Microsoft Office

 Microsoft Office Step by Step (Office 2021 and Microsoft 365)

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Please contact us with concerns about any potential bias at https://www.pearson.com/report-bias.html. v Contents at a glance Part 1: Microsoft Office (Microsoft 365 Apps) 1: Explore Office ..........................................................3 2: Create and manage files ...............................................49 Part 2: Microsoft Word 3: Modify the structure and appearance of text ...........................79 4: Collaborate on documents ...........................................125 5: Merge data with documents and labels ................................167 Part 3: Excel 6: Perform calculations on data ........................................ 205 7: Manage worksheet data ............................................. 237 8: Reorder and summarize data ........................................ 259 9: Analyze alternative data sets ........................................ 275 Part 4: PowerPoint 10: Create and manage slides ...........................................291 11: Insert and manage simple graphics .................................. 323 12: Add sound and movement to slides ..................................361 Part 5: Microsoft Outlook 13: Send and receive email messages ....................................401 14: Organize your Inbox ............................................... 447 15: Manage scheduling ................................................ 477 Appendix: Keyboard shortcuts ..........................................513 Index ..................................................................521 vii Contents Acknowledgments ....................................................... xv About the authors ....................................................... xvii i Introduction ................................................... xix Who this book is for ...................................................... xix The Step by Step approach ................................................ xix Features and conventions ................................................. xx Download the practice files ............................................... xxi E-book edition .......................................................... xxv Get support and give feedback ........................................... xxv Errata and support .................................................. xxv Stay in touch ........................................................ xxv Adapt exercise steps .................................................xxvi Part 1: Microsoft Office (Microsoft 365 Apps) 1 Explore Office................................................... .3 Work in the Office user interface ........................................... 4 Identify app window elements ......................................... 6 Work with the ribbon and status bar ................................... 12 Adapt procedures for your environment ............................... 14 Discover new features .................................................... 19 Change Office and app options ........................................... 21 Manage account information ......................................... 21 Microsoft account options ............................................ 22 Manage app options ................................................. 25 viii Display and customize the Quick Access Toolbar ........................... 29 Customize the ribbon ..................................................... 34 Get help and provide feedback ............................................ 38 Key points ............................................................... 43 Practice tasks ............................................................ 44 2 Create and manage files ........................................ 49 Create files ............................................................... 50 Open and move around in files ............................................ 54 Display different views of files ............................................. 59 Display and edit file properties ............................................ 63 File types and compatibility with earlier versions of Office apps ......... 64 Save and close files ....................................................... 67 Save files to OneDrive ................................................ 70 Key points ............................................................... 72 Practice tasks ............................................................ 73 Part 2: Microsoft Word 3 Modify the structure and appearance of text........................ .79 Apply paragraph formatting .............................................. 80 Configure alignment ................................................. 81 Configure vertical spacing ............................................ 82 Configure indents .................................................... 85 Configure paragraph borders and shading ............................. 88 Apply character formatting ............................................... 89 Character formatting and case considerations .......................... 94 Format the first letter of a paragraph as a drop cap ..................... 96 Structure content manually ............................................... 97 ix Create and modify lists ...................................................101 Format text as you type .............................................. 106 Apply built-in styles to text .............................................. 107 Apply styles ......................................................... 107 Manage outline levels ................................................112 Change the document theme .............................................114 Key points ...............................................................118 Practice tasks ............................................................119 4 Collaborate on documents ..................................... .125 Mark up documents ..................................................... 126 Insert comments .................................................... 126 Track changes ....................................................... 128 Display and review document markup .................................... 132 Display markup ..................................................... 132 Review and respond to comments .................................... 138 Review and process tracked changes ................................. 140 Remember to check for errors ........................................ 142 Compare and combine documents ....................................... 143 Compare and combine separate copies of a document ................ 143 Compare separate versions of a document ............................ 146 Control content changes ................................................. 147 Restrict actions ...................................................... 148 Restrict access by using a password ................................... 153 Coauthor documents .................................................... 158 Key points .............................................................. 162 Practice tasks ........................................................... 163 x 5 Merge data with documents and labels ......................... .167 Understand the mail merge process ...................................... 168 Start the mail merge process ............................................. 169 Get started with letters .............................................. 170 Get started with labels ................................................171 Get started with email messages ..................................... 174 Attaching files to email merge messages .............................. 175 Choose and refine the data source ....................................... 176 Select an existing data source ........................................ 177 Create a new data source ............................................ 180 Refine the data source records ........................................181 Refresh data ........................................................ 186 Insert merge fields ...................................................... 186 Preview and complete the merge ........................................ 189 Create individual envelopes and labels .....................................191 Generate individual envelopes ....................................... 192 Generate individual mailing labels .................................... 195 Key points .............................................................. 198 Practice tasks ........................................................... 199 Part 3: Excel 6 Perform calculations on data ................................... 205 Name data ranges ....................................................... 206 Operators and precedence ........................................... 210 Create formulas to calculate values ....................................... 210 Summarize data that meets specific conditions ............................ 217 Copy and move formulas ................................................ 221 xi Create array formulas .................................................... 224 Find and correct errors in calculations .................................... 226 Configure automatic and iterative calculation options ..................... 230 Key points .............................................................. 233 Practice tasks ........................................................... 234 7 Manage worksheet data ....................................... 237 Filter data ranges and tables ............................................. 238 Summarize filtered data ................................................. 243 Randomly select list rows ............................................ 249 Enforce data entry criteria ............................................... 250 Key points .............................................................. 256 Practice tasks ........................................................... 257 8 Reorder and summarize data ................................... 259 Sort worksheet data ..................................................... 260 Sort data by using custom lists ........................................... 266 Outline and subtotal data ................................................ 268 Key points .............................................................. 272 Practice tasks ........................................................... 273 9 Analyze alternative data sets ................................... 275 Define and display alternative data sets ................................... 276 Forecast data by using data tables ........................................ 281 Identify the input necessary to achieve a specific result .................... 284 Key points .............................................................. 286 Practice tasks ........................................................... 287 xii Part 4: PowerPoint 10 Create and manage slides ...................................... .291 Add and remove slides .................................................. 292 Insert new slides. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293 Copy and import slides and content .................................. 294 Hide and delete slides ............................................... 300 Apply themes ........................................................... 301 Change slide backgrounds ............................................... 305 Non-theme colors ................................................... 313 Divide presentations into sections ........................................ 314 Rearrange slides and sections ............................................ 316 Key points .............................................................. 319 Practice tasks ........................................................... 320 11 Insert and manage simple graphics ............................. 323 Insert, move, and resize pictures ......................................... 324 Graphic formats ..................................................... 326 Edit and format pictures ................................................. 329 Provide additional information about pictures ............................ 334 Create a photo album ................................................... 337 Insert and format icons .................................................. 342 Work with scalable vector graphics ...................................344 Draw and modify shapes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345 Draw and add text to shapes ......................................... 345 Locate additional formatting commands .............................. 347 Move and modify shapes ............................................348 Format shapes ...................................................... 350 Connect shapes ..................................................... 354 Key points .............................................................. 355 Practice tasks ........................................................... 356 xiii 12 Add sound and movement to slides............................. .361 Animate text and pictures on slides ....................................... 362 Animate this ........................................................ 368 Morphing slide content into new forms ............................... 372 Customize animation effects ............................................. 372 Bookmark points of interest in media clips ............................ 378 Add audio content to slides .............................................. 380 Add video content to slides .............................................. 386 Compress media to decrease file size ..................................... 390 Hyperlink to additional resources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 393 Key points .............................................................. 394 Practice tasks ........................................................... 395 Part 5: Microsoft Outlook 13 Send and receive email messages............................... .401 Create and send messages ...............................................402 Create messages ....................................................404 Troubleshoot message addressing ....................................409 Save and send messages ............................................. 414 Send from a specific account ......................................... 415 Attach files and Outlook items to messages ............................... 418 New mail notifications ............................................... 426 Display messages and message attachments .............................. 427 Display message content ............................................ 427 Display attachment content .......................................... 429 Display message participant information ................................. 433 Respond to messages ................................................... 436 Resending and recalling messages ...................................440 Key points ..............................................................442 Practice tasks ...........................................................443 xiv 14 Organize your Inbox ........................................... 447 Display and manage messages ...........................................448 Select the primary Inbox content .....................................448 Display and manage conversations ...................................449 Arrange messages by specific attributes .................................. 455 Categorize items ........................................................ 459 Store information in Outlook notes ...................................464 Organize messages in folders ............................................ 467 Print messages .......................................................... 471 Key points .............................................................. 473 Practice tasks ........................................................... 474 15 Manage scheduling............................................ 477 Display different views of a calendar ...................................... 478 Use the Date Navigator ..............................................482 Schedule appointments and events .......................................484 Convert calendar items ..................................................489 Add holidays to your calendar ........................................ 490 Configure calendar item options ......................................... 493 Schedule and change meetings .......................................... 498 Respond to meeting requests ............................................ 506 Key points .............................................................. 508 Practice tasks ........................................................... 509 Appendix: Keyboard shortcuts ........................................... 513 Index ................................................................... 521 xv Acknowledgments

