN eee Ge De es se a ee ees 935 hon coimas Bed TT 936 Compressing Pictures RE RER koaa a LRE RA A 936 Sharing PICt tes 6 pepe be TRE rc vedo desee qs 938 Exporting PICt fes 222r dom Rp BLE A Ge dd 940 Choosmg loCatiOn iuc pak igna na RR EGO wu o SUR S 940 Renaming your files s de s em ese RUE GC REPE EE 941 Choosing file format 2 gu Rum See Re HE RR UR 942 RESIZING 45223 992 X ne or SOR ES EEE Fey Yos RES 942 Saving Your Edited Pictures sos s e RR om CR RR X E RES 943 Printing s 3 sci a tie EU ERU PEqASRqeSeaue ds 943 SUMMARY ii Shen ee oe oe eG See a ea 944 Chapter 46 Collaborating on a Network 945 Resource Sharing and Security 2l sln 945 Setting filesharing options when saving 945 Protecting documents 947 Using Information Rights Management tools 951 Sharing Excel Workbooks se e sabre dy 3 wor wed ae qs 954 Creating a shared workbook 00 eee eee 954 Reviewing changes 2 ee 956 Collaborating in PowerPoint 0 0000 cee
46. E idi ep od AA orit AAA A m m mm UM UM o UM EM UM UM US UM UM m Mon Tue Wed Thu t sor Sec 1 1412 A xm 1 3 cai Figure 3 19 Word s Calendar Wizard makes it possible to create this calendar in a matter of minutes L Tip v The documents that Word s wizards create are not written in stone you can edit them and tweak them to your heart s content For many wizards such as the Resume Wizard you still have to add your own words and graphics to complete the document in others such as the Calendar Wizard you may not be entirely satisfied with Word s default creation and want to individualize it Don t worry you can One extremely useful Word wizard converts batches of files from another format into Word files or vice versa This Batch Conversion Wizard located on the Other Documents tab in the Templates dialog box lets you choose what format of file you want to convert to or from and then specify the files you want to convert It s a great timesaver especially if you ve switched to Word from some other word processing system 55 54 Part Il Using Word Using Word s AutoCorrect Features As you ll see in Chapter 4 Word makes it easy for you to correct and format text once you ve entered it If you want or need it however Word also offers help auto matically as you enter text To access Word s automatic functions choose Tools gt AutoCorrect Options This opens the dialog box shown in Figure 3 20 wh
47. II Collaborating in Office Office s most powerful attribute is the seamless way all of its applications work closely together to accomplish things none of them could on their own These chapters explore Office s cooperative capabilities and the tools to make the most of them including Picture Library and Microsoft Office Document Imaging Part IX Customizing and Automating Office Get great customizing tips for all of Office s applications and learn how to create your own custom commands with macros in these final two chapters Appendixes Four appendixes include additional valuable information Appendix A describes the content of the accompanying CD ROM 4 Appendix B Optimizing Your Office Installation provides a few tips on using Office Setup Preface Xl 4 Appendix C International Support and Accessibility Features details Office s international language support It also provides tips for those users who could benefit from special accommodations such as longer key delays different screen display options and verbal prompts 4 Appendix D Finding Office Information on the Web points you to Web sites where you ll find more information and lots of useful tips tricks templates and more including additional links Conventions Used in This Book We ve made finding your way through this tome easier by including a variety of signposts that point you to useful information Look for the following icons in the
48. MARY ral dodo aa dee ake NUR IUS e S adn 1004 Part IX Customizing and Automating Office Chapter 48 Customizing Office Applications 1009 Customizing Tips for Word e 1009 Using the entire screen in Full Screen view 1010 Customizing tips for special screen situations 1012 Customizing Outlook ee 1014 Changing preferences 1015 Other Options 4s RATER RE Bee Bene Y p VISUS 1016 Customizing fOrms cx iaa ie 1017 Customizing Excel lt os s erate 2222s 1020 Startup options s soe aaan a a a e R R R RC E R 1020 Setting Excel Options y a sae aer o Ge e 1021 Customizing the screen noaua aaa eee eee eae 1022 Working with the color palette 1023 Using Full Screen VieW o soc sana a pe nae nene ee eee 1023 Storing a view of the current workbook 1024 Customizing PowerPoint aoaaa aa ee 1024 Customizing ACCESS pa m4 Roe Rer EX UP a a Gee ws 1026 Summary s osc eas pub AA Y Sa eS 1027 Chapter 49 Working with Macros 1029 Recording Macros os TRR aa a Ea ow aos 1029 Recording a macro in Excel ooo 1030 Recording macros in other applications 1031 Running a macro aoaaa aaa 1032 Assigning Macros to Keyboard Combinations Toolbars and Menus 1033 Assigning macros to shortcut keys 1033 Assigning macros to toolbars and menus
49. O THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS BOOK AND SPECIFICALLY DISCLAIM ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES REPRESENTATIVES OR WRITTEN SALES MATERIALS THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR YOUR SITUATION YOU SHOULD CONSULT WITH A PROFESSIONAL WHERE APPROPRIATE NEITHER THE PUBLISHER NOR AUTHOR SHALL BE LIABLE FOR ANY LOSS OF PROFIT OR ANY OTHER COMMERCIAL DAMAGES INCLUDING BUT NOT LIMITED TO SPECIAL INCIDENTAL CONSEQUENTIAL OR OTHER DAMAGES For general information on our other products and services or to obtain technical support please contact our Customer Care Department within the U S at 800 762 2974 outside the U S at 317 572 3993 or fax 317 572 4002 Wiley also publishes its books in a variety of electronic formats Some content that appears in print may not be available in electronic books Trademarks Wiley the Wiley Publishing logo and related trade dress are trademarks or registered trademarks of John Wiley amp Sons Inc and or its affiliates in the United States and other countries and may not be used without written permission 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 About the Author Edward Willett is the author of more than 20 books ranging from computer books
50. Office 2003 Bible Edward C Willett WILEY Wiley Publishing Inc Office 2003 Bible Office 2003 Bible Edward C Willett WILEY Wiley Publishing Inc Office 2003 Bible Published by Wiley Publishing Inc 10475 Crosspoint Boulevard Indianapolis IN 46256 www wiley com Copyright 2004 by Wiley Publishing Inc Indianapolis Indiana Library of Congress Control Number 2003101887 Published simultaneously in Canada ISBN 0 7645 3949 3 Manufactured in the United States of America 10987654321 10 RY QX QT IN 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 Legal Department Wiley Publishing Inc 10475 Crosspoint Blvd Indianapolis IN 46256 317 572 3447 fax 317 572 4447 E Mail permcoordinator wiley com LIMIT OF LIABILITY DISCLAIMER OF WARRANTY WHILE THE PUBLISHER AND AUTHOR HAVE USED THEIR BEST EFFORTS IN PREPARING THIS BOOK THEY MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT T
51. Services with Office System 969 Part IX Customizing and Automating Office 1007 Chapter 48 Customizing Office Applications ooo a 1009 Chapter 49 Working with Macros o e 1029 Xvi Contents at a Glance Appendix A What s on the CD ROM 00000005 1045 Appendix B Optimizing Your Office Installation 1055 Appendix C International Support and Accessibility Features 1059 Appendix D Finding Office Information on the Web 1067 Contents DIL cad TEEPLCIT P T Ix Acknowledgments eps Soe Ata opos oben ee ee xiii Part I Getting Started 1 Chapter 1 Welcome to Your New Office 3 Introducing Office Applications What Do They Do 3 Starting Office Applications o e e o 4 Creating Saving and Closing Documents 4 Creating documents RR R RRR pE R R ee 4 Saving documents 6 Closing documents s so ce 2 0000 eee ee eee 8 Working with Smart Tags and Task Panes len 8 Using Office Search Effectively o o o ooo o o 9 Getting Help in Office Applications aa 12 Using Help oia ate ada Gy api 12 Working with the Help task pane o o 14 Working with the Office Assistant llle 14 Deactivating the Assistant 000008 16 SUMMARY eh rl on uo Ue Se ore ae a ea Be 16 Chapter 2 Using Office s Menus and T
52. a specially designed additional set of bold characters for fonts that do not Word simulates the bold characters by making the exist ing letters thicker and or darker Italic Click this button to make the selected text slant to the right As with bold many fonts come with a second set of characters designed to be italic which means some of them are actually quite different from the standard set for example a true italic f looks quite different from a non italic f For fonts that don t have a set of italic characters Word simulates italics by slant ing the regular characters to the right Underline Click this button to underline the selected text 70 Part La Tip Il Using Word Typically the Formatting toolbar isn t floating as shown in Figure 4 2 instead it s docked next to the Standard toolbar Because there isn t room for all of the but tons on both toolbars to be displayed many of them are normally hidden and have to be accessed by clicking the Toolbar Options button that appears at the right end of every toolbar As you use commands from the Toolbar Options box they re added to the visible toolbar which grows longer to accommodate them This can cause the Standard toolbar to get shorter dropping some of its com mands into the Toolbar Options box Highlight Highlighting selected text in Word is just like highlighting it with a highlighting pen Click the downward pointing arrow to the right of t
53. age Reset Button Image Edit Button Image Change Button Image gt Default Style Text Only Always s Text Only in Menus Image and Text Begin a Group Assign Hyperlink gt The options include the following Name Even buttons that display as icons have a name change it here Obviously changing the name also changes the text displayed on buttons that include text or that have only text it also changes the name that s dis played as a ScreenTip when you hover your mouse pointer over a button Copy Button Image If an application has a button image you particularly like that isn t available in another application you can use this command to make it available Start in the application that has the button image you like Open the Customize dialog box and right click on the button to get this shortcut menu then choose Copy Button Image Go to the application that has the command to which you d like to add that button image open the Customize dialog box right click on the button you d like to change to the new image and choose the next command on the shortcut menu Paste Button Image Use this option to add the button image you selected from the other application Of course you can also copy and paste button images within a single application if you wish In either case you can use an existing button image as a starting point for another button image For example if you ve chosen to
54. an you choose to underline selected text you can choose what type of under lining you want to use such as a double underline You can also choose to use a dif ferent color for underlining than you do for text You also have additional formatting options called Effects which include Strikethrough Double strikethrough Superscript Subscript Shadow Outline Emboss Engrave Small caps All caps and Hidden You can see them as you apply them in the Preview area at the bottom of the Font dialog box Chapter 4 Working with Text 71 Font Font Character Spacing Text Effects Font Font style Tits New Roman Regular rae Mow Borsa Sr Cet ME kunpa Verdana Minar Hand IT Bore coli Atomi 1 Strtathrough J ODoutie stihathreugh 3 Sugersaigt O Subsongt a Ts Figure 4 3 The Font dialog box lets you apply many of Word s character formatting options in one step Character Spacing The Character Spacing tab offers a new set of controls see Figure 4 4 the effects are illustrated in Figure 4 5 Scale adjusts the width of the selected text without affecting its point size If you adjust this upward the letters look fat and squat if you adjust it down ward the letters look tall and skinny The Preview area at the bottom of the dialog box shows you what your text will look like Spacing adjusts the amount of space between letters You select whether you want the text spacing Normal Expanded or Condensed
55. and click the Find tab if it isn t already selected Type the text you want to find in the Find what field and then click Find Next see Figure 3 4 The next instance of the word after the current location of the insertion point is highlighted The Find and Replace dialog box automatically repositions itself so as not to hide the highlighted word To move to the next instance of the word click Find Next again The Replace tab of the Find and Replace dialog box works similarly except that it not only finds the word or words you re looking for it lets you replace them with something else This is particularly useful if for example you ve spelled Mr Remple s name as Mr Ripple throughout a long document something I did once when I was a newspaper reporter 40 Part Il Using Word Find and Replace Ox D Find Regine Goto Find nhat Winnipeg w Mifit adi boms Fund in toes Lind Meat Cono Figure 3 4 The Find and Replace dialog box can take you to the exact point in your document you want to reach even when you don t know where it is As before type the text you want to find in the Find what field and then type the text you want to replace it with in the Replace with field see Figure 3 5 Click Find Next to find the next instance of the chosen text If you want to replace it with your new text click Replace that will replace it and then automatically find and highlight the next instance of the word This gi
56. and then you specify the amount of space in points you want to add to or subtract from between letters Again use the Preview area to get just the effect you want Position adjusts the location of the selected text relative to the normal base line for text You select whether you want the text Normal Raised or Lowered and then you specify how many points you want to raise or lower the text above or below the baseline This is different from superscript and subscript which make the raised or lowered text smaller than the normal text Position doesn t change the size of the moved text You might want to use this instead of superscripting or subscripting to make the raised or low ered letters more legible Kerning adjusts the spacing between certain letters to make text as legible and attractive as possible If you select the Kerning checkbox Word will auto matically adjust kerning in TrueType or other scalable fonts whenever they re equal to or larger than the size you specify 72 Part Il Using Word Times New Roman That ls True Type Poet This fann will be ased am barh repre amd posen Carina EE Css Figure 4 4 Fine tune your characters with these controls File Edit View Insert Format Toots Table Window Help U 1 U 2 U 1 i A RT R This text is scaled normally This text has been scaled to 150 Thus tert has been scaled b 90 This text is spaced normally This text has expanded
