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Contents
Introducing Microsoft Office Professional 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv
Modifying the Display of the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxi
Features and Conventions of This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxvii
Using the Practice Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxix
Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxxiii
Part 1 Microsoft Office Professional 2010
1 Explore Office 2010 3
Working in the Program Environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Changing Program Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Customizing the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Customizing the Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
2 Work with Files 37
Creating and Saving Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Sidebar: File Compatibility with Earlier Versions of Office Programs . . . . . . . . 44
Opening, Moving Around in, and Closing Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Viewing Files in Different Ways . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
iv Contents
Part 2 Microsoft Word 2010
3 Edit and Proofread Text 63
Making Text Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Sidebar: About the Clipboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Finding and Replacing Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Fine-Tuning Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Correcting Spelling and Grammatical Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Sidebar: Viewing Document Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Inserting Saved Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Sidebar: Inserting One Document into Another . . . . . . . . . . . . . . . . . . . . . . . . . 97
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
4 Change the Look of Text 99
Quickly Formatting Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Changing a Document’s Theme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Manually Changing the Look of Characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Sidebar: Character Formatting and Case Considerations . . . . . . . . . . . . . . . . 119
Manually Changing the Look of Paragraphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Sidebar: Finding and Replacing Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Creating and Modifying Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Sidebar: Formatting Text as You Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
5 Organize Information in Columns and Tables 139
Presenting Information in Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Creating Tabbed Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .147
Presenting Information in Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Sidebar: Performing Calculations in Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
Sidebar: Other Layout Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Formatting Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Sidebar: Quick Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
Contents v
6 Add Simple Graphic Elements 167
Inserting and Modifying Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Sidebar: About Clip Art . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Changing a Document’s Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Inserting Building Blocks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Sidebar: Drawing Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196
Adding WordArt Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .197
Sidebar: Formatting the First Letter of a Paragraph . . . . . . . . . . . . . . . . . . . . . 202
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
7 Preview, Print, and Distribute Documents 205
Previewing and Adjusting Page Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
Controlling What Appears on Each Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
Printing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
Preparing Documents for Electronic Distribution . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224
Part 3 Microsoft Excel 2010
8 Set Up a Workbook 227
Creating Workbooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
Modifying Workbooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
Modifying Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
Customizing the Excel 2010 Program Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
Zooming In on a Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242
Arranging Multiple Workbook Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243
Adding Buttons to the Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . .244
Customizing the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246
Maximizing Usable Space in the Program Window . . . . . . . . . . . . . . . . . . . . . 249
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
vi Contents
9 Work with Data and Excel Tables 255
Entering and Revising Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256
Moving Data Within a Workbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260
Finding and Replacing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264
Correcting and Expanding Upon Worksheet Data . . . . . . . . . . . . . . . . . . . . . . . . . . . 269
Defining Excel Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279
10 Perform Calculations on Data 281
Naming Groups of Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282
Creating Formulas to Calculate Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
Summarizing Data That Meets Specific Conditions . . . . . . . . . . . . . . . . . . . . . . . . . . 296
Finding and Correcting Errors in Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 307
11 Change Workbook Appearance 309
Formatting Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310
Defining Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316
Applying Workbook Themes and Excel Table Styles . . . . . . . . . . . . . . . . . . . . . . . . . 320
Making Numbers Easier to Read . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327
Changing the Appearance of Data Based on Its Value . . . . . . . . . . . . . . . . . . . . . . . 332
Adding Images to Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345
12 Focus on Specific Data by Using Filters 347
Limiting Data That Appears on Your Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 348
Manipulating Worksheet Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354
Selecting List Rows at Random . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354
Summarizing Worksheets with Hidden and Filtered Rows . . . . . . . . . . . . . . . 355
Finding Unique Values Within a Data Set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358
Defining Valid Sets of Values for Ranges of Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 367
Contents vii
Part 4 Microsoft PowerPoint 2010
13 Work with Slides 371
Adding and Deleting Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 371
Adding Slides with Ready-Made Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374
Sidebar: Working with Slide Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379
Sidebar: Exporting Presentations as Outlines . . . . . . . . . . . . . . . . . . . . . . . . . . 380
Dividing Presentations into Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380
Rearranging Slides and Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 387
14 Work with Slide Text 389
Entering Text in Placeholders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 390
Adding Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 393
Sidebar: Changing the Default Font for Text Boxes . . . . . . . . . . . . . . . . . . . . . 400
Editing Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400
Sidebar: About the Clipboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 405
Correcting and Sizing Text While Typing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 406
Checking Spelling and Choosing the Best Words . . . . . . . . . . . . . . . . . . . . . . . . . . . . 412
Sidebar: Researching Information and Translating Text . . . . . . . . . . . . . . . . . . 417
Finding and Replacing Text and Fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 418
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 421
15 Format Slides 423
Applying Themes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 423
Using Different Color and Font Schemes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426
Changing the Slide Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .429
Changing the Look of Placeholders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433
Changing the Alignment, Spacing, Size, and Look of Text . . . . . . . . . . . . . . . . . . . . 437
Sidebar: Non–Color Scheme Colors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 444
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 445
viii Contents
16 Add Simple Visual Enhancements 447
Inserting Pictures and Clip Art Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 448
Inserting Diagrams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 454
Sidebar: Graphic Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 455
Sidebar: Converting Existing Bullet Points into Diagrams . . . . . . . . . . . . . . . . 462
Inserting Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 462
Drawing Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 470
Sidebar: Connecting Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 478
Adding Transitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 479
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483
17 Review and Deliver Presentations 485
Setting Up Presentations for Delivery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486
Previewing and Printing Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 491
Preparing Speaker Notes and Handouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 495
Sidebar: Enhanced Handouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 501
Finalizing Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 502
Sidebar: Setting Up Presenter View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 508
Delivering Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 509
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 512
Part 5 Microsoft OneNote 2010
18 Explore OneNote 2010 515
Navigating in the OneNote Program Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 516
Sidebar: Working with Multiple Notebooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . 518
Working in the OneNote Program Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 519
Working from the Ribbon and Quick Access Toolbar . . . . . . . . . . . . . . . . . . . .519
Working in the Backstage View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 522
Exploring OneNote in the Default Notebook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 526
Customizing OneNote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 535
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 537
Contents ix
19 Create and Configure Notebooks 539
Creating a Notebook for Use by One Person . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 540
Creating a Notebook for Use by Multiple People . . . . . . . . . . . . . . . . . . . . . . . . . . . . 543
Sharing a New or Existing Notebook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 544
Managing a Shared Notebook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 548
Creating Sections and Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 550
Creating Pages and Subpages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 551
Naming Sections and Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 554
Creating Sections and Section Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 555
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 561
20 Create and Organize Notes 563
Working with Note Containers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 564
Entering Content Directly onto a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 565
Referencing External Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 565
Creating Handwritten Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 567
Inserting Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 568
Formatting Notes, Pages, and Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 569
Sidebar: Tagging Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 578
Sending Content to OneNote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 579
Collecting Screen Clippings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 581
Collecting Web Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 583
Sidebar: Inserting the Date and Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 584
Capturing Audio and Video Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 585
Sidebar: Missing the OneNote Icon? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 590
Taking Notes on the Side . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 591
Sidebar: Collecting Information Outside of OneNote . . . . . . . . . . . . . . . . . . . 593
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 594
x Contents
Part 6 Microsoft Outlook 2010
21 Send and Receive E-Mail Messages 597
Creating and Sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 598
Addressing Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 599
Troubleshooting Message Addressing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 601
Entering Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 603
Saving and Sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 604
Sidebar: Managing Multiple Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 614
Attaching Files to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 615
Sidebar: Troubleshooting File Types and Extensions . . . . . . . . . . . . . . . . . . . . 617
Viewing Messages and Message Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 618
Sidebar: Viewing Conversations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 627
Configuring Reading Pane Behavior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 627
Viewing Reading Pane Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 627
Marking Messages as Read . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 628
Single Key Reading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 629
Viewing Message Participant Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 630
Presence Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 630
Contact Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 630
The People Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 632
Sidebar: Troubleshooting the People Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . 633
Responding to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 634
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 640
Sidebar: Resending and Recalling Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . 641
22 Store and Access Contact Information 643
Saving and Updating Contact Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 644
Creating Contact Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 645
Address Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 646
Sidebar: Dialing Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .648
Sidebar: Conforming to Address Standards . . . . . . . . . . . . . . . . . . . . . . . . . . . . 656
Communicating with Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 656
Initiating Communication from Contact Records . . . . . . . . . . . . . . . . . . . . . . . 657
Selecting Message Recipients from Address Books . . . . . . . . . . . . . . . . . . . . . 658
Contents xi
Displaying Different Views of Contact Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 659
Sidebar: User-Defined Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 666
Printing Contact Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 667
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 676
23 Manage Scheduling 679
Scheduling and Changing Appointments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 680
Sidebar: Adding National Holidays to Your Calendar . . . . . . . . . . . . . . . . . . . . 686
Sidebar: Creating an Appointment from a Message . . . . . . . . . . . . . . . . . . . . 688
Scheduling and Changing Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 689
Scheduling Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 691
Sidebar: Updating and Canceling Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . .697
Responding to Meeting Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 698
Displaying Different Views of a Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 701
Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 701
Arrangements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 701
Using the Date Navigator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 703
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 712
24 Track Tasks 715
Creating Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 716
Creating Tasks from Scratch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 716
Task Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 717
Creating Tasks from Outlook Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 718
Updating Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 726
Removing Tasks and Items from Task Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 729
Managing Task Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 730
Tasks You Assign to Others . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 730
Tasks Other People Assign to You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 732
Displaying Different Views of Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 735
Sidebar: Finding and Organizing Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 742
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 743
xii Contents
Part 7 Microsoft Access 2010
25 Explore an Access 2010 Database 747
Working in Access 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 748
Sidebar: Enabling Macros and Other Database Content . . . . . . . . . . . . . . . . . 758
Understanding Database Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 760
Exploring Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 761
Sidebar: Tabbed Pages vs. Overlapping Windows . . . . . . . . . . . . . . . . . . . . . . 766
Exploring Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 768
Exploring Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 773
Exploring Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 777
Previewing and Printing Access Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 782
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 787
26 Create Databases and Simple Tables 789
Creating Databases from Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 790
Sidebar: Web Databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 795
Creating Databases and Tables Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 796
Sidebar: Database Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 804
Manipulating Table Columns and Rows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 805
Refining Table Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 808
Creating Relationships Between Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 813
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 819
27 Create Simple Forms 821
Creating Forms by Using the Form Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 822
Changing the Look of Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 829
Changing the Arrangement of Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 837
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 843
Contents xiii
28 Display Data 845
Sorting Information in Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 846
Sidebar: How Access Sorts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 850
Filtering Information in Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 851
Filtering Information by Using Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 855
Sidebar: Wildcards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 859
Locating Information That Matches Multiple Criteria . . . . . . . . . . . . . . . . . . . . . . . . 859
Sidebar: Generating Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 863
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 864
Part 8 Microsoft Publisher 2010
29 Get Started with Publisher 2010 867
Starting New Publications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 868
Using Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 869
Sidebar: Custom Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 870
Importing Word Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 871
Storing Personal and Company Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 879
Previewing and Printing Publications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 887
Checking Publications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 888
Working with Advanced Printer Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 888
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 897
30 Create Visual Interest 899
Working with Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 900
Manipulating Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 900
Formatting Text for Visual Impact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 901
Working with WordArt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 908
Working with Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 919
Working with Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 931
Manipulating Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 931
Connecting and Grouping Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 932
Working with Ready-Made Visual Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 940
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 947
xiv Contents
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31 Create Colorful Cards and Calendars 949
Creating Folded Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 950
Choosing a Design or Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 950
Changing the Color Scheme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 951
Using Non–Color-Scheme Colors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 952
Choosing Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 952
Creating Postcards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 963
Using Mail Merge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 963
Using Catalog Merge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 964
Creating Calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 974
Adding Captions, Credits, and Copyrights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 974
Changing Page Backgrounds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 975
Working with Master Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 975
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 984
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 985
About the Authors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1032
xv
Introducing Microsoft Office
Professional 2010
Microsoft Office 2010 is a comprehensive system of programs, servers, services, and
solutions, including a dozen desktop productivity programs that you can install on
your computer, and four new online program versions. To meet the varying needs
of individuals and organizations, Microsoft offers five different Office 2010 software
suites, each consisting of a different subset of programs. The following table identifies
the programs available in each of the software suites.