 Every book represents the combined efforts of many individuals. I’m thankful to Loretta Yates for the continuing opportunity to be part of this series, and to Charvi Arora for keeping things on track. Curt Frye wrote the original versions of this book and provided a solid starting point for this edition. It was a pleasure to work once again with the Scribe Tribe team, including Danielle Foster (compositor) and Dan Foster (project editor/proofreader). They are consummate professionals, and I learn something new each time I work with them. Scout Festa (copy editor) did a great job making sure no spelling errors got through to you, dear readers, and Valerie Haynes Perry (indexer) made it easy for you to find the information you’re looking for. I’ve worked with this team, virtually, many times and am very grateful for their skills. As always, many thanks and all my love to my divine daughter, Trinity Preppernau. xvii About the authors Joan Lambert has worked closely with Microsoft technologies since 1986, and in the training and certification industry since 1997, guiding the translation of technical information and requirements into useful, relevant, and measurable resources for people seeking certification of their computer skills or who simply want to get things done efficiently. She has written more than 50 books about Windows, Office, and SharePoint technologies, including dozens of Step by Step books and several generations of Microsoft Office Specialist certification study guides. Students who use the GO! with Microsoft Office textbook products from Pearson may overhear her cheerfully demonstrating Office features in the videos that accompany the series. A native of the Pacific Northwest, Joan has had the good fortune to live in many parts of the world—including Germany, New Zealand, Sweden, and Denmark—and many of our United States. She currently resides with her family—one daughter, two dogs, two cats, and seven chickens— in the Beehive State, where she enjoys the majestic mountain views, mostly blue skies, and occasional snowstorm. Curtis Frye is the author of more than 30 books, including Microsoft Excel 2019 Step by Step and Microsoft OneNote Step by Step for Microsoft Press. He has also created and recorded more than 90 online training courses for lynda.com and LinkedIn Learning on topics such as Excel data analysis; supply chain, transportation, and inventory problems; and data visualization using Tableau. He lives in Portland, Oregon, with his wife, Virginia. xix i Introduction Welcome to the wonderful world of Microsoft 365 apps, formerly known as Microsoft Office! This Step by Step book has been designed to make it easy for you to learn about key aspects of four of the Microsoft 365 apps: Word, Excel, PowerPoint, and Outlook. In each part of this book, you can start from the beginning and then build your skills as you learn to perform increasingly specialized procedures. Or, if you prefer, you can jump in wherever you need guidance for performing tasks. The how-to steps are delivered crisply and concisely—just the facts. You’ll also find informative graphics that support the instructional content. Who this book is for Microsoft Office Step by Step is designed for use as a learning and reference resource by home and business users of Microsoft Office 365 or the individual Office apps who want to use Word, Excel, and PowerPoint to create and edit files, and Outlook to organize email, contact information, and calendar items. The content of the book is designed to be useful for people who have previously used earlier versions of the apps and for people who are discovering the apps for the first time. The Step by Step approach This book’s coverage is divided into parts. Part 1 introduces the Microsoft 365 apps and the skills that are common to all of them. Parts 2–5 each provide a thorough introduction to one of the four apps covered in this book. Each part is divided into chapters representing skill set areas, and each chapter is divided into topics that group related skills. Each topic includes expository information followed by generic procedures. At the end of the chapter, you’ll find a series of practice tasks you can complete on your own by using the skills taught in the chapter. You can use the practice files available from this book’s website to work through the practice tasks, or you can use your own files. xx Introduction Features and conventions This book has been designed to lead you step by step through tasks you’re likely to want to perform in Word, Excel, PowerPoint, and Outlook. The topics are all selfcontained, so you can start at the beginning and work your way through all the procedures or reference them independently. If you have worked with previous versions of the apps, or if you complete all the exercises and later need help remembering how to perform a procedure, the following features of this book will help you locate specific information: ■ Detailed table of contents Browse the listing of the topics, sections, and sidebars within each chapter. ■ Chapter thumb tabs and running heads Identify the pages of each chapter by the thumb tabs on the book’s open fore edge. Find a specific chapter by number or title by looking at the running heads at the top of even-numbered (verso) pages. ■ Topic-specific running heads Within a chapter, quickly locate the topic you want by looking at the running heads at the top of odd-numbered (recto) pages. ■ Practice tasks page tabs Easily locate the practice tasks at the end of each chapter by looking for the full-page stripe on the book’s fore edge. ■ Detailed index Look up coverage of specific tasks and features in the index at the back of the book. You can save time when reading this book by understanding how the Step by Step series provides procedural instructions and auxiliary information and identifies onscreen and physical elements that you interact with. The following table lists content formatting conventions used in this book. Convention Meaning TIP This reader aid provides a helpful hint or shortcut to simplify a task. IMPORTANT This reader aid alerts you to a common problem or provides information necessary to successfully complete a procedure. SEE ALSO This reader aid directs you to more information about a topic in this book or elsewhere. xxi Introduction Convention Meaning 1. Numbered steps 2. 3. Numbered steps guide you through generic procedures in each topic and through hands-on practice tasks at the end of each chapter. ■ Bulleted lists Bulleted lists indicate single-step procedures and sets of multiple alternative procedures. Interface objects In procedures and practice tasks, semibold black text indicates on-screen elements that you should select (click or tap). User input Light semibold formatting identifies specific information that you should enter when completing procedures or practice tasks. Keyboard shortcuts A plus sign between two keys indicates that you must select those keys at the same time. For example, “press Ctrl+P” directs you to hold down the Ctrl key while you press the P key. Emphasis and URLs In expository text, italic formatting identifies web addresses and words or phrases we want to emphasize. Download the practice files Before you can complete the practice tasks in this book, you must download the book’s practice files to your computer from MicrosoftPressStore.com/ MSOfficeSBS365/downloads. Follow the instructions on the webpage. IMPORTANT Word, Excel, PowerPoint, Outlook, and other Microsoft 365 apps are not available from the book’s website. You should install the apps before working through the procedures and practice tasks in this book. You can open the files that are supplied for the practice tasks and save the finished versions of each file. If you want to repeat practice tasks later, you can download the original practice files again. SEE ALSO For information about opening and saving files, see “Open and move around in files” and “Save and close files” in Chapter 2, “Create and manage files.” xxii Introduction The following table lists the files available for use while working through the practice tasks in this book. Chapter Folder File Part 1: Microsoft Office (Microsoft 365 Apps) 1: Explore Office Office365SBS\Ch01 None 2: Create and manage files Office365SBS\Ch02 DisplayProperties.xlsx DisplayViews.pptx NavigateFiles.docx Part 2: Microsoft Word 3: Modify the structure and appearance of text Office365SBS\Ch03 ApplyStyles.docx ChangeTheme.docx CreateLists.docx FormatCharacters.docx FormatParagraphs.docx StructureContent.docx 4: Collaborate on documents Office365SBS\Ch04 ControlChanges.docx MergeDocs1.docx MergeDocs2.docx ReviewComments.docx TrackChanges.docx 5: Merge data with documents and labels Office365SBS\Ch05 CreateEnvelopes.docx CustomerList.csv CustomerList.xlsx InsertFields.docx PolicyholdersList.xlsx RefineData.docx StartMerge.docx xxiii Introduction Chapter Folder File Part 3: Microsoft Excel 6: Perform calculations on data Office365SBS\Ch06 AuditFormulas.xlsx BuildFormulas.xlsx CreateArrayFormulas.xlsx CreateConditonalFormulas.xlsx NameRanges.xlsx SetIterativeOptions.xlsx 7: Manage worksheet data Office365SBS\Ch07 FilterData.xlsx SummarizeValues.xlsx ValidateData.xlsx 8: Reorder and summarize data Office365SBS\Ch08 CustomSortData.xlsx OutlineData.xlsx SortData.xlsx 9: Analyze alternative data sets Office365SBS\Ch09 CreateScenarios.xlsx DefineDataTables.xlsx PerformGoalSeekAnalysis.xlsx Part 4: Microsoft PowerPoint 10: Create and manage slides Office365SBS\Ch10 AddRemoveSlides.pptx ApplyThemes.pptx ChangeBackgrounds.pptx CreateSections.pptx ImportOutline.docx RearrangeSlides.pptx ReuseSlides.pptx xxiv Introduction Chapter Folder File 11: Insert and manage simple graphics Office365SBS\Ch11 AccreditPictures.pptx Bouquets.jpg DrawShapes.pptx EditPictures.pptx InsertIcons.pptx InsertPictures.pptx InsertScreens.pptx Penguins01.jpg Penguins02.jpg PinkFlowers.jpg PurpleFlowers.jpg RedTree.jpg Tiger01.jpg Tiger02.jpg WhiteFlower.jpg 12: Add sound and movement to slides Office365SBS\Ch12 AddAudio.pptx AddVideo.pptx AnimateSlides.pptx Butterfly.wmv CustomizeAnimation.pptx SoundTrack.wma Wildlife.wmv Part 5: Microsoft Outlook 13: Send and receive email messages Office365SBS\Ch13 AttachFiles.docx 14: Organize your Inbox Office365SBS\Ch14 None 15: Manage scheduling Office365SBS\Ch15 None xxv Introduction E-book edition If you’re reading the e-book edition of this book, you can do the following: ■ Search the full text ■ Print ■ Copy and paste You can purchase and download the e-book edition from the Microsoft Press Store at MicrosoftPressStore.com/MSOfficeSBS365/detail. Get support and give feedback We’ve made every effort to ensure the accuracy of this book and its companion content. We welcome your feedback. Errata and support If you discover an error, please submit it to us at MicrosoftPressStore.com/ MSOfficeSBS365/errata. We’ll investigate all reported issues, update downloadable content if appropriate, and incorporate necessary changes into future editions of this book. For additional book support and information, please visit MicrosoftPressStore.com/ Support. For assistance with Microsoft software and hardware, visit the Microsoft Support site at support.microsoft.com. Stay in touch Let’s keep the conversation going! We’re on Twitter at twitter.com/MicrosoftPress. 3 Documents contain text that conveys information to readers, but the appearance of the document content also conveys a message. You can provide structure and meaning by formatting the text in various ways. Word 365 provides a variety of simple-to-use tools that you can use to apply sophisticated formatting and create a logical and meaningful navigational structure for your documents. In a short document or one that doesn’t require a complex navigational structure, you can easily format words and paragraphs so that key points stand out and the structure of your document is clear. You can achieve dramatic flair by applying predefined WordArt text effects. To keep the appearance of documents and other Microsoft 365 files consistent, you can format document elements by applying predefined sets of formatting called styles. In addition, you can change the fonts, colors, and effects throughout a document with one click or tap by applying a theme. This chapter guides you through procedures related to applying paragraph and character formatting, structuring content manually, creating and modifying lists, applying styles to text, and changing a document’s theme. Modify the structure and appearance of text In this chapter ■ Apply paragraph formatting ■ Apply character formatting ■ Structure content manually ■ Create and modify lists ■ Apply built-in styles to text ■ Change the document theme 79 Apply paragraph formatting You create a paragraph by entering text and then pressing the Enter key. A paragraph can contain one word, one sentence, or multiple sentences. Every paragraph ends with a paragraph mark, which looks like a backward P (¶). Paragraph marks and other structural characters (such as spaces, line breaks, and tabs) are usually hidden, but you can display them. Sometimes displaying these hidden characters makes it easier to accomplish a task or understand a structural problem. SEE ALSO For information about working with hidden structural characters, see “Structure content manually” later in this chapter. You can change the look of a paragraph by changing its indentation, alignment, and line spacing, in addition to the space before and after it. You can also put borders around it and shade its background. Collectively, the settings you use to vary the look of a paragraph are called paragraph formatting. You can modify a paragraph’s left and right edge alignment and internal line spacing, and the spacing above and below the paragraph, by using tools on the Home tab of the ribbon or in the Paragraph dialog, and its left and right indents from the Home tab, the Layout tab, the Paragraph dialog, or the horizontal ruler. The ruler is often hidden to provide more space for the document content. The left indent can be changed from the Home tab, the Layout tab, or the ruler If you modify a paragraph and aren’t happy with the changes, you can restore the original paragraph and character settings by clearing the formatting to reset the paragraph to its base style. SEE ALSO For information about styles, see “Apply built-in styles to text” later in this chapter.