57. arek Project Coordinator Regina Snyder Graphics and Production Specialists Beth Brooks Amanda Carter Jennifer Click Carrie Foster Michael Kruzil Kristin McMullan Heather Pope Kathie S Schnorr Janet Seib Quality Control Technicians Laura Albert John Tyler Connoley John Greenough Andy Hollandbeck Carl William Pierce Rob Springer Kathy Simpson Permissions Editor Carmen Krikorian Media Development Specialist Greg Stafford Proofreading and Indexing TECHBOOKS Production Services This book is dedicated to the two Alices Preface Whee to Office 2003 Bible your guide to the latest and greatest version of Microsoft s immensely popular suite of office applications Within these pages you ll find everything you need to know to make immediate effective use of Word Excel Outlook PowerPoint Access and FrontPage You ll learn how to use each program separately You ll also learn how to use them together to create inte grated documents that draw on the strengths of all these programs to help you do your work better Is This Book for You If you use or will soon be using Office 2003 then this book is for you Throughout this book you ll find useful tips and step by step guides to carrying out the most common Office tasks Both the excellent index and thorough table of contents can help you find the topics that interest you How This Book Is Organized Office 2003 Bible is divided into nine parts and
58. ars later in this chapter Want to see a toolbar that s not currently visible or hide one that is Right clicking any toolbar brings up a shortcut menu that lists most of the available toolbars with checkmarks beside the ones currently displayed see Figure 2 1 Ogio 22 76 n v Standard Formatting n Ww Hineuemee 12 Bg mI AutoText Control Toolbox Database 4 Drawing E mail Forms Frames Ink Comment Mail Meige Outlining Picture Reviewing Tables and Borders Task Pane Visual Basic Web Web Tools Word Count WordArt Customize Figure 2 1 Choose from this shortcut menu the toolbar s you want displayed 20 Part Getting Started A few less frequently known and less frequently used toolbars don t appear on this shortcut menu To see the others or to show or hide more than one toolbar at a time choose Customize from the bottom of the menu The Customize dialog box see Figure 2 2 enables you to hide display create rename or delete toolbars as well as add or remove buttons Dew Figure 2 2 PowerPoint s Customize dialog box it s similar in all Office applications Creating your own toolbars On the Toolbars tab you ll find a more complete list of toolbars than the one that shows up on the shortcut menu described previously You ll also see four buttons New Rename Delete and Reset You can create your own toolbar that contains commands you use all the time perha
59. ce Assistant performs two main functions It offers tips letting you know about Office features you may be unaware of and pointing you to more efficient ways to accomplish certain tasks Some of these tips are displayed automatically as soon as you use a program feature for which the Assistant has a tip for example if you type Dear Mr Smith in Word the Office Assistant notes It looks like you re writing a letter and asks if you d like help Sometimes it just lets you know a tip is available by display ing a lightbulb click on the lightbulb to read the tip It provides another way to access the Help system via its speech balloon refer to Figure 1 9 displayed when you click on the Assistant You can select from one of the topics that the Assistant thinks you might be wondering about based on your most recent actions or type in a question and choose Search Taking control of the Assistant Even if you like the Assistant it might occasionally annoy you To dismiss it from the screen right click on it and choose Hide To alter the Assistant s actions more permanently choose Options in the Assistant s speech balloon You ll need to click the Assistant to open the speech balloon if it isn t already open alternatively you can right click the Assistant and choose Options from the shortcut menu This opens a dialog box see Figure 1 10 v Move when in the wey v Mahe gourds Search hor bof product gri
60. ce and Windows systems collaboration and advanced technologies Bill has been a contributing author and technical editor on many Office books for leading international companies and has been awarded the Microsoft MVP Most Valuable Professional award for the past four years for his support of and expertise with Microsoft products About the Technical Editors Most of the technical editors of Office 2003 Bible have earned the prestigious MVP Microsoft Most Valuable Professional designation for the topic areas they reviewed in this book MVPs are recognized by their peers and Microsoft for their active participation in Microsoft technical communities primarily answering user questions about the products and technologies Diane Poremsky and Ben Schorr are Outlook MVPs Echo Swinford is a PowerPoint MVP and Herb Tyson is a Word MVP You can read more about the MVP program and these individuals con tributions to the Office community at http mvp support microsoft com Credits Acquisitions Editor Jim Minatel Project Editor Eric Newman Technical Editors Diane Poremsky Tyler and Rima Regas Ben M Schorr Echo Swinford Herb Tyson Copy Editors Luann Rouff Kezia Endsley Editorial Manager Mary Beth Wakefield Vice President amp Executive Group Publisher Richard Swadley Vice President and Executive Publisher Bob Ipsen Vice President and Publisher Joseph B Wikert Executive Editorial Director Mary Bedn
61. ckbox in the Office Assistant dialog box You can still bring the Assistant back at any time by choosing Help Show the Office Assistant Summary This chapter offered a brief introduction to some basic aspects of Office you need to be aware of For instance 4 Office is a suite of applications each of which is designed to perform specific tasks although there is some overlap among them 4 You can create new Office documents in a variety of ways but the process of saving them and closing them is the same from application to application Office displays useful commands in Smart Tags that become available auto matically as you work while task panes offer ready access to the commands and help you need to accomplish any Office task Office Search is a powerful tool for finding documents of any description using a wide range of criteria 4 Everybody needs help sometimes so Office has made it readily accessible in a variety of ways from the unobtrusive search box in the upper right corner of every Office application to the in your face like a puppy Office Assistant Using Office s Menus and Toolbars O way you expect them to Most people use some menu commands and toolbar buttons all the time and others not at all Wouldn t it be great if you could put the commands you use the most right where you want them and tuck the ones you don t use out of sight Well you can In fact Office lets you change toolbar
62. cking the new Read button on the Standard toolbar 4 In Reading Layout view the document is displayed in a format very much like the pages of an open book These book like pages are automatically sized to fit your screen and provide maximum legibility fio These screens are not related at all to the actual pages of the document for example what s on Screen 9 of the document in Reading Layout view may be on Page 4 of the document in Print Layout view You can maneuver through the document using either the Document Map see Figure 3 12 which displays only the document s headings and provides links to them so that you can instantly jump to a particular section of the document or thumbnails visible in Figure 3 11 just click on the thumbnail to which you want to jump Chapter 3 Creating and Working with Documents 47 Elle Edit View insert Format Tools Table Window Help Tee sail lak wise This is Maddy a ring tailed lemur Maddy is better known as Little Leaper from the PBS children s television program Zoboomafoo where she made her debut as a baby Lemurs are primates just like monkeys apes and humans However lemurs are less closely related to resemble primitive primates that lived millions of years ago and they look and act very differently than monkeys and apes For instance notice that Maddy has a long fox like wet nose Monkeys typically have flatter faces and dry noses Smell plays a greater r
63. d Bookmark You can insert a bookmark and give it a name by choosing Insert gt Bookmark Then you can use Go To to move to a specific bookmark by typing in the bookmark s name or selecting it from the drop down menu Comment This lets you jump to comments entered by any reviewer or by a specific person Footnote Use this option to find a specific footnote by number or jump a certain number of footnotes forward or backward Endnote Use this option to find a specific endnote or to jump a certain num ber of endnotes forward or backward Field Jump to a specific field by selecting the field type from the drop down list Table Jump to a specific table by entering the table number or jump a certain number of tables forward or backward Graphic Jump to a specific graphic by number or a certain number of graphics forward or backward Equation Jump to a specific equation by number or a certain number of equations forward or backward Object Jump to a specific type of object chosen from the drop down menu These can include such things as embedded sounds and video clips Excel spreadsheets PowerPoint slides and more Heading Jump to a specific heading by number or a certain number of headings forward or backward The navigation tools Three controls at the bottom of the vertical scrollbar let you browse through your document in the way that suits you best To use these tools first click the S
64. d Formatting This button opens the Styles and Formatting task pane which provides ready access to Word s styles a powerful tool for for matting text consistently throughout a document Style Existing styles are available in this drop down list on the Formatting toolbar Cross For detailed information on using styles see Chapter 8 Reference Font A font is a set of characters that have a common design Each font has a name such as Times New Roman or Arial You can apply any of the fonts installed on your computer to selected text by choosing the one you want from the Font drop down menu Office 2003 makes this easier by showing you the name of each font using characters from that font Font Size Font size refers to the size of a font as measured from the top of the tallest letter to the bottom of the letters like p and q Font sizes are mea sured in points One point is approximately 72 of an inch so 72 point charac ters may be close to an inch tall when printed depending on the design of the font 36 point characters are roughly half an inch tall 18 point characters are roughly a quarter of an inch tall and so on Remember that characters get proportionally wider as they get taller You apply a font size to selected text just as you apply a font Choose the size you want from the Font Size pull down menu Bold Click this button to make the selected text thicker and darker than usual Many fonts have
65. d by the earlier version of Word you ll lose that formatting when you save it in the older format And for that reason Word always asks you if you re sure you want to save in that format Always double check your documents after you save them in an older format to ensure that they re both legible and aesthetically acceptable Other word processor formats This enables you to exchange documents with friends who may be using WordPerfect or some other word processor such as WordStar or AmiPro To save a copy of a document or save it in a different format without losing the original document choose File gt Save As You can save the copy in a different place with the same name or a different name under a different name in the same loca tion and or in a different file format as you wish Summary In this chapter you learned about many of the numerous tools Word provides for creating and working with documents The New Document task pane offers you several different ways to start a new document whether it s a standard blank Word document a Web page an XML document or an e mail message you can also base a new document on an existing document or template 65 64 Part Il Using Word You can navigate through your Word documents using the mouse or key board or you can use the Find and Replace dialog box which of course is also really good at finding and replacing You can also browse through a docu ment by jumpi
66. d gr eng amma Pek Pen prog aem How tps abra J rg leabures more election vd those Bagh pronis tige Using the mouse more effectively Show the fip of he Owy at startup CD geyboand sheeteuts Reset my Ug Figure 1 10 Control the Office Assistant from this dialog box Select the Options tab to define how the Assistant should work for you For instance you can tell the Assistant what sort of tips you want it to display decide whether it should display alerts or make sounds and more 16 Part Getting Started Tip Tip One good way to learn a little bit more about Office each time you use it is to check the Show the Tip of the Day at startup option in the Office Assistant dialog box Every time you start the current application you ll see a new tip Once you start seeing tips you ve already seen you can return to this dialog box and turn the Tip of the Day off The Gallery tab enables you to change the appearance of the Assistant from the default paperclip to an animated cat or even an animated wizard You can download additional Assistants from the Microsoft Web site y Deactivating the Assistant If you decide you don t like the Assistant you can turn it off altogether Don t use Help gt Hide the Office Assistant that just hides the Assistant without deactivating it Instead right click the Office Assistant choose Options from the shortcut menu and then uncheck the Use the Office Assistant che
67. e Paragraph dialog box has two tabs which are covered in the following sections Indents and Spacing Not only do the controls on the Indents and Spacing tab enable you to apply format ting to a paragraph they provide valuable information about the current formatting of the paragraph From this tab you can change the paragraph s alignment adjust
68. e click approach The first time you choose Save or any time you choose Save As you ll see the Save As dialog box see Figure 1 3 This is a relatively standard dialog box that you re probably familiar with from other Windows applications Type the name you want to give the document into the File name text box and choose the type of file it is in the Save as type box using the Chapter 1 Welcome to Your New Office 7 drop down list provided By default this will be the standard file format used by that program in the example shown in Figure 1 3 it s the PowerPoint Presentation format which uses the ppt extension Pio Quee h a hrr Save M LEZ re apr gpr Figure 1 3 The Save As dialog box enables you to specify where in what format and with what name you wish to save your Office document Other options include template format which makes the document available for use as a template for future documents older versions of the standard format for backward compatibility Web page format which turns the document into an HTML file suitable for viewing online using a standard Web browser and in some applica tions XML format a powerful new feature that makes it easy to create documents that can import and manage data from remote sources and non Office applications provided of course that they too support XML y Cross For more information about using XML in Office applications see Chapters 11 20 Reference and 38