Office Home
and Student
2010
Office Home
and Business
2010
Office
Standard
2010
Office
Professional
2010
Office
Professional
Plus 2010
Access Yes Yes
Communicator Yes
Excel Yes Yes Yes Yes Yes
InfoPath Yes
OneNote Yes Yes Yes Yes Yes
Outlook Yes Yes Yes Outlook with
Business
Contact
Manager
PowerPoint Yes Yes Yes Yes Yes
Publisher Yes Yes Yes
SharePoint
Workspace
Yes
Word Yes Yes Yes Yes Yes
Office
Web Apps
Yes Yes
Office Standard and Office Professional Plus are available only to volume licensing
subscribers. The Office Web Apps, which are available with Office Standard and Office
Professional Plus, and available to the general public through Windows Live, are online
versions of Word, Excel, PowerPoint, and OneNote. You can store documents online and
work with them from within any Web browser window by using the Office Web Apps.
xvi Introducing Microsoft Office Professional 2010
This book provides instructional material for the following programs, which together
form the Office Professional 2010 software suite:
● Microsoft Word 2010 A word-processing program with which you can quickly
and efficiently author and format documents.
● Microsoft Excel 2010 A spreadsheet program with which you can analyze,
communicate, and manage information.
● Microsoft PowerPoint 2010 A program with which you can develop and present
dynamic, professional-looking slide presentations.
● Microsoft OneNote 2010 A digital notebook program with which you can collect,
organize, and quickly locate many types of electronic information.
● Microsoft Outlook 2010 A personal information management program with which
you can manage e-mail, contacts, meetings, tasks, and other communications.
● Microsoft Access 2010 A database program with which you can collect information
and output information for reuse in a variety of formats.
● Microsoft Publisher 2010 A desktop publishing program with which you can lay
out newsletters, cards, calendars, and other publications.
The information in this book applies to these programs in all the software suites. If you
have a software suite other than Office Professional, or if you installed one or more of
these programs independently of a software suite, this is the right book for you.
Certification
Desktop computing proficiency is increasingly important in today’s business world. When
screening, hiring, and training employees, more employers are relying on the objectivity
and consistency of technology certification to ensure the competence of their workforce.
As an employee or job seeker, you can use technology certification to prove that you
already have the skills you need to succeed. A Microsoft Office Specialist (MOS) is an
individual who has demonstrated worldwide skill standards through a certification exam
in one or more of the Office 2010 programs, including Microsoft Access, Excel, Outlook,
PowerPoint, or Word. To learn more about the MOS program, visit the Microsoft Office
Specialist Certification page at go.microsoft.com/fwlink/?LinkId=193884.
Introducing Microsoft Office Professional 2010 xvii
For More Information
The chapters of this book that cover Microsoft Word 2010, Excel 2010, PowerPoint 2010,
Outlook 2010, and Access 2010 are excerpted from the full-length Step by Step books
written about those programs. This book provides an overview of each program and
information to get you started. To learn more, refer to the following books.
Microsoft Word 2010 Step by Step
By Joyce Cox and Joan Lambert (Microsoft Press, 2010)
ISBN 978-0-7356-2693-5
Contents:
1 Explore Word 2010
2 Edit and Proofread Text
3 Change the Look of Text
4 Organize Information in Columns and Tables
5 Add Simple Graphic Elements
6 Preview, Print, and Distribute Documents
7 Insert and Modify Diagrams
8 Insert and Modify Charts
9 Use Other Visual Elements
10 Organize and Arrange Content
11 Create Documents for Use Outside of Word
12 Explore More Text Techniques
13 Use Reference Tools for Longer Documents
14 Work with Mail Merge
15 Collaborate on Documents
16 Work in Word More Efficiently
xviii Introducing Microsoft Office Professional 2010
Microsoft Excel 2010 Step by Step
By Curtis Frye (Microsoft Press, 2010)
ISBN 978-0-7356-2694-2
Contents:
1 Setting Up a Workbook
2 Working with Data and Excel Tables
3 Performing Calculations on Data
4 Changing Workbook Appearance
5 Focusing on Specific Data by Using Filters
6 Reordering and Summarizing Data
7 Combining Data from Multiple Sources
8 Analyzing Alternative Data Sets
9 Creating Dynamic Worksheets by Using PivotTables
10 Creating Charts and Graphics
11 Printing
12 Automating Repetitive Tasks by Using Macros
13 Working with Other Microsoft Office Programs
14 Collaborating with Colleagues
Microsoft PowerPoint 2010 Step by Step
By Joyce Cox and Joan Lambert (Microsoft Press, 2010)
ISBN 978-0-7356-2691-1
Contents:
1 Explore PowerPoint 2010
2 Work with Slides
3 Work with Slide Text
4 Format Slides
5 Add Simple Visual Enhancements
Introducing Microsoft Office Professional 2010 xix
6 Review and Deliver Presentations
7 Add Tables
8 Fine-Tune Visual Elements
9 Add Other Enhancements
10 Add Animation
11 Add Sound and Movies
12 Share and Review Presentations
13 Create Custom Presentation Elements
14 Prepare for Delivery
15 Customize PowerPoint
Microsoft Outlook 2010 Step by Step
By Joan Lambert and Joyce Cox (Microsoft Press, 2010)
ISBN 978-0-7356-2690-4
Contents:
1 Get Started with Outlook 2010
2 Explore the Outlook Windows
3 Send and Receive E-Mail Messages
4 Store and Access Contact Information
5 Manage Scheduling
6 Track Tasks
7 Organize Your Inbox
8 Manage Your Calendar
9 Work with Your Contact List
10 Enhance Message Content
11 Manage E-Mail Settings
12 Work Remotely
13 Customize Outlook
xx Introducing Microsoft Office Professional 2010
Microsoft Access 2010 Step by Step
By Joyce Cox and Joan Lambert (Microsoft Press, 2010)
ISBN 978-0-7356-2692-8
Contents:
1 Explore an Access 2010 Database
2 Create Databases and Simple Tables
3 Create Simple Forms
4 Display Data
5 Create Simple Reports
6 Maintain Data Integrity
7 Create Custom Forms
8 Create Queries
9 Create Custom Reports
10 Import and Export Data
11 Make Databases User Friendly
12 Protect Databases
13 Customize Access
Let’s Get Started!
Office 2010 includes new features, new functionality, and an easy-to-use interface
intended to streamline your computing experience and make it easier to learn new
programs. We’re excited to bring you this glimpse into the inner workings of selected
features in the core Office programs. We’ll start with the basics and work into the most
interesting and necessary features of each program. If you are an experienced Office
user, you can skim Chapter 1, “Explore Office 2010,” skip Chapter 2, “Work with Files,”
and jump right into the program-specific chapters.
xxi
Modifying the Display of the Ribbon
The goal of the Microsoft Office 2010 working environment is to make working with Office
files—including Microsoft Word documents, Excel workbooks, PowerPoint presentations,
Outlook e-mail messages, and Access databases—as intuitive as possible. You work with
an Office file and its contents by giving commands to the program in which the document is open. All Office 2010 programs organize commands on a horizontal bar called
the ribbon, which appears across the top of each program window whether or not there
is an active document.
Ribbon tabs Ribbon groups
A typical program window ribbon.
Commands are organized on task-specific tabs of the ribbon, and in feature-specific
groups on each tab. Commands generally take the form of buttons and lists. Some appear
in galleries in which you can choose from among multiple options. Some groups have
related dialog boxes or task panes that contain additional commands.
Throughout this book, we discuss the commands and ribbon elements associated with
the program feature being discussed. In this section, we discuss the general appearance
of the ribbon, things that affect its appearance, and ways of locating commands that
aren’t visible on compact views of the ribbon.
See Also For detailed information about the ribbon, see “Working in the Program
Environment” in Chapter 1, “Explore Office 2010.”
Tip Some older commands no longer appear on the ribbon but are still available in the
program. You can make these commands available by adding them to the Quick Access
Toolbar. For more information, see “Customizing the Quick Access Toolbar” in Chapter 1,
“Explore Office 2010.”
xxii Modifying the Display of the Ribbon
Dynamic Ribbon Elements
The ribbon is dynamic, meaning that the appearance of commands on the ribbon
changes as the width of the ribbon changes. A command might be displayed on the
ribbon in the form of a large button, a small button, a small labeled button, or a list
entry. As the width of the ribbon decreases, the size, shape, and presence of buttons
on the ribbon adapt to the available space.
For example, when sufficient horizontal space is available, the buttons on the Review
tab of the Word program window are spread out and you’re able to see more of the
commands available in each group.
Drop-down list Small labeled button Large button
The Review tab of the Word program window at 1024 pixels wide.
If you decrease the width of the ribbon, small button labels disappear and entire groups
of buttons are hidden under one button that represents the group. Click the group button
to display a list of the commands available in that group.
Group button Small unlabeled buttons
The Review tab of the Word program window at 675 pixels wide.
Modifying the Display of the Ribbon xxiii
When the window becomes too narrow to display all the groups, a scroll arrow appears
at its right end. Click the scroll arrow to display hidden groups.
Scroll arrow
The Review tab of the Word program window at 340 pixels wide.
Changing the Width of the Ribbon
The width of the ribbon is dependent on the horizontal space available to it, which
depends on these three factors:
● The width of the program window Maximizing the program window provides
the most space for ribbon elements. You can resize the program window by
clicking the button in its upper-right corner or by dragging the border of a
non-maximized window.
On a computer running Windows 7, you can maximize the program window by
dragging its title bar to the top of the screen.
