Welcome to Your New Office
Contents
1. Ham Al Ble Alles Al Page 1 lt J 150 B a H lt w Sec 1 1 1 Word Count jj Read E i Ad Normal R English U S Type a question For help 12 z BZ New Document a gorm New L Blank document w XML document W web page gt E mail message w From existing document Templates Search online For E Templates on Office Online wi On my computer LE On my Web sites Recently used templates Calendar Wizard Elegant Memo Professional Fax Thesis 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 New Office Document The New Office Document dialog box is shown in Figure 1 2 5 c539493 ch01 qxd 6 gt 10 2 03 10 02 AM Page 6 Part Getting Started r gt New Office Document Other Documents Presentations Publications Reports Spreadsheet Solutions General Databases Design Templates Legal Pleadings Letters amp Faxes Mail Merge Memos fm m J a agaaa BlankDocument Web2. Find all messages received today wy 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 or 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 c539493 ch01 qxd 10 2 03 10 02 AM Page 11 Chapter 1 Welcome to Your New Office ee x Figure 1 6 Results of an Office search gt E My Computer 2 of 2 2 sunset sunsetdreams See also fA Research N A 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 sear
3. Search for E Keep Source Formatting C Match Destination Formatting Example Print more than one copy O Values Only X C Values and Number Formatting Open Values and Source Formatting Budget vs Actual 2002 2003 a wedding C Keep Source Column Widths ten a C Eormatting Only Memb to Ed Feb 2003 Link Cells More v M 4 gt h Summary Operating Workshop Fall Show f Brunch f Spring u PU Select destination and press ENTER or choose Paste NUM L Create a new workbook 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 gt 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 T
4. 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 you 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 c539493 ch01 qxd 10 2 03 10 02 AM Page 9 cb Chapter 1 Welcome to Your New Office E Eile Edit View Insert Format Tools Data Window Help Type a question for help X MEA SUS EE T P E sO Ae E14 fe SUM E3 E12 A B Cc D G H oa g DRAFT Budget Actual Getting Started max Expense Revenue Net Expense Revenue Net Operating 0 00 0 00 0 00 0 00 0 00 0 00 DRAF Cla nerse y Workshops 0 00 0 00 0 00 0 00 0 00 0 00 DRAF cu Office Online Fall Show 13 716 00 14 860 00 1144 00 0 00 0 00 0 00 DRAF Connect to Microsoft Office Brunch 0 00 0 00 0 00 0 00 0 00 0 00 DRAF Online Raffle 0 00 0 00 0 00 0 00 0 00 0 00 DRAF Gente EE above sing Excel Spring Show 0 00 28 200 00 28 200 00 0 00 0 00 0 00 DRAF Automatically update this ist Totals 15 716 00 _ 43 060 00f 29 444 00 0 00 0 00 0 00 from thie Web e More F
5. Page E mail Message Blank Workbook Preview ey Blank Presentation AutoContent Blank database Wizard Preview not available Templates 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 ll 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 one 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 yo
6. c539493 ch01 qxd 10 2 03 10 02 AM Page 3 Welcome to Your New Office Wi 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 into 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 CHAP In This Chapter Introducing Office applications E R Creating saving and cl
7. ches 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 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 c539493 ch01 qxd 10 2 03 10 02 AM Page 12 12 PartI 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 applica
8. e information about using XML in Office applications see Chapters 11 20 Reference and 38 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 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 7 0539493 ch01 qxd 10 2 03 10 02 AM Page 8 cb 8 PartI 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 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 Smart Tags and task panes
9. he 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 _ 9 c539493 ch01 qxd 10 2 03 10 02 AM Page 10 10 PartI Getting Started HE File Edit View Insert Format Tools Data Window Help Type a question for help f X IDE TALERI RA Talne 4 ti R 710 BI U E22 B c D E F 2 H iry Basic File Search vx Search for Search text e Search Tips Other Search Options Search in d Selected locations v Results shouldbe Selected file types v Fast searching is currently disabled Search options See also R Advanced File Search f amp Research A Find in this document W v 4 gt h Sheet Sheet2 Sheet3 I lt m gt Ready NUM Figure 1 5 The Basic File Search task pane helps you find Office files quickly and easily free 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 Tip 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
10. her 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 _ c539493 ch01 qxd 10 2 03 10 02 AM Page 15 Chapter 1 Welcome to Your New Office The Office 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
11. introduced in Office XP and further developed in Office 2003 provide quick access to commonly used commands Making good use of 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 Tip 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 LS Smart Tags are buttons that provide choices for enhancing content