69. e noes e e a 549 Importing directly to PowerPoint 549 Editingimportedtext o e e 550 Formatting Text ui gos aca Di ca aca en aS 551 Font a d SIZE wa da a e ey Se 551 Style P rm 552 Alignment 222 93 3 303 RO RS Res Apu e NOR X SC TUR S 552 Promoting and demoting heads 553 Bulleted and numbered lists lle 554 Spacing 5 2 eed K e hives e 4 Xo y oe a ba ge 554 Sun A ACE 555 Other buttons on the toolbar llle 555 The FormatmMenut ua xen ERR R EG RUE REGE Rd 556 SUMMA NETT dee a di Bd eG eek wows dS 558 Contents XXIX Chapter 28 Using Templates and Wizards 559 Using the AutoContent Wizard llle 559 Using the Slide Layout Task Pane o a 561 Exploring the available layouts o 562 Changing an existing slide o 563 Using Masters ocurra o ad vd d y E 565 Slide Master O rr bos a E Ss Ra 565 Handout Master a da ee ea ea ens RE a 567 Not s M ster 4 49 XX ng Wo s Ie S EORR e pe SU osa dos 569 Using Design Templates llle 571 Accessing the design templates 571 Choosing a slide layout o o R N 572 Modifying and applying the design templates 572 Creating and Saving Your Own Templates 573 AS A O 574 Chapter 29 Creating Charts and Tables 575 Exploring Chart Types RR R
70. ealing with Junk Email 22e 485 Using Outlook s junk e mail filter 486 Using the Junk E Mail Filter Lists 487 Turning Off Web Beacons o e eee eee ee 488 Outlook s Security Settings o e ee eee 489 Encrypted e Mall ecuestre GU po ORAE ES 490 Security Zones 22d 9 a gv EEE a be RECS 491 Digital IDs certificates ooo o ias 493 Why Can tI Open That e 493 Digital Signatures and Encryption lll 496 Permissions 544 94 4 064 dw ee oe voe Net Nee pw eS 497 Femail Safety TIDS lt gon ese Ae ee wy b V bd EL od Ge ks 498 SUMMA e hfe GS bad OA be eb oe Re oe he Ghee 499 Chapter 24 Creating and Maintaining a Contact List 501 AddingaContact e 502 Importing Contacts ses 507 Opening and Editing a Contact o o 508 Viewing Your Contacts e cog RR xxr o 509 Creating Groups 509 Creating Distribution Lists RRR RR RR 3 510 Associating Contacts with Other Outlook Items 511 Mail merging Outlook Contacts with Word 512 Introduction to Business Contact Manager 514 DUMMALY gt dee ida a Xe aia dd oh QTE 516 Chapter 25 Managing Your Time with Calendar 517 The Outlook Today View o e me 517 Adding and Editing Your Own Tasks llle 520 Assigning a Task to Someone Else
71. eee 957 Sharing Access Databases 2 959 Using passwords 2222s 959 Creating user and group accounts ooo 960 Securing the database ee 962 Assigning permissions s lt se ps ce desuso t iun eee eee eae 962 Encryption g acade Aes 9 Bon me E dai Ta aa 963 Distributing Office Documents aooaa ee eee ene 963 Sharing documents via e mail 964 SUMMALY d PP IL 966 Chapter 47 Windows SharePoint Services with Office System 969 Working with SharePoint Sites and SharePoint Lists 970 Accessing SharePoint Services sites o 970 Windows SharePoint Services site permissions 973 Exploring the Windows SharePoint Services site 974 XXXVII XXXVII Contents Adding items to existing lists llle 975 Creating new Windows SharePoint Services lists and libraries 977 Working with Datasheet views and linking lists to Excel and Access 230225 FEE RR EET ES 978 Collaborative Document Authoring l l 984 Exploring Document Libraries and Shared Workspaces 985 Creating Shared Workspaces lll 988 Working with Shared Workspaces inside Office 2003 applications 990 SharePoint as a Central Contacts and Calendar Server 998 Making SharePoint contacts available to Outlook 1000 Conducting an Online Meeting with the Meeting Workspace 1002 SUM
72. elect Browse Object button it s the middle of the three controls This opens the small graphical menu shown in Figure 3 8 From this menu select the type of element you want to use as the basis of your browsing then use the Previous and Next buttons above and below the Select Browse Object button respectively to move through your document The twelve options in the Select Browse Object menu are Field Endnote Footnote Comment Section Page Go To Find Edits Heading Graphic and Table 44 Part Il Using Word Figure 3 8 Use the graphical menu to select the type of object you want to base your browsing on nU sellas E Cancel Go To and Find open their respective tabs in the Find and Replace dialog box once you ve entered search text or selected search options in those tabs fields the Previous and Next buttons will move you to each occurrence of your selected crite ria enabling you to close the dialog box but continue to search through the docu ment With the other options Previous and Next simply move you from instance to instance of the selected browse object up to the previous location at which you edited text for instance or down to the next occurring graphic With so many ways to navigate through your Word document there s no reason to ever get lost Word s Views Just as Word offers you many ways to move around within a document so it offers yo
73. elp menu for example Help Microsoft PowerPoint Help The main Help task pane appears see Figure 1 8 At the top in the Assistance section is a search box enter keywords related to what you re trying to do and click the arrow to search the help files for information containing those keywords Alternatively you can click the Table of Contents link below the text box to see a list of all the topics covered by the help files Excel Help x Figure 1 8 Use the Help task pane to find the information you need about any Office application Assistance Search for 3 Table of Contents Da ez E 4 Office Online Connect to Microsoft Office Online Get the latest news about using Excel Automatically update this list From the web More i Assistance gA Training a Communities QJ Downloads See also What s New hd If the Office Assistant is enabled see the following section for Office Assistant options click it and then type a question into its balloon or click one of the topics it suggests see Figure 1 9 You re taken to the Help system which dis plays the relevant information 14 Part Getting Started Elle Edit View insert Format Tools Data Window Help How de mali merge 28x OS Oo ICEA 18 ez iuo 1 Bussa At V f IS R A A A E A eee ee A Jae eel ee ee ae ee een A 1 m 2 1 What would you Mee to do S 3 Mow do I mad merge 1 5 e V 8 9
74. ent Ctrl End takes you to the end Page Up moves you one screen up in the document Page Down moves you one screen down Use Find and Replace Finally you can navigate through a Word document by using the Find and Replace dialog box which you access by choosing Edit gt Find and which is described in the following section Chapter 3 Creating and Working with Documents 59 Maddy the Ring Tailed Lemur This is Maddy a ring tailed lemur Maddy is better known as Little Leaper from the PBS children s television program Zoboomafoo where she made her debut as a baby Lemurs are primates just Eke monkeys apes and humans However lemurs are less closely related to humans than monkeys and apes are instead they resemble primitive primates that lived millions of years ago and they look and act very differently than monkeys and apes For instance notice that Maddy has a long fox like wet nose Monkeys typically have flatter faces and dry noses Smell plays a greater role in lemur behavior than in that of monkeys who tend to be more visually oriented Lemurs today survive only on the island of Madagascar off the southeast coast of Africa in the Figure 3 3 The slider in the vertical scrollbar indicates to what part of your document you ve moved Using Find and Replace Use the Find and Replace dialog box to locate and move to specific strings of text in the document Choose Edit Find to open the dialog box
75. ext Size which are self explanatory Actual Page which displays the current document page as it would actually print Allow Multiple Pages which toggles the view between two pages the default and one page and the Close button which returns you to the previous view you were using toolbar when you switch to Reading Layout view The Reviewing toolbar is covered in detail in Chapter 10 Re The Reviewing toolbar appears by default along with the regular Reading Mode eference Web Layout view Use Web Layout view when you re creating a Web page or any other document that s going to be viewed exclusively on a computer monitor as opposed to on a physical sheet of paper In Web Layout view you can see backgrounds text is wrapped and graphics are placed as they are in a Web browser see Figure 3 13 Ello Edit View Insert Format Tools Table Window Help Type aquestionferhe X i 2 2 A m rs 1A BATS 000 Star iw iml e gt is e E j st n OF Of mha OF Figure 3 13 Web Layout view is ideal if you are working on a document that will be displayed electronically Chapter 3 Creating and Working with Documents 49 Tip If you re creating an online document don t use Web Layout view just to check it over when you re done do your creating in Web Layout view too Otherwise you may find that things don t appear quite where you expect them to when you do switch to Web Layout view Ny Outline view Outline v
76. g you don t want to locate every instance of the words boondoggle dogwood and doggerel too Use wildcards This lets you search for words or phrases that begin or end with specific words or phrases by inserting an asterisk to represent what comes before or after the selected text The search term the end for instance would find everything from the living end to the flexible teacher taught the whole class how to bend Conversely it wouldn t find The End because Use wild cards finds only text that exactly matches the case of the search term 42 Part Il Using Word Sounds like This lets you search for words that sound vaguely like the search text For example a search for cat with this option selected turned up quite good got and cut in one document I tested oee Find all word forms Used try tries and tried when you meant to use attempt attempts and attempted Choose this option and enter try as your search text and attempt as your replace text Word will find all forms of the word and change them 4 Format If you want to take formatting into account click the Format button and choose which formatting options you want to search for if your insertion point is in the Find what field or apply if your insertion point is in the Replace with field 4 Special Click this button to search for or insert special charac
77. gns and hyphens such as Word will create a column between adja cent plus signs Built in Heading styles If this is selected Word automatically applies Heading styles 1 through 9 to the headings and subheadings in your document Word assumes a paragraph is a heading if it doesn t end in a punctuation mark and you press Enter twice after it e Cross For more information on styles see Chapter 8 Reference Automatically as you type There are three options in this section Format beginning of list item like the one before it This can save you time when creating lists If for example you want the first word of each list item to be italicized click this and once you ve formatted the first list item each sub sequent list item will have its first word italicized automatically Set left and first indent with tabs and backspaces This enables you to use the Tab key to increase left and first indents and the Backspace key to decrease them Define styles based on your formatting Select this and Word automatically creates new styles based on the manual formatting you apply to paragraphs in your document If you want to format subsequent paragraphs in the same way just apply the style instead of manually formatting again y Cross See Chapter 8 for more information about applying styles Reference AutoText AutoText the third tab in the AutoCorrect dialog box see Figure 3 22 tries to figure out what
78. he Highlight button to call up a small menu of possible highlight colors Choose the one you want and a strip of that color will overlie the selected text It s a great way to make important text stand out visually on your monitor If you click the Highlight button before you select any text you ll get a special cur sor that you can use exactly like a highlight pen Click and drag it over the desired text to apply your selected highlight color To turn off the highlighter click the Highlight button again Font Color Whereas highlighting text lays a strip of color over it the Font Color button changes the color of the text itself Again click the downward pointing arrow to the right of the button to see a menu of possible colors Choose the one you want and the selected text changes color Choose more colors to open a dialog box that lets you select from a larger palette The Font dialog box Several additional character formatting options are available that aren t included on the Formatting toolbar Instead you have to open the Font dialog box shown in Figure 4 3 by selecting Format Font or by right clicking and choosing Font from the shortcut menu The Font dialog box has three tabs each of which controls a different aspect of character formatting Font Under the Font tab you can access most of the character formatting options avail able on the Formatting toolbar sometimes with enhancements For example not only c
79. he Templates dia log box you ll also find several wizards such as the Calendar Wizard To use a wizard simply double click its icon You ll be presented with a screen something like the one shown in Figure 3 17 obviously the details will vary depending on what kind of wizard you re using Click Next to proceed through the wizard You ll be asked to choose from a series of options For example with the Calendar Wizard you first choose from one of three styles of calendar Boxes amp borders Banner or Jazzy see Figure 3 18 A thumbnail Sketch of each type gives you a good idea of what they ll look like Calendar Wizard Figure 3 17 Whenever you select a wizard you ll first see an introductory screen such as this Calendar Wizard Which style do you want for your calendar Figure 3 18 In many wizards you re first asked to select an overall design style for your document Chapter 3 Creating and Working with Documents As the wizard progresses you re asked to make other choices such as whether you want to print your calendar with a portrait or landscape orientation and whether you want to leave room for a picture and of course what date range you want to appear on your calendar When you ve completed going through the wizard click Finish Voil Your document is complete see Figure 3 19 Eile Edit View inset Format Tools Table Window Help di iD Mere mI sun Bim ro t BE A El 3 46 ek