 Chapter 3: 

Modify the structure and appearance of text 80 3 When you want to make several adjustments to the alignment, indentation, and spacing of selected paragraphs, it’s sometimes quicker to make changes in the Paragraph dialog than to select buttons and drag markers. Indent and spacing settings in the Paragraph dialog Configure alignment The alignment settings control the horizontal position of the paragraph text between the page margins. There are four alignment options: ■ Align Left This is the default paragraph alignment. It sets the left end of each line of the paragraph at the left page margin or left indent. It results in a straight left edge and a ragged right edge. ■ Align Right This option sets the right end of each line of the paragraph at the right page margin or right indent. It results in a straight right edge and a ragged left edge. ■ Center This option centers each line of the paragraph between the left and right page margins or indents. It results in ragged left and right edges. Apply paragraph formatting 81 ■ Justify This option adjusts the spacing between words so that the left end of each line of the paragraph is at the left page margin or indent, and the right end of each line of the paragraph (other than the last line) is at the right margin or indent. It results in straight left and right edges. The icons on the alignment buttons on the ribbon depict the effect of each alignment option. To open the Paragraph dialog ■ On the Home tab or the Layout tab, in the Paragraph group, select the Paragraph Settings dialog launcher. ■ On the Home tab, in the Paragraph group, select the Line and Paragraph Spacing button and then Line Spacing Options. ■ Right-click anywhere in the paragraph and then select Paragraph. To set paragraph alignment ■ Position the cursor anywhere in the paragraph or select all the paragraphs you want to adjust. Then do either of the following: ● On the Home tab, in the Paragraph group, select the Align Left, Center, Align Right, or Justify button. ● Open the Paragraph dialog. On the Indents and Spacing tab, in the General area, select Left, Centered, Right, or Justified in the Alignment list. Configure vertical spacing Paragraphs have two types of vertical spacing: ■ Paragraph spacing This is the space between paragraphs, defined by setting the space before and after each paragraph. This space is usually measured in points. (One point is 1/72 of an inch, or approximately 0.035 centimeters.) ■ Line spacing This is the space between the lines within a paragraph, defined by setting the height of the lines either in relation to the height of the text (single, double, or a specific number of lines) or by specifying a minimum or exact point measurement. The default line spacing for documents created in Word 365 is 1.08 lines. Changing the line spacing alters the appearance and readability of the text in the paragraph and the amount of space it occupies on the page. Chapter 3: Modify the structure and appearance of text 82 3 The effect of changing line spacing You can set the paragraph and line spacing for individual paragraphs and for paragraph styles. You can quickly adjust the spacing of most content in a document by selecting an option from the Paragraph Spacing menu on the Design tab. (Although the menu is named Paragraph Spacing, the menu options control both paragraph spacing and line spacing.) These options, which are named by effect rather than by specific measurements, work by modifying the spacing of the Normal paragraph style and any other styles that depend on the Normal style for their spacing. (In standard templates, most other styles are based on the Normal style.) The Paragraph Spacing options modify the Normal style in the current document only and do not affect other documents. The following table describes the effect of each Paragraph Spacing option on the paragraph and line spacing settings. Paragraph spacing option Before paragraph After paragraph Line spacing Default Controlled by style set Controlled by style set Controlled by style set No Paragraph Space 0 points 0 points 1 line Compact 0 points 4 points 1 line Tight 0 points 6 points 1.15 lines Open 0 points 10 points 1.15 lines Relaxed 0 points 6 points 1.5 lines Double 0 points 8 points 2 lines Apply paragraph formatting 83 To quickly adjust the vertical spacing before, after, and within all paragraphs in a document 1. On the Design tab, in the Document Formatting group, select Paragraph Spacing to display the Paragraph Spacing menu. Each paragraph spacing option controls space around and within the paragraph 2. Select the option you want to apply to all the paragraphs in the document. To adjust the spacing between paragraphs 1. Select all the paragraphs you want to adjust. 2. On the Layout tab, in the Paragraph group, adjust the Spacing Before and Spacing After settings. Spacing is measured in points Chapter 3: Modify the structure and appearance of text 84 3 To adjust spacing between the lines of paragraphs ■ Position the cursor anywhere in the paragraph or select all the paragraphs you want to adjust. Do either of the following: ● To make a quick adjustment to the selected paragraphs, on the Home tab, in the Paragraph group, select the Line and Paragraph Spacing button, and then select any of the line-spacing commands on the menu. You can choose from preset internal line-spacing options or adjust paragraph spacing TIP You can also adjust the space before and after selected paragraphs from the Line And Paragraph Spacing menu. Selecting one of the last two options adds or removes a preset amount of space between the selected paragraphs. ● To make a more-specific adjustment, open the Paragraph dialog. Then, on the Indents and Spacing tab, in the Spacing area, make the adjustments you want to the paragraph spacing, and then select OK. Configure indents In Word, you don’t define the width of paragraphs and the length of pages by defining the area occupied by the text. Instead, you define the size of the white space—the left, right, top, and bottom margins—around the text. Apply paragraph formatting 85 Although the left and right margins are set for a whole document or for a section of a document, you can vary the position of a paragraph between the margins by indenting the left or right edge of the paragraph. A paragraph indent is the space from the page margin to the text. You can change the left indent by selecting buttons on the Home tab, or you can set the indents directly on the ruler. Three indent markers are always present on the ruler: ■ Left Indent This defines the outermost left edge of each line of the paragraph. ■ Right Indent This defines the outermost right edge of each line of the paragraph. ■ First Line Indent This defines the starting point of the first line of the paragraph. The ruler indicates the space between the left and right page margins in a lighter color than is used in the space outside of the page margins. First Line Indent Left Indent Right Indent The indent markers on the ruler The default setting for the Left Indent and First Line Indent markers is 0.0”, which aligns with the left page margin. The default setting for the Right Indent marker is the distance from the left margin to the right margin. For example, if the page size is set to 8.5 inches wide and the left and right margins are set to 1.0 inch, the default Right Indent marker is at 6.5 inches. You can arrange the Left Indent and First Line Indent markers to create a hanging indent or a first line indent. Hanging indents are most commonly used for bulleted and numbered lists, in which the bullet or number is indented less than the main text (essentially, it is outdented). First line indents are frequently used to distinguish the beginning of each subsequent paragraph in documents that consist of many consecutive paragraphs of text. Both types of indents are set by using the First Line Indent marker on the ruler. Chapter 3: Modify the structure and appearance of text 86 3 TIP The First Line Indent marker is linked to the Left Indent marker. Moving the Left Indent marker also moves the First Line Indent marker to maintain the first line indent distance. You can move the First Line Indent marker independently of the Left Indent marker to change the first line indent distance. To display the ruler ■ On the View tab, in the Show group, select the Ruler checkbox. TIP In this book, we show measurements in inches. If you want to change the measurement units Word uses, open the Word Options dialog. On the Advanced page, in the Display area, select the units you want in the Show Measurements In Units Of list. Then select OK. To indent or outdent the left edge of a paragraph ■ Position the cursor anywhere in the paragraph, or select all the paragraphs you want to adjust. Then do any of the following: ● On the Home tab, in the Paragraph group, select the Increase Indent or Decrease Indent button to move the left edge of the paragraph in 0.25- inch increments. TIP You cannot increase or decrease the indent beyond the margins by using the Increase Indent and Decrease Indent buttons. If you need to extend an indent beyond the margins, you can do so by setting negative indentation measurements in the Paragraph dialog. ● Open the Paragraph dialog. Then, on the Indents and Spacing tab, in the Indentation area, set the indent in the Left box, and then select OK. ● On the ruler, drag the Left Indent marker to the ruler measurement at which you want to position the left edge of the body of the paragraph. To create a hanging indent or first line indent 1. Position the cursor anywhere in the paragraph, or select all the paragraphs you want to adjust. 2. Open the Paragraph dialog. Then, on the Indents and Spacing tab, in the Indents area, select First line or Hanging in the Special box. 3. In the By box, set the amount of the indent, and then select OK. Apply paragraph formatting 87 Or 1. Set the left indent of the paragraph body. 2. On the ruler, drag the First Line Indent marker to the ruler measurement at which you want to begin the first line of the paragraph. Configure paragraph borders and shading To make a paragraph really stand out, you might want to put a border around it or shade its background. (For real drama, you can do both.) You can select a predefined border from the Borders menu or design a custom border in the Borders And Shading dialog. You can customize many aspects of the border After you select the style, color, width, and location of the border, you can select Options to specify its distance from the text. ● Open the Paragraph dialog. Then, on the Indents and Spacing tab, in the Indentation area, set the right indent in the Right box, and then select OK. TIP Unless the paragraph alignment is justified, the right edge of the paragraph will be ragged, but no line will extend beyond the right indent or outdent. Apply character formatting The appearance of your document helps convey not only the document’s message but also information about the document’s creator: you. A neatly organized document that contains consistently formatted content and appropriate graphic elements, and that doesn’t contain spelling or grammatical errors, invokes greater confidence in your ability to provide any product or service. Earlier in this chapter, you learned about methods of applying formatting to paragraphs. This topic covers methods of formatting the text of a document. Formatting that you apply to text is referred to as character formatting. In Word documents, you can apply three types of character formatting: ■ Individual character formats, including font, font size, font color, bold, italic, underline, strikethrough, subscript, superscript, and highlight color ■ Artistic text effects that incorporate character outline and fill colors ■ Preformatted styles associated with the document template, many of which not only affect the appearance of the text but also convey structural information (such as titles and headings) When you enter text in a document, it’s displayed in a specific font. By default, the font used for text in a new blank document is 11-point Calibri, but you can change the font of any text element at any time. The available fonts vary from one computer to another, depending on the apps installed. Common fonts include Arial, Verdana, and Times New Roman. Apply character formatting 89 You can vary the look of a font by changing the following attributes: ■ Size Almost every font has a range of sizes you can select from. (Sometimes you can set additional sizes beyond those listed.) The font size is measured in points, from the top of the ascenders (the letter parts that go up, like the left line of the letter h) to the bottom of the descenders (the letter parts that drop down, like the left line of the letter p). ■ Style Almost every font has a range of font styles. The most common are regular (or plain), italic, bold, and bold italic. ■ Effects Fonts can be enhanced by applying effects, such as underlining, small capital letters (small caps), or shadows. ■ Character spacing You can alter the spacing between characters by pushing them apart or squeezing them together. Although some attributes might cancel each other out, they are usually cumulative. For example, you might use a bold font style in various sizes and colors to make words stand out in a newsletter. You apply character formatting from three locations: ■ Mini Toolbar Several common formatting buttons are available on the Mini Toolbar that appears temporarily when you select text. The Mini Toolbar appears temporarily when you select text, becomes transparent when you move the pointer away from the selected text, and disappears if not used ■ Font group on the Home tab This group includes buttons for changing the font and most of the font attributes you are likely to use. The most common font formatting commands are available on the Home tab Chapter 3: Modify the structure and appearance of text 90 3 ■ Font dialog Less commonly applied attributes such as small caps and special underlining are available from the Font dialog. Less-common font and character attributes can be set in the Font dialog In addition to applying character formatting to change the look of characters, you can apply predefined text effects (sometimes referred to as WordArt) to a selection to add more zing. The available effects match the current theme colors. You can apply any predefined effect in the gallery or define a custom effect Apply character formatting 91 These effects are somewhat dramatic, so you’ll probably want to restrict their use to document titles and similar elements to which you want to draw particular attention. To change the font of selected text ■ On the Mini Toolbar or in the Font group on the Home tab, in the Font list, select the font you want to apply. To change the font size of selected text ■ Do any of the following on the Mini Toolbar or in the Font group on the Home tab: ● In the Font Size list, select the font size you want to apply. ● In the Font Size box, enter the font size you want to apply (even a size that doesn’t appear in the list). Then press the Enter key. ● To increase the font size in set increments, select the Increase Font Size button or press Ctrl+>. ● To decrease the font size in set increments, select the Decrease Font Size button or press Ctrl+<. To format selected text as bold, italic, or underlined ■ On the Mini Toolbar, select the Bold, Italic, or Underline button. ■ On the Home tab, in the Font group, select the Bold, Italic, or Underline button. ■ Press Ctrl+B to format the text as bold. ■ Press Ctrl+I to format the text as italic. ■ Press Ctrl+U to underline the text. TIP To quickly apply a different underline style to selected text, select the arrow next to the Underline button on the Home tab, and then in the list, select the underline style you want to apply. To cross out selected text by drawing a line through it ■ On the Home tab, in the Font group, select the Strikethrough button. To display superscript or subscript characters 1. Select the characters you want to display in superscript or subscript form. Chapter 3: Modify the structure and appearance of text 92 3 2. On the Home tab, in the Font group, do either of the following: ● Select the Subscript button to decrease the size of the selected characters and shift them to the bottom of the line. ● Select the Superscript button to decrease the size of the selected characters and shift them to the top of the line. To apply artistic effects to selected text ■ On the Home tab, in the Font group, select the Text Effects and Typography button, and then do either of the following: ● In the Text Effects and Typography gallery, select the preformatted effect combination that you want to apply. ● On the Text Effects and Typography menu, select Outline, Shadow, Reflection, Glow, Number Styles, Ligatures, or Stylistic Sets. Then make selections on the submenus to apply and modify those effects. To change the font color of selected text 1. On the Mini Toolbar, or in the Font group on the Home tab, select the Font Color arrow to display the Font Color menu. 2. In the Theme Colors or Standard Colors palette, select a color swatch to apply that color to the selected text. TIP To apply the Font Color button’s current color, you can simply select the button (not its arrow). If you want to apply a color that’s not shown in the Theme Colors or Standard Colors palette, select More Colors. In the Colors dialog, select the color you want in the honeycomb on the Standard page, select the color gradient, or enter values for a color on the Custom page. To change the case of selected text ■ On the Home tab, in the Font group, select the Change Case button and then select Sentence case, lowercase, UPPERCASE, Capitalize Each Word, or tOGGLE cASE. ■ Press Shift+F3 repeatedly to cycle through the standard case options (Sentence case, UPPERCASE, lowercase, and Capitalize Each Word). IMPORTANT The case options vary based on the selected text. If the selection ends in a period, Word does not include the Capitalize Each Word option in the rotation. If the selection does not end in a period, Word does not include Sentence case in the rotation. Apply character formatting 93 To highlight text ■ Select the text you want to highlight, and then do either of the following: ● On the Mini Toolbar or in the Font group on the Home tab, select the Text Highlight Color button to apply the default highlight color. ● On the Mini Toolbar or in the Font group on the Home tab, select the Text Highlight Color arrow, and then select a color swatch to apply the selected highlight color and change the default highlight color. Or 1. Without first selecting text, do either of the following: ● Select the Text Highlight Color button to select the default highlight color. ● Select the Text Highlight Color arrow and then select a color swatch to select that highlight color. 2. When the pointer changes to a highlighter, drag it across one or more sections of text to apply the highlight. 3. Select the Text Highlight Color button or press the Esc key to deactivate the highlighter. Character formatting and case considerations The way you use character formatting in a document can influence the document’s visual impact on your readers. Used judiciously, character formatting can make a plain document look attractive and professional, but excessive use can make it look amateurish and detract from the message. For example, using too many fonts in the same document is a mark of inexperience, so don’t use more than two or three. Bear in mind that lowercase letters tend to recede, so using all uppercase (capital) letters can be useful for titles and headings or for certain kinds of emphasis. However, large blocks of uppercase letters are tiring to the eye. TIP Where do the terms uppercase and lowercase come from? Until the advent of computers, individual characters made of lead were assembled to form the words that would appear on a printed page. The characters were stored alphabetically in cases, with the capital letters in the upper case and the small letters in the lower case. Chapter 3: Modify the structure and appearance of text 94 3 To copy formatting to other text 1. Click or tap anywhere in the text that has the formatting you want to copy. 2. On the Home tab, in the Clipboard group, do either of the following: ● If you want to apply the formatting to only one target, select Format Painter once. ● If you want to apply the formatting to multiple targets, double-click Format Painter. 3. When the pointer changes to a paintbrush, select or drag across the text you want to apply the copied formatting to. 4. If you activated the Format Painter for multiple targets, repeat step 3 until you finish applying the formatting. Then select the Format Painter button once or press the Esc key to deactivate the tool. To repeat the previous formatting command ■ Select the text to which you want to apply the repeated formatting. Then do any of the following to repeat the previous formatting command: ● On the Quick Access Toolbar, select the Repeat button. ● Press Ctrl+Y. ● Press F4. To open the Font dialog ■ On the Home tab, in the Font group, select the Font dialog launcher. ■ Press Ctrl+Shift+F. To remove character formatting ■ Select the text you want to clear the formatting from. Then do any of the following: ● Press Ctrl+Spacebar to remove manually applied formatting (but not styles). ● On the Home tab, in the Font group, select the Clear All Formatting button to remove all styles and formatting other than highlighting from selected text. IMPORTANT If you select an entire paragraph, the Clear All Formatting command will clear character and paragraph formatting from the paragraph and reset it to the default paragraph style. ● On the Home tab, in the Font group, select the Text Highlight Color arrow and then, on the menu, select No Color to remove highlighting. Apply character formatting 95 Format the first letter of a paragraph as a drop cap Many books, magazines, and reports begin the first paragraph of a section or chapter by using an enlarged, decorative capital letter. Called a dropped capital, or simply a drop cap, this effect can be an easy way to give a document a finished, professional look. When you format a paragraph to start with a drop cap, Word inserts the first letter of the paragraph in a text box and formats its height and font in accordance with the Drop Cap options. By default, a drop-cap letter is the height of three lines of text Word 365 has two basic drop-cap styles: ■ Dropped The letter is embedded in the original paragraph. ■ In margin The letter occupies its own column, and the remaining paragraph text is moved to the right. To format the first letter of a paragraph as a drop cap: 1. Click anywhere in the paragraph. 2. On the Insert tab, in the Text group, select the Drop Cap button and then select the drop-cap style you want to apply. To change the font, height, or distance between the drop cap and the paragraph text, select Drop Cap Options on the Drop Cap menu, and then select the options you want in the Drop Cap dialog. If you want to apply the drop-cap format to more than the first letter of the paragraph, add the drop cap to the paragraph, click to the right of the letter in the text box, and enter the rest of the word or text that you want to make stand out. If you do this, don’t forget to delete the word from the beginning of the paragraph! Chapter 3: Modify the structure and appearance of text 96 3 To change the character spacing 1. Select the text you want to change. 2. Open the Font dialog, and then select the Advanced tab to display character spacing and typographic features. 3. In the Spacing list, select Expanded or Condensed. 4. In the adjacent By box, set the number of points you want to expand or condense the character spacing. 5. In the Font dialog, select OK. Structure content manually At times, it’s necessary to manually position text within a paragraph. You can do this by using two different hidden characters: line breaks and tabs. These characters are visible only when the option to show paragraph marks and formatting symbols is turned on. These hidden characters have distinctive appearances: ■ A line break character looks like a bent left-pointing arrow ( ) ■ A tab character looks like a right-pointing arrow ( ) You can use a soft line break, also known as a soft return, to wrap a line of a paragraph in a specific location without ending the paragraph. You might use this technique to display only specific text on a line, or to break a line before a word that would otherwise be hyphenated. TIP Inserting a line break does not start a new paragraph, so when you apply paragraph formatting to a line of text that ends with a line break, the formatting is applied to the entire paragraph, not only to that line. A tab stop defines the space between two document elements. For example, you can separate numbers from list items, or columns of text, by using tabs. You can then set tab stops that define the location and alignment of the tabbed text. Structure content manually 97 Left tab Decimal tab Center tab Right tab You can align text in different ways by using tabs You can align lines of text in different locations across the page by using tab stops. The easiest way to set tab stops is directly on the horizontal ruler. By default, Word sets left-aligned tab stops every half inch (1.27 centimeters). These default tab stops aren’t shown on the ruler. To set a custom tab stop, start by selecting the Tab button (located at the intersection of the vertical and horizontal rulers) until the type of tab stop you want appears. Left tab Center tab Right tab Decimal tab Bar tab Tab setting options You have the following tab options: ■ Left tab Aligns the left end of the text with the tab stop. ■ Center tab Aligns the center of the text with the tab stop. ■ Right tab Aligns the right end of the text with the tab stop. ■ Decimal tab Aligns the decimal point in the text (usually a numeric value) with the tab stop. ■ Bar tab Draws a vertical line at the position of the tab stop. If you find it too difficult to position tab stops on the ruler, you can set, clear, align, and format tab stops from the Tabs dialog. Chapter 3: Modify the structure and appearance of text 98 3 You can specify the alignment and tab leader for each tab You might also work from this dialog if you want to use tab leaders—visible marks such as dots or dashes connecting the text before the tab with the text after it. For example, tab leaders are useful in a table of contents to carry the eye from the text to the page number. When you insert tab characters, the text to the right of the tab character aligns on the tab stop according to its type. For example, if you set a center tab stop, pressing the Tab key moves the text so that its center is aligned with the tab stop. To display or hide paragraph marks and other structural characters ■ On the Home tab, in the Paragraph group, select the Show/Hide ¶ button. ■ Press Ctrl+Shift+8 (Ctrl+*). To insert a line break ■ Position the cursor where you want to break the line. Then do either of the following: ● On the Layout tab, in the Page Setup group, select Breaks and then Text Wrapping. ● Press Shift+Enter. Structure content manually 99 To insert a tab character ■ Position the cursor where you want to add the tab character, and then press the Tab key. To open the Tabs dialog 1. Select any portion of one or more paragraphs that you want to manage tab stops for. 2. Open the Paragraph dialog. 3. In the lower-left corner of the Indents and Spacing tab, select the Tabs button. To align a tab and set a tab stop 1. Select any portion of one or more paragraphs that you want to set the tab stop for. 2. Display the ruler, if it isn’t shown, by selecting the Ruler checkbox in the Show group on the View tab. 3. Select the Tab button at the left end of the ruler to cycle through the tab stop alignments, in this order: ● Left ● Center ● Right ● Decimal ● Bar 4. When the Tab button shows the alignment you want, select the ruler at the point where you want to set the tab. TIP When you manually align a tab and set a tab stop, Word removes any default tab stops to the left of the one you set. (It doesn’t remove any manually set tab stops.) Or 1. Open the Tabs dialog. 2. In the Tab stop position box, enter the position for the new tab stop. Chapter 3: Modify the structure and appearance of text 100 3 3. In the Alignment and Leader areas, set the options you want for this tab stop. 4. Select Set to set the tab, and then select OK. To change the position of an existing custom tab stop ■ Drag the tab marker on the ruler to the left or right. ■ Open the Tabs dialog. In the Tab stop position list, select the tab stop you want to change. Select the Clear button to clear the existing tab stop. Enter the replacement tab stop position in the Tab stop position box, select Set, and then select OK. To remove a custom tab stop ■ Drag the tab marker off of the ruler. ■ In the Tabs dialog, select the custom tab stop in the Tab stop position list, select Clear, and then select OK. Create and modify lists Lists are paragraphs that start with a character—usually a number or bullet—and are formatted with a hanging indent so that the character stands out on the left end of each list item. Fortunately, Word takes care of the formatting of lists for you. You simply indicate the type of list you want to create. When the order of items is not important—for example, for a list of people or supplies—a bulleted list is the best choice. When the order is important—for example, for sequential steps in a procedure—you should create a numbered list. You can format an existing set of paragraphs as a list or create the list as you enter text into the document. After you create a list, you can modify, format, and customize the list as follows: ■ You can move items around in a list, insert new items, or delete unwanted items. If the list is numbered, Word automatically updates the numbers. ■ You can modify the indentation of the list. You can change both the overall indentation of the list and the relationship of the first line to the other lines. Create and modify lists 101 ■ For a bulleted list, you can sort list items alphabetically in ascending or descending order, change the bullet symbol, or define a custom bullet (even a picture bullet). ■ For a numbered list, you can change the number style to use different punctuation, roman numerals, or letters, or define a custom style, and you can specify the starting number. To format a new bulleted or numbered list as you enter content ■ With the cursor at the position in the document where you want to start the list, do either of the following: ● To start a new bulleted list, enter * (an asterisk) at the beginning of a paragraph, and then press the Spacebar or the Tab key before entering the list item text. ● To start a new numbered list, enter 1. (the number 1 followed by a period) at the beginning of a paragraph, and then press the Spacebar or the Tab key before entering the list item text. When you start a list in this fashion, Word automatically formats the text as a bulleted or numbered list. When you press Enter to start a new item, Word continues the formatting to the new paragraph. Typing text and pressing Enter adds subsequent bulleted or numbered items. To end the list, press Enter twice, or select the Bullets arrow or Numbering arrow in the Paragraph group on the Home tab, and then in the gallery, select None. TIP If you want to start a paragraph with an asterisk or number but don’t want to format the paragraph as a bulleted or numbered list, select the AutoCorrect Options button that appears after Word changes the formatting, and then in the list, select the appropriate Undo option. You can also select the Undo button on the Quick Access Toolbar or press Ctrl+Z. To convert paragraphs to bulleted or numbered list items 1. Select the paragraphs that you want to convert to list items. 