Wiley Microsoft Office 2007 All In One Desk Reference For Dummies Jan 2007 ISBN 0471782793 pdf

  

Office 2007

A L L - I N - O N E D E S K R E F E R E N C E

  

FOR

DUMmIES

  ‰

  

by Peter Weverka

Office 2007

  

A L L - I N - O N E D E S K R E F E R E N C E

FOR

  

DUMmIES

‰

  ® Office 2007 All-in-One Desk Reference For Dummies Published by Wiley Publishing, Inc.

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  About the Author Peter Weverka is the bestselling author of several For Dummies books,

  including PowerPoint 2007 All-in-One Desk Reference For Dummies and

  

Microsoft Money For Dummies, as well as 30 other computer books about

  various topics. Peter’s humorous articles and stories — none related to computers, thankfully — have appeared in Harper’s, SPY, The Argonaut, and other magazines for grown-ups.

  Dedication For Aiko Sofia and Henry Gabriel.

  Author’s Acknowledgments

  Many hard-working people at Wiley Publishing in Indiana had a hand in this book, and I would like to thank all of them. I am especially grateful to Steve Hayes for giving me the opportunity to write this and other For Dummies books.

  Many thanks as well go to Jean Rogers, this book’s project editor, for her dili- gence and grace under pressure, and Jennifer Riggs and Mary Lagu for their copy editing skills. Technical editors Joyce Nielsen and Lee Musik made sure that all the explanations in this book are indeed accurate, and I would like to thank them for their excellent work and suggestions for improving this book. I would also like to give a special thanks to Joe Stockman for his work in Book

  VI about Access. I would also like to thank Rich Tennant for the witty car- toons you will find on the pages of this book and Richard Shrout for writing the index. Many other people at the Wiley office in Indianapolis gave their all to this book; their names are listed on the following page in the publisher’s acknowledgements. Finally, I owe my family — Sofia, Henry, and Addie — a debt for tolerating my vampire-like working hours and eerie demeanor at the breakfast table. How will I ever repay you?

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  Contents at a Glance

Introduction .................................................................1

Book I: Common Office Tools .........................................7

  Chapter 1: Office Nuts and Bolts ......................................................................................9 Chapter 2: Wrestling with the Text.................................................................................35 Chapter 3: Speed Techniques Worth Knowing About .................................................61 Chapter 4: Taking Advantage of the Proofing Tools.....................................................69 Chapter 5: Creating a Table.............................................................................................87 Chapter 6: Creating a Chart...........................................................................................107 Chapter 7: Making a SmartArt Diagram.......................................................................129 Chapter 8: Drawing and Manipulating Lines, Shapes, and Other Objects ..............151 Book II: Word 2007..................................................177 Chapter 1: Speed Techniques for Using Word ............................................................179 Chapter 2: Laying Out Text and Pages.........................................................................195 Chapter 3: Word Styles ..................................................................................................217 Chapter 4: Desktop Publishing with Word ..................................................................231 Chapter 5: Getting Word’s Help with Office Chores ...................................................249 Chapter 6: Tools for Reports and Scholarly Papers...................................................267 Book III: Outlook 2007 .............................................287 Chapter 1: Getting Acquainted with Outlook..............................................................289 Chapter 2: Maintaining the Contacts Folder ...............................................................305 Chapter 3: Handling Your E-Mail...................................................................................315 Chapter 4: Managing Your Time and Schedule...........................................................349 Chapter 5: Tasks, Reminders, and Notes.....................................................................359 Book IV: PowerPoint 2007 ........................................367 Chapter 1: Getting Started in PowerPoint ...................................................................369 Chapter 2: Fashioning a Look for Your Presentation .................................................393 Chapter 3: Entering the Text .........................................................................................409

  

Book V: Excel 2007 ..................................................455

  Chapter 1: Up and Running with Excel ........................................................................457 Chapter 2: Refining Your Worksheet ............................................................................475 Chapter 3: Formulas and Functions for Crunching Numbers...................................489 Chapter 4: Making a Worksheet Easier to Read and Understand.............................509 Chapter 5: Analyzing Data .............................................................................................525 Book VI: Access 2007...............................................535 Chapter 1: Introducing Access......................................................................................537 Chapter 2: Building Your Database Tables..................................................................553 Chapter 3: Entering the Data.........................................................................................581 Chapter 4: Sorting, Querying, and Filtering for Data .................................................591 Chapter 5: Presenting Data in a Report .......................................................................611 Book VII: Publisher 2007..........................................617 Chapter 1: Introducing Publisher .................................................................................619 Chapter 2: Refining a Publication .................................................................................631 Chapter 3: Putting On the Finishing Touches .............................................................641 Book VIII: Office 2007 — One Step Beyond ...............651 Chapter 1: Customizing an Office Program .................................................................653 Chapter 2: Ways of Distributing Your Work ................................................................661 Chapter 3: Handling Graphics.......................................................................................669 Chapter 4: Decorating Files with Clip Art....................................................................685 Chapter 5: Note Taking with OneNote .........................................................................697 Chapter 6: Collaborating with SharePoint Services...................................................709 Chapter 7: Automating Tasks with Macros .................................................................715 Chapter 8: Linking and Embedding in Compound Files ............................................727 Index .......................................................................737