80. hift K Ctrl Shift A Shift F3 Ctrl Shift H Ctrl spacebar Ctrl Shift F Ctrl Shift Q Ctrl Shift P Ctrl Shift gt Ctrl Shift lt Ctrl Ctrl Chapter 4 Working with Text 75 Formatting paragraphs In addition to formatting characters Word provides tools that enable you to apply formatting to entire paragraphs at a time Word considers a paragraph to be any section of text that falls between two paragraph marks which are inserted when ever you press Enter The only exception to that rule is the first paragraph of a document which Word recognizes as being the text from the top of the document to the first paragraph mark To see where the paragraph marks are in your document click the Show Hide Y but ton in the Standard toolbar if you can t see it you can find it by clicking the Toolbar Options button or floating the toolbar This will make all the paragraph marks visible see Figure 4 7 Paragraph formatting affects the spacing and alignment of all the lines in a para graph As with character formatting you have more than one way to format a para graph but all of them begin with your placing your cursor somewhere inside the paragraph you want to format it doesn t matter where as long as it s between the two marks that define the paragraph Canada Geese are one of the mostridentifiable birds onthe prairies but we ten hate relationship with them We love to see them flying overhead intheir V fc to hearthe
81. ice Applications You can open any Office application from the Start menu just as you open any other application choose Start gt Programs and then find the application you want to start and select it Tip You might find it handy to create shortcuts on your desktop to your most commonly used Office applications To do so right click the program in the Start All Programs menu and drag it to your desktop You ll see a shortcut menu offering you two choices Copy Here or Move Here If you choose Copy Here the program remains listed in your Start All Programs menu but a shortcut is also added to your desk top If you choose Move Here the program appears as a desktop shortcut and is no longer listed in your Start All Programs menu Creating Saving and Closing Documents In all Office applications except Outlook your goal is to create some kind of docu ment whether it s a PowerPoint presentation a Word document an Excel spread sheet a FrontPage Web site or an Access database Creating documents You can create Office documents in two main ways From within an Office application Using the Start menu Chapter 1 Welcome to Your New Office If you re already in an Office application the easiest way to create a new document is to choose File New This brings up different options depending on the program you re using For instance choosing File gt New in Word opens the task pane shown on the right in Figure 1 1 Yo
82. ich has five tabs AutoCorrect AutoFormat As You Type AutoText AutoFormat and Smart Tags AutoCorrect English U S Bard Au ol Jem Aet onc Ae dE afar nik As Yos Type Show AutoCermect Options buttons gred Tio Dotai Apra api aloe fret ether of sentences aci alive Het ether of table cells acit aloe names of days orrext accidental usage of CAPS LOO hey A Replace test as yon y pe v Automatically wee suggestions from the speling ch CE aa Figure 3 20 Word offers a number of automatic functions that can help you create error free documents more quickly and efficiently AutoCorrect AutoCorrect watches for common typing errors and corrects them as you make them sometimes before you re even aware you have made them For example Word gives you smart quotes by displaying the straight quote you typed ana lyzing its position with regard to adjacent text and then converting it to the proper left or right curly quote However often this happens so fast that it looks as if you ve actually typed the curly quote Tip Chapter 3 Creating and Working with Documents Choose which errors you would like automatically corrected from the list If you want it to Word will automatically correct words or sentences with two initial capitals a common mistake for fast typists with sluggish keyboards capitalize the names of days the first letter of sentences which it assumes to be any word following a period
83. ics in Web pages 833 Editing HTML Code in Office o o e e 833 Web Page Authoring with Word 834 Basing new Web pages on templates 835 Editing Web pages in Word 836 Working with themes s soos pa OR E eR REUS 838 Working with frames in Word o o 839 Web Presentations with PowerPoint 842 Saving a Web presentation 843 Editing a Web presentation 0c eee eee 844 Creating Interactive Pages in Office o 844 Publishing Spreadsheets on the Web ln 845 Choosing workbook elements to convert 846 Publishing interactive data ills 846 Database Publishing on the Net with Access 849 Exporting data to static Web pages 849 Creating server side dynamic database pages 850 Working with data access pages o 851 Publishing Your Web Pages o 0 00 eee eee eee 856 SUMMALY oia 3o 909 E ad wee EES 856 Part VIII Collaborating in Office Chapter 42 Building Integrated Documents 861 Inserting Objects from Other Applications 862 Copy and paste s o ooo REGIE Se XU ES 862 Using the Insert Object command 863 Working with Embedded Objects 0 o 865 Working with Linked Objects 0
84. iew lets you see the structure of a document and reorganize text simply by dragging headings see Figure 3 14 If you wish you can collapse Outline view to see only the main headings e Cross For more detailed information on working with outlines see Chapter 7 Reference File Edit View insert Format Tools Table Window Help iD amp Bo d T Rb m Bom Em Stan A je mye 00 tje mi ie Al TOC a 7 Introducing Office Applications What do They Do o Starting Office Applications gt Creating Saving and Closing Documents 7 Saying documents o Closing documents gt Smart Tags and Task Panes Using Office Search Effectively h gt Getting Help in Office Applications i Using Help Working with the Help task pane Working with the Office Assistant Taking control of the Assistant Deactivating the Assistant coocoo orx Figure 3 14 Outline view makes it easy to organize and reorganize your document Web Page Preview Web Page Preview File gt Web Page Preview shows you how your document will appear when viewed online using a Web browser by displaying it with Internet Explorer You can t edit in this view it s just a way of checking the final appearance of your work which should be the same as it was in Web Layout view 50 Part Il Using Word Print Preview Print Preview File gt Print Preview similarly shows you how your document will appear when printed see Figure 3 15 B
85. ill begin a new document based on the Normal template just as Word normally does when you start it y Cross To learn about the use of templates in Word see Chapter 8 Reference Tip If you want to open a blank document you don t need to open this task pane at all Instead of choosing File gt New simply click the New Blank Document button on the left end of the Standard toolbar e CHAP Ea Y h ER In This Chapter Creating new documents Navigating in Word Using Word s views Building documents with wizards Using AutoCorrect AutoComplete and AutoFormat Recording macros Saving your Word document 46 Part Il Using Word P 6fficeOnine Connect to Miarosaft Office Online Gat the latest nans about using word Butcmaricalby update this hit from the wib olaj 0 lt Page 1 Sec 1 un mit int Cdi Engen u s Figure 3 1 When you open Word a blank document automatically appears XML document This is new to Office 2003 For the first time you can use Word to create and edit XML documents y Cross See Chapter 11 for more information on XML and working with it in Word Reference E mail message This opens a form you can use to create and send an e mail message r Although you use Outlook to manage e mail accounts and receive and send 7 e mail Word is Office s default e mail editor From ex
86. isting document Use this option to create a new Word document based on an existing Word document Essentially it opens a copy of an exist ing document which you can then edit and save without having to worry that you re overwriting a document you don t actually want to change This is par ticularly useful if the existing document contains macros or other customized items you d like to use in the new document Chapter 3 Creating and Working with Documents 57 Figure 3 2 You can start a new document from within Word by bringing up the New Document task pane i New Document 5 A 4 New Blank document E XML document Wi Web page 4 E mail message wf From existing document Templates Search online For E Templates on Office Online w On my computer sj On my Web sites Recently used templates Elegant Memo Professional Fax Thesis Professional Report You also have the option of basing a new document on a template The task pane lets you search for templates on Microsoft com visit Microsoft s Templates home page or find templates on your computer or on your own Web site Obviously you ll need to be connected to the Internet for some of these options y Cross For more on using Word templates see Chapter 8 Reference y Navigating in Word You have several ways to move around your Word document However before you set out on a journey it s important to know where you re starting from Your cur
87. k 0005 248 Setting backups 2222s 249 Saving as a Webpage 4 5 244 Se wu A Ee Rw O 250 Finding Workbooks unio a 6 aie we oe e a REX SES 252 Setting Workbook Properties llle 254 SUMMA x29 Ew Ra a REE AOE DO ow Bde Ge S 3 aS 255 Chapter 13 Entering and Formatting Information 257 Entering Data s s uod hh kk Bae VO E b UC RE ADR es Be 257 Creating data labels o 258 Filling a series of labels automatically 260 Entering numbers dates and times 260 Editing Data uuu Gs ow eee dup LS eR we pos aes 263 Copying Moving and Merging Cells o 264 Copying Cells ux weed AR Se ee is 265 Moving cells wo o xx ee RO we E He we os 266 Mersing cells a ui R3 Ae a PEG ET ov Y oy xo DE Se a 266 Adding Comments to Cells s son soga ei ae RRR ARN 268 Managing comments 22h 269 Adding and Deleting Cells Rows andColumns 270 Adding cells com ar E RR RU emu y dopo Roy ee Ro 9g 270 Deleting cells cuasi Roe ok dem OEE Ae RC d 271 Changing Column Widths and Row Heights 272 Changing column widths 0000000 272 Changing row heights 00000 leen 273 Resizing multiple rows and columns aoao 274 Hiding and Unhiding Columns Rows and Gridlines 275 Hiding columns o 275 Unhiding COLUMNAS sesa xod eae es BS we RE Re S 275 Hiding YOWS 2 49e RAS RR ER e Ee a A 275 Hiding gridli
88. les to text 782 XXXIV Contents Adding Graphies sp e tie sie a S ww Ws PR 783 Inserting pictures e e 783 Copying picture sose agar HE EG Sow eX EGGS 786 Saving graphics c ece xl Ba RE DES CE eae TAE 786 Editing pictures in FrontPage aaau aaa 786 Changing image properties llle 787 Hyperlinks and Image Maps llle 789 Assigning links tO text oa s sooo or y mE 9 789 Creating hyperlinks to existing pages and documents 790 Editing and removing hyperlinks 791 Creating image maps 22s 791 Creating bookmarks lt 44 2239 e sys 792 Inserting Special FrontPage Components ls 793 Inserting Web components een 793 Inserting Forms i ox eS ee Bae ee Rye Be ee 8 794 Experimenting with HTML cosmos be Oo bow ee Me 795 SUMMA ualde ea ee ee X SOC SOY oe ES a EE ES 798 Chapter 40 Managing Your Web Site with FrontPage 799 Themes Shared Borders and Link Bars naana aaaea aaa 799 Selecting and assigning a theme 4 799 Adding shared borders s s aea RR R R EE ee EU RS 801 Inserting and editing link bars 802 Customizing Themes leer 805 Modifying theme colors 805 Modifying theme graphics 807 Changmetheniestyl s 4224 WS RT y VR Ss 808 Saving a custom theme sls 808 Organizing Office Documents into a WebSite
89. licked Usually the commands are the same ones you can find on toolbars although sometimes the command on the menu is yet another menu button which opens a submenu of some kind Because menus are commands like any other you can move them around exactly as you move toolbar buttons around This means you can even add one menu to another menu turning it into a submenu Similarly you can move a submenu onto a main menu bar turning it into a menu Menu display options As noted earlier by default Office applications display only the menu commands you ve used recently Remember if you d rather see all the menu commands all the time open the Tools gt Customize dialog box again and check the box labeled Always show full menus You can find the following other settings relating to menus under the Options tab of the Customize dialog box Show full menus after a short delay This is checked by default it causes the full menu to appear automatically after a couple of seconds even if you don t click on the down arrows at the bottom of a menu Reset menu and toolbar usage data Click here to restore all the menus and toolbars to their default state This doesn t undo any customizing you ve done it just makes the menus and toolbars display the same set of visible commands in abbreviated format as they did the first time you started Office Menu animations If you prefer your menus to appear gradually instead of rudely popping ope
90. lities click More in the Find and Replace dialog box This increases the size of the box and adds several more controls see Figure 3 6 DO Pagi all toms Found in Puse hdc and 7 Sounds Mus Engish C Pind all pond ferme Engish famat lt Figure 3 6 The Find and Replace dialog box is an even more powerful navigation and editing tool when you take advantage of its additional capabilities by clicking More At the top of this expanded section is the Search Options area which offers a pull down menu that lets you choose All Down or Up If you choose All Find and Replace will search the whole document If you choose Down Find and Replace will search down from the insertion point and ask you if you want to search the rest of the docu ment once it gets to the end If you choose Up Find and Replace will search up from the insertion point and ask you if you want to search the rest of the document once it gets to the top The following checkboxes offer more search options Match case Checking this box ensures that Word finds only instances of text whose letters match the case of those you entered For example it would dis tinguish between the word cart and the acronym CART Championship Auto Racing Teams Find whole words only This treats the search text as a whole word which is important if the search text can also be found as part of other words If you re searching for every instance of the word do
91. n S gs Rex ee Sw ee Ace ae a 275 Using A toFormat s e 25456 b m eee ne bee Se ox eoe dus 216 Applying AutoFormat sa ss esea cees eiaa na RR RR 276 Customizing AutoFormat a s es ra oaee wosa RRR R a 277 Removing AutoForMat 000 eee eee eee 278 Applying Fonts and Styles 2 2 0 0 20 0 eee eee eee 278 Setting fonts for cells and ranges o o 279 Setting the Size of fonts len 279 Adding font attributes 280 Changing the default font o llle 280 Aligning text horizontally o ooo o 281 IT EET OILS OO cnc e a ta i ea 283 Contents Horizontal justification se wk RR ew baw s 283 Centering text across a selection o o 284 Aligning text vertically wuerde ne Soke See e 284 Rotating text os ec eca R R R aa Wd Ws 285 Applying Borders Patterns and Colors o 286 Applying borders sea srac eee 286 Applying patterns 2 32 309 aa Be E Ce pon OM a NEU 288 Applying Colors 44 oe ee e aa a 290 Using Number Date and Time Formats 291 UsingtheStyledialogbox llle 292 Other number formats 000002 eee eens 292 Date and time formats lt ae tasa a SS 293 Custom Formats 204 Custom number formats ss pa N K R R er RR RR N R R 204 Custom date and time formats 00004 295 Creating custom formats e 297 S mmary 4e ew ek GE PRR UE S PE ed E Sur ded eu RES 297 Chapter 14 Charts 5