● Your screen resolution Screen resolution is the amount of information your screen
displays, expressed as pixels wide by pixels high. The greater the screen resolution, the
greater the amount of information that will fit on one screen. Your screen resolution
options are dependent on your monitor. At the time of writing, possible screen resolutions range from 800 × 600 to 2048 × 1152. In the case of the ribbon, the greater
the number of pixels wide (the first number), the greater the number of buttons that
can be shown on the ribbon, and the larger those buttons can be.
xxiv Modifying the Display of the Ribbon
On a computer running Windows 7, you can change your screen resolution from
the Screen Resolution window of Control Panel.
You set the resolution by dragging the pointer on the slider.
● The density of your screen display You might not be aware that you can change the
magnification of everything that appears on your screen by changing the screen magnification setting in Windows. Setting your screen magnification to 125% makes text
and user interface elements larger on screen. This increases the legibility of information, but it means that less information fits onto each screen.
On a computer running Windows 7, you can change the screen magnification from
the Display window of Control Panel.
See Also For more information about display settings, refer to Windows 7 Step by Step
(Microsoft Press, 2009), Windows Vista Step by Step (Microsoft Press, 2006), or Windows
XP Step by Step (Microsoft Press, 2002) by Joan Lambert Preppernau and Joyce Cox.
Modifying the Display of the Ribbon xxv
You can choose one of the standard display magnification options or create another by setting
a custom text size.
The screen magnification is directly related to the density of the text elements on
screen, which is expressed in dots per inch (dpi) or points per inch (ppi). (The terms
are interchangeable, and in fact are both used in the Windows dialog box in which
you change the setting.) The greater the dpi, the larger the text and user interface
elements appear on screen. By default, Windows displays text and screen elements
at 96 dpi. Choosing the Medium - 125% display setting changes the dpi of text and
screen elements to 120 dpi. You can choose a custom setting of up to 500 percent
magnification, or 480 dpi, in the Custom DPI Setting dialog box.
You can choose a magnification of up to 200 percent from the lists, or choose a greater
magnification by dragging the ruler from left to right.
xxvi Modifying the Display of the Ribbon
Adapting Exercise Steps
The screen images shown in the exercises in this book were captured at a screen resolution of 1024 × 768, at 100% magnification, and with the default text size (96 dpi).
If any of your settings are different, the ribbon on your screen might not look the same
as the one shown in the book. For example, you might see more or fewer buttons in
each of the groups, the buttons you see might be represented by larger or smaller
icons than those shown, or the group might be represented by a button that you
click to display the group’s commands.
When we instruct you to give a command from the ribbon in an exercise, we do it in
this format:
● On the Insert tab, in the Illustrations group, click the Chart button.
If the command is in a list, we give the instruction in this format:
● On the Page Layout tab, in the Page Setup group, click the Breaks button
and then, in the list, click Page.
The first time we instruct you to click a specific button in each exercise, we display
an image of the button in the page margin to the left of the exercise step.
If differences between your display settings and ours cause a button on your screen to
not appear as shown in the book, you can easily adapt the steps to locate the command.
First, click the specified tab. Then locate the specified group. If a group has been collapsed
into a group list or group button, click the list or button to display the group’s commands.
Finally, look for a button that features the same icon in a larger or smaller size than that
shown in the book. If necessary, point to buttons in the group to display their names in
ScreenTips.
If you prefer not to have to adapt the steps, set up your screen to match ours while you
read and work through the exercises in the book.
xxvii
Features and Conventions
of This Book
This book has been designed to lead you step by step through tasks you’re likely to
want to perform in Microsoft Word 2010, Excel 2010, PowerPoint 2010, OneNote 2010,
Outlook 2010, Access 2010, and Publisher 2010. These programs are available as part of
the Microsoft Office Professional 2010 software suite.
See Also This book, Microsoft Office Professional 2010 Step by Step, includes a selection of
instructional content for each program in the Office Professional 2010 software suite. For
more complete coverage of the features of each of these programs, refer to the corresponding
program-specific Step by Step book.
Each chapter of this book includes self-contained topics that teach you about specific
program features. Most topics conclude with a step-by-step exercise in which you
practice using the program. The following features of this book will help you locate
specific information:
● Detailed table of contents Scan the listing of the topics and sidebars within
each chapter.
● Chapter thumb tabs Easily locate the beginning of each chapter by looking
at the colored blocks on the odd-numbered pages.
● Topic-specific running heads Within a chapter, quickly locate a topic by looking
at the running heads at the top of odd-numbered pages.
● Glossary Look up the meaning of a word or the definition of a concept. The
glossary for this book is available as online companion content. For more information, see go.microsoft.com/fwlink/?LinkID=192155.
● Detailed index Look up specific tasks and features in the index, which has been
carefully crafted with the reader in mind.
xxviii Features and Conventions of This Book
You can save time when reading this book by understanding how the Step by Step series
shows exercise instructions, keys to press, buttons to click, and other information. These
conventions are listed in the following table.
Convention Meaning
SET UP This paragraph preceding a step-by-step exercise indicates the practice
files that you will use when working through the exercise. It also indicates
any requirements you should attend to or actions you should take before
beginning the exercise.
CLEAN UP This paragraph following a step-by-step exercise provides instructions
for saving and closing open files or programs before moving on to
another topic. It also suggests ways to reverse any changes you made
to your computer while working through the exercise.
1
2
Blue numbered steps guide you through hands-on exercises in
each topic.
1
2
Black numbered steps guide you through procedures in sidebars and
expository text.
See Also This paragraph directs you to more information about a topic in this
book or elsewhere.
Troubleshooting This paragraph alerts you to a common problem and provides guidance
for fixing it.
Tip This paragraph provides a helpful hint or shortcut that makes working
through a task easier.
Important This paragraph points out information that you need to know to
complete a procedure.
Keyboard Shortcut This paragraph provides information about an available keyboard
shortcut for the preceding task.
Ctrl+B A plus sign (+) between two keys means that you must press those
keys at the same time. For example, “Press Ctrl+B” means that you
should hold down the Ctrl key while you press the B key.
Pictures of buttons appear in the margin the first time the button is
used in an exercise.
Black bold In exercises that begin with SET UP information, the names of program
elements, such as buttons, commands, windows, and dialog boxes,
as well as files, folders, or text that you interact with in the steps, are
shown in bold black type.
Blue bold In exercises that begin with SET UP information, text that you should
type is shown in bold blue type.
xxix
Using the Practice Files
Before you can complete the exercises in this book, you need to copy the book’s practice
files to your computer. These practice files, and other information, can be downloaded
from the book’s detail page, located at:
go.microsoft.com/fwlink/?LinkId=192155
Display the detail page in your Web browser and follow the instructions for downloading
the files.
Important The Office Professional 2010 software suite is not available from this Web page.
You should purchase and install that software suite before using this book.
The following table lists the practice files for this book.
Chapter File
Chapter 1:
Explore Office 2010
None
Chapter 2:
Work with Files
Prices_start.docx
Procedures_start.docx
Rules_start.docx
Chapter 3:
Edit and Proofread Text
Bamboo_start.docx
Brochure_start.docx
Letter_start.docx
Orientation_start.docx
RulesRegulations_start.docx
Chapter 4:
Change the Look of Text
AgendaA_start.docx
AgendaB_start.docx
Information_start.docx
OrientationDraft_start.docx
RulesDraft_start.docx
Chapter 5:
Organize Information in
Columns and Tables
ConsultationA_start.docx
ConsultationB_start.docx
RepairCosts_start.docx
RoomPlanner_start.docx
xxx Using the Practice Files
Chapter File
Chapter 6:
Add Simple Graphic
Elements
Announcement_start.docx
Authors_start.docx
Flyer_start.docx
Joan.jpg
Joyce.jpg
MarbleFloor.jpg
OTSI-Logo.png
Chapter 7:
Preview, Print, and
Distribute Documents
InfoSheetA_start.docx
InfoSheetB_start.docx
InfoSheetC_start.docx
OfficeInfo_start.docx
Chapter 8:
Set Up a Workbook
ExceptionSummary_start.xlsx
ExceptionTracking_start.xlsx
MisroutedPackages_start.xlsx
PackageCounts_start.xlsx
RouteVolume_start.xlsx
Chapter 9:
Work with Data
and Excel Tables
2010Q1ShipmentsByCategory_start.xlsx
AverageDeliveries_start.xlsx
DriverSortTimes_start.xlsx
Series_start.xlsx
ServiceLevels_start.xlsx
Chapter 10:
Perform Calculations
on Data
ConveyerBid_start.xlsx
ITExpenses_start.xlsx
PackagingCosts_start.xlsx
VehicleMiles_start.xlsx
Chapter 11:
Change Workbook
Appearance
CallCenter_start.xlsx
Dashboard_start.xlsx
ExecutiveSearch_start.xlsx
HourlyExceptions_start.xlsx
HourlyTracking_start.xlsx
Phone.jpg
Texture.jpg
VehicleMileSummary_start.xlsx
Chapter 12:
Focus on Specific Data
by Using Filters
Credit_start.xlsx
ForFollowUp_start.xlsx
PackageExceptions_start.xlsx
Using the Practice Files xxxi
Chapter File
Chapter 13:
Work with Slides
Projects.pptx
ServiceA_start.pptx
ServiceB_start.pptx
ServiceC_start.pptx
ServiceD_start.pptx
ServiceOrientation.docx
Chapter 14:
Work with Slide Text
BuyingTripsB_start.pptx
BuyingTripsC_start.pptx
CommunityServiceA_start.pptx
CommunityServiceB_start.pptx
CommunityServiceC_start.pptx
Chapter 15:
Format Slides
BusinessTravelA_start.pptx
BusinessTravelB_start.pptx
ColorDesign_start.pptx
CompanyMeetingA_start.pptx
CompanyMeetingB_start.pptx
LandscapingA_start.pptx
Chapter 16:
Add Simple Visual
Enhancements
Agastache.jpg
JournalingA_start.pptx
JournalingB_start.pptx
Penstemon.jpg
WaterConsumption.xlsx
WaterSavingA_start.pptx
WaterSavingB_start.pptx
WaterSavingC_start.pptx
Chapter 17:
Review and Deliver
Presentations
Harmony_start.pptx
Meeting_start.pptx
SavingWater_start.pptx
ServiceOrientationA_start.pptx
ServiceOrientationB_start.pptx
YinYang.png
Chapter 18:
Explore OneNote 2010
None
Chapter 19:
Create and Configure
Notebooks
None
xxxii Using the Practice Files
Chapter File
Chapter 20:
Create and Organize Notes
SBS Content Entry folder
ADatumLogo.png
Cabo.jpg
California_Poppy.jpg
Desert.jpg
Landscaping.pptx
Chapter 21:
Send and Receive E-Mail
Messages
Brochure.docx
StrategySession.pptx
SBS First Draft message (created in this chapter)
Chapter 22:
Store and Access Contact
Information
Andrea Dunker, Andrew Davis, Idan Rubin, Nancy Anderson,
and Sara Davis contact records (created in this chapter)
Chapter 23:
Manage Scheduling
SBS Lunch with Jane and SBS Staff Meeting appointments,
SBS Pay Day event (created in this chapter)
Chapter 24:
Track Tasks
SBS First Draft and SBS Tradeshow Schedule messages
(created in Chapter 21)
SBS Dinner Reservations, SBS Order Brochures, and SBS Send
Dinner Invitations tasks (created in this chapter)
Chapter 25:
Explore an Access 2010
Database
GardenCompany01_start.accdb
Chapter 26:
Create Databases and Simple
Tables
None
Chapter 27:
Create Simple Forms
GardenCompany03_start.accdb
Logo.png
Chapter 28:
Display Data
GardenCompany04_start.accdb
Chapter 29:
Get Started with
Publisher 2010
Importing.docx
Logo.png
Printing_start.pub
Chapter 30:
Create Visual Interest
BirthdayGirl.jpg
Blank_start.pub
Text.docx
Chapter 31:
Create Colorful Cards and
Calendars
DataSource.xlsx
Peaceful.jpg
xxxiii
Getting Help
Every effort has been made to ensure the accuracy of this book. If you do run into
problems, please contact the sources listed in the following sections.