  Table of Contents

Introduction..................................................................1

  What’s in This Book, Anyway?........................................................................1 What Makes This Book Different....................................................................2

  Easy-to-look-up information..................................................................2 A task-oriented approach ......................................................................3 Meaningful screen shots........................................................................3

  Foolish Assumptions .......................................................................................3 Conventions Used in This Book .....................................................................4 Icons Used in This Book..................................................................................4 Good Luck, Reader! ..........................................................................................5

  

Book I: Common Office Tools ..........................................7

  Chapter 1: Office Nuts and Bolts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9 A Survey of Office Programs...........................................................................9 Starting an Office Program............................................................................10 Finding Your Way around the New Office Interface ...................................12 The Office button .................................................................................13 The Quick Access toolbar ...................................................................13 The Ribbon and its tabs ......................................................................14 Context-sensitive tabs .........................................................................15 The anatomy of a tab ...........................................................................16 Live previewing.....................................................................................19 Mini Toolbars ........................................................................................19 Office 2007 for keyboard lovers..........................................................21 Saving Your Files ............................................................................................21 Declaring where you like to save files ...............................................22 Saving files for use in earlier versions of an Office program ..........23 Saving AutoRecovery information .....................................................24 Opening and Closing Files.............................................................................26 Opening a file ........................................................................................26 Closing a file ..........................................................................................29 Entering the Document Properties ..............................................................29 Understanding the New Office XML Format ...............................................30

  Office 2007 All-in-One Desk Reference For Dummies xii

  Chapter 2: Wrestling with the Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35 Manipulating the Text....................................................................................35 Selecting text.........................................................................................35 Moving and copying text .....................................................................36 Taking advantage of the Clipboard task pane...................................36 Deleting text ..........................................................................................38 Changing the Look of Text ............................................................................38 Choosing fonts for text ........................................................................39 Changing the font size of text .............................................................42 Applying font styles to text .................................................................42 Applying text effects to text................................................................43 Underlining text ....................................................................................45 Changing the color of text...................................................................45 Quick Ways to Handle Case, or Capitalization ...........................................46 Entering Symbols and Foreign Characters .................................................48 Finding and Replacing Text...........................................................................49 Finding stray words and formats .......................................................49 Conducting a find-and-replace operation..........................................55 Creating Hyperlinks .......................................................................................56 Linking a hyperlink to a Web page .....................................................56 Creating a hyperlink to another place in your file ...........................58 Creating an e-mail hyperlink ...............................................................59 Repairing and removing hyperlinks...................................................59 Chapter 3: Speed Techniques Worth Knowing About . . . . . . . . . . . . . .61 Undoing and Repeating Commands.............................................................61 Undoing a mistake................................................................................61 Repeating an action — and quicker this time...................................62 Zooming In, Zooming Out..............................................................................63 Viewing a File through More Than One Window........................................64 Correcting Typos on the Fly .........................................................................64 Opening the AutoCorrect dialog box .................................................65 Telling Office which typos and misspellings to correct ..................66 Preventing capitalization errors with AutoCorrect..........................66 Entering Text Quickly with the AutoCorrect Command ...........................67 Chapter 4: Taking Advantage of the Proofing Tools . . . . . . . . . . . . . . .69 Correcting Your Spelling Errors ...................................................................69 Correcting misspellings one at a time ...............................................70 Running a spell-check ..........................................................................70 Fine-tuning the spell checker..............................................................72

  Table of Contents xiii

  Finding the Right Word with the Thesaurus...............................................80 Proofing Text Written in a Foreign Language..............................................82

  Telling Office which languages you will use .....................................82 Marking text as foreign language text................................................83

  Translating Foreign Language Text..............................................................83

  