92. n choose Random Unfold Slide or Fade from this drop down list Try each option to see which one you like 28 Part Getting Started m Tip fos All these menu display settings are global meaning they will be applied in all your Office applications no matter which application you actually change them in Creating new menus If you want to place a new menu on any menu bar or toolbar first open the Tools gt Customize dialog box and then click the Commands tab Scroll down through the Categories list to Built in Menus and New Menu Select Built in Menus to see a list in the Commands box of all the menus and submenus found in that application Now you can drag any prefabricated menu you like to any toolbar or menu bar and further customize it as you wish Select New Menu to bring up the New Menu command in the Commands box Drag this to a toolbar or menu bar to create a new empty menu Rename it by right clicking on it and choosing Name from the shortcut menu and then cus tomize it as you would any other menu or toolbar Most menu names include an underlined character that indicates the keystroke typically called a shortcut or hot key that in combination with Alt will open that menu Type an ampersand 8 immediately before the character that you want to use for that purpose in your new menu name For example you might type amp Web to indicate the new Web menu you re creating can be opened by pressing Alt
93. n for a particular command unless it has no associated image in which case you see text Text Only Always The command is always displayed as text only Text Only in Menus The command is displayed as an icon on a toolbar but as text only in menus Image and Text This displays both the image and the text associated with a command on the toolbar This is useful if you ve added new commands to a toolbar and you re not yet confident you know what their icons look like Begin a Group This adds to the left of the selected button one of those little dividers that look like a slight indentation in the toolbar Assign Hyperlink This has three sub options Open which creates a link to a Web page or file so you could for example set a button to provide one click Chapter 2 Using Office s Menus and Toolbars 27 access to a document you refer to frequently Insert Picture which creates a link to a graphic file this is available in Word PowerPoint and Excel only and Remove Link which returns the button to its usual function Caution Assigning a hyperlink to a button deactivates its original function so it s usually best to use this option only with a brand new button fs You can t convert a menu or drop down list button into a hyperlink pot Customizing menus Menu bars are really just toolbars and the menus themselves are really just another form of button one that displays a list of other commands when c
94. n the Tools gt Customize dialog box but you can t uncheck it However in Word and Excel you do have the option of using Full Screen view choose View c Full Screen which hides the menu bar and all other toolbars except for the Full Screen toolbar which is automatically displayed You can then display only the toolbars you want by opening them up via the Toolbars tab of the Tools Customize dialog box You can temporarily reveal the menu bar by pointing at the top of the workspace Docking and floating toolbars Toolbars can be docked at the top bottom left or right edges of the application window They can occupy as many parallel rows or columns as you want When you point to the vertical bar at the left end of any docked toolbar your pointer will turn into a four headed arrow Now just click and drag and the entire toolbar will detach from wherever it s docked allowing you to move it to a new docking spot or let it float You can also move it up or down or to the left or right within a stack of docked toolbars or even place it right next to another docked toolbar Office will shrink both toolbars hiding some buttons in the pro cess to enable them to fit Although you can move the main menu bar around and dock it along any edge of the application window just like any other toolbar it s the only bar that isn t allowed to share space with any other toolbar Also be aware that if you dock it on the left or righ
95. ng and Editing Queries 706 Designing your own query 0 000 eee eee eens 706 Editing a query 2 20 04 454 6460 500048 deme beatae ddan 709 Using query criteria 2 2 264 S464 oa E 709 Using Or with multiple fields ls 711 Using Queries to Modify Records 0 000002 eee 712 Changing original table values ls 712 Deleting groups of records lll 713 Changing groups of records by updating 715 Using the Query WizardS o 716 The Simple Query Wizard 716 The Crosstab Query Wizard 719 The Find Duplicates Query Wizard 722 The Find Unmatched Query Wizard 725 OUMIMALY 45k hth Anas Gok poder aoe dei uode Ri a pees 728 Contents XXXIII Chapter 37 Generating Reports x o 729 Types of Reports 1 0 0 729 Using AutGReport emitan bd SOEUR Shee eh ede aS 731 Using the Report Wizard o e eee eee eee 732 Creating Mailing Labels irrita aa 737 Designing Custom Reports 0 0002 eee ee eee 742 Placing Controls in Reports e eee eee E a 744 Bound and unbound text boxes o 744 Creating calculated controls 745 Placing text boxes in reports 745 Using the Toolbox 22 ke wh ee EYE NEUES 746 Creating Relational Rep
96. ng from object to object for example from one table to the next or from graphic to graphic You have seven different ways to view your documents Normal view Web Layout view Print Layout view the new Reading Layout view Outline view Web Page Preview view and Print Preview view Word offers numerous wizards for creating special documents such as calen dars and resumes There s even one for converting batches of documents from one format into a Word format or vice versa Word s powerful AutoCorrect features can keep your most common errors under control insert frequently used text automatically and even guess what you re trying to type and save you the trouble of typing it If you often use a complicated series of commands to accomplish a particular task consider recording those commands as a macro turning the task from a complicated procedure into a simple one click operation You can save your Word documents in many different formats from straight text to older versions of Word to XML to other word processing formats Working with Text W numerous advanced capabilities enable you to create documents containing graphics tables bul leted lists hyperlinks and more We ll be looking at all of these elements in the next few chapters However above all else Word is a word processor a piece of software designed to manipulate text to make it easy to alter rearrange and reformat your words u
97. ng your outline o 145 Using outline paragraph levels 146 Printing an 0utline o e e e 148 Building a Table of Contents llle 148 Creating and formattingaTOC 148 Keeping your TOC current so sra vxo a 150 Building a Table of Figures o e a 150 Building a Table of Authorities 151 Marking citations o e ee ee 151 Ins rting your TOA 2 03 eA ex A wy ee Roy RE LS 152 Creating an Index RRR R e 153 Marking words and phrases len 153 Using a concordance fil sa soinn vut o A R 155 Building your index RR ee eee 155 Keeping your index current 0002000 156 SUMMA dc dh rhe p duke edes UR m bole e Goal Rode ao Sagar 156 XIX XX Contents Chapter 8 Styles and Templates 159 What Are Styles iio cec S xoxo sy e PLUR ADR DER RR 159 Types of styles uon em eom dos tue E qox 9 309 Woo X e es 160 Saving style information 222r 160 What Are Templates are o rar we e ew E E A 161 Applying Word s Built in Styles aoaaa aa 162 Applying a style with the task pane o ooo 162 Applying a style with a keyboard shortcut 164 Alternative ways to apply styles 164 Removing a style from text 0 o e 165 Determining which styles have been applied 166 C
98. ntences Using Simple Macros Macros are instructions to Word to perform an action or series of actions Every command built into Word is a macro by creating your own you can automate com mon tasks that may currently require several steps and several minutes You can create a simple macro at any time by recording it You perform the action you want to turn into a macro and Word remembers how to do it The next time you want that action performed you issue a single command and Word carries it out much faster than you could To record a macro 1 Choose Tools gt Macro Record New Macro You can also choose View gt Toolbars gt Visual Basic to call up the Visual Basic toolbar and then click Record Macro This opens the Record Macro dialog box see Figure 3 24 2 Give your macro a name 3 Assign your macro a command You can create a new toolbar button for your macro by clicking Toolbars and or assign your macro a keyboard shortcut by clicking Keyboard If you prefer you can skip this step and assign your macro to a toolbar or keyboard shortcut later by using the same techniques for cus tomizing commands described in Chapter 2 y Tip 2 Chapter 3 Creating and Working with Documents 61 Store Acro in Al Dascurenits Normal dot Desert Manro recorded 12 12 2008 by Edward Wille Figure 3 24 Assign a name and a command to your macro in the Record Macro dialog box Decide whether t
99. ntil they deliver your message in the most effective way possible In this chapter we ll walk through Word s basic tools for working with text from enter ing it and formatting it to adding headers footers page num bers and footnotes Entering Selecting and Editing Text Before you can process words you have to enter them Generally whenever you start Word which automatically opens a blank Word document or create a new Word docu ment from within Word you can start entering words immedi ately The cursor is already ready and waiting for you in the document area Just start typing and your text appears Later in this chapter we ll look at the various formatting options for text Formatting can be applied either before you begin entering text by setting options before you start typing or after text has already been entered in which case you need to select the text to which you want to apply the formatting E d ER F In This Chapter Entering selecting and editing text Formatting characters Using the Font dialog box Formatting paragraphs pages and sections Adding headers footers and page numbers Inserting footnotes and endnotes Printing your document Por 66 Part Il Using Word Tip Editing text To edit text you first have to move the cursor to the place in the document where you want to make changes Recall that inside the document area your mouse pointer
100. nto the computer format it the way you want and then print it or post it online Excel A versatile spreadsheet program Excel can be used in countless ways but its most basic use like the spreadsheets on paper that inspired it is as a tool for organizing numbers into rows and columns and manipu lating and analyzing them to help with budgeting and planning Outlook Outlook is Office s application for managing messages from e mail to faxes and your time Its power ful calendar function keeps you organized its Tasks list In This Chapter Introducing Office applications Creating saving and closing documents Working with Smart Tags and task panes Using Office Search effectively Finding help Lor 4 Part Getting Started makes sure you don t forget your day to day responsibilities and its Contacts folder stores all the information you ll ever need about the important people in your life PowerPoint Office s presentation application PowerPoint can help you create vivid onscreen or printed presentations that communicate your ideas clearly and effectively Access A database program Access makes it easy to collect and analyze data and use it in other Office applications FrontPage A powerful tool for creating and managing Web sites FrontPage is the only Office component entirely dedicated to that task You can create Web pages with all Office applications Starting Off
101. o store your macro in the current template which means it will be available whenever you create documents using that template or to store it in the specific document you re creating which means it will be avail able only when you re working on that document Type a description of the macro in the box at the bottom This is optional but it can help you remember what that macro does especially if you label it with a cryptic name like Macrol Click OK The Record Macro dialog box disappears replaced by a much smaller dialog box with two buttons Stop Recording and Pause Recording and the image of a cassette appears next to your mouse pointer to indicate you re recording Carry out the task you want recorded If you need to do something you don t want recorded click Pause Recording The pause is not recorded and won t be played back when you run the macro To resume recording click Resume Recording the same button as the Pause Recording tool When you re finished click Stop Recording If your macro requires some action to be performed on highlighted text highlight the text before you open the Record Macro dialog box because once you ve opened it you can t highlight any text To run the macro click the toolbar button you ve assigned or press the keyboard shortcut You can also choose Tools c Macro Macros pick your macro from the list and click Run but that s cumbersome and rather defeats the purpose of rec
102. ole in lemur behavior than in that of monkeys who tend to be more visually oriented Lemurs today survive only on the island of Madagascar off the southeast coast of Africa in the L Figure 3 11 Reading Layout view new in Office 2003 presents documents in an easy to read fashion ile Edit View jnsert Format Jools Table Window teip Type a question for hap gt X CLIMB THROUGH TIME Climb through the geological history of Saskatchewan Cambrian Period 590 505 million years ago Saskatchewan lies close to the equator beneath a shallow tropical sea At the beginning of the period the first hard shelled invertebrates appear in this sea by the middle of the period jawless fish the first vertebrates swim there Ordovician Period 505 438 million years ago In the warm equatorial sea that covers Saskatchewan and most of the rest of the North American interior organisms build huge carbonate banks that will become limestone including the famous Tyndall stone that now covers the Legislative Building and other Saskatchewan buildings Fossils of many Figure 3 12 The Document Map in Reading Layout view displays the document s headings as links down the left side of the window 48 Part Il Using Word The Document Map and Thumbnails buttons are displayed on the Reading Mode toolbar along with Find and Research both of which work the same way they do elsewhere in Word Increase Text Size and Decrease T