Getting Help with This Book
If your question or issue concerns the content of this book or its practice files, please
first consult the book’s errata page, which can be accessed at:
go.microsoft.com/fwlink/?LinkID=192155
This page provides information about known errors and corrections to the book. If
you do not find your answer on the errata page, send your question or comment to
Microsoft Press Technical Support at:
mspinput@microsoft.com
Getting Help with Office 2010
If your question is about one of the programs in the Microsoft Office Professional 2010
software suite, and not about the content of this book, your first recourse is the Help
system for the individual program. This system is a combination of tools and files stored
on your computer when you installed the software suite or program and, if your computer
is connected to the Internet, information available from the Microsoft Office Online Web
site. You can find Help information in the following ways:
● To find out about an item on the screen, you can display a ScreenTip. For example, to
display a ScreenTip for a button, point to the button without clicking it. The ScreenTip
gives the button’s name, the associated keyboard shortcut if there is one, and sometimes a description of what the button does when you click it.
● In the program window, you can click the Help button (a question mark in a blue
circle) at the right end of the ribbon to display the program-specific Help window.
● At the right end of the title bars of some dialog boxes is a Help button (also a
question mark) that you can click to display the program-specific Help window.
Sometimes, topics related to the functions of that dialog box are already identified
in the window.
xxxiv Getting Help
To practice getting help, you can work through the following exercise.
SET UP You don’t need any practice files to complete this exercise. Start Word, and
then follow the steps.
1. At the right end of the ribbon, click the Microsoft Word Help button.
The Word Help window opens.
You can change the size of the font in the window by clicking the Change Font Size button on
the toolbar.
If you are connected to the Internet, clicking any of the buttons below the Microsoft
Office banner (Products, Support, Images, and Templates) takes you to a corresponding page of the Office Web site.
Getting Help xxxv
2. Below the bulleted list under Browse Word 2010 support, click see all.
The window changes to display a list of Help topics.
3. In the list of topics, click Activating Word.
Word Help displays a list of topics related to activating Microsoft Office programs.
You can click any topic to display the corresponding information.
4. On the toolbar, click the Show Table of Contents button.
The window expands to accommodate two panes. The Table Of Contents pane
appears on the left. Like the table of contents in a book, it is organized in sections.
If you’re connected to the Internet, Word displays sections, topics, and training
available from the Office Online Web site as well as those stored on your computer.
Clicking any section (represented by a book icon) displays that section’s topics (represented by
Help icons).
xxxvi Getting Help
5. In the Table of Contents pane, click a few sections and topics. Then click the Back
and Forward buttons to move among the topics you have already viewed.
6. At the right end of the Table of Contents title bar, click the Close button.
7. At the top of the Word Help window, click the Type words to search for box,
type saving, and then press the Enter key.
The Word Help window displays topics related to the word you typed.
Next and Back buttons appear, making it easier to search for the topic you want.
Getting Help xxxvii
8. In the results list, click the Recover earlier versions of a file in Office 2010 topic.
The selected topic appears in the Word Help window.
9. Below the title at the top of the topic, click Show All.
Word displays any information that has been collapsed under a heading and
changes the Show All button to Hide All. You can jump to related information
by clicking hyperlinks identified by blue text.
Tip You can click the Print button on the toolbar to print a topic. Only the displayed
information is printed.
CLEAN UP Click the Close button at the right end of the Word Help window.
More Information
If your question is about an Office 2010 program or another Microsoft software product
and you cannot find the answer in the product’s Help system, please search the appropriate product solution center or the Microsoft Knowledge Base at:
support.microsoft.com
In the United States, Microsoft software product support issues not covered by the
Microsoft Knowledge Base are addressed by Microsoft Product Support Services.
Location-specific software support options are available from:
support.microsoft.com/gp/selfoverview/
1
Part 1
Microsoft Office
Professional 2010
1 Explore Office 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
2 Work with Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Chapter at a Glance
Work in the program
environment, page 4
Change program
settings, page 17
Customize the
ribbon, page 26
Customize the
Quick Access Toolbar, page 31
3
1 Explore Office 2010
In this chapter, you will learn how to
✔ Work in the program environment.
✔ Change program settings.
✔ Customize the ribbon.
✔ Customize the Quick Access Toolbar.
Microsoft Office 2010 programs have a common user interface—the way the program
looks and the way you interact with it—which means that skills and techniques you learn
in one program are also useful in the others.
Certain information that you provide in one Office 2010 program is made available to
other Office 2010 programs so that you don’t have to provide it individually in each program. Other settings are specific to the program you’re working in. The basic Office 2010
user interface includes a standard method of giving commands by using tools gathered
on a dynamic toolbar, called the ribbon. Commands are represented by buttons, by lists
or galleries from which you choose settings, or by fields in task panes and dialog boxes
in which you specify settings. You can customize some of the content that is available
from the ribbon by hiding sets of commands (tabs) or by creating custom tabs. You can
also collect frequently used buttons, lists, and galleries on a separate toolbar, the Quick
Access Toolbar, so that they are available to you from anywhere in the program.
Each program has standard settings based on the way that most people work with the
program. However, you can customize the settings to meet your specific needs and to
fit the way that you work.
In this chapter, you’ll first familiarize yourself with the standard Office 2010 program
working environment. Then you’ll customize the working environment, ribbon, and
Quick Access Toolbar in Microsoft Word 2010, using techniques that are common to
working in any Office 2010 program.
Practice Files You don’t need any practice files to complete the exercises in this chapter.
For more information about practice file requirements, see “Using the Practice Files” at
the beginning of this book.
4 Chapter 1 Explore Office 2010
Working in the Program Environment
The most common way to start any Office 2010 program is from the Start menu, displayed when you click the Start button at the left end of the Windows Taskbar. On the
Start menu, click All Programs, click the Microsoft Office folder, and then click the program you want to start.
When you start Microsoft Word, Excel, or PowerPoint without opening a specific file, the
program window appears, displaying a new blank document, workbook, or presentation.
When you start Microsoft OneNote without opening a specific notebook, the program
window displays the notebook you opened most recently.
Quick Access Toolbar Title bar
Status bar
Ribbon
The Word 2010 program window.
See Also Windows 7 introduced many efficient new window-management techniques. For
information about ways to work with a program window on a Windows 7 computer, refer to
Windows 7 Step by Step by Joan Lambert Preppernau and Joyce Cox (Microsoft Press, 2009).
Working in the Program Environment 5
A typical Office 2010 program window contains the following elements:
● The title bar displays the name of the active document. At the left end of the title
bar is the program icon, which you click to display commands to move, size, and
close the program window. Three buttons at the right end of the title bar serve the
same functions in all Windows programs: You can temporarily hide the program
window by clicking the Minimize button, adjust the size of the window by clicking
the Restore Down/Maximize button, and close the active document or exit the program by clicking the Close button.
Minimize
Maximize
Close
The default buttons on the Quick Access Toolbar in the Excel program window.
● By default, the Quick Access Toolbar appears to the right of the program icon at
the left end of the title bar. Each program has a default set of Quick Access Toolbar
buttons; most commonly, the default Quick Access Toolbar displays the Save, Undo,
and Redo buttons. You can change the location of the Quick Access Toolbar and
customize it to include any command to which you want to have easy access.
The default buttons on the Quick Access Toolbar in the Excel program window.
● Below the title bar is the ribbon. All the commands for working with file content
are available from this central location so that you can work efficiently with the
program.
Dialog box launcher Tabs Groups
The ribbon in the PowerPoint program window.
See Also The appearance of buttons and groups on the ribbon changes depending
on the width of the program window. For information about changing the appearance
of the ribbon to match our images, see “Modifying the Display of the Ribbon” at the
beginning of this book.
6 Chapter 1 Explore Office 2010
● Across the top of the ribbon is a set of tabs. Clicking a tab displays an associated
set of commands.
Tip You might find it efficient to add all the commands you use frequently to the
Quick Access Toolbar and display it below the ribbon, directly above the workspace.
For information, see “Customizing the Quick Access Toolbar” later in this chapter.
● Commands related to managing the program and files (rather than file content) are
gathered together in the Backstage view, which you display by clicking the colored
File tab located at the left end of the ribbon. Commands available in the Backstage
view are organized on named pages, which you display by clicking the page tabs
located in the left pane.
Clicking the File tab displays the Backstage view, where you can manage files and customize
the program.
● Commands related to working with file content are represented as buttons on the
remaining tabs. The Home tab is active by default.
Working in the Program Environment 7
Tip Don’t be alarmed if your ribbon has tabs not shown in our screens. You might have
installed programs that add their own tabs to the ribbon.
● On each tab, buttons are organized into named groups. Depending on your screen
resolution and the size of the program window, the commands in a group might be
displayed as labeled buttons, as unlabeled icons, or as one or more large buttons
that you click to display the commands within the group. You might want to experiment with the screen resolution and width of the program window to understand
their effect on the appearance of tab content.
● If a button label isn’t visible, you can display the command, a description of its
function, and its keyboard shortcut (if it has one) in a ScreenTip by pointing to
the button.
ScreenTips can include the command name, description, and keyboard shortcut.
Tip You can control the display of ScreenTips and of feature descriptions in ScreenTips.
Simply display the Backstage view, click Options to open the program’s Options dialog
box, and click the ScreenTip setting you want in the User Interface Options area of the
General page. For more information, see “Changing Program Settings” later in this
chapter.
● Related but less common commands might be available in a dialog box or task
pane, which you display by clicking the dialog box launcher located in the lowerright corner of the group.
Tip You might find that less commonly used commands from earlier versions of a program
are not available from the ribbon. However, these commands are still available. You can
make missing commands accessible by adding them to the Quick Access Toolbar. For
more information, see “Customizing the Quick Access Toolbar” later in this chapter.