2. On the Home tab, in the Paragraph group, do either of the following: ● Select the Bullets button to convert the selection to a bulleted list. ● Select the Numbering button to convert the selection to a numbered list. Chapter 3: Modify the structure and appearance of text 102 3 To create a list with multiple levels 1. Start creating a bulleted or numbered list. 2. When you want the next list item to be at a different level, do either of the following: ● To create the next item one level lower (indented more), press the Tab key at the beginning of that paragraph before you enter the lower-level list item text. ● To create the next item one level higher (indented less), press Shift+Tab at the beginning of the paragraph before you enter the higher-level list item text. In the case of a bulleted list, Word changes the bullet character for each item level. In the case of a numbered list, Word changes the type of numbering used, based on a predefined numbering scheme. TIP For a multilevel list, you can change the numbering pattern or bullets by selecting the Multilevel List button in the Paragraph group on the Home tab and then selecting the pattern you want, or you can define a custom pattern by selecting Define New Multilevel List. To modify the indentation of a list ■ Select the list items whose indentation you want to change, and do any of the following: ● On the Home tab, in the Paragraph group, select the Increase Indent button to move the list items to the right. ● In the Paragraph group, select the Decrease Indent button to move the list items to the left. ● Display the ruler and drag the indent markers to the left or right. TIP You can adjust the space between the bullets and their text by dragging only the Hanging Indent marker. SEE ALSO For information about paragraph indentation, see “Apply paragraph formatting” earlier in this chapter. Create and modify lists 103 To sort bulleted list items alphabetically 1. Select the bulleted list items whose sort order you want to change. 2. On the Home tab, in the Paragraph group, select the Sort button to open the Sort Text dialog. 3. In the Sort by area, select Ascending or Descending. Then select OK. To change the bullet symbol 1. Select the bulleted list whose bullet symbol you want to change. 2. On the Home tab, in the Paragraph group, select the Bullets arrow. 3. In the Bullets gallery, select the new symbol you want to use to replace the bullet character that begins each item in the selected list. To define a custom bullet 1. In the Bullets gallery, select Define New Bullet. 2. In the Define New Bullet dialog, select the Symbol, Picture, or Font button, and then select from the wide range of options. 3. Select OK to apply the new bullet style to the list. To change the number style 1. Select the numbered list whose number style you want to change. 2. On the Home tab, in the Paragraph group, select the Numbering arrow to display the Numbering gallery. 3. Make a new selection to change the style of the number that begins each item in the selected list. To define a custom number style 1. In the Numbering gallery, select Define New Number Format. 2. In the Define New Number Format dialog, do either of the following: ● Change the selections in the Number Style, Number Format, or Alignment boxes. ● Select the Font button and then select from the wide range of options. 3. Select OK to apply the new numbering style to the list. Chapter 3: Modify the structure and appearance of text 104 3 To start a list or part of a list at a predefined number 1. Place the cursor within an existing list, in the list paragraph whose number you want to set. 2. Display the Numbering gallery, and then select Set Numbering Value to open the Set Numbering Value dialog. 3. Do either of the following to permit custom numbering: ● Select Start new list. ● Select Continue from previous list, and then select the Advance value (skip numbers) checkbox. 4. In the Set value to box, enter the number you want to assign to the list item. Then select OK. You can start or restart a numbered list at any number Create and modify lists 105 Format text as you type The Word list capabilities are only one example of the app’s ability to intuit how you want to format an element based on what you type. You can learn more about these and other AutoFormatting options by exploring the AutoCorrect dialog, which you can open from the Proofing page of the Word Options dialog. The AutoFormat As You Type page shows the options Word implements by default, including bulleted and numbered lists. You can select and clear options to control automatic formatting behavior One interesting option in this dialog is Border Lines. When this checkbox is selected, typing three consecutive hyphens (---) or three consecutive underscores (___) and pressing Enter draws a single line across the page. Typing three consecutive equals signs (===) and pressing Enter draws a double line. Typing three consecutive tildes (~~~) and pressing Enter draws a zigzag line. Chapter 3: Modify the structure and appearance of text 106 3 Apply built-in styles to text You don’t have to know much about character and paragraph formatting to format your documents in ways that will make them easier to read and more professional looking. With a couple of mouse clicks or screen taps, you can easily change the look of words, phrases, and paragraphs by using styles. More importantly, you can build a document outline that is reflected in the Navigation pane and use it to create a table of contents. Apply styles Styles can include character formatting (such as font, size, and color), paragraph formatting (such as line spacing and outline level), or a combination of both. Styles are stored in the template that is attached to a document. By default, blank new documents are based on the Normal template. The Normal template includes a standard selection of styles that fit the basic needs of most documents. These styles include nine heading levels, various text styles including those for multiple levels of bulleted and numbered lists, index and table of contents entry styles, and many specialized styles such as those for hyperlinks, quotations, placeholders, captions, and other elements. By default, the most common predefined styles are available in the Styles gallery on the Home tab. You can add styles to the gallery or remove those that you don’t often use. The Styles gallery in a new, blank document based on the Normal template Apply built-in styles to text 107 Styles stored in a template are usually based on the Normal style and use only the default body and heading fonts associated with the document’s theme, so they all go together well. For this reason, formatting document content by using styles produces a harmonious effect. After you apply named styles, you can easily change the look of an entire document by switching to a different style set that contains styles with the same names but different formatting. SEE ALSO For information about document theme elements, see “Change the document theme” later in this chapter. Style sets are available from the Document Formatting gallery on the Design tab. Pointing to a style set in the gallery displays a live preview of the effects of applying that style set to the entire document TIP Style sets provide a quick and easy way to change the look of an existing document. You can also modify style definitions by changing the template on which the document is based. Chapter 3: Modify the structure and appearance of text 108 3 To open the Styles pane ■ On the Home tab, select the Styles dialog launcher. The Styles pane can display style names or previews TIP If the Styles pane floats above the page, you can drag it by its title bar to the right or left edge of the app window to dock it. Apply built-in styles to text 109 To change which styles are displayed in the Styles pane 1. Open the Styles pane, and then select Options. To make it easier to find specific styles, sort the list alphabetically 2. In the Style Pane Options dialog, do any of the following, and then select OK: ● In the Select styles to show list, select one of the following: ● Recommended Displays styles that are tagged in the template as recommended for use ● In use Displays styles that are applied to content in the current document ● In current document Displays styles that are in the template that is attached to the current document ● All styles Displays built-in styles, styles that are in the attached template, and styles that were brought into the document from other templates ● In the Select how list is sorted list, select Alphabetical, As Recommended, Font, Based on, or By type. ● In the Select formatting to show as styles area, select each checkbox for which you want to display variations from named styles. ● In the Select how built-in style names are shown area, select the checkbox for each option you want to turn on. Chapter 3: Modify the structure and appearance of text 110 3 Displaying paragraph-level and font formatting exposes deviations from style definitions To display or hide style previews in the Styles pane ■ Open the Styles pane, and then select or clear the Show Preview checkbox. To add a style to the Styles gallery ■ In the Styles pane, point to the style, select the arrow that appears, and then select Add to Style Gallery. To remove a style from the Styles gallery ■ In the Styles pane, point to the style, select the arrow that appears, and then select Remove from Style Gallery. ■ In the Styles gallery, right-click or long-press (tap and hold) the style, and then select Remove from Style Gallery. To apply a built-in style 1. Select the text or paragraph to which you want to apply the style. TIP If the style you want to apply is a paragraph style, you can position the cursor anywhere in the paragraph. If the style you want to apply is a character style, you must select the text. 2. In the Styles gallery on the Home tab, or in the Styles pane, select the style you want to apply. Apply built-in styles to text 111 To change the style set 1. On the Design tab, in the Document Formatting group, select the More button to display all the style sets (if necessary). 2. Point to any style set to preview its effect on the document. 3. Select the style set you want to apply. Manage outline levels Styles can be used for multiple purposes: to affect the appearance of the content, to build a document outline, and to tag content as a certain type so that you can easily locate it. Heading styles define a document’s outline Each paragraph style has an associated Outline Level setting. Outline levels include Body Text and Level 1 through Level 9. Most documents use only body text and the first two, three, or four outline levels. Chapter 3: Modify the structure and appearance of text 112 3 Most documents use only two to four of the outline levels Paragraphs that have the Level 1 through Level 9 outline levels become part of the hierarchical structure of the document. They appear as headings in the Navigation pane and act as handles for the content that appears below them in the hierarchy. You can collapse and expand the content below each heading and move entire sections of content by dragging the headings in the Navigation pane. To display the document outline in the Navigation pane ■ In the Navigation pane, select Headings to display the document structure. TIP Only headings that are styled by using document heading styles, or other styles that have outline levels applied, appear in the Navigation pane. To expand or collapse the outline in the Navigation pane ■ In the Navigation pane, do either of the following: ● If there is a white triangle to the left of a heading, select it to expand that heading to show its subheadings. ● If there is a downward-angled black triangle to the left of a heading, select it to collapse the subheadings under that heading. TIP If there is no triangle next to a heading, that heading does not have subheadings. Apply built-in styles to text 113 To expand or collapse sections in the document ■ In a document that contains styles, point to a heading to display a triangle to its left. Then do either of the following: ● If the triangle is a downward-angled gray triangle, select the triangle to hide the content that is within the heading. ● If the triangle is a white triangle, select the triangle to display the hidden document content. Change the document theme Every document you create is based on a template, and the look of the template is controlled by a theme. The theme is a combination of coordinated colors, fonts, and effects that visually convey a certain tone. To change the look of a document, you can apply a different theme from the Themes gallery. The default installation of Word 365 offers 30 themes to choose from Chapter 3: Modify the structure and appearance of text 114 3 Each theme has a built-in font set and color set, and an associated effect style. ■ Each font set includes two font definitions: one for headings and one for body text. In some font sets, the heading and body fonts are the same. ■ Each color in a color set has a specific role in the formatting of styled elements. For example, the first color in each set is applied to the Title and Intense Reference styles, and different shades of the third color are applied to the Subtitle, Heading 1, and Heading 2 styles. If you like the background elements of a theme but not the colors or fonts, you can mix and match theme elements. Word 365 offers thousands of different combinations for creating a custom theme that meets your exact needs TIP In addition to colors and fonts, you can control the subtler design elements associated with a theme, such as paragraph spacing and visual effects. Change the document theme 115 If you create a combination of theme elements that you would like to use with other documents, you can save the combination as a new theme. By saving the theme in the default Document Themes folder, you make the theme available in the Themes gallery. However, you don’t have to store custom themes in the Document Themes folder; you can store them anywhere on your hard disk, on removable media, or in a network location. TIP The default Document Themes folder is stored within your user profile. On a default freestanding installation, the folder is located at C:\Users\\ AppData\Roaming\Microsoft\Templates\Document Themes. In a corporate environment with managed computer configurations, the user profile folder might be located elsewhere. By default, Word applies the Office theme to all new, blank documents. In Word 365, the Office theme uses a primarily blue palette, the Calibri font for body text, and Calibri Light for headings. If you plan to frequently use a theme other than the Office theme, you can make that the default theme. TIP If multiple people create corporate documents for your company, you can ensure that everyone’s documents have a common look and feel by assembling a custom theme and making it available to everyone. Use theme elements that reflect your corporate colors, fonts, and visual style, and then save the theme to a central location or send the theme file by email and instruct your colleagues to save it to the default Document Themes folder. To apply a built-in theme to a document ■ On the Design tab, in the Document Formatting group, select the Themes button, and then select the theme you want to apply. TIP If you have manually applied formatting to document content, the theme does not override the manual formatting. To ensure that all document elements are controlled by the theme, select Reset To The Default Style Set on the Document Formatting menu. Chapter 3: Modify the structure and appearance of text 116 3 To change theme elements in a document ■ On the Design tab, in the Document Formatting group, do any of the following: ● Select Colors (the ScreenTip says Theme Colors), and then select the color set you want to apply. ● Select Fonts (the ScreenTip says Theme Fonts), and then select the font set you want to apply. ● Select Effects (the ScreenTip says Theme Effects), and then select the effect style you want to apply. To save a custom theme 1. Apply a base theme, and then modify the theme colors, fonts, and effects as you want them. 2. On the Design tab, in the Document Formatting group, select Themes. 