Chapter 5: Creating a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .87

Talking Table Jargon ......................................................................................87 Creating a Table..............................................................................................88 Entering the Text and Numbers ...................................................................90 Selecting Different Parts of a Table..............................................................91 Aligning Text in Columns and Rows ............................................................91 Merging and Splitting Cells ...........................................................................91 Laying Out Your Table ...................................................................................93 Changing the size of a table, columns, and rows .............................93 Inserting and deleting columns and rows .........................................96 Moving columns and rows ..................................................................96 Formatting Your Table ...................................................................................97 Designing a table with a table style ...................................................97 Calling attention to different rows and columns..............................98 Decorating your table with borders and colors ...............................98 Using Math Formulas in Word Tables........................................................100 Neat Table Tricks .........................................................................................101 Changing the direction of header row text .....................................101 Using a picture as the table background.........................................102 Drawing diagonal lines on tables .....................................................104 Drawing on a table .............................................................................105

Chapter 6: Creating a Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .107

A Mercifully Brief Anatomy Lesson ...........................................................107 The Basics: Creating a Chart ......................................................................109 Choosing the Right Chart............................................................................111 Providing the Raw Data for Your Chart .....................................................112 Positioning Your Chart in a Workbook, Page, or Slide ............................113 Changing a Chart’s Appearance .................................................................114 Changing the chart type ....................................................................114 Changing the size and shape of a chart...........................................115 Relying on a chart style to change appearances............................115 Changing the layout of a chart .........................................................116 Handling the gridlines........................................................................119 Changing a chart element’s color, font, or other particular .........120 Saving a Chart as a Template so You Can Use It Again ...........................122

  Office 2007 All-in-One Desk Reference For Dummies xiv

  Chart Tricks for the Daring and Heroic .....................................................123 Decorating a chart with a picture ....................................................123 Annotating a chart..............................................................................125 Displaying the raw data alongside the chart ..................................126 Creating an overlay chart..................................................................126

  Troubleshooting a Chart .............................................................................127

  Chapter 7: Making a SmartArt Diagram . . . . . . . . . . . . . . . . . . . . . . . .129 The Basics: Creating SmartArt Diagrams..................................................129 Creating the Initial Diagram ........................................................................131 Creating a diagram .............................................................................132 Swapping one diagram for another..................................................133 Changing the Size and Position of a Diagram ...........................................133 Laying Out the Diagram Shapes .................................................................134 Selecting a diagram shape.................................................................134 Removing a shape from a diagram...................................................135 Adding shapes to diagrams apart from hierarchy diagrams ........135 Adding shapes to hierarchy diagrams.............................................136 Promoting and demoting shapes in hierarchy diagrams ..............141 Handling the Text on Diagram Shapes ......................................................141 Entering text on a shape....................................................................142 Entering text in a diagram shape you added ..................................143 Entering bulleted lists on diagram shapes......................................144 Changing a Diagram’s Direction .................................................................144 Choosing a Look for Your Diagram ............................................................145 Changing the Appearance of Diagram Shapes .........................................146 Changing the size of a diagram shape .............................................146 Exchanging one shape for another ..................................................146 Changing a shape’s color, fill, or outline .........................................147 Changing fonts and font sizes on shapes ........................................148 Creating a Diagram from Scratch ...............................................................149 Chapter 8: Drawing and Manipulating Lines, Shapes, and Other Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .151 The Basics: Drawing Lines, Arrows, and Shapes .....................................152 Handling Lines, Arrows, and Connectors..................................................153 Changing the length and position of a line or arrow .....................154 Changing the appearance of a line, arrow, or connector ..............154 Attaching and handling arrowheads on lines

  and connectors ...............................................................................155 Connecting shapes by using connectors ........................................156

  Table of Contents xv

  WordArt for Bending, Spindling, and Mutilating Text .............................161 Creating a WordArt image .................................................................162 Editing a WordArt image....................................................................162

  Manipulating Lines, Shapes, Art, Text Boxes, and Other Objects .........162 Selecting objects so that you can manipulate them ......................164 Hiding and displaying the rulers and grid.......................................164 Changing an object’s size and shape ...............................................165 Moving and positioning objects .......................................................166 Tricks for aligning and distributing objects....................................166 When objects overlap: Choosing which appears above the other...............................................................................169 Rotating and flipping objects............................................................171 Grouping objects to make working with them easier....................172

  Changing an Object’s Color, Outline Color, and Transparency ..............173 Filling an object with a color, picture, or texture ...........................174 Making a color transparent ...............................................................175 Putting the outline around an object...............................................175

  