8 Chapter 1 Explore Office 2010
● Some buttons include an integrated or separate arrow. To determine whether a
button and arrow are integrated, point to the button or arrow to display its border.
If a button and its arrow are integrated within one border, clicking the button will
display options for refining the action of the button. If the button and arrow have
separate borders, clicking the button will carry out the default action indicated by
the button’s current icon. You can change the default action of the button by clicking the arrow and then clicking the action you want.
The arrow of the Change Styles button is integrated, and the arrow of the Paste button is
separate.
● Above the right end of the ribbon is the Minimize The Ribbon button. Clicking this
button hides the commands but leaves the tab names visible. You can then click
any tab name to temporarily display its commands. Clicking anywhere other than
the ribbon hides the commands again. When the full ribbon is temporarily visible,
you can click the button at its right end, shaped like a pushpin, to make the display
permanent. When the full ribbon is hidden, you can click the Expand The Ribbon
button to redisplay it.
Keyboard Shortcut Press Ctrl+F1 to minimize or expand the ribbon.
● Clicking the Help button at the right end of the ribbon displays the program-specific
Help window in which you can use standard techniques to find information.
Keyboard Shortcut Press F1 to display the Help window for the active program.
See Also For information about the Help system, see “Getting Help” at the beginning
of this book.
● Across the bottom of the program window, the status bar displays information
about the current file and provides access to certain program functions. You can
control the contents of the status bar by right-clicking it to display the Customize
Status Bar menu, on which you can click any item to display or hide it.
Working in the Program Environment 9
You can specify which items you want to display on the status bar.
● At the right end of the status bar in the Word, Excel, and PowerPoint program windows are the View Shortcuts toolbar, the Zoom button, and the Zoom slider. These
tools provide you with convenient methods for adjusting the display of file content.
View Shortcuts toolbar
Zoom button
Zoom slider
You can change the file content view by clicking buttons on the View Shortcuts toolbar and
change the magnification by clicking the Zoom button or adjusting the Zoom slider.
See Also For information about changing the file content view, see “Viewing Files in
Different Ways” in Chapter 2, “Work with Files.”
10 Chapter 1 Explore Office 2010
The goal of all these features of the program environment is to make working in the program as intuitive as possible. Commands for tasks you perform often are readily available,
and even those you might use infrequently are easy to find.
For example, when a formatting option has several choices available, they are often displayed in a gallery of thumbnails. These thumbnails display visual representations of each
choice. If you point to a thumbnail in a gallery, the Live Preview feature shows you what
that choice will look like if you apply it to the selected content.
Live Preview shows the effect on the selected content of clicking the option you are pointing to.
In this exercise, you’ll start Word and explore the tabs and groups on the ribbon. Along
the way, you’ll work with galleries and the Live Preview feature.
SET UP You don’t need any practice files to complete this exercise; just follow the steps.
1. On the Start menu, click All Programs, click Microsoft Office, and then click
Microsoft Word 2010.
Tip If this is the first time you’ve started an Office 2010 program, Office prompts you to
enter your full name and initials. Office 2010 programs use this information when tracking changes, responding to messages, and so on. Next, Office prompts you to select the
type of information you want to share over the Internet, and offers the option of signing
up for automatic program updates from the Microsoft Update service. None of these
options place you at risk, and all can be quite useful.
The Word program window opens in Print Layout view, displaying a blank document.
On the ribbon, the Home tab is active. Buttons related to working with document
content are organized on this tab in five groups: Clipboard, Font, Paragraph, Styles,
and Editing.
2. Point to each button on the Home tab.
Word displays information about the button in a ScreenTip.
Working in the Program Environment 11
The ScreenTip for the Format Painter button displays the button’s name, keyboard shortcut,
and function.
Tip A button representing a command that cannot be performed on the selected file
content is inactive (gray), but pointing to it still displays its ScreenTip.
3. Click the Insert tab, and then explore its buttons.
Buttons related to all the items you can insert into the document are organized on
this tab in seven groups: Pages, Tables, Illustrations, Links, Header & Footer, Text,
and Symbols.
The Insert tab of the ribbon.
4. Click the Page Layout tab, and then explore its buttons.
Buttons related to the appearance of the document are organized on this tab in
five groups: Themes, Page Setup, Page Background, Paragraph, and Arrange.
The Page Layout tab of the ribbon.
12 Chapter 1 Explore Office 2010
5. In the Page Setup group, display the ScreenTip for the Margins button.
The ScreenTip tells you how you can adjust the margins.
6. In the lower-right corner of the Page Setup group, click the Page Setup dialog
box launcher.
The Page Setup dialog box opens.
In the Page Setup dialog box, you can specify several page layout options in one location.
Notice that you can preview the results of your changes before applying them.
7. Click Cancel to close the dialog box.
Working in the Program Environment 13
8. In the Themes group, click the Themes button.
The group expands to display a gallery of the available themes.
The theme controls the color scheme, fonts, and special effects applied to file content.
9. Press the Esc key to close the gallery without making a selection.
10. In the Page Background group, click the Page Color button, and then in the top
row of the Theme Colors palette, point to each box in turn.
The blank document page shows a live preview of what it will look like if you click
the color you are pointing to. You can see the effect of the selection without actually applying it.
14 Chapter 1 Explore Office 2010
11. Press Esc to close the palette without making a selection.
12. Click the References tab, and then explore its buttons.
Buttons related to items you can add to documents are organized on this tab in
six groups: Table Of Contents, Footnotes, Citations & Bibliography, Captions, Index,
and Table Of Authorities. You will usually add these items to longer documents,
such as reports.
The References tab of the ribbon.
13. Click the Mailings tab, and then explore its buttons.
Buttons related to creating mass mailings are organized on this tab in five groups:
Create, Start Mail Merge, Write & Insert Fields, Preview Results, and Finish.
The Mailings tab of the ribbon.
14. Click the Review tab, and then explore its buttons.
Buttons related to proofreading documents, working in other languages, adding
comments, tracking and resolving document changes, and protecting documents
are organized on this tab in seven groups: Proofing, Language, Comments, Tracking,
Changes, Compare, and Protect.
The Review tab of the ribbon.
15. Click the View tab, and then explore its buttons.
Buttons related to changing the view and other aspects of the display are organized
on this tab in five groups: Document Views, Show, Zoom, Window, and Macros.
Working in the Program Environment 15
The View tab of the ribbon.
16. On the ribbon, click the File tab, which is color-coded to match the logo color
of the Word program.
The Backstage view of Word 2010 is displayed. Commands related to managing
documents (such as creating, saving, and printing) are available in this view.
17. If the Info page is not already displayed in the Backstage view, click Info in the
left pane.
On the Info page of the Backstage view, the middle pane provides options to control who can work on the document, to remove properties (associated information),
and to access versions of the document automatically saved by Word. The right pane
displays the associated properties, as well as dates of modification, creation, and
printing, and the names of people who created and edited the document.
The Info page displays and provides commands for changing the information attached to
a document.
See Also For information about working with properties, see “Preparing Documents for
Electronic Distribution” in Chapter 7, “Preview, Print, and Distribute Documents.”
16 Chapter 1 Explore Office 2010
18. In the left pane, click Recent.
The Recent page displays the names of the documents you recently worked on. By
default a maximum of 20 names is displayed. You can change this number on the
Advanced page of the Word Options dialog box.
See Also For information about the Options dialog box, see “Changing Program
Settings” later in this chapter.
19. In the left pane, click New.
The New page displays all the templates on which you can base a new document.
See Also For information about creating documents, see “Creating and Saving Files” in
Chapter 2, “Work with Files.”
20. In the left pane, click Print.
The Print page displays all print-related commands and provides a pane for previewing the current document as it will appear when printed.
See Also For information about printing, see Chapter 7, “Preview, Print, and Distribute
Documents.”
21. In the left pane, click Share.
The Share page displays all the commands related to making the current document
available to other people.
See Also For information about working with shared documents, refer to Microsoft
Word 2010 Step by Step by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
22. In the left pane, click Help.
The Help page displays all the ways you can get help and support for Word.
The right pane of the Help page displays your Office edition, its version number, and your
product ID, which you will need if you contact Microsoft Product Support.
Changing Program Settings 17
23. On the Help page, under Tools for Working With Office, click Options.
The Word Options dialog box opens. In this dialog box are program settings that
control the way the program looks and performs.
You can also display this dialog box by clicking Options in the left pane of the Backstage view.
See Also For information about the Options dialog box, see the next section, “Changing
Program Settings.”
24. At the bottom of the Word Options dialog box, click Cancel.
You return to the blank document with the Home tab active on the ribbon.
CLEAN UP Leave the blank document open if you’re continuing directly to the next
exercise.
Changing Program Settings
Earlier in this chapter, we mentioned that you can change settings in the Options dialog
box for each program to customize the program environment in various ways. After you
work with a program for a while, you might want to refine more settings to tailor the
program to the way you work. Knowing your way around the Options dialog box makes
the customizing process more efficient.
18 Chapter 1 Explore Office 2010
In this exercise, you’ll open the Word Options dialog box and explore several of the available pages.
SET UP You don’t need any practice files to complete this exercise. Open a blank
document if necessary, and then follow the steps.
1. On the Home tab, in the Font group, point to the Bold button.
Word displays a ScreenTip that includes the button name, its keyboard shortcut,
and a description of its purpose.
2. Display the Backstage view, and click Options.
The Word Options dialog box opens, displaying the General page.
The General page of the Word Options dialog box.
If you prefer not to see the Mini Toolbar when you select text, you can disable that
feature by clearing the Show Mini Toolbar On Selection check box. Similarly, you
can disable the live preview of styles and formatting by clearing the Enable Live
Preview check box.
3. Under User Interface options, display the Color scheme list, and click Black.
Changing Program Settings 19
4. Display the ScreenTip style list, and click Don’t show feature descriptions in
ScreenTips.
5. Under Personalize your copy of Microsoft Office, verify that the User Name
and Initials are correct, or change them to the way you want them to appear.
6. Click OK to close the Word Options dialog box.
The program window elements are now black and shades of gray.
7. In the Font group, point to the Bold button.
The ScreenTip now includes only the button name and its keyboard shortcut.
8. Open the Word Options dialog box, and in the left pane, click Display.
On this page, you can adjust how documents look on the screen and when printed.
The Display page of the Word Options dialog box.
20 Chapter 1 Explore Office 2010
9. In the left pane, click Proofing.
This page provides options for adjusting the AutoCorrect settings and for refining
the spelling-checking and grammar-checking processes.
See Also For information about AutoCorrect and checking spelling, see “Correcting
Spelling and Grammatical Errors” in Chapter 3, “Edit and Proofread Text.”
The Proofing page of the Word Options dialog box.