3. At the bottom of the Themes menu, select Save Current Theme to display the contents of the Document Themes folder in the Save Current Theme dialog. 4. Accept the theme name that’s in the File name box or replace the suggested name with one that’s more descriptive. Then select Save. To apply a custom theme 1. Display the Themes menu. If you have created a custom theme, the Themes menu now includes a Custom area that contains your theme. 2. Select the theme to apply it to the document. To change the default theme 1. In the document, apply the theme you want to use as the default theme. 2. On the Design tab, in the Document Formatting group, select Set as Default. To apply a theme from a nonstandard location 1. On the Design tab, in the Document Formatting group, select Themes. 2. At the bottom of the Themes menu, select Browse for Themes. 3. In the Choose Theme or Themed Document dialog, browse to the theme you want to apply, and then select Open. Change the document theme 117 To find the location of your Document Themes folder 1. On the Design tab, in the Document Formatting group, select Themes. 2. At the bottom of the Themes menu, select Save Current Theme. 3. In the Save Current Theme dialog, select the icon at the left end of the address bar to display the full path to the Document Themes folder. To delete a custom theme ■ Open File Explorer, browse to the Document Themes folder, and delete the theme file. ■ In Word, display the Themes menu, right-click the custom theme, and then select Delete. Note that the second method removes the theme choice from the gallery but does not remove the theme file from the Document Themes folder. Key points ■ You can format many aspects of a paragraph, including its indentation, alignment, internal line spacing, preceding and following space, border, and background. Within a paragraph, you can control the content structure by using hidden line breaks and tabs, and the appearance of the content by changing the size, color, style, effects, and spacing of the text. ■ You can apply paragraph and character formatting manually, or you can format multiple elements of a paragraph, and control the outline level of the content, by using styles. ■ You can change the formatting applied by all the styles within a document by changing the document theme or any individual element of the theme, such as the theme colors, theme fonts, or theme effects. ■ To make a set of items or instructions stand out from the surrounding text, you can format it as an ordered (numbered) or unordered (bulleted) list. SEE ALSO This chapter is from the full-length book Microsoft Word Step by Step (Office 2021 and Microsoft 365) (Microsoft Press, 2022). Please consult that book for information about features of Word that aren’t discussed in this book. Chapter 3: Modify the structure and appearance of text 118 Practice tasks Before you can complete these tasks, you must copy the book’s practice files to your computer. The practice files for these tasks are in the Office365SBS\Ch03 folder. You can save the results of the tasks in the same folder. The introduction includes a complete list of practice files and download instructions. Apply paragraph formatting Open the FormatParagraphs document, display formatting marks, and then perform the following tasks: 1. Display the rulers and adjust the zoom level to display most or all of the paragraphs in the document. 2. Select the first two paragraphs (Welcome! and the next paragraph) and center them between the margins. 3. Select the second paragraph (We would like…) and apply a first-line indent. 4. Select the third paragraph (Please take a few…). Format the paragraph so its edges are flush against the left and right margins. Then indent the paragraph by a half inch on the left and on the right. 5. Indent the Be careful paragraph by 0.25 inches. 6. Simultaneously select the Pillows, Blankets, Towels, Limousine winery tour, and In-home massage paragraphs. Change the paragraph spacing to remove the space after the paragraphs. 7. At the top of the document, apply an outside border to the Please take a few minutes paragraph. 8. Save and close the document. 119 Practice tasks Apply character formatting Open the FormatCharacters document, and then perform the following tasks: 1. In the second bullet point, underline the word natural. Then repeat the formatting command to underline the word all in the fourth bullet point. 2. In the fourth bullet point, select anywhere in the word across. Apply a thick underline to the word in a way that also assigns the Thick underline format to the Underline button. Then apply the thick underline to the word departments. 3. Apply bold formatting to the Employee Orientation heading. 4. Copy the formatting, and then paint it onto the Guidelines subtitle, to make the subtitle a heading. 5. Select the Guidelines heading, and apply the following formatting: ● Change the font to Impact. ● Set the font size to 20 points. ● Apply the Small caps font effect. ● Expand the character spacing by 10 points. 6. Change the font color of the words Employee Orientation to Green, Accent 6. 7. Select the Community Service Committee heading, and apply the following formatting: ● Outline the letters in the same color you applied to Employee Orientation. ● Apply an Offset Diagonal Bottom Left outer shadow. Change the shadow color to Green, Accent 6, Darker 50%. ● Fill the letters with the Green, Accent 6 color, and then change the text outline to Green, Accent 6, Darker 25%. You have now applied three text effects to the selected text by using three shades of the same green. 8. In the first bullet point, select the phrase the concept of service and apply a Bright Green highlight. 9. In the fifth bullet point, simultaneously select the words brainstorming, planning, and leadership, and change the case of all the letters to uppercase. 10. Save and close the document. 120 Chapter 3 Structure content manually Open the StructureContent document, display formatting marks, and then perform the following tasks: 1. Display the rulers and adjust the zoom level to display most or all of the paragraphs in the document. 2. In the second paragraph (We would like...), insert a line break immediately after the comma and space that follow the word cottage. 3. Select the Pillows, Blankets, Towels, and Dish towels paragraphs. Insert a left tab stop at the 2-inch mark and clear any tab stops to the left of that location. 4. In the Pillows paragraph, replace the space before the word There with a tab marker. Repeat the process to insert tabs in each of the next three paragraphs. The part of each paragraph that follows the colon is now aligned at the 2-inch mark, producing more space than you need. 5. Select the four paragraphs containing tabs. Change the left tab stop from the 2-inch mark to the 1.25-inch mark. Then, on the ruler, drag the Hanging Indent marker to the tab stop at the 1.25-inch mark (the Left Indent marker moves with it) to cause the second line of the paragraphs to start in the same location as the first line. Finally, press the Home key to release the selection so you can review the results. 6. At the bottom of the document, select the three paragraphs containing dollar amounts. Set a Decimal Tab stop at the 3-inch mark. Then replace the space to the left of each dollar sign with a tab to align the prices on the decimal points. 7. Hide the formatting marks to better display the results of your work. 8. Save and close the document. 121 Practice tasks Create and modify lists Open the CreateLists document, display formatting marks and rulers, and then perform the following tasks: 1. Select the first four paragraphs below The rules fall into four categories. Format the selected paragraphs as a bulleted list. Then change the bullet character for the four list items to the one composed of four diamonds. 2. Select the two paragraphs below the Definitions heading. Format the selected paragraphs as a numbered list. 3. Select the first four paragraphs below the General Rules heading. Format the paragraphs as a second numbered list. Ensure that the new list starts with the number 1. 4. Format the next three paragraphs as a bulleted list. (Notice that Word uses the bullet symbol you specified earlier.) Indent the bulleted list as a subset of the preceding numbered list item. 5. Format the remaining three paragraphs as a numbered list. Ensure that the list numbering continues from the previous numbered list. 6. Locate the No large dogs numbered list item. Create a new second-level numbered list item (a) from the text that begins with the word Seeing. Then create a second item (b) and enter The Board reserves the right to make exceptions to this rule. 7. Create a third list item (c). Promote the new list item to a first-level item, and enter All pets must reside within their Owners’ Apartments. Notice that the General Rules list is now organized hierarchically. 8. Sort the three bulleted list items in ascending alphabetical order. 9. Save and close the document. Apply built-in styles to text Open the ApplyStyles document in Print Layout view, and then perform the following tasks: 1. Scroll through the document to review its content. Notice that the document begins with a centered title and subtitle, and there are several headings throughout. 122 Chapter 3 2. Display the Navigation pane. Notice that the Headings page of the pane does not reflect the headings in the document because the headings are formatted with manually applied formatting instead of styles. 3. Open the Styles pane and dock it to the right edge of the app window. 4. Set the zoom level of the page to fit the page content between the Navigation pane and the Styles pane. 5. Apply the Title style to the document title, All About Bamboo. 6. Apply the Subtitle style to the Information Sheet paragraph. 7. Apply the Heading 1 style to the first bold heading, Moving to a New Home. Notice that the heading appears in the Navigation pane. 8. Hide the content that follows the heading. Then redisplay it. 9. Apply the Heading 1 style to Staying Healthy. Then repeat the formatting to apply the same style to Keeping Bugs at Bay. 10. Scroll the page so that both underlined headings are visible. Select the Mites and Mealy Bugs headings. Then simultaneously apply the Heading 2 style to both selections. 11. Configure the Styles pane to display all styles, in alphabetical order. 12. Move to the beginning of the document. 13. In the first paragraph of the document, select the company name Wide World Importers, and apply the Intense Reference style. 14. In the second paragraph, near the end of the first sentence, select the word clumping, and apply the Emphasis style. Then, at the end of the sentence, apply the same style to the word running. 15. Close the Navigation pane and the Styles pane. Then configure the view setting to display both pages of the document in the window. 16. Apply the Basic (Elegant) style set to the document. Change the view to Page Width and notice the changes to the styled content. 17. Save and close the document. 123 Practice tasks Change the document theme Open the ChangeTheme document, and then perform the following tasks: 1. Apply the Facet theme to the document. 2. Change the theme colors to the Orange color scheme. 3. Change the theme fonts to the Georgia theme set. 4. Save the modified theme in the default folder as a custom theme named My Theme. Verify that the custom theme is available on the Themes menu. 5. Save and close the document. 