103. oolbars 17 Creating Customized Menus and Toolbars 18 Customizing toolbars 226 X X ee ee RR R ORR Oe Ew A 19 Customizing menus 0 000 eee eee eee 27 Will That Be Hidden Docked or Floating 29 Displaying and hiding toolbars enn 30 Docking and floating toolbars llle 30 Summary sepa Be ba 369 eG Pd Ew SP Po ee ee Oe EO EY ES 31 Part II Using Word 33 Chapter 3 Creating and Working with Documents 35 Creating New Documents 0 00000 eee eee 35 Navigating in Word a s R gee po do Rae a RR RUN RU ew 37 Using Find and Replace o ooo o 39 Using GOTO 24 gare as mue OEE a a a HS 42 The navigationtools eee eee 43 Contents Word s VIEWS zase aus V Produk wale ae Bohn Oe ee qo Ge Dey 44 Normal vieW 23 623 53 ox Bae Deh Ce deta K EO POP ea 45 PrintLayOutVIeW ea pa bates as te TOES ER S ek es 45 Reading Layout view e coos osora d R o e 46 Web Layout view s ep stre eee acd eae eA E N 5 48 Outline VIEW caas tare gy d Lx wx edv ee E Y PO EO YU 49 Web Page Preview zu Ge eR ruego Ro mex RUE ee ee 49 PrintPfeVIeW s vows eb ek a dex gus S y pg 50 Words Wizards ee 51 Using Word s AutoCorrect Features o 54 AutoCorrect ls 54 AutoFormat As You Type 55 A tOlext 2 2 3 as Ge BD EGRE m Ge hod Pa de ae ew 57
104. or other typical sentence ending punctuation mark and the first letter of table cells and correct accidental usage of the Caps Lock key If you select Replace As You Type Word will replace approximations of symbols with actual symbols e g replace c with or r with and correct common spelling errors For example if you type accomodate Word will automatically change it to accommodate as soon as you hit the spacebar to enter the next word You can see exactly what AutoCorrect is programmed to correct by scrolling through the list at the bottom of the AutoCorrect tab You can teach Word to correct your own most common errors by entering the wrong spelling in the Replace box and the correct spelling in the With box and choose whether to make formatting an issue by clicking the Plain text or Formatted text radio buttons and then clicking Add If you want to remove an existing entry in the AutoCorrect list highlight it and click Delete If you d like Word to automati cally replace words it doesn t recognize with suggestions from the spelling checker check the checkbox at the bottom of the tab Sometimes AutoCorrect can be a nuisance The famous poet e e cummings for example would have hated it because he never used capital letters to start his sen tences To tell Word to ignore certain specific usages that look like mistakes but really aren t click Exceptions You can teach Word not to capitalize after abbrevia tions
105. ord ing a macro in the first place You can also edit macros from this dialog box y Cross Reference Lo For detailed information on creating and editing macros see Chapter 49 Creating Macros 62 Part Il Using Word Saving Format Options Once you ve created your document you ll obviously want to save it so you can call it up again in the future for further revision or reference To save a document click the Save button in the Standard toolbar or choose File gt Save If the document hasn t been saved before this opens the Save As dialog box see Figure 3 25 If the document has been saved before this will overwrite the old version with the new version Browse until you find the file folder in which you want to save your new document and then double click on the folder to open it Type a name for your document in the File Name text box and then in the Save as type field select the format in which you want to save the document Save As Seve p O ue ET ipsa fies Tt oras My Recent Documents Desktop My Computer S Page tie aby atris our 20th saasaa 4 File tare gio My Networie Pos Document T Figure 3 25 Word offers you many different format options for saving your work Normally you ll save your document as a Word document the default choice but you can also choose to save it as the following 4 An XML document XML stands for eXtensible Markup Language and is designed to allow
106. orts llle 747 SUMMA ia E TE TR N E E E E A ate Gh a ton haa 750 Chapter 38 Access and XML s nann 751 What ls XME iia oa Pe edd R ein he a s 751 Looking atan XMLfile o 752 How Access uses XML 753 Importing XML Data ess 154 Exporting Access Data as XML eee eee 756 SUMMA oat Gc tae E ts kt Sorta a me ae a a 758 Part VII Office and the Web Chapter 39 Designing Web Sites with FrontPage 763 What Is FrontPage 763 The HyperText Markup Language HTML 764 Publishing Web pages ee 764 Navigating Through FrontPage Views n 764 Creating a Web Site 766 Creating a new FrontPage Web site 767 Working with folders and files in Folders view 769 Designing your Web site s navigation structure 770 Adding and Formatting Text o gt sao ee e x Re RR R RR a R R RR R N 773 Getting text without typing o 774 Editing text entidad DE Pe ee ee ed 774 Formatting text ee g 775 Formatting paragraphs 2 22 ke a a 775 Using Tables for Layout Purposes aana aaa 776 Defining table properties lt pag e ramena hi Se GR a 777 Defining cell properties 778 Using FrontPage s new Table Layout tools 779 Using the Cell Formatting tools 781 Converting tab
107. portion doesn t spill onto another page Toggle Full Screen display which hides everything except the print preview toolbar and the page you re previewing Close the print preview Word s Wizards e Cross Referen Sometimes you want to create a document from scratch Other times you wouldn t mind a little help As you ve seen Word makes it easy to open a blank document but it s also standing by with a selection of wizards to guide you in creating your document To access the wizards choose File gt New In the New Document task pane click the On my computer link in the bottom section labeled Other templates This opens the Templates dialog box shown in Figure 3 16 Templates PEC ations Reports rer a 54 e adr ketters bao Mal Merge gv a a Batch CHE Contemporary no Weed Nea re Agerbo Wizard eJ J Drant Pesume Profession Resume Wired bene Templates on My opel coe Figure 3 16 Among Word s templates you ll find wizards for many of the most common types of documents Now you can choose the type of document you want to create For example if you choose Other Documents you ll see the selection shown in Figure 3 16 Some of these are templates another excellent tool Word provides to help you design effec tive eye catching documents Templates are covered in detail in Chapter 8 ce 52 Part Il Using Word However among the templates both on this tab and on others in t
108. ppear to be the same length and are aligned with both the left and right margins Three other buttons on the Formatting toolbar also apply to paragraphs Increase Indent Fach time you click this button the selected paragraph is indented an additional one half inch It doesn t matter if you re using a differ ent measurement unit for example centimeters millimeters picas or points clicking this button still indents in half inch increments Decrease Indent Each time you click this button any existing indent on the selected paragraph is reduced by one half inch If the paragraph isn t cur rently indented this button has no effect it doesn t move the paragraph to the left of the current document margin Border Click on the downward pointing arrow next to this button to see a menu of the possible borders you can add to the selected paragraph You can enclose the entire paragraph in a border or simply apply a partial border with lines along one two or three sides Note that some of these options show an inside border those apply primarily to tables and can t be used as paragraph formatting You can also use the Border menu to insert a horizontal line The Paragraph dialog box Several additional paragraph formatting options are available from the Paragraph dialog box which you open by selecting Format Paragraph or by right clicking on a paragraph and choosing Paragraph from the pop up menu see Figure 4 8 Th
109. precisely match it other properties offer other conditions and then set a value to search for a text string for instance or a file size Next click Add to add that value to your search You can build in additional search parameters by creating additional property condition value combinations and clicking either the And or Or radio buttons depending on whether you want all of the conditions you ve specified to be met or if meeting any one of them is sufficient Finally choose the locations to search in and the file types you re interested in just as you did with the Basic File Search and click Go 11 12 Part Getting Started Getting Help in Office Applications Office may not give you much in the way of a printed user s manual which may be why you bought this book but it does provide a massive amount of help informa tion on your screen Because Office presents you with so many complex applications and supporting utilities the ability to find the help you need and find it quickly becomes a vital skill Office s Help tools include three main components the Office Help system which links you to a set of files containing help information stored on your local computer the optional Office Assistant which offers a small and friendly to a fault gateway to the main Help system and Office on Microsoft com a link to Microsoft s Web based Office resources Using Help Figure 1 7 shows an Excel help topic
110. ps for paragraph styles and or AutoText entries you use for a particular project by clicking the New button Type a name for the toolbar in the New Toolbar dialog box that appears The list in the Toolbars tab shows almost all the toolbars available in the current application However some toolbars appear in the list only when a particular mode of the program is active In Word for example the Print Preview toolbar is listed only when you re doing a print preview In any case check or uncheck the box next to the name of a toolbar to show or hide it That s not all you can do with the Customize dialog box though To add a new toolbar to the current Office application open the Tools gt Customize dialog box and switch to the Toolbars tab Choose New and type a name for the toolbar in the New Toolbar dialog box Chapter 2 Using Office s Menus and Toolbars 21 fm The Word version of the New Toolbar dialog box includes an extra field labeled Make toolbar available to It provides a drop down list from which you can choose where you want to store your new toolbar If you want to make it available in all your documents choose Normal If you want to use it only in a currently open document choose the name of that document from the list If you want to make it available in all documents based on a particular template first open that template create the new toolbar and then choose the name of that template from the list y C
111. pter 5 Working with Tables 2 De 97 Chapter 6 Forms Fields and Merging 00000000 ee 119 Chapter 7 Outlines Tables of Contents and Indexes 143 Chapter 8 Styles and Templates 159 Chapter 9 Getting Graphical 2 ee ee 181 Chapter 10 Working with Others on Word Documents 201 Chapter 11 Using XML in Word o e eee eee eee 219 Part IIl Using Exceso e as ae 231 Chapter 12 Worksheets and Workbooks o 233 Chapter 13 Entering and Formatting Information 257 Chapter 14 Charts R ee ee ens 299 Chapter 15 Formulas and Functions 00200 325 Chapter 16 Lists and Databases o 343 Chapter 17 Templates Forms and Graphics 365 Chapter 18 PivotTable and PivotChart Reports 395 Chapter 19 Using Excel to Analyze Data 411 Chapter 20 Using XML in Excel leen 425 Part IV Using Outlook lt oooooooooo 437 Chapter 21 Outlook Overview 2 0 0 0 0 439 Chapter 22 Advanced Message Management 465 Chapter 23 Outlook Security ee 485 Chapter 24 Creating and Maintaining a Contact List 501 Chapter 25 Managing Your Time with Calendar 517 Part V Using PowerPoint llle 531 Chapter 26 Beginning a Presentation
112. r Web pages items with htm html mht mhtml or asp extensions You can specify which types of Office files to search for and which specific Outlook items e mail messages appoint ments contacts tasks or notes to narrow the search Figure 1 6 shows some typical results Office has found two files containing the key word indicated sunset Chapter 1 Welcome to Your New Office eas x Figure 1 6 Results of an Office search E My Computer 2 of 2 S sunset sunsetdreams See also A Research dA Find in this document Once results are displayed you can rest your pointer on the filename to get more information about it click it to open it right click it to see more actions you can perform such as edit the file create a new document based on it or copy a link to it to your clipboard or click Modify to start a new search Click Advanced File Search at the bottom of the Basic File Search task pane to run searches based on document properties such as author and date modified and to use logic i e AND OR to include or exclude information in your search In the Advanced File Search task pane you first enter a property to search for there s a long list of possibilities from Address to Size to Format to Web page then select a condition for that property in the case of text properties such as Address you can choose to search for files that either include the text you enter or
113. reating Styles is menea Ba Gs ae Sog we Reg eee odd o ees 168 Creating a style using dialog boxes 168 Creating a style by using an example 170 Modifying Styles scai a aen aa a a m pen E e E E REAR RE EA 170 Modifying a style using dialog boxes 170 Modifying a style using an example 171 Copying deleting and renamingastyle 172 Using the Style Gallery 6c e464 Ry RUE 173 Attaching a Template s essas ee xm ee o mx x ae Yos 174 Creating anew document withatemplate 175 Attaching a template to an existing document 175 Creating and Modifying Templates o 176 Creating a template from scratch 176 Creating a template from an existing document 177 Modifying templates ss sp ausa noo Em RR As 177 Modifying the Normal Template lle 177 SUMMA ea odes Ver UE ERS dee se bared e PRENDS SPORE 178 Chapter 9 Getting Graphical lt lt 181 Using Bulleted and Numbered Lists 181 Using the Formatting toolbar 181 Formatting your lists ee ee ee ee ee eee 183 Using Columns lt oce ge bk Hae Rue y ue RO S ae ATE 186 Adding Borders and Shading 188 Adding a simple border 0 000 eee eee 188 Adding borders to tables o 189 Fine tuning your borders
114. rent position the place where text will be entered if you start typing is called the insertion point It s represented by a flashing vertical bar Once you know where you are you can move around your document in many different ways Use the mouse Inside a document your mouse pointer appears as a vertical bar with smaller crossbars at the top and bottom like a capital letter This is the flashing vertical bar referred to in the previous paragraph Place this wherever you want the insertion point to appear and click once 38 Part Il Using Word l If you re in Normal view see the Word s Views section later in this chapter the insertion point can be placed only at the beginning of a blank document In any other view you can place the insertion point anywhere within a blank document You can move the insertion point only within the portion of the document cur rently displayed If the document extends beyond the top bottom or left or right sides of the screen use the scrollbars to see the rest of it If you have a mouse with a wheel on it you can also roll the wheel forward or backward to move up or down To move up or down one line at a time click the single arrow at the top or bottom of the vertical scrollbar To move up or down one screen at a time click in the light colored area above or below the box shaped slider To scroll smoothly through the document click and hold the single arrows or drag