10. Display the Save page.
On this page, you can change the default document format; the location and save
frequency of the AutoRecover file (a backup file created by Word while you’re
working in the file); the default location to which Word saves files you create; and
the default location for files you check out from document management servers
(such as Microsoft SharePoint) and drafts of those files saved while you are working
offline.
Changing Program Settings 21
The Save page of the Word Options dialog box.
The Save page also has options for specifying whether you want the fonts used
within the current document to be embedded in the document, in the event
that someone who opens the document doesn’t have those fonts on his or her
computer.
11. Under Save documents, display the Save files in this format list.
Notice the many formats in which you can save files. One of these is the Word 97‑2003
Document format that creates .doc files compatible with earlier versions of Word.
If you upgraded to Word 2010 but your colleagues are still working in an earlier
version of the program, you might want to select this option so that they will be
able to view and work with any document you create.
Tip If you want to save just one document in a format that is compatible with earlier
versions of the program, you can click Word 97-2003 in the Save As Type list of the
Save As dialog box.
12. Click away from the list to close it, and then display the Language page.
If you create documents for international audiences, you can make additional
editing languages available on this page. You can also specify the display, Help,
and ScreenTip languages.
22 Chapter 1 Explore Office 2010
The Language page of the Word Options dialog box.
13. Display the Advanced page.
This page includes options related to editing document content; displaying documents on-screen; printing, saving, and sharing documents; and a variety of other
options. Although these options are labeled Advanced, they are the ones you’re
most likely to want to adjust to suit the way you work.
See Also For information about advanced Word 2010 options that aren’t discussed in
this book, refer to Microsoft Word 2010 Step by Step by Joyce Cox and Joan Lambert
(Microsoft Press, 2010).
Changing Program Settings 23
The Advanced page of the Word Options dialog box.
14. Take a few minutes to explore all the options on this page.
In the General area at the bottom of the page are two buttons:
❍ File Locations You click this button to change the default locations of
various types of files associated with Word and its documents.
❍ Web Options You click this button to adjust settings for converting a
document to a Web page.
24 Chapter 1 Explore Office 2010
15. Skipping over the Customize Ribbon and Quick Access Toolbar pages, which we
discuss in later topics in this chapter, click Add-Ins.
This page displays all the active and inactive add-ins and enables you to add and
remove them. (Add-ins are utility programs that provide additional functionality
to an Office program.)
The Add-Ins page of the Word Options dialog box.
16. Display the Trust Center page.
This page provides links to information about privacy and security. It also provides
access to the Trust Center settings that control the actions Word takes in response
to documents that are provided by certain people or companies, that are saved in
certain locations, or that contain potentially harmful elements such as ActiveX controls or macros.
Changing Program Settings 25
The Trust Center page of the Word Options dialog box.
17. Under Microsoft Office Word Trust Center, click Trust Center Settings, and
then in the left pane of the Trust Center dialog box, click Trusted Locations.
On this page, you can specify the locations from which Word will not block content.
The Trusted Locations page of the Trust Center dialog box.
CLEAN UP Close the Trust Center dialog box. Reverse any changes you don’t want
to keep before moving on. Then close the Word Options dialog box. Leave the blank
document open if you’re continuing directly to the next exercise.
26 Chapter 1 Explore Office 2010
Customizing the Ribbon
The ribbon was designed to make all the commonly used commands visible so that
people can more easily discover the full potential of an Office 2010 program. But
many people use an Office program to perform the same set of tasks all the time, and
for them, seeing buttons (or even entire groups of buttons) that they never use is just
another form of clutter.
See Also For information about minimizing and expanding the ribbon, see “Customizing the
Quick Access Toolbar” later in this chapter.
Would you prefer to see fewer commands than appear on the ribbon by default? Or
would you prefer to see more specialized groups of commands? Well, you can. From
the Customize Ribbon page of an Office 2010 program’s Options dialog box, you can
control the tabs that appear on the ribbon, and the groups that appear on the tabs.
The Customize Ribbon page of the Word Options dialog box.
Customizing the Ribbon 27
On this page, you can customize the ribbon in the following ways:
● If you rarely use a tab, you can turn it off.
● If you use the commands in only a few groups on each tab, you can remove the
groups you don’t use. (The group is not removed from the program, just from
its tab.)
● You can move a predefined group by removing it from one tab and then adding
it to another.
● You can duplicate a predefined group by adding it to another tab.
● You can create a custom group on any tab and then add commands to it. (You
cannot add commands to a predefined group.)
● You can create a custom tab on the ribbon. For example, you might want to do
this if you use only a few commands from each tab and you find it inefficient to
flip between them.
Don’t be afraid to experiment with the ribbon to come up with the configuration that
best suits the way you work. If at any point you find that your new ribbon is harder
to work with rather than easier, you can always reset everything back to the default
configuration.
Tip If you upgraded from Office 2007 or an earlier version of Office, you might find that some
commands present in the earlier version are not available on the ribbon. A few old features
have been abandoned, but others that people used only rarely have simply not been exposed
in the user interface. If you want to use one of these hidden features, you can make it a part
of your program environment by adding it to the ribbon or to the Quick Access Toolbar. You
can find a list of all the commands that do not appear on the ribbon but are still available in a
program by displaying the Customize Ribbon page of the program’s Options dialog box and
then clicking Commands Not In The Ribbon in the Choose Commands From list.
In this exercise, you’ll customize the ribbon in the Word program window by using techniques that are common to all Office 2010 programs. You’ll turn off tabs, remove groups,
create a custom group, and add a command to the group. Then you’ll create a tab and
move groups of buttons to it. Finally, you’ll reset the ribbon to its default state.
SET UP You don’t need any practice files to complete this exercise. Open a blank
document if necessary, and then follow the steps.
1. Open the Word Options dialog box, and then click Customize Ribbon.
The Customize Ribbon page is displayed.
28 Chapter 1 Explore Office 2010
2. In the list on the right, clear the check boxes of the Insert, Page Layout,
References, Mailings, and Review tabs. Then click OK.
The ribbon now displays only the File, Home, and View tabs.
The only tab you can’t customize is the File tab, which is your link to the Backstage view.
3. Redisplay the Customize Ribbon page of the Word Options dialog box, and in
the right pane, select the Page Layout check box. Then click the plus sign to display the groups on this tab.
4. Above the left pane, click Choose commands from and then, in the list, click Main
Tabs. In the Main Tabs list, click the plus sign adjacent to Page Layout to display
the groups that are predefined for this tab.
5. In the right pane, click the Paragraph group, and then click Remove.
The group is removed from the Page Layout tab on the ribbon (the list on the
right) but is still available in the list on the left. You can add it back to the Page
Layout tab or add it to a different tab at any time.
6. In the right pane, click the plus sign adjacent to Home to display its groups, and
then click the word Home.
7. Below the right pane, click New Group. When the New Group (Custom) group
is added to the bottom of the Home group list, click Rename, type Final in the
Display name box, and click OK. Then click the Move Up button until the Final
group is at the top of the list.
Because of its location in the list, the new group will appear at the left end of the
Home tab.
Customizing the Ribbon 29
You have created a custom group on the Home tab.
8. In the Choose commands from list, click File Tab.
The available commands list changes to include only the commands that are available
in the Backstage view, which you display by clicking the File tab.
9. In the available commands list, click Inspect Document, and click Add. Then repeat
this step to add Mark as Final.
The two commands are added to the custom group.
You can add commands to a custom group but not to a predefined group.
30 Chapter 1 Explore Office 2010
10. In the right pane, remove the Font, Paragraph, and Styles groups from the Home
tab, and remove the Page Background group from the Page Layout tab.
11. Click the word Home, and then below the list, click New Tab.
A new tab is added to the right pane and is selected for display on the ribbon. It has
automatically been given one custom group.
12. Click Remove to remove the custom group.
13. Click New Tab (Custom), and then click Rename. In the Rename dialog box, type
Formatting in the Display name box, and click OK.
14. Display Main Tabs in the list on the left, and then expand the Home and Page
Layout tabs.
15. With the Formatting tab selected in the right pane, add the Font, Paragraph, and
Styles groups from Home in the left pane, and then add Page Background from
Page Layout.
The right pane shows the new configuration of the Home, Formatting, and Page
Layout tabs.
You have moved groups from the Home and Page Layout tabs to a new Formatting tab.
Customizing the Quick Access Toolbar 31
16. In the Word Options dialog box, click OK.
The Home tab displays the new Final group.
The custom Home tab.
17. Click the Formatting tab.
The formatting commands are now collected on the Formatting tab.
The custom Formatting tab.
18. Display the Customize Ribbon page of the Word Options dialog box. In the lowerright corner, click Reset, and then click Reset all customizations. Then in the
message box asking you to confirm that you want to delete all ribbon and Quick
Access Toolbar customizations, click Yes.
19. Click OK to close the Word Options dialog box.
The default ribbon configuration is restored.
CLEAN UP Close the open document.
Customizing the Quick Access Toolbar
If you regularly use a few buttons that are scattered on various tabs of the ribbon and
you don’t want to switch between tabs to access the buttons or crowd your ribbon with
a custom tab, you might want to add these frequently used buttons to the Quick Access
Toolbar. They are then always visible in the upper-left corner of the program window.
Clicking Quick Access Toolbar in the left pane of a program’s Options dialog box displays
the page where you specify which commands you want to appear on the toolbar.
32 Chapter 1 Explore Office 2010
The Quick Access Toolbar page of the Word Options dialog box.
On this page, you can customize the ribbon in the following ways:
● You can define a custom Quick Access Toolbar for the program, or you can define
a custom Quick Access Toolbar for a specific file.
● You can add any command from any group of any tab, including contextual tabs,
to the toolbar.
● You can display a separator between different types of buttons.
● You can move buttons around on the toolbar until they are in the order you want.
● You can reset everything back to the default Quick Access Toolbar configuration.
If you never use more than a few buttons, you can add those buttons to the Quick
Access Toolbar and then hide the ribbon by double-clicking the active tab or by clicking
the Minimize The Ribbon button. Only the Quick Access Toolbar and tab names remain
visible. You can temporarily redisplay the ribbon by clicking the tab you want to view.
Customizing the Quick Access Toolbar 33
You can permanently redisplay the ribbon by double-clicking any tab or by clicking the
Expand The Ribbon button.
As you add buttons to the Quick Access Toolbar, it expands to accommodate them. If
you add many buttons, it might become difficult to view the text in the title bar, or not
all the buttons on the Quick Access Toolbar might be visible, defeating the purpose of
adding them. To resolve this problem, you can move the Quick Access Toolbar below the
ribbon by clicking the Customize Quick Access Toolbar button and then clicking Show
Below The Ribbon.
In this exercise, you’ll add a couple buttons to the Quick Access Toolbar for all documents,
and then you’ll test the buttons.
SET UP You don’t need any practice files to complete this exercise. Open a blank
document, and then follow the steps.
1. Open the Word Options dialog box, and then click Quick Access Toolbar.
The Customize The Quick Access Toolbar page displays a list of available commands
on the left side, and a list of the currently displayed commands on the right side.