Book II: Word 2007 ..................................................177

  Chapter 1: Speed Techniques for Using Word . . . . . . . . . . . . . . . . . . .179 Introducing the Word Screen......................................................................179 Creating a New Document...........................................................................181 Getting a Better Look at Your Documents ................................................183 Viewing documents in different ways..............................................183 Splitting the screen ............................................................................185 Selecting Text in Speedy Ways ...................................................................186 Moving Around Quickly in Documents .....................................................187 Keys for getting around quickly .......................................................187 Clicking thumbnail pages ..................................................................188

  “Browsing” around a document .......................................................188 Going there fast with the Go To command .....................................189 Hopping from place to place in the document map ......................190 Bookmarks for hopping around .......................................................190

  Inserting a Whole File into a Document ....................................................191 Entering Information Quickly in a Computerized Form ..........................192

  Creating a computerized form ..........................................................192 Entering data in the form ..................................................................194

  Chapter 2: Laying Out Text and Pages . . . . . . . . . . . . . . . . . . . . . . . . . .195

  Office 2007 All-in-One Desk Reference For Dummies xvi

  Setting Up and Changing the Margins .......................................................198 Indenting Paragraphs and First Lines........................................................200

  Clicking an Indent button (for left-indents) ....................................200 “Eye-balling it” with the ruler ...........................................................201 Going to the Paragraph dialog box ..................................................202

  Numbering the Pages...................................................................................202 Using “prefabricated” page numbers...............................................203 Including a page number in a header or footer ..............................204 Changing page number formats .......................................................204

  Putting Headers and Footers on Pages .....................................................205 Creating, editing, and removing headers and footers ...................206 Fine-tuning a header or footer ..........................................................207

  Adjusting the Space between Lines ...........................................................208 Adjusting the Space between Paragraphs ................................................209 Creating Numbered and Bulleted Lists .....................................................210

  Simple numbered and bulleted lists ................................................210 Constructing lists of your own .........................................................210 Managing a multilevel list..................................................................212

  Working with Tabs........................................................................................212 Hyphenating a Document............................................................................214

  Automatically and manually hyphenating a document.................215 Unhyphenating and other hyphenation tasks ................................216

  Chapter 3: Word Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .217 All about Styles.............................................................................................217 Applying a Style to Text and Paragraphs ..................................................219 Experimenting with style sets...........................................................219 Applying a style ..................................................................................219 Choosing which style names appear on the Style menus.............221 Creating a New Style ....................................................................................222 Creating a style from a paragraph....................................................222 Creating a style from the ground up ................................................222 Modifying a Style ..........................................................................................224 Creating and Managing Templates.............................................................225 Creating a new template ....................................................................226 Deleting and renaming styles in templates .....................................227 Copying styles from different documents and templates .............227 Chapter 4: Desktop Publishing with Word . . . . . . . . . . . . . . . . . . . . . .231 Making Use of Charts, Diagrams, Shapes, Clip Art, and Photos ...........231 Constructing the Perfect Table ..................................................................232 Repeating heading rows on subsequent pages ..............................233

  Table of Contents xvii

  Working with the Drawing Canvas .............................................................237 Choosing a Theme for Your Document .....................................................238 Putting Newspaper-Style Columns in a Document ..................................239 Working with Text Boxes.............................................................................241

  Inserting a text box ............................................................................241 Making text flow from text box to text box .....................................242

  Decorating a Page with a Border................................................................242 Dropping In a Drop Cap...............................................................................244 Watermarking for the Elegant Effect ..........................................................245 Landscape Documents ................................................................................246 Printing on Different Size Paper .................................................................247

  

Chapter 5: Getting Word’s Help with Office Chores . . . . . . . . . . . . . .249

Highlighting Parts of a Document ..............................................................249 Commenting on a Document ......................................................................250 Entering a comment ...........................................................................250 Caring for and feeding comments ....................................................251 Tracking Revisions to Documents .............................................................252 Telling Word to start marking revisions ..........................................253 Telling Word how to mark revisions ................................................253 Reading and reviewing a document with revision marks .............254 Marking changes when you forgot to turn

  on revision marks ...........................................................................255 Accepting and rejecting revisions to a document..........................256

  Printing an Address on an Envelope..........................................................257 Printing a Single Address Label (or a Page of the Same Label)..............259 Churning Out Letters, Labels, and Envelopes for Mass Mailings ..........260

  Preparing the source file ...................................................................261 Merging the source file with the document ....................................262 Printing form letters, labels, and envelopes ...................................266

  

Chapter 6: Tools for Reports and Scholarly Papers . . . . . . . . . . . . . . .267