115. roperties 679 XXXI i Contents Customizing fonts s a 9 99d e A 680 Moving fields le 681 Hiding and unhiding columns a aaa aaa 681 Freezing and unfreezing columns 682 Sorting Data xu ox x ee eee ea ERR Se UR Pee Yad e 683 Adding an Index 683 Using a singl field 2 2 22a ee ee ee Be eo eS 683 Using multiple fields x son a aae a dcad ie e de SS 684 Printing Table i iut suo ohm xm RO eo eR d es Man ae as 685 Exporting Table Data e a a A op ana e aea a 685 Summary o see a ada R RR de Mo we ke i a ao ERAT 3 687 Chapter 35 Working with Forms 689 Using AutOFOrm 4 dock bo woah ee we eh ea aS 689 The basic method e 689 The advanced method 690 Choosing a layout o e eee eee ee eee 690 Using the Form Wizard 258 eee geek e paia de Boe eee S 691 Designing Form id he wee BR OR ee Bee aw EES 695 The easy Way we serc x x e SS Hw AAS 695 The hard WAY oscars Bae v x RE E Rd E L R v3 695 Modifying FOR re 1 wigs a oU a e oe ae ne Sh ee eS 697 Adding Controls toaForm aoaaa 697 Discovering the Toolbox ee 698 Working with text boxes 0 0 0 000 eee eee 699 Using control wizards eee a eee 701 Surmadby ame des que ee Red a ee OO Be Peg sedis qus 704 Chapter 36 Using Queries lt lt lt ooooooooo 705 How Queries Work cee ee ee 705 Creati
116. ross For more information on using templates in Word see Chapter 8 Reference Click OK and a new completely empty toolbar appears Now you can add buttons to it just as you would to any other toolbar as described later in this chapter Relocating and deleting buttons What if you don t like the default arrangement of your toolbar buttons You can move a button to a new location at any time simply by holding down Alt while you click on the button and drag it to a new location either elsewhere on the original toolbar or to a new location on an entirely different toolbar If the Tools gt Customize dialog box is open you don t even have to press Alt You can simply drag buttons around wherever you like You can also copy them by drag ging them while holding down Ctrl When the Customize dialog box isn t open holding down Ctrl and Alt together while dragging allows you to copy buttons To add space between two buttons press Alt and drag one of the buttons sideways in either direction To delete a button press Alt and drag it either into the middle of the window or up onto the title bar When an X appears below the pointer release the mouse button and the toolbar button will vanish Tip You can create more space on some toolbars by narrowing buttons that provide drop down lists such as the Font button on the Formatting toolbar If you open the Tools Customize dialog box and click one of these types of buttons St
117. s and menus at will e Cross Reference Y Tip As a means of working more efficiently you can also record command sequences you use a lot store them as macros and play them back with the click of a toolbar but ton that s discussed in detail in Chapter 49 If even the hundreds of commands offered by Office right out of the box don t meet all your needs you can learn how to create your own complex custom commands and even separate specialized applications using Visual Basic for Applications VBA the Office programming language A discussion of VBA is beyond the scope of this book a good place to start would be Steve Cummings s VBA For Dummies Third Edition Wiley Publishing Inc 2001 ffice is a powerful suite of programs that can do a lot of amazing things but they don t necessarily do them the sa e AA In This Chapter Customizing toolbars Customizing menus Customizing shortcut menus Hidden docked and floating toolbars 18 Part Getting Started Creating Customized Menus and Toolbars Tip Tip If you ve used versions of Office before Office 2000 you ve probably noticed that there are fewer toolbars at the top of your applications than you might expect The usual Standard and Formatting toolbars are still there but by default they re now on the same level In addition they don t display all their buttons all the time and the buttons they do display aren t alwa
118. show the Save As command on a toolbar you ll see that it has no button image Copy the image from the Save command s toolbar button paste it onto the blank Save As button and then use the button editor see Figure 2 7 to change its colors or otherwise modify it so you can visually distinguish it from the Save button Reset Button Image Changed your mind about having altered the way a button looks This resets it to its default appearance 26 Part Getting Started Edit Button Image Want to play around with the button image or even design your own Choose this option This opens the Button Editor shown in Figure 2 7 In the Picture area you see an enlarged view of the button image showing each individual pixel picture element Click on a square to toggle that pixel between off that is the same color as the background and the currently selected color from the Colors area Click the Clear button to erase the entire image Use the Move buttons to fine tune the positioning of the image within the Picture area In the Preview area you can see a normal size image of the button you re editing Lift the mouse pointer from the enlarged image in order to see your most recent change Figure 2 7 The Button Editor is a simple editing tool for button images Change Button Image This opens a shortcut menu displaying 42 button images Office already has on hand for you to use or modify Default Style This displays only the ico
119. sing XML in Excel lt lt 425 WhatIs XML iu eun ge a a A eRe le es 425 Looking atan XML Hile o o 426 How Excel uses XML o oo racio molre cieu eee 427 Using XML Data Sources in Excel o o ooo N 427 Saving XML Data in Excel 22er 430 Exporting data in generic XMLformat 430 Saving an XML spreadsheet 432 Excel and Smart Documents Kantus 434 Summary idee iaa a SEED HE a ES 434 Part IV Using Outlook 437 Chapter 21 Outlook Overview x x 439 Working with OutlookFolders o o 439 Creating new folders 441 Using the Navigation Pane o e e 442 Working with and Customizing Views 443 SWITCOIDS VIEWS 4 a ts 445 Customizing views 445 Using the Field Chooser 22s 449 Creating views from scratch aoaaa aa ee 450 Assigning items to categories 2 0000005 451 Using Outlook Today 0 0000 a 451 Configuring and Using Multiple Mail Accounts 452 Adding e Mail accounts 0 0000 pee eee ene 453 Modifying e mail accounts o o e 454 Reading Messages es 455 Addressing and Sending Messages o e 455 Creating a new message from scratch 456 Spellchecking messages o 0000 eee eee eee 459 Saving Me
120. sound of their honking in the sky on a quiet autumn evening but w they overrun ourparke and golf courses fouling the grassand hissing atus if v atthem funny 1 Justremember though that things cond be worse last week Australian scien discovery of a prehistoric goose that weighed 500 kilograms and could have ta With one nip ofits giant beak 1 But before we get to the details some background on the goose oftoday Canada Geese scientificname Branta Canadensis are the most familiar geese America There are may different subspecies anywhere from 1 to more than number depends on who youtalk to characterized by variations insize and sh 882004 gt Page 1 sec 1 us atom ini Cdi mahus OF Figure 4 7 Click the Show Hide 1 button to see where the paragraphs are in your document 76 Part Il Using Word The Formatting toolbar The most commonly used paragraph formatting options as with character format ting are available on the Formatting toolbar refer to Figure 4 2 beginning with four buttons that determine the paragraph s alignment Align left This aligns all the lines in the selected paragraph flush left Center This centers all the lines in the selected paragraph on the page Align right This aligns all the lines in the selected paragraph with the right margin Justify This adds space between words so that all the lines in the paragraph except the final one a
121. ssages tee E ee 459 Printing Messages lll es 460 Using Pase Setup e va su ow er e ROS ue p SOR Bea 460 Deleting Messages lees 462 Recovering deleted messages o 462 Permanently deleting Messages o 463 Automatically deleting when exiting Outlook 463 SUMMAPY 66 8 bea Gade 09 POR O3 OX OY ee Ee Y y yov EES 463 Chapter 22 Advanced Message Management 465 Organizing Messages with Search Folders 465 Creating anew Search Folder o 466 Customizing a Search Folder 468 Quick flagging Messages o no ooa caa RRR RRR RR 469 Contents XXVI i Creating Mail Filtering Rules 2 2 2 ee ee ee 470 Archiving Messages e 472 Setting the frequency 473 Setting the AutoArchive delay lll 473 Exporting and Importing Messages o 474 Exporting messages e 475 Importing messages oes akepa r iaaa eee eee ee ee 476 Sending Business Cards lt ss saca r ras a ecak e wE e eee eee 476 Using Signatures and Receipts oaaao a 477 Creating a signature 00 00 eee rta teta 477 Setting up message receipts noonoo 000000 479 Attaching Files to Messages ee 480 Finding the Message Yu Want s s s sa re ane a R RR E R a 481 SUMMA A A at ok Sd ete E E EE E a Be aes S 483 Chapter 23 Outlook Security 2 0 x eee eee 485 D
122. ste 7 Format Painter Can t Undo Can t Redo E Hyperlink Insert Table Columns Drawing Document Map Show All Zoom New Blank Document Spelling and Grammar Tables and Borders Toolbar Sd Insert Excel Spreadsheet Figure 2 3 The buttons that Office assigns to Word s Standard toolbar The Toolbar Options button doesn t appear on floating toolbars see Will That Be Hidden Docked or Floating later in this chapter for more details on floating and docking toolbars Instead find the small white down arrow to the far right of the title bar Click on it to access the Add or Remove Buttons command Tip Chapter 2 Using Office s Menus and Toolbars 25 Adding buttons to toolbars To place new buttons on toolbars open the Tools gt Customize dialog box This time you want the Commands tab see Figure 2 4 On the left Office displays a list of various command categories Choose a category many of them correspond to the categories you already see on the menu bar and all the commands in that cate gory are displayed on the right To add any command to a toolbar simply click on it and drag it to the toolbar to which you want to add it If you aren t sure what category the command you re looking for belongs to or A you just want to see a complete list of all available commands choose All com mands in the category list The commands are then displayed alphabetically without
123. t Getting Started hos Wew Office Document Otia Documents Presentations PE aera Reports Spreadsheet Solutions sere al batato Desy epa es 169 Pleadings Letters Panes Mal Mange Mires BB zu 8 MDI Web Page Cal Message Dark Worlbook drec s m m 9 Ls sj y 2 than AtoContent bart database Presoet fon Wi ard Pommes mot lie Teemg ates on Microsoft com Figure 1 2 The New Office Document dialog box enables you to choose from numerous kinds of Office documents This dialog box brings together all the many different types of Office documents that can be automatically created from a blank Word document PowerPoint presentation Excel workbook Access database or Outlook e mail message to specific templates such as the PowerPoint template for Recommending a Strategy or the Excel template for Loan Amortization Just click the tab you want and choose from the available options You can find more than just templates in the New Office Document dialog box You l also find a plethora of useful wizards such as the Calendar Wizard and Resume Wizard that take you step by step through the process of creating a spe cific type of document Saving documents No matter which application you re working in the process of saving documents and an important process it is too is much the same Choose File Save or File gt Save As the Standard toolbar usually has a Save button on it as well if you prefer the on
124. t edges the text will turn sideways making it hard to read Once a toolbar is floating you can drag it anywhere you like by its title bar even outside the application window onto your desktop if you wish though if you mini mize the window the toolbar disappears too You can also resize it or close it just as you would any other window Chapter 2 Using Office s Menus and Toolbars 31 Tip To instantly turn a floating toolbar into a docked one or vice versa provided it has already been both double click the toolbar anywhere but on a button or the move handle although this can be hard to do if the toolbar is chock full of but tons The toolbar switches to docked or floating whichever it currently isn t in the location where it was the last time it appeared in that form Note however that this doesn t work on the main menu bar when it s docked Summary If you don t like the way Office presents its multiplicity of commands and tools to you change it There are several ways Through the Tools gt Customize dialog box change the set of tools on any toolbar just by clicking and dragging buttons around 4 Create custom toolbars that contain commands you use all the time Customize menus the same way you customize toolbars by clicking and dragging Alter the icons and names associated with the various commands Modify the context sensitive shortcut menus that pop up when you right click on items
125. t it and click Delete Click Insert to insert a high lighted AutoText entry into the current document Click Show Toolbar to display a small AutoText toolbar that opens the AutoText dialog box with a single click This displays a menu of standard AutoText entries so you can insert them with a single mouse click without even typing the first few letters AutoFormat AutoFormat the fourth tab in the AutoCorrect dialog box has most of the same options as AutoFormat As You Type The difference is that AutoFormat is applied to the whole document at once and it takes effect only when you choose Format gt AutoFormat By default AutoFormat preserves styles you ve added to the current document which is probably what you want though you can turn that option off if you wish Smart Tags Smart Tags as I explained earlier provide easy access to lists of actions Word thinks you re likely to want to perform on certain types of data Word can recognize For instance if Word realizes you re typing a person s name it will provide a Smart Tag that includes actions such as Open Contact Schedule a Meeting Add to Contacts or Insert Address The Smart Tags tab of the AutoCorrect dialog box lets you turn Smart Tags on or off for certain types of data or turn Smart Tags off completely by unchecking the Label text with Smart Tags box It also provides a link to Microsoft s Web site where you can find more Smart Tags AutoSummarize AutoSummarize