Tip If you want to create a Quick Access Toolbar that is specific to the active file, click
the arrow at the right end of the box below Customize Quick Access Toolbar, and then
click For . Then any command you select will be added to a toolbar specific
to that file instead of the toolbar for the program.
2. At the top of the available commands list on the left, double-click Separator.
3. Scroll down the available commands list, click the Quick Print command, and then
click Add.
4. Repeat step 3 to add the Text Highlight Color command.
The Text Highlight Color command is added to the list of commands that will appear
on the Quick Access Toolbar.
The arrow to the right of the command indicates that clicking this button on the Quick Access
Toolbar will display a menu of options.
34 Chapter 1 Explore Office 2010
5. Click OK to close the Word Options dialog box.
The Quick Access Toolbar now includes the default Save, Undo, and Repeat buttons
and the custom Quick Print and Text Highlight Color buttons, separated by a line.
You have added two buttons to the Quick Access Toolbar.
To print a document with the default settings, you no longer have to click the File
tab to display the Backstage view. Click Print in the left pane, and then click the
Print button.
6. If you want to test printing from the Quick Access Toolbar, ensure that your printer
is turned on, and then on the Quick Access Toolbar, click the Quick Print button.
Now let’s see how easy it is to highlight or remove highlighting from text when you
are working primarily with the commands on a tab other than the Home tab.
7. Click the Review tab. Then select the first highlighted paragraph, Proof of notice
of meeting.
8. On the Quick Access Toolbar, click the Text Highlight Color arrow, and then click
No Color.
The yellow highlight is removed from the selection. The No Color option becomes
the default for the Text Highlight Color button.
9. Select the next highlighted paragraph, and on the Quick Access Toolbar, click the
Text Highlight Color button.
The yellow highlight is removed from the selection.
10. Display the Quick Access Toolbar page of the Word Options dialog box, click
Reset, and then click Reset only Quick Access Toolbar.
11. In the Reset Customizations message box, click Yes to return the Quick Access
Toolbar to its default contents. Then click OK to close the Word Options dialog box.
CLEAN UP Close the open document.
Key Points 35
Key Points
● The Office 2010 program environment is flexible and can be customized to meet
your needs.
● Most of the settings that control the working environment are gathered on the
pages of the Options dialog box.
● You can customize the ribbon to make the development tools you need most often
easily accessible.
● You can provide one-click access to any command by adding a button for it to the
Quick Access Toolbar, either for the program or for one file.
Chapter at a Glance
Create and save
files, page 38
Open, move
around in,
and close files,
page 46
View files in
different ways,
page 52
37
2 Work with Files
In this chapter, you will learn how to
✔ Create and save files.
✔ Open, move around in, and close files.
✔ View files in different ways.
When working in Microsoft Word, Excel, or PowerPoint, you save content in individual files.
In each program, you can save files as different types depending on each file’s purpose.
The standard files are Word documents, Excel workbooks, and PowerPoint presentations.
Regardless of the program or file type, you use similar techniques for creating, saving,
moving around in, and viewing files in each program.
When working in OneNote, content is saved in individual files representing pages that are
part of a notebook structure. OneNote creates the files for you and saves your changes
as you work, so you don’t need to. However, you use some of the same techniques for
moving around in and viewing files as you do in other Microsoft Office 2010 programs.
In this chapter, you’ll practice working with files in Word, using techniques that are common to working in files created in Word, Excel, or PowerPoint. First you’ll create and save
a document and then save an existing document in a different location. Then you’ll open
an existing document, move around in it, and close it. Finally, you’ll explore various ways
of viewing file content.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter02 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
38 Chapter 2 Work with Files
Creating and Saving Files
When you start Word, Excel, or PowerPoint without opening a specific file, the program
displays a blank document, workbook, or presentation in which you can start entering
content. A blinking cursor (in the form of a vertical line) in the text pane or worksheet
cell shows where the next character you type will appear.
When an Office 2010 program is running, you can create a new file from the New page
of the Backstage view, which you display by clicking the File tab on the ribbon.
From the New page, you can create a document based on a preformatted template.
Tip More documents may be added to those available from Microsoft Office Online, so the
templates available on your New page might be different from those shown here.
The documents listed on the New page are based on templates, which are sets of formats that have been saved in such a way that you can use them as a pattern for new
documents. For example, in Word 2010 the icons in the top section of the Available
Templates gallery are:
● Blank document Clicking this icon opens a document formatted with the standard
settings. The document contains no content.
Tip The standard Word document settings are based on a template named Normal,
which is installed on your computer as part of the Office installation. You can make
changes to the Normal template but it is not customary or advisable to do so.
Creating and Saving Files 39
● Blog post Clicking this icon opens a document containing the basic elements of a
blog post in a document window. The document window includes additional functionality enabling you to easily post directly to an existing blog site from within
Word.
● Recent templates Clicking this icon displays a page on which you can select from
the most recent templates you have used.
Tip Clicking the Back button or the Home button takes you back to the New page.
● Sample templates Clicking this icon displays a page on which you can select from
sample documents that come with Word.
● My templates Clicking this icon displays a dialog box in which you can select a
template you have created as the basis for a new document.
● New from existing Clicking this icon displays a dialog box in which you can select
an existing document as the basis for a new document.
The icons in the Office.com Templates section represent categories of common types of
files for the program you’re working in. Depending on how many templates are available
in a category, the icon might be a folder. Regardless, clicking one of these icons displays
more templates that are available for download from the Microsoft Office Online Web
site. You can also search for specific file types by entering the type you want in the Search
Office.com For Templates box and clicking the Start Searching button.
See Also For information about document templates, refer to Microsoft Word 2010 Step by
Step by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
When you find a template you might want to use as the basis for your new file, clicking
its icon displays a preview of that file in the right pane. You can then click the Create button in the right pane to create the file.
Tip Double-clicking an icon creates that type of file without first displaying it in the preview
pane.
Each file you create from the New page of the Backstage view is temporary until you
save it. To save a document, workbook, or presentation for the first time, you click
the Save button on the Quick Access Toolbar or click Save in the Backstage view. Either
action displays the Save As dialog box, where you can assign a name and storage location to the file.
40 Chapter 2 Work with Files
By default, the Save As dialog box displays the contents of your Documents library.
Troubleshooting This graphic shows the Save As dialog box as it appears when Word is running on Windows 7. If you are using a different version of the Windows operating system,
your dialog box will look different but the way you work in it will be similar.
If you want to save the file in a folder other than the one shown in the Address bar at
the top of the dialog box, you can click the arrow or chevrons in the Address bar or click
locations in the Navigation pane on the left to display the folder you want. If you want
to create a folder in which to store the file, you can click the New Folder button on the
toolbar.
If you want to save a file in a format other than the one shown in the Save As Type box,
click the Save As Type arrow and then, in the Save As Type list, click the file format you
want.
Creating and Saving Files 41
After you save a file the first time, you can save subsequent changes by clicking the Save
button. The new version of the file then overwrites the previous version.
Keyboard Shortcut Press Ctrl+S to save the current document.
Tip Windows 7 automatically retains previous file versions. To view previous versions of a file
on a computer running Windows 7, right-click the file in Windows Explorer, and then click
Restore Previous Versions.
If you want to keep both the new version and the previous version, click Save As in the
Backstage view, and then save the new version with a different name in the same location or with the same name in a different location. (You can’t store two files of the same
type with the same name in the same folder.)
Tip By default, each program periodically saves the file you’re working on in case the program
stops responding or you lose electrical power. To adjust the frequency at which the program
saves the file, display the Backstage view, click Options, click the Save tab in the left pane
of the Options dialog box, and specify the period of time in the box to the right of the Save
AutoRecover Information Every check box. Then click OK.
In this exercise, you’ll work with files in Word by using techniques that are common to
all Office 2010 programs. You’ll create a blank document, enter text, and save the document in a folder that you create.
SET UP You don’t need any practice files to complete this exercise. Start Word, and
then follow the steps.
1. On the ribbon, click the File tab to display the Backstage view. Then in the left
pane of the Backstage view, click New.
2. On the New page, double-click Blank document.
Word creates a blank document temporarily called Document2 and displays it in its
own program window in Print Layout view. Document1 is still open, but its window
is hidden by the Document2 window.
Tip Word created Document1 when you started the program.
See Also For information about switching between open windows, see “Viewing Files in
Different Ways” later in this chapter.
3. With the cursor at the beginning of the new document, type Parks Appreciation
Day, and then press the Enter key.
The text appears in the new document.
42 Chapter 2 Work with Files
4. Type the following sentence (including the period):
Help beautify our city by participating in the annual cleanup of Log Park,
Swamp Creek Park, and Linkwood Park. This is a lot of fun! Volunteers
receive a free T-shirt and barbeque lunch. Bring your own gardening tools
and gloves.
Notice that you did not need to press Enter when the cursor reached the right
margin because the text automatically continued on the next line.
You press Enter at the end of each paragraph; the Word Wrap feature takes care of wrapping
each line.
Tip If a red or green wavy line appears under a word or phrase, Word is flagging a
possible error in spelling or grammar. For now, ignore any errors.
5. Press Enter, and then type the following sentence (including the period):
The Service Committee is coordinating groups to participate in this
event. If you are interested in spending time outdoors with your family
and friends while improving the quality of our parks, contact Paul Shen at
paul@treyresearch.net.
6. On the Quick Access Toolbar, click the Save button.
The Save As dialog box opens, displaying the contents of your Documents library.
In the File Name box, Word suggests the first words in the document as a possible
name.
7. Navigate to your Chapter02 practice file folder.
Creating and Saving Files 43
8. On the dialog box’s toolbar, click the New folder button, type My New Documents
as the name of the new folder, and press Enter. Then double-click the My New
Documents folder.
9. In the File name box, click anywhere in Parks Appreciation Day to select it, and
then replace this name by typing My Announcement.
Important Each type of file is identified by a specific file name extension. For example, the extension .docx identifies documents created in Word 2010 or Word 2007 that
don’t contain macros. Windows 7 does not display these extensions by default, and you
don’t need to type them in the Save As dialog box. When you save a file, Word automatically adds whatever extension is associated with the type of file selected in the Save As
Type box.
10. Click Save.
The Save As dialog box closes, Word saves the My Announcement document in the
My New Documents folder, and the name of the document, My Announcement,
appears on the program window’s title bar.
11. Display the Backstage view, and then click Save As.
The Save As dialog box opens, displaying the contents of the My New Documents
folder, because that is the last folder you worked with.
12. In the Address bar of the Save As dialog box, to the left of My New Documents,
click Chapter02.
The dialog box now displays the contents of the Chapter02 practice file folder,
which is the folder that contains the My New Documents folder.
See Also For information about working with the file properties that appear at the bottom of the Save As dialog box, see “Preparing Documents for Electronic Distribution”
in Chapter 7, “Preview, Print, and Distribute Documents.”