124 Chapter 3 dialogs, 375 emphasis, 364 entrance, 363, 373 exit, 365–367, 373 motion path, 365 previewing, 372 removing from slides, 372 reordering, 376 selecting, 370 setting durations for, 377 setting triggers for, 376–377 Animation Painter, 371 Animation pane, displaying, 371, 373–375 app options changing, 21–29, 45 managing, 25–29 app windows changing, 24 elements of, 5 keyboard shortcuts, 514 maximizing, 12, 16 opening files n, 61 personalizing appearance of, 23 splitting, 61–62 appointments creating from messages, 492 events, 509–510 modifying, 496–497 Outlook, 484–489 scheduling, 509–510 apps, suggesting changes to, 42 array formulas, Excel, 224–225. See also formulas artistic effects applying to pictures, 334 applying to text, 93 asterisks, overriding in bulleted lists, 102 attaching files to messages, 418–425, 444 attachment content, displaying, 429–432. See also Outlook Attachment Preview feature, 429 attachments displaying, 445 grouping messages by, 455 saving to storage drives, 431–432 SYMBOLS + (addition) operator, Excel, 210–212 [] (brackets), using in Excel formulas, 215–216 & (concatenation) operator, Excel, 210–212 / (division) operator, Excel, 210, 212 = (equal) sign, Excel formulas, 210 ^ (exponentiation) operator, Excel, 210, 212 * (multiplication) operator, Excel, 210–212 - (negation) operator, Excel, 210, 212 % (percentage) operator, Excel, 210 − (subtraction) operator, Excel, 210–212 ##### error, Excel, 226 A absolute references, Excel, 223–224 accepting and rejecting tracked changes, 141–142 accessibility features, 20 account information, managing, 21–25 actions, keyboard shortcuts, 519 addition (+) operator, Excel, 210–212 Address Block merge field, 187–189 address books, searching in Outlook, 412–413 address box, entering addresses in, 408 address lists modifying in searches, 413 troubleshooting in Outlook, 411 addresses, commas as separators, 412 AGGREGATE function, Excel, 243, 246–250 alignment, configuring, 81–82 Alt key. See keyboard shortcuts Analyze Data tool, Excel, 21 animating “build slides,” 368 objects on slides, 369–370 text and pictures on slides, 362–372 animation effects. See also PowerPoint adding sound effects, 377 applying, 371 configuring options, 371 copying, 371 customizing, 372–377, 396–397 521 Index Index attributes. See file properties attributions, applying to pictures, 334–337 audio clips fading into or out of, 384 inserting onto slides, 382 looping, 385 preventing from stopping, 385 recording onto slides, 382–383 restricting playback, 383–384 audio content, adding to slides, 380–385, 397 audio icon, modifying or hiding, 384 audio playback, starting, 384 AutoCalculate options, Excel, 243–244, 248 Auto-Complete list, troubleshooting in Outlook, 410–412 AutoCorrect dialog, 106 AutoFormat As You Type page, 106 AutoRecover feature, 68 AutoSum list, Excel, 212 availability, configuring for calendar, 493, 497 AVERAGE functions, Excel, 212, 218–221, 243, 245–246 B backgrounds changing for slides, 305–312, 321–322 choosing for Office, 23 removing from pictures, 334 of themes, 115 Backstage view. See also commands commands, 9–10 keyboard shortcuts, 516 Open page, 54 balloons, displaying markup in, 136 Bar tab identifying, 98 setting, 100 Bcc “blind courtesy copy” recipients, 404 bits, mapping to colors, 326 blank documents, creating, 52 BMP (bitmap) files, PowerPoint, 327 bold text, formatting, 92 bookmarking media clips, 378–379 Border Lines option, 106 borders and shading, configuring for paragraphs, 88–89 brackets ([]), using in Excel formulas, 215–216 Browse Button, locating, 67 “build slides,” animating, 368 bullet symbol, changing, 104 bulleted lists adjusting space in, 103 converting paragraphs to, 102 formatting, 102 overriding asterisks, 102 sorting, 104 button labels, visibility of, 12 buttons and arrows, 8 C Cached Exchange Mode, Outlook, 435 calculating values, Excel, 210–216, 234 calculation options, Excel, 236 Calendar. See also Outlook adding holidays, 490–491 categories, 495 configuring item options, 493–498 Date Navigator, 482–483 task list, 484–489 views, 478–481, 484, 509 calendar items, converting and configuring, 489–493, 510–511 Call options for messages, 437 Capitalize Each Word, applying to text, 93 case of text, changing, 93–94 categories, Outlook, 459–467, 475, 495 Cc “courtesy copy” recipients, 404 cells, moving to, 518 Center alignment, configuring, 81 Center tab identifying, 98 setting, 100 change tracking, locking and unlocking, 131–132. See also content changes changes to documents recommending against, 154 tracking, 128–132 character formatting. See also fonts; text effects applying, 89–97, 120 case considerations, 94 removing, 95 character spacing, changing, 97. See also spacing characters hiding and showing, 99 nonprinting and hidden, 61–62 522 Index circular references, Excel, 230 Classic versus Simplified ribbon, 407–408 Clear All Formatting button, locating, 95 Clipboard group, locating, 95 closing Comments pane, 138 files, 67–72, 76 Revisions pane, 138 cloud storage, connecting to, 6, 19, 24, 69 coauthoring defined, 125 documents, 158–161, 166 collaboration commands, 127 overview, 125 tools, 10–11 color models, 313 color schemes, presentations, 303–305 color sets and themes, 115 colors applying to presentation elements, 313 assigning to categories in Outlook, 460 mapping bits to, 326 specifying for Track Changes, 131 commands. See also Backstage view adding to Quick Access Toolbar, 30–32 increasing space between, 19 in ribbon, 6–9 comments activating for editing, 139 button, 10–11 deleting, 140 displaying, 134–137 inserting, 126–128 marking as Resolved, 140 moving among, 139 reviewing and responding to, 138–140 specifying user name and initials, 27, 29 Comments pane closing, 138 relocating and resizing, 138 comparing and combining documents, 143–147, 165–166 Compatibility Mode, 65 compressing media, 390–392 concatenation (&) operator, Excel, 210–212 conditional formulas, Excel, 217–221, 235. See also formulas connecting cloud storage locations, 24 contact cards, Outlook, 434–435 contact list, data source, 178–179 content, structuring manually, 97–101, 121 content changes. See also change tracking controlling, 166 protecting, 147 restricting access, 148 content pane, 5 content templates, 50. See also design templates; templates conversations, displaying and managing, 449–454. See also messages copying animation effects, 371 formatting to text, 95 and importing slides, 294–299 and moving formulas in Excel, 221–224 sorting levels in Excel, 265 COUNT functions, Excel, 212, 218–221, 245–246 cropping pictures, 330–331 Ctrl key. See keyboard shortcuts cursor, moving around documents, 55 custom lists, sorting in Excel, 266–267, 273–274. See also lists D data refreshing in mail merge, 186 summarizing in Excel, 217–221 data entry criteria, Excel, 250–256, 258 data ranges filtering in Excel, 238–243, 257 sorting, 260 data sets, Excel, 276–280, 287 data sources. See also mail merge choosing and refining, 200 creating, 180–181 mail merge process, 168 refining records, 181–185 selecting, 177–180 sorting records in, 184–185 data tables, using to forecast data, 281–284, 287–288 data validation, Excel, 250 Date Navigator, Outlook Calendar, 482–483 Day view, Calendar, 478 523 Index Decimal tab identifying, 98 setting, 100 deleting categories in Outlook, 467 comments, 140 custom themes, 118 and hiding slides, 300–301 named ranges, 209 scenarios in Excel, 280 sections of slides, 318 sorting rules in Excel, 265 design templates, previewing, 52–53. See also templates dialog launcher in ribbon, 6 dialogs keyboard shortcuts, 514–516 and panes, 8 Dictate feature, 19 Display For Review options, Word, 132–133 display settings, differences in, 14–15 #DIV/0! error, Excel, 226 division (/) operator, Excel, 210, 212 docking panes, 19 .docm file type, 64 Document Formatting gallery, 108 document markup displaying and reviewing, 164–165 inserting comments, 126–128, 163–164 tracking changes, 128–132, 163–164 document themes, changing, 114–118, 124. See also themes documents. See also files; merged documents basing on templates, 53 closing, 72 coauthoring, 158–161, 166 comparing and combining, 143–147, 165–166 converting styles to slides, 296 creating, 52 creating presentations from, 299 displaying, 62 displaying versions of, 147 marking up, 126–132, 163–164 opening, 57 saving, 69 tracking changes to, 128–132 viewing, 54–55 .docx file type, 64 .dotm file type, 64 .dotx file type, 64 double lines, drawing, 106 Down Arrow, using, 55 Download Center, 65 downloading practice files, xxi–xxiv Draft view, Word, 59 Drafts folder, messages in, 414 drop caps, formatting, 96 E edit boxes, dialogs, 515 Editor tool, locating, 142 effect styles, presentations, 305 email addresses. See addresses email messages. See messages emphasis animations, 364, 367 Encrypted password protection, 153, 156 End key, using, 55 entrance animations, 363, 367, 373 envelopes, generating, 192–195, 201–202 equal (=) sign, Excel formulas, 210 error alerts, Excel, 250, 255 Error Checking window, Excel, 227 errors checking for, 142 finding and correcting in Excel, 235–236 Evaluate Formula window, Excel, 228 events converting appointments to, 492 converting to appointments, 493 modifying, 496–497 Outlook, 484–489 scheduling, 509–510 Excel. See also workbooks absolute references, 223–224 achieving specific results, 284–285 AGGREGATE function, 243, 246–247, 249 array formulas, 224–225 AutoCalculate options, 243–244, 248 AutoSum list, 212 AVERAGE functions, 212, 218–221, 243, 245–246 calculating values, 234 calculation options, 230–232, 236 circular references, 230 conditional formulas, 217–221, 235 content templates, 50 copying and moving formulas, 221–224 524 Index COUNT functions, 212, 218–221, 245–246 creating formulas, 215–216 data entry criteria, 250–256, 258 data sets, 276–280, 287 data validation, 250 dependents of cells, 227 error alerts, 250, 255 Error Checking window, 227 error codes, 226 Evaluate Formula window, 228 file types, 64 filtering data ranges and tables, 238–243, 257 finding and correcting errors, 226–230, 235–236 finding target values, 285 forecasting with data tables, 281–284, 287–288 Formula AutoComplete feature, 212–213 formula errors, 229 formulas, 210–216, 234 Function Arguments dialog, 215 funnel symbol, 239 Goal Seek, 284–285, 288 IF function, 217–221 IFERROR function, 218–221 Insert Function dialog, 214 LARGE function, 247 mathematical operations, 212 MAX function, 212, 245–246 MEDIAN function, 246 MIN function, 212, 245–246 mixed references, 223 MODE.SNGL function, 246 name data ranges, 206–209 Name Manager, 208–209 named data ranges, 234 new features, 21 Normal view, 59 numeric values in columns, 242 operators and precedence, 210–211 Options dialog, 27 organizing data into levels, 270–271 outlining data, 268–272, 274 Page Break Preview view, 59 Page Layout view, 59 PERCENTILE.EXC function, 247 PERCENTILE.INC function, 247 precedents of cells, 227 PRODUCT function, 245–246 QUARTILE functions, 247 RAND function, 249 relative references, 221–222, 224 Scenario Manager dialog, 278 scenarios, 276–280 selecting list rows, 249 SMALL function, 247 Sort & Filter menu, 262 sorting data using custom lists, 266–267, 273–274 sorting worksheet data, 273 STDEV functions, 245–246 SUBTOTAL function, 243–244, 247, 249 subtotaling data, 268–272, 274 SUM function, 212, 243, 245–246 SUM functions, 218–221 summarizing data, 217–221, 235 summarizing filtered data, 243–250, 257 summary function, 268 validation circles, 256 validation criteria, 250 validation rules, 255 VAR functions, 245–246 Watch Window, 228 Exchange Online email, 178 exit animations, 365–366, 373 exponentiation (^) operator, Excel, 210, 212 Eyedropper, using with color menu, 313 F feedback, providing, 38–42, 48 fields. See merge fields File Explorer, messages with attachments, 423 file name, locating, 6 file properties, displaying and editing, 49, 63–68, 75. See also settings file storage folder, navigating to, 58 file types, 64–65 files. See also documents; open files cloud storage, 19 creating, 50–53, 73 displaying views of, 59–62 managing, 9 moving around in, 54–58, 73–74 opening, 54–58, 73–74 opening in second windows, 61 saving and closing, 67–72, 76 filtered data, summarizing in Excel, 243–250, 257 525 Index filtering data ranges and tables, 262 filters, using in Excel, 238–243 finding and replacing content, keyboard shortcuts, 519 First Line Indent, configuring, 86 Focused Inbox, Outlook, 448–449 folders moving messages to, 470 organizing messages in, 467–470, 475–476 removing messages from, 454 saving files in, 67 font color, changing, 93 Font dialog, opening, 95 font formats, messages, 409 font sets, presentations, 304–305 fonts. See also character formatting; text effects changing, 89–92 and themes, 115 forecasting with data tables, 287–288 Format Background pane, PowerPoint, 309 Format Shape pane, PowerPoint, 347 formatting copying to text, 95 drop caps, 96 messages, 403 options, 8 removing, 95 repeating, 95 text while typing, 106 formatting marks, displaying, 62 Formula AutoComplete feature, Excel, 212–213 formula errors, Excel, 229 formulas. See also array formulas; conditional formulas calculating values in Excel, 234 copying and moving, 221–224 creating in Excel, 215–216 evaluating in Excel, 228 Forward options for messages, 430, 437 Function Arguments dialog, Excel, 215 functions, inserting in Excel, 214 funnel symbol, Excel, 239 G galleries, keyboard shortcuts, 518–519 gallery content, scrolling, 8 GIF (Graphics Interchange Format) files, PowerPoint, 327 Goal Seek, Excel, 284–285, 288 gradient background, applying to slides, 310–312 graphic formats, 326 Greeting Line merge field, 187, 189 gridlines and rulers, displaying and hiding, 61–62 Groups in ribbon, 6 guides, displaying and hiding, 62 H Hanging Indent marker, using with bulleted lists,103 hanging indents, 86–88 help Excel, 21 getting, 38–42, 48 keyboard shortcuts, 519 hidden characters, 61, 97 hiding ribbon, 17 highlighting text, 94 holidays, adding to Calendar, 490–491 Home key, using, 55 Home page displaying and suppressing, 4–5, 27, 29 suppressing, 52 HSL (Hue, Saturation, Luminescence) values, 313 HTML message format, 402 hyperlinks, attaching to objects, 393. See also links I icons, inserting and formatting, 342–344, 358–359 IF function, Excel, 217–221 IFERROR function, Excel, 218–221 image library, PowerPoint, 325 images animating on slides, 362–372, 395 artistic effects, 334 attributions, 334–337 cropping, 330–331 editing and formatting, 329–334, 357 framing, 332 inserting, 328, 356 managing in presentations, 324–329 moving, 329, 356 providing information about, 357 removing backgrounds, 332–333 resizing, 329, 356 selecting, 329 526 Index Inbox, managing display of messages, 448. See also messages indenting and outdenting paragraphs, 86–87, 89 indents, configuring, 85–89 Insert Function dialog, Excel, 214, 216 italic text, formatting, 92 J JPEG (Joint Photographic Experts Group) files, PowerPoint, 327 Junk Mail filter, Outlook, 448–449 Justify alignment, configuring, 82 K keyboard focus, changing, 517–518 keyboard shortcuts, 513–520 actions, 519 appointment windows, 487 array formulas, 225 Backstage view, 516 bold text, 92 Calendar views, 481 case options, 93 categories in Outlook, 460 copying and pasting, 223–224 cursor movement, 55 dialogs, 514–516 filtering in Excel, 241 finding and replacing content, 519 folders in Outlook, 469 Font dialog, 95 formatting commands, 95 galleries, 518–519 help, 519 hiding and showing characters, 99 hyperlinking to resources, 393 Insert Function dialog, 216 italic text, 92 line breaks, 99 panes, 518–519 saving files, 72 Search feature, 40 tables, 518 Track Changes feature, 130 underlined text, 92 windows, 514 KeyTips, displaying, 517 L labels, mail merge, 171–174. See also mailing labels Labels function, mail merge, 195–198 LARGE function, Excel, 247 Left alignment, configuring, 81 Left Arrow, using, 55 Left Indent, configuring, 86 Left tab identifying, 98 setting, 100 letter mail merge, starting, 170–171 Levels of outlines, 112–114 line break character identifying, 97 inserting, 99 line spacing, configuring, 82–83 Line Spacing Options, 82 lines, drawing, 106 links, including in messages, 421–422. See also hyperlinks list rows, selecting in Excel, 249 lists. See also custom lists creating and modifying, 101–105, 122 creating levels of, 103 modifying indentation of, 103 starting at predefined numbers, 105 Live Preview feature, 8, 27–28, 302 locations, displaying with Places list, 57 “lorem ipsum” text, displaying, 53 lowercase, applying to text, 93 M magnification, changing, 13, 16, 61–62 mail. See messages mail merge. See also data sources; merge attaching files to email, 175 email messages, 174–176 envelopes, 192–195 labels, 171–174 letters, 170–171 mailing labels, 195–198 process of, 167–169, 199 refreshing data, 186 starting, 169 Mail Merge Recipients list, displaying, 182 Mail Merge wizard, using, 169, 180–181 527 Index Mail module, composing messages in, 407 mailing labels. See also labels generating, 195–198, 201–202 printing, 198 marking up documents inserting comments, 126–128, 163–164 tracking changes, 128–132, 163–164 markup, displaying and hiding, 132–138 mathematical operations, performing, 212 MAX function, Excel, 212, 245–246 maximizing app windows, 16 slides on canvas, 62 media clips bookmarking, 378–379 compressing, 390–392 MEDIAN function, Excel, 246 meeting requests, responding to, 506–508, 512 