Alphabetizing a List .....................................................................................267 Outlines for Organizing Your Work ............................................................268 Viewing your document in different ways.......................................269 Rearranging document sections in Outline view ...........................269 Generating a Table of Contents ..................................................................270 Creating a TOC....................................................................................270 Updating and removing a TOC .........................................................272 Customizing a TOC.............................................................................272 Changing the structure of a TOC......................................................272 Indexing a Document ...................................................................................273

  Office 2007 All-in-One Desk Reference For Dummies xviii

  Putting Cross-References in a Document..................................................278 Putting Footnotes and Endnotes in Documents.......................................280

  Entering a footnote or endnote ........................................................281 Choosing the numbering scheme and position of notes...............282 Deleting, moving, and editing notes.................................................283

  Compiling a Bibliography............................................................................283 Inserting a citation for your bibliography.......................................284 Editing a citation ................................................................................285 Changing how citations appear in text............................................285 Generating the bibliography .............................................................286

  Book III: Outlook 2007..............................................287

  Chapter 1: Getting Acquainted with Outlook . . . . . . . . . . . . . . . . . . . .289 What Is Outlook, Anyway? ..........................................................................289 Navigating the Outlook Folders..................................................................290 Wrestling with the Navigation Pane and To-Do Bar.................................292 Getting a Better View of Items in a Folder ................................................292 Categorizing Items .......................................................................................294 Creating a category ............................................................................294 Assigning items to categories ...........................................................295 Arranging items by category in folders ...........................................295 Finding Stray Folder Items ..........................................................................296 Deleting E-Mail Messages, Contacts, Tasks, and Other Items ................298 Finding and Backing Up Your Outlook File ...............................................298 Importing E-Mail and Addresses from Another Program........................300 Cleaning Out Your Folders ..........................................................................301 Archiving the old stuff .......................................................................301 Running the Mailbox Cleanup command ........................................303 Chapter 2: Maintaining the Contacts Folder . . . . . . . . . . . . . . . . . . . . .305 Maintaining a Happy and Healthy Contacts Folder .................................305 Entering a new contact in the Contacts folder ...............................306 Changing a contact’s information ....................................................308 Finding a Contact in the Contacts Folder..................................................308 Printing the Contacts Folder.......................................................................310 Different ways to print contact information ...................................311 The basics of printing contact information ....................................311 Changing the look of printed pages .................................................312

  Table of Contents xix

  Sending copies and blind copies of messages................................319 Replying to and forwarding e-mail messages .................................321 Distribution lists for sending messages to groups.........................322 Sending a file along with a message.................................................325 Including a picture in an e-mail message ........................................325 Choosing which account to send messages with...........................326 Postponing sending a message.........................................................327

  Being Advised When Someone Has Read Your E-Mail.............................328 All about Message Formats.........................................................................329 Receiving E-Mail Messages .........................................................................331

  Getting your e-mail.............................................................................331 Being notified that e-mail has arrived..............................................332 Reading your e-mail in the Inbox window .......................................332

  Handling Files That Were Sent to You........................................................335 Techniques for Organizing E-Mail Messages ............................................337

  Flagging e-mail messages ..................................................................338 Being reminded to take care of e-mail messages ...........................339 Earmarking messages as they arrive ...............................................341

  All about E-Mail Folders ..............................................................................342 Moving e-mail messages to different folders ..................................343 Creating a new folder for storing e-mail ..........................................343

  Yes, You Can Prevent Junk Mail (Sort of)..................................................344 Getting Outlook’s help to prevent junk e-mail ................................345 Preventative medicine for junk e-mail .............................................346

  

Chapter 4: Managing Your Time and Schedule . . . . . . . . . . . . . . . . . .349

Introducing the Calendar ............................................................................349 The Different Kinds of Activities ................................................................350 Going to a Different Day, Week, or Month .................................................351 Scheduling an Activity.................................................................................353 Scheduling an activity: The basics...................................................353 Scheduling a recurring appointment or event................................354 Scheduling an event ...........................................................................355 Canceling, Rescheduling, and Altering Activities ....................................355 Getting a Better View of Your Schedule ....................................................356 Customizing the Outlook Calendar Window.............................................357

Chapter 5: Tasks, Reminders, and Notes . . . . . . . . . . . . . . . . . . . . . . . .359

Tasks: Seeing What Needs to Get Done .....................................................359 Entering a task in the Tasks window................................................360 Examining tasks in the Tasks window .............................................361 Handling and managing tasks ...........................................................362

  Office 2007 All-in-One Desk Reference For Dummies xx

  Book IV: PowerPoint 2007.........................................367