12. osing documents Working with Smart Tags and task panes Using Office Search effectively Finding help 0539493 ch01 qxd 10 2 03 10 02 AM Page 4 cb 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 Office 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 b
13. r amp B Table of Contents Ea fice Online Connect to Microsoft Office Online Get the latest news about using Excel Automatically update this list From the web More E Assistance gA Training Sm Communities J Downloads See also What s New Y 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 c539493 ch01 qxd 10 2 03 10 02 AM Page 14 14 Part Getting Started i File Edit View Insert Format Tools Data Window Help How do I mail merge 8X iDSESsl46B4 lA Ea amp z 4 i e i arial 210 z B Z UJ amp Z Z Al X fe eee i What would you like to do How do I mail merge Options vv M 4 gt n Sheet Sheet2 Sheet3 lt all Ready NUM 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 Ot
14. t to Sheet and then click Unhide If sheets are hidden by a Microsoft Visual Basic for Applications program that assigns the property xISheet eryHidden you cannot use the Unhide command to display the sheets IF you are using a workbook with Visual Basic macros and have problems with hidden sheets contact the owner of the workbook for more information Figure 1 7 A typical Office help topic c539493 ch01 qxd 10 2 03 10 02 AM Page 13 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 I change text color and then press Enter Press F1 or choose the menu item for the current application from the top of the Help 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 i Encel Help xv x Figure 1 8 Use the Help task pane to find the information you need about any Office application Assistance Search Fo
15. tance Office is a suite of applications each of which is designed to perform specific tasks although there is some overlap among them 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 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
16. 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 15 0539493 ch01 qxd 10 2 03 10 02 AM Page 16 16 PartI Getting Started 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 Z 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 Tip You can download additional Assistants from the Microsoft Web site s 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 checkbox in the Office Assistant dialog box You can still bring the Assistant back at any time by choosing Help gt Show the Office Assistant Summary This chapter offered a brief introduction to some basic aspects of Office you need to be aware of For ins
17. 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 CG Office Assistant e Gallery Options v Use the Office Assistant Help with wizards v Move when in the way v Display alerts v Make sounds Search For both product and programming help when programming Show tips about Using features more effectively Only show high priority tips Using the mouse more effectively Show the Tip of the Day at startup Keyboard shortcuts Reset my tips Figure 1 10 Control the Office Assistant from this dialog box Select the Options tab to define how
18. tions 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 B Microsoft Excel Help Display or hide a workbook or sheet Y show All Do one or more of the Following D Display a hidden workbook 1 On the Window menu click Unhide If the Unhide command is unavailable the workbook does not contain hidden sheets IF both the Rename and Hide commands are unavailable N the workbook is protected from structural changes You ll need to remove protection from the workbook to determine whether sheets are hidden removing protection may require a password D How On the Tools menu point to Protection and then click Unprotect Workbook If prompted enter the password assigned when the workbook was protected Passwords are case sensitive You must type the password exactly as it was created including uppercase and lowercase letters 2 Inthe Unhide workbook box double click the name of the hidden workbook you want to display D Display a hidden sheet 1 Onthe Format menu poin
19. u 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 c539493 ch01 qxd 10 2 03 10 02 AM Page 7 cb Chapter 1 Welcome to Your New Office 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 Co y Save As ajx Save in My Documents x a C Tools Amy Music f Emy Pictures My Recent Documents 4 Desktop My Documents go My Computer ramen J My Network z Places Save as type Presentation v Cancel J 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 Cross For mor
20. ut 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 gt All Programs menu NS 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 c539493 ch01 qxd 10 2 03 If you re already in an Office application the easiest way to create a new document is to choose File gt 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 You can choose to create a new blank document Web page XML document or e mail message create a new document based on an exist 10 02 AM Page 5 Chapter 1 Welcome to Your New Office 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 File Edit View Insert Format Tools Table Window Help
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