meetings converting appointments to, 492 modifying, 496–497 scheduling and changing, 498–505, 511–512 @mentioning feature, Outlook, 405–406 merge, previewing and completing, 189–191, 201. See also mail merge merge fields, inserting, 168, 186–189, 200–201 merged documents, previewing, 190. See also documents merging data. See mail merge message addressing, troubleshooting, 410–413 message content, displaying, 427–429 message window, commands in, 406 messages. See also conversations; Inbox; Outlook address box, 408 arranging by attributes, 455–458, 474–475 attachments, 418–425, 444 Call options, 437 categories, 459 closing, 439 collapsing groups, 457 creating, 404–409 creating and sending, 443–444 creating appointments from, 492 displaying, 445 displaying and managing, 474 in Drafts folder, 414 font formats, 409 formats, 402 formatting, 403, 408–409 Forward options, 437, 439 grouping and ungrouping, 458 mail merge, 174–176 modifying drafts, 417 moving to folders, 470 organizing in folders, 467–470, 475–476 paragraph formatting, 409 participant information, 433–435, 445 previewing, 472 printing, 471–472, 476 rearranging, 458 receiving notifications, 426 removing from folders, 454 Reply, 437–438 resending and recalling, 440–441 resolving addresses, 405 responding to, 436–439, 446 reversing sort order, 457 saving and sending, 414, 416–418 saving externally, 471 selecting groups of, 458 sending from accounts, 415 verifying Sent Items, 418 VoIP (Voice over Internet Protocol), 437 Microsoft Download Center, 65 Microsoft Exchange, 178, 405 Microsoft Office, new features, 19–21, 44–45 Microsoft Search, 5–6, 19, 40 MIN function, Excel, 212, 245–246 Mini Toolbar, enabling and disabling, 27–28. See also tool tabs mixed references, Excel, 223 MODE.SNGL function, Excel, 246 Month view, Calendar, 479, 481 motion path animations, 365 Mouse mode, switching with Touch mode, 16 multiplication (*) operator, Excel, 210–212 N #NAME? error, Excel, 226 Name Manager, Excel, 208–209 named ranges creating in Excel, 206–209, 234 referencing in formulas, 216 Navigation pane, using, 21, 55–56, 58 negation (-) operator, Excel, 210, 212 New page, 4–5 528 Index nonprinting characters, displaying, 61–62 Normal template, 107 Normal view Excel, 59 and Live Preview, 302 PowerPoint, 60 and Slide Sorter view, 314 Notes, storing Outlook information in, 464–465 Notes Page view, PowerPoint, 60 notifications, receiving for messages, 426 number style, changing and customizing, 104 numbered lists converting paragraphs to, 102 formatting, 102 overriding numbers, 102 starting at predefined numbers, 105 O Office 365 subscription, managing, 25 Office apps, suggesting changes to, 42 Office background, choosing, 23 Office themes. See also document themes adding to presentations, 321 applying to presentations, 301–305 Office updates, managing, 25 OneDrive, saving files to, 70–71 online templates, using, 53 Open dialog, 516 open files, displaying, 62. See also files Open page, Backstage view, 4–5, 54 opening files, 57 operators and precedence, Excel, 210–211 options changing, 21–29, 45 managing, 25–29 outdenting and indenting paragraphs, 86–87, 89 outline levels, managing, 112–114 Outline view PowerPoint, 60 Word, 59 outlining data, Excel, 268–272, 274 Outlook. See also attachment content; Calendar; messages appointments, 484–489 Cached Exchange Mode, 435 categorizing items, 459–467 contact cards, 434–435 data sources, 178 events, 484–489 Focused Inbox, 448–449 Junk Mail filter, 448–449 @mentioning feature, 405–406 Options dialog, 27 presence information, 433 Scheduling Assistant, 500–501 searching address books, 412–413 Outlook notes, storing information in, 464–465 Outlook Options dialog, opening, 411 P Page Break Preview view, Excel, 59 Page Down key, using, 55 Page Layout view, Excel, 59 page tabs, displaying, 10 Page Up key, using, 55 panes and dialogs, 8 docking, 19 keyboard shortcuts, 518–519 paragraph borders and shading, configuring, 88–89 Paragraph dialog, opening, 82 paragraph formatting alignment, 81–82 applying, 119 first letter as drop cap, 96 indents, 85–89 messages, 409 overview, 80–81 vertical spacing, 82–85 paragraph marks, displaying and hiding, 99 Paragraph Spacing option, 83–85 passwords, using to restrict access, 153–158 patterned backgrounds, applying to slides, 312 percentage (%) operator, Excel, 210 PERCENTILE.EXC function, Excel, 247 PERCENTILE.INC function, Excel, 247 photo albums, creating, 337–342, 358. See also pictures Picture Format tool, 329–330 picture frame styles, 338–339 pictures. See also photo albums animating on slides, 362–372, 395 artistic effects, 334 attributions, 334–337 cropping, 330–331 529 Index pictures (continued) editing and formatting, 329–334, 357 framing, 332 inserting, 328, 356 managing in presentations, 324–329 moving, 329, 356 providing information about, 357 removing backgrounds, 332–333 resizing, 329, 356 selecting, 329 pixels, storing graphics as, 326 Places list, accessing, 57 Plain Text message format, 402 PNG (Portable Network Graphic) files, PowerPoint, 327 PowerPoint. See also animation effects; presentations; slides animation effects, 363–372 applying themes, 301–305 BMP (bitmap) files, 327 compressing media, 390–392 content templates, 50 editing and formatting pictures, 329–334 file types, 65 Format Background pane, 309 Format Shape pane, 347 GIF (Graphics Interchange Format) files, 327 graphic formats, 326 image library, 325 inserting and formatting icons, 342–344, 358–359 JPEG (Joint Photographic Experts Group) files, 327 managing pictures, 324–329 moving around in, 56 Normal view, 60 Notes Page view, 60 Options dialog, 27 Outline view, 60 photo albums, 337–342, 358 PNG (Portable Network Graphic) files, 327 Reading view, 60 shapes, 345–354 Slide Sorter view, 60 slide templates, 325 SVG (Scalable Vector Graphic) files, 327, 344 .potm file type, 65 .potx file type, 65 .ppam file type, 65 .ppsm file type, 65 .ppsx file type, 65 .pptm file type, 65 .pptx file type, 65 presentations. See also PowerPoint; slides applying themes, 301–305 basing on templates, 53 closing, 72 color schemes, 303–305 creating, 52 creating from Word documents, 299 displaying, 62 dividing into sections, 314–316, 322 effect styles, 305 font sets, 304–305 hyperlinking to resources, 393 merging sections in, 318 moving around in, 56 moving sections in, 317 non-theme colors, 313 opening, 57 preparing source documents for, 299 previewing, 302 saving, 69 themes, 321 Title and Content template, 325 Print Layout view, Word, 59 printing mailing labels, 198 messages, 471–472, 476 privacy, configuring for calendar, 494 procedures, adapting, 14–15 PRODUCT function, Excel, 245–246 Proofing group, Editor tool, 142 properties. See file properties Q QUARTILE functions, Excel, 247 Quick Access Toolbar adding commands to, 30–32 customizing, 30–33 displaying and customizing, 19, 31–32, 46–47 displaying separator on, 33 moving, 32 moving buttons on, 33 resetting, 33 Quick Click category, managing, 463–464 530 Index R RAND function, Excel, 249 Read Mode view, Word, 59 Reading Pane, changing magnification, 428 Reading view, PowerPoint, 60 Recipient addressing messages to, 404 troubleshooting in Outlook, 411–413 recipients list, filtering, 182–185 records mail merge process, 168 refining for data sources, 181–185 removing duplicates, 184 sorting in data sources, 184–185 recurrences, configuring for calendar, 494–495, 497–498 #REF! error, Excel, 226 rejecting and accepting tracked changes, 141–142 relative references, Excel, 221–222, 224 reminders, configuring for calendar, 494, 497 Reply options for messages, 436, 438 Resolved comments, marking, 140 resolving email addresses, 405 Restrict Editing pane, displaying, 149 restricting access using passwords, 153–158 actions in documents, 148–153 Review tab, Track Changes feature, 141 reviewers, managing for Track Changes, 131 Revisions pane closing, 138 displaying changes in, 134–135 displaying comments in, 137 relocating and resizing, 138 RGB (Red, Green, Blue), specifying colors by, 313 ribbon adding room to, 13 customizing, 34–38, 47 features, 5–9 hiding and redisplaying, 13, 17–18 navigating, 517 optimizing for touch interaction, 18 resetting, 38 Simplified versus Classic, 407–408 and status bar, 12–13, 16–18 ribbon tabs custom groups, 37 customizing, 36 displaying, 17–18 hiding and displaying, 34–36 removing commands from, 36 renaming, 36–37 Rich Text message format, 402 Right alignment, configuring, 81 Right Arrow, using, 55 Right Indent, configuring, 86 Right tab identifying, 98 setting, 100 rulers and gridlines, displaying and hiding, 61–62, 87 S Save As dialog, displaying, 67–69, 516 Save commands, 6, 19 saves, adjusting time intervals between, 68 saving attachments to storage drives, 431–432 and closing files, 67–72, 76 mailing labels, 198 messages externally, 471 slides as pictures, 326 scaling options, selecting, 17 Scenario Manager dialog, Excel, 278 scenarios, Excel, 276–280 Schedule view, Calendar, 479 Scheduling Assistant, Outlook, 500–501 screen appearance, 14 screen resolution, 12, 16 screens, moving around, 55 ScreenTips Calendar, 486 displaying, 7–8, 14, 28 minimizing and turning off, 27 scroll arrows, using to navigate files, 54 Search feature, 5–6, 19, 40 sections deleting, 318 dividing presentations into, 314–316, 322 merging, 318 moving in presentations, 317 rearranging, 322 531 Index Sentence case, applying to text, 93 settings, managing, 9. See also file properties shading and borders, configuring for paragraphs, 88–89 shapes adding text, 346 connecting, 354 drawing and modifying, 345–354, 359–360 formatting, 350–353 grouping, 353 moving and modifying, 348–350 moving on slides, 349 resizing, 349 rotating or flipping, 349–350 selecting, 349 Share button, 10–11 Share pane, coauthoring documents, 160–161 SharePoint chatting in document on, 161 connecting to, 23 Shift key. See keyboard shortcuts shortcut menu, displaying, 519 Simple Markup view, displaying comments in, 136 Simplified versus Classic ribbon, 407–408 slide content, morphing, 372 Slide pane, 56 Slide Sorter view, PowerPoint, 56, 60, 314 slides. See also PowerPoint; presentations adding and removing, 320 animating text and pictures, 395 audio content, 380–385, 397 backgrounds, 305–312, 321–322 converting from Word styles, 296 copying and importing, 294–299 gradient backgrounds, 310–312 hiding and deleting, 300–301 inserting with content, 292–293 maximizing on canvas, 62 moving in presentations, 316–317 moving shapes on, 349 patterned backgrounds, 312 rearranging, 322 reusing, 295, 298 saving as pictures, 326 selecting, 296 templates, 325 textured backgrounds, 312 video content, 386–389, 397–398 watermarks, 312 slides and sections, rearranging, 316–318 SMALL function, Excel, 247 Sort & Filter menu, Excel, 262 sort order, reversing for messages, 457 sorting bulleted lists, 104 data ranges, 260 data using custom lists in Excel, 266–267 records in data sources, 184–185 worksheet data, 273–274 worksheet data in Excel, 260–265 sound effects, adding to animations, 377 space, increasing between commands, 19 spacing, configuring, 82–85. See also character spacing spelling issues, checking for, 142 splitting windows, 61–62 Start screen displaying and suppressing, 4–5, 27, 29 suppressing, 52 status bar, 5, 11–18 STDEV functions, Excel, 245–246 storage drives, saving attachments to, 431–432 strikethrough text, applying, 92 styles applying to text, 107–112, 122–123 outline levels, 112–114 Subject, including in messages, 405, 408 subscript characters, displaying, 92–93 SUBTOTAL function, Excel, 243–244, 247, 249–250 subtotaling data, Excel, 268–272, 274 subtraction (−) operator, Excel, 210–212 SUM functions, Excel, 212, 218–221, 243, 245–246 summarizing data, Excel, 217–221, 235 superscript characters, displaying, 92–93 SVG (Scalable Vector Graphic) files, 327, 344 switching views of files, 61 T tab character identifying, 97 inserting, 100 using to align text, 98 Tab key. See keyboard shortcuts tab leader, specifying, 99 tab setting options, 98 532 Index tab stops removing, 101 repositioning, 101 setting, 100–101 tables filtering in Excel, 238–243, 257 keyboard shortcuts, 518 tabs, aligning, 100–101 Tabs dialog, displaying, 99–100 task list, Calendar views, 484–489 templates. See also content templates; design templates and file creation, 50 using with documents, 53 using with files, 51 text adding to shapes, 345–346 aligning with tab character, 98 animating on slides, 395 applying styles to, 107–112 changing case of, 93 copying formatting to, 95 formatting while typing, 106 highlighting, 94 text effects, applying, 91, 93. See also character formatting; fonts text styles applying, 107–112, 122–123 outline levels, 112–114 textured backgrounds, applying to slides, 312 themes. See also document themes adding to presentations, 321 applying to presentations, 301–305 thumbnails, 8 time zones, configuring for calendar, 493, 496 title bar, 5–6 To primary message recipients, 404 tOGGLE cASE, applying to text, 93 tool tabs, 7. See also Mini Toolbar toolbars, View Shortcuts, 60 touch interaction, optimizing ribbon for, 18 Touch mode, 13, 16 Track Changes feature, 128–132 tracked changes accepting and rejecting, 141–142 displaying, 134–135 displaying time and author of, 141 reviewing and processing, 140–142 specifying user name and initials, 27, 29 U underlined text, formatting, 92 Unencrypted password protection, 153 Up Arrow, using, 55 upcoming features icon, 6 updates, managing, 25 UPPERCASE, applying to text, 93 User account menu button, 6 user interface Backstage view, 9–10 collaboration tools, 10–11 ribbon, 6–9, 12–18 status bar, 11–18 terminology, 3 title bar, 6 working in, 44 V validation circles, removing in Excel, 256 validation criteria, Excel, 250 validation rules, editing in Excel, 255 #VALUE! error, Excel, 226 VAR functions, Excel, 245–246 variables, using to create data tables, 281 versions of documents, displaying, 147 vertical spacing, configuring, 82–85 video content, adding to slides, 386–389, 397–398 View Shortcuts toolbar, 11, 60 views of files displaying, 59–62, 74–75 switching, 61 VoIP (Voice over Internet Protocol) calls, initiating, 437 W Watch Window, Excel, 228 watermarks, adding to slides, 312 Web Layout view, Word, 59 Week view, Calendar, 478, 481 533 Index windows changing, 24 elements of, 5 keyboard shortcuts, 514 maximizing, 12, 16 opening files n, 61 personalizing appearance of, 23 splitting, 61–62 Word browsing by object, 58 character formatting, 89 content templates, 50 Display For Review options, 132–133 Draft view, 59 file types, 64 Navigation pane, 58 Options dialog, 27 Outline view, 59 Print Layout view, 59 Read Mode view, 59 Web Layout view, 59 Word documents. See also files; merged documents basing on templates, 53 closing, 72 coauthoring, 158–161, 166 comparing and combining, 143–147, 165–166 converting styles to slides, 296 creating, 52 creating presentations from, 299 displaying, 62 displaying versions of, 147 marking up, 126–132, 163–164 opening, 57 saving, 69 tracking changes to, 128–132 viewing, 54–55 WordArt Styles, 91, 347 Work Week view, Calendar, 478, 481 workbooks. See also Excel basing on templates, 53 closing, 72 creating, 52 displaying, 62 opening, 57 saving, 69 worksheet data, sorting in Excel, 260–265, 267, 273–274 X .xlam file type, 64 .xlsb file type, 64 .xlsm file type, 64 .xlsx file type, 64 .xltm file type, 64 .xltx file type, 64 .xml file type, 65 XML (Extensible Markup Language), 64 .xml file type, 64 Z zigzag line, drawing, 106 zoom controls, using, 62 Zoom dialog opening, 61 Zoom Level button, 11 Zoom slider, 11 534