126. ters and other document elements such as tabs footnote marks and even graphics The options in the Special list vary depending on whether your insertion point is in the Find what field or the Replace with field Using Go To Go To the remaining tab in the Find and Replace dialog box see Figure 3 7 takes you to a specific area of your document without regard to content Tip You can open the Go To dialog box at any time by pressing Ctrl G or choosing Edit gt Go To Enter beading number Enter and Lo move relative bo the ounrent location Example e will move forward Per torn Previous Ment Close Figure 3 7 The Go To tab of the Find and Replace dialog box can take you to specific areas of your document Here you have a whole new series of search criteria Page This lets you move to a specific page of your document by entering the page number and clicking Next or by entering a certain number of pages for ward or backward from your current location Enter n or n where n is the number of pages you want to move Chapter 3 Creating and Working with Documents 45 4 Section If you ve used section breaks see Chapter 4 in your document you can move among those sections just as you move among pages by entering a specific section to go to or the number of sections you want to move forward or backward Line Again you can enter a specific line to move to or a certain number of lines to move forward or backwar
127. the mouse to the left edge of the docu ment until the usual I beam cursor changes to a right pointing as opposed to the usual left pointing arrow Use the arrow to point at the line you want to select and then click once 68 Part Il Using Word Formatting Text Word supports four different levels of formatting which apply to successively larger sections of text Character formatting applies to all selected characters or all the characters you type after you ve established the formatting When you make a single word or sentence bold or italic for example you re using character formatting Paragraph formatting applies to all the text between two paragraph marks which are entered whenever you press the Enter key You can apply many of the same formatting options that you can apply to characters e g bold or italic but you also have additional options with regard to spacing align ment and indents Page formatting affects the formatting of every page in the document and includes settings such as page size tabs and margins Section formatting is useful if you want several different types of formats within the same document You can divide it into several sections and then format each section individually with different indents and margins or even different numbers of columns These various kinds of formatting overlap quite a bit You can make a paragraph bold by using paragraph formatting for example but you
128. the slider up and down The advantage of using the slider is that as you scroll through your document pop up windows show you what page you re on and if your document is divided into sections what section you re in see Figure 3 3 You can navigate left or right through an extra wide document in similar fashion using the horizontal scrollbar Tip You can avoid having to use the horizontal scrollbar by choosing Tools gt Options gt a View and checking the Wrap to window checkbox near the bottom of the View dialog box This ensures that all text remains visible in your window however it also means that what you see on the screen is no longer exactly what you ll see when you print the document so be sure to turn this option off when you re ready to check for awkward line breaks Use the keyboard You can also move through your document using your keyboard The cursor keys move your insertion point up or down one line at a time or left or right one character at a time You can move through your document faster by holding down the Ctrl key at the same time In that case the left and right cursor keys move you through your document one word at a time while the up and down keys move you one paragraph at a time Four other keys are also particularly useful for navigation Home moves you to the beginning of the line that contains your insertion point End moves you to the end of that line Ctrl Home takes you to the top of the docum
129. tion fora CD o o 632 Options for Saving Your Presentation aoaaa 634 Putting your presentation on the Web 634 Other file formats for saving presentations 637 PINDO e ih ogg ae OR A OG ee ae PPP RP epo NEE 638 Printing SHES 4 agina eau hoe e Rm hem ROS X as 638 Printing speaker notes lt oov oo cy on Y a 9s 639 Printing handouts lle 640 Printinganoutline ss eos d mi aa n E aa a E a o 640 Printing files in Word o RR ni aa aG 640 Broadcasting over the Internet or an Intranet 641 Setting up a presentation broadcast 642 Starting a presentation broadcast 643 Viewing a presentation broadcast oo ooo 643 SUMMA PR dx E a PESCE a eS 643 Contents XXXI Chapter 32 Fine Tuning Your Presentation 645 Practice Makes Perfect A R RR omar E auii aii es 645 Troubleshooting Your SlideShow 647 Ten Top PowerPoint Tips 0 00 eee eee eee ee ee 648 1 How do I change an entire presentations format 649 2 How can I copy one object s format to several others 650 3 Where on the Web can I find additional clip art textures sounds and video 650 4 How can I set the defaults for drawing objects 650 5 How can I make a bulleted list show up one item at a time during my presentation s o sss rowers 652 6 What
130. u can choose to create a new blank document Web page XML document or e mail message create a new document based on an exist ing document or create a new document based on a template In Outlook you choose from a different list of options including Mail Message Appointment Contact Distribution List Task Journal Entry Note and Fax Excel s options are similar to Word s Access s are different again and so on Elle Edit View insert Format Tools Table Window Help gt x SW T Aa 0 Word Count ju Read E N nosi KA 1 2 Mark document BD or document Hj Web page j Emai eine a Prom existing document Templates Search ario for gt Temgilates on Office Online 8 n ey Com uuber D On my Web stes Recently ured templates sendas wawd Depart Memo Prof esa Fax mers v U o LJ Sia a 2 vis gt Page 1 sec 1 ut Eai U S Figure 1 1 Choosing File gt New brings up a number of different options depending on which application you re using On the right is the New Document task pane You can save a step in creating a new document if you already know what kind of document it will be Instead of first opening an Office application and then creating a new document you can create a new document and open the application you need at the same time You can do that by choosing Start gt Programs Microsoft Office Tools gt New Office Document The New Office Document dialog box is shown in Figure 1 2 5 Par
131. u many ways to view your document In fact it offers you seven Normal Web Layout Print Layout Reading Layout Outline Web Page Preview and Print Preview Normal Web Layout Print Layout Reading Layout and Outline are accessed from the View menu Web Page Preview and Print Preview are available from the File menu Chapter 3 Creating and Working with Documents 45 Normal view Normal view as its name suggests is the standard view for typing editing and for matting text Because its focus is on text it simplifies the layout of the page and hides page boundaries headers and footers objects with text wrapping floating graphics and backgrounds see Figure 3 9 You can vary this view with the Zoom control box on the Standard toolbar which lets you specify at what percentage of full size you want the page displayed Eile Edit View inset Format Tools Table Window Help 7 AO ses Stan i I 6 Dan i 2 4 U 4 1 t U TC HENCE TRE OCDE Its invention is usually credited to a Chinese court official Tsai Lun in ab Chinese may have been making paper out of silk fibers before that but Tsai La vegetable fibers tree bark rags old fish netting that kind of thing The Chine papermaking process secret for 500 years but the Japanese learned it in the sc immediately improved on it gee why does that sound familiar in 770 produ publication one million copies of a Buddhist prayer paper
132. u need them such as when you make a mistake in an Excel formula or when Word automatically corrects something you ve done or when you paste in data from the clipboard Clicking the Smart Tag will bring up a small menu offering the options you need to fix the error reverse the action or do whatever else might be appropriate Figure 1 4 shows a Smart Tag and a task pane for good measure in Excel Chapter 1 Welcome to Your New Office 9 iH Elle Edit View Insert Format Tools Data Window Help r 8x awe a WE We WU RAR T a 2 721 LA a ir Blz EZS Be EM E SUMES E12 S b EA H i E x E Esperse Revene Mer Expense Revernse ve 3 Opera 10 00 00 00 1000 1600 v6 00 1000 ow D Wert shes 1600 6 00 10 00 1600 19 00 1000 ow Ca Slice Online 7 fab Show VOTO 56600 11 364 00 10 00 v6 00 1000 OFA B Commect to Microsoft Office S Brunch 10 00 28 00 1000 10 00 1800 1000 ar Orire B Aate 1000 se 00 1000 10 00 0 00 1000 Dar Gat the latest saws about uiing I m gt Excel Soma on 1000 12820800 82520000 10 00 LI 1000 OFA aby update iis lt MT E AAA LR 1 9 Cn R e g 1 d Keep Source Formatting E B C Match Destination Formatting E z x EN fo Y K Exaesgle PEE more than one copy 2 C1 Values and Number Formatting Open a C Values and Source Formatting Budget vs Actual 2002 2003 Ci Keep Source Column Widths best z C1 Eormatting Only Memb to Ed Feb 2003 20
133. ves you the opportunity to either replace it or click Find Next to leave it as it is and move on to the next instance If you re sure you want to replace all instances of the given text click Replace All Caution Think very carefully about the Replace instructions you ve issued before clicking Replace All because it can sometimes have unintended consequences For instance simply replacing her with him could result in words like thermal and heroes changing to thimmal and himoes To avoid this problem click the More button in the Replace dialog box then check the Find whole words only checkbox Find and Replace fid Renae Goto Find what hear ephe Replace l Erd fest Cancel Figure 3 5 Replace lets you act on your second thoughts about some of the words you ve used in your document You can use Find and Replace to search for and change more than just text You can also use Find to look for formatting elements such as specific font and paragraph styles as well as special characters such as tabs hard returns and em dashes and use Replace to replace those special elements and characters with other special elements and characters For example you could use Replace to find all the instances of bold text in your document and color it red or to italicize every instance of the title of a book you referred to frequently Chapter 3 Creating and Working with Documents 41 To access these additional capabi
134. y default this view shows you the whole page By pointing at the document and clicking you can toggle back and forth between a view of the whole page and a larger view that makes it easier to read the text File Edit View Insert Format Toots Table Window Help tefe fak Made R OEE mm Lt om ae emen A m nm He Hoa aes Pe Rec tee DR m M H re e een pA L M M e n OE H P Rs Ke dem m K sai Pes ntt eam hem hm o Me m 9 denn eren MIS ros E KK L cm te M M e e e K a e ee MA M 9 mee aM e L ra c K c m e i a A ee sene eima sors Page 1 Sec 1 10 Misma ini Cdz mahus Qx Figure 3 15 Print Preview shows you exactly how your printed document will look You also have several other controls on a new toolbar From left to right these controls let you do the following Print the document Toggle the magnifying glass pointer on and off when it s off you can edit the page as you would in Normal view Display one page or in a larger document several pages at once as many as six or more at a time depending on the size of the Word desktop windows and your screen resolution Display the page at a specific percentage of full size Toggle the ruler on and off Chapter 3 Creating and Working with Documents 51 Shrink the document by one page so that a small
135. yle and Font Size are other examples you can change its width by moving the pointer to either edge it becomes a double headed arrow and dragging the edge in either direction Of course you may not be able to see the full names of the fonts and styles in those drop down lists if you do so Note too that this works only with drop down lists Some buttons like Outside Border have fly out menus they can t be resized The Add or Remove Buttons command At the right end of any docked toolbar is a thin Toolbar Options button Clicking on it displays any of the buttons native to the toolbar that aren t currently visible 2 Part Getting Started because there s no room for them it also offers you the options to Show Buttons on Two Rows which separates the Standard and Formatting toolbars onto two differ ent rows or to Add or Remove Buttons Selecting Add or Remove Buttons opens a pop up menu that provides alternate access to the Customize dialog box or a dis play of all the buttons Office thinks are suitable for the toolbar you re currently working with see Figure 2 3 To add any of these buttons to or remove them from the toolbar just check or uncheck them The buttons are not permanently deleted from this menu you can always retrieve any you choose to deactivate or for that matter any you dragged off the toolbar gt Open Save Mail Recipient a Print Print Preview Research Cut Copy T3 Pa
136. ys the same ones That s because when you first open an Office application only the commands Office thinks are the most commonly used are visible on the toolbars or menus To access all available commands on a docked toolbar click the Toolbar Options button at the toolbar s right end it s a narrow vertical band with two tiny arrows pointing right at the top and a slightly larger downward pointing arrow underneath To see all the items available in any menu hold your mouse pointer over the menu name for a second or click the chevron at the bottom of the menu If you prefer to always see full menus choose Tools Customize click on the Options tab of the resulting dialog box and check the Always show full menus checkbox If you don t see the double arrow on the Toolbar Options button all the toolbar s buttons are already visible However on built in toolbars those that ship with Office the Toolbar Options button always shows a single arrow pointing down even when all buttons are visible This indicates that you can still access the Add or Remove buttons command described in more detail in the The Add or Remove buttons command section of this chapter Whenever you use a command it s automatically made visible on the abbreviated toolbar or menu replacing a button or command that hasn t been used for a while Eventually the abbreviated toolbars and menus display the commands you use most often You can find out

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