13. Click Save.
Word saves the My Announcement document in the Chapter02 practice file folder.
You now have two versions of the document saved with the same name but in different folders.
CLEAN UP At the right end of the title bar, click the Close button (the X) to close the
My Announcement document. Leave Document1 open for use in the next exercise.
44 Chapter 2 Work with Files
File Compatibility with Earlier Versions of Office Programs
The Office 2010 programs use file formats based on a programming language called
extended markup language, or more commonly, XML. These file formats, called the
Microsoft Office Open XML Formats, were introduced with Microsoft Office 2007.
The Office Open XML formats provide the following benefits:
● File size is smaller because files are compressed when saved, decreasing the
amount of disk space needed to store the file, and the amount of bandwidth
needed to send files in e-mail, over a network, or across the Internet.
● Recovering at least some of the content of damaged files is possible because
XML files can be opened in a text program such as Notepad.
● Security is greater because the standard file formats cannot contain macros,
and personal data can be detected and removed from the file. (Word 2010 and
Word 2007 provide a different file format—.docm—for documents that
contain macros.)
Each Office 2010 program offers a selection of file formats intended to provide
specific benefits. The file formats and file name extensions for Word 2010 documents include the following:
● Word Document (.docx)
● Word Macro-Enabled Document (.docm)
● Word Template (.dotx)
● Word Macro-Enabled Template (.dotm)
● Word XML Document (.xml)
The file formats and file name extensions for Excel 2010 documents include the
following:
● Excel Workbook (.xlsx)
● Excel Macro-Enabled Workbook (.xlsm)
● Excel Binary Workbook (.xlsb)
● Excel Template (.xltx)
● Excel Macro-Enabled Template (.xltm)
● Excel Add-In (.xlam)
Creating and Saving Files 45
The file formats and file name extensions for PowerPoint 2010 documents include
the following:
● PowerPoint Presentation (.pptx)
● PowerPoint Macro-Enabled Presentation (.pptm)
● PowerPoint Template (.potx)
● PowerPoint Macro-Enabled Template (.potm)
● PowerPoint Show (.ppsx)
● PowerPoint Macro-Enabled Show (.ppsm)
● PowerPoint Add-In (.ppam)
● PowerPoint XML Presentation (.xml)
● PowerPoint Picture Presentation (.pptx)
Other non–program specific file types, such as text files, Web pages, PDF files, and
XPS files, are available from the Save As dialog box of each program.
Tip OneNote notebooks are stored in folders. For information about the OneNote
file formats, see “Navigating in the OneNote Program Window” in Chapter 18,
“Explore OneNote 2010.”
You can open a file created with Office 2003, Office XP, Office 2000, or Office 97
in an Office 2010 program, but new features will not be available. The file name
appears in the title bar with [Compatibility Mode] to its right. You can work in
Compatibility mode, or you can convert the document to the current file format
by displaying the Info page of the Backstage view and clicking the Convert button
in the Compatibility Mode section. You can also click Save As in the Backstage view
to save a copy of the file in the current format.
If you work with people who are using Office 2003, Office XP, Office 2000, or
Office 97, you can save your documents in a format that they will be able to open
and use by choosing the corresponding 97-2003 file format in the Save As Type
list, or they can download the Microsoft Office Compatibility Pack for Word, Excel,
and PowerPoint File Formats from the Microsoft Download Center (located at
download.microsoft.com) so that they can open current Office files in their version
of Office.
46 Chapter 2 Work with Files
Opening, Moving Around in, and Closing Files
If a program isn’t already running, you can start the program and simultaneously open
an existing file by double-clicking the file in Windows Explorer. While a program is running, you can open an existing document from the Backstage view. If you have recently
worked on the document you want to open, you can display the Recent page and simply
click the document you want in the list. If the document is not available on the Recent
page, clicking Open in the left pane displays the Open dialog box.
The Open dialog box, displaying the contents of a recently used folder.
By default, the Open dialog box displays your Documents library, with a combined view
of your My Documents folder and the Public Documents folder. If you display the dialog
box again in the same Word session, it displays the contents of the folder from which
you last opened a file. To display the contents of a different folder, you can use the standard Windows techniques described in “Creating and Saving Files” earlier in this chapter.
After you locate the document you want to work with, you can open it by clicking its file
name and then clicking Open in the lower-right corner of the dialog box, or by simply
double-clicking the file name.
Tip Clicking a file name and then clicking the Open arrow (not the button) displays a list of
alternative ways in which you can open the file. To look through the file without making any
inadvertent changes, you can open it as read-only, or you can open a separate copy of the file.
After a computer crash or similar incident, you can open the file and attempt to repair any
damage. You can also display the file in other versions and formats.
Opening, Moving Around in, and Closing Files 47
If you open a document that is too long to fit entirely on the screen, you can bring
off-screen content into view without changing the location of the cursor by using the
vertical scroll bar in the following ways:
● Click the scroll arrows to move up or down by one line.
● Click above or below the scroll box to move up or down by the height of one
window.
● Drag the scroll box on the scroll bar to display the part of the document corresponding to the location of the scroll box. For example, dragging the scroll box
to the middle of the scroll bar displays the middle of the document.
If the document is too wide to fit on the screen, Word displays a horizontal scroll bar
that you can use in similar ways to move from side to side.
You can also move around in a document by moving the cursor. To place the cursor in a
specific location, you simply click there. To move the cursor one page backward or forward, you click the Previous Page and Next Page buttons below the vertical scroll bar.
You can also press a keyboard key to move the cursor. For example, pressing the Home
key moves the cursor to the left end of a line.
Tip The location of the cursor is displayed on the status bar. You can also display its location
by page, section, line, and column, and in inches from the top of the page. SImply select the
option you want from the status bar shortcut menu.
The following table lists ways to use your keyboard to move the cursor.
Cursor movement Key or keyboard shortcut
Left one character Left Arrow
Right one character Right Arrow
Down one line Down Arrow
Up one line Up Arrow
Left one word Ctrl+Left Arrow
Right one word Ctrl+Right Arrow
To the beginning of the current line Home
To the end of the current line End
To the beginning of the document Ctrl+Home
To the end of the document Ctrl+End
To the beginning of the previous page Ctrl+Page Up
To the beginning of the next page Ctrl+Page Down
Up one screen Page Up
Down one screen Page Down
48 Chapter 2 Work with Files
In a long document, you might want to move quickly among elements of a certain type;
for example, from graphic to graphic. Clicking the Select Browse Object button at the
bottom of the vertical scroll bar displays a gallery of browsing options, such as Browse By
Page and Browse By Graphic. (These options are also available on the Go To tab of the
Find And Replace dialog box, which you display by clicking the Find arrow in the Editing
group of the Home tab and then clicking Go To.) You can also display the Navigation
task pane and move from heading to heading or page to page.
Keyboard Shortcut Press Ctrl+G to display the Go To tab of the Find And Replace dialog box.
See Also For information about using the Navigation task pane to search for specific content
in a document, see “Finding and Replacing Text” in Chapter 3, “Edit and Proofread Text.”
If more than one document is open, you can close the active document without exiting
Word by clicking the Close button at the right end of the title bar. If only one document is
open, clicking the Close button closes the document and also exits Word. If you want to
close that document but leave Word running, you must click Close in the Backstage view.
In this exercise, you’ll work with files in Word by using techniques that are common to all
Office 2010 programs. You’ll open an existing document, save a copy of the document,
and explore various ways of moving around in it. Then you’ll close the document.
SET UP You need the Rules_start document located in your Chapter02 practice file
folder to complete this exercise. Continue from the previous exercise or exit and
restart Word so that Document1 is the only open document. Then follow the steps.
1. Click the File tab to display the Backstage view, and then click Open.
The Open dialog box opens, showing the contents of the folder you used for your
previous open or save action.
2. Navigate to the location in which you saved the practice files for this book, and
open the Chapter02 folder.
3. Click the Rules_start document, and then click Open.
The Rules_start document opens in the Word program window.
Opening, Moving Around in, and Closing Files 49
An existing document displayed in Print Layout view.
Troubleshooting The appearance of buttons and groups on the ribbon changes
depending on the width of the program window. For information about changing
the appearance of the ribbon to match our screen images, see “Modifying the Display
of the Ribbon” at the beginning of this book.
4. Display the Backstage view, and in the left pane, click Save As. In the Save As
dialog box, change the file name to Rules, and then click Save.
Now you can experiment with the document without fear of overwriting the
original.
5. In the second line of the document title, click at the end of the paragraph to
position the cursor.
6. Press the Home key to move the cursor to the beginning of the line.
7. Press the Right Arrow key six times to move the cursor to the beginning of the
word and in the heading.
50 Chapter 2 Work with Files
8. Press the End key to move the cursor to the end of the line.
9. Press Ctrl+End to move the cursor to the end of the document.
10. Press Ctrl+Home to move the cursor to the beginning of the document.
11. At the bottom of the vertical scroll bar, click the Next Page button.
12. Click above the scroll box to change the view of the document by the height of
one window.
13. Drag the scroll box to the top of the scroll bar.
The beginning of the document comes into view. Note that the location of the
cursor has not changed—just the view of the document.
14. Click to the left of the first row of the title to place the cursor at the top of the
document, and then near the bottom of the vertical scroll bar, click the Select
Browse Object button.
A gallery of browsing choices opens.
The Select Browse Object gallery.
15. Move the pointer over the buttons representing the objects among which you can
browse.
As you point to each button, the name of the browsing option appears at the top
of the gallery.
16. Click the Browse by Page button.
The cursor moves from the beginning of page 1 to the beginning of page 2.
17. Click the View tab, and then in the Show group, select the Navigation Pane
check box.
The Navigation task pane opens on the left side of the screen, displaying an outline
of the headings in the document. The heading of the section containing the cursor
is highlighted.
Opening, Moving Around in, and Closing Files 51
From the Navigation task pane, you can move from heading to heading or from page to page.
18. In the Navigation task pane, click the Landscaping heading.
Word scrolls the document and moves the cursor to the selected heading.
19. In the Navigation task pane, click the Browse the pages in your document tab
(the one with the icon of four small pages). Then scroll through the thumbnails in
the task pane, and click page 5.
20. At the right end of the Navigation task pane title bar, click the Close button.
21. At the right end of the program window title bar, click the Close button.
The Rules document closes, and Document1 becomes the active document.
22. Display the Backstage view, and then click Close.
Document1 closes, leaving Word running.
Troubleshooting In step 22, if you click the Close button at the right end of the title bar
instead of clicking Close in the Backstage view, you’ll close the open Word document
and exit the Word program. To continue working, start Word again.
CLEAN UP If you’re continuing directly to the next exercise, leave Word running.
52 Chapter 2 Work with Files
Viewing Files in Different Ways
In each program, you can display the content of a file in a variety of views, each suited
to a specific purpose. You switch the view by clicking the buttons in the Document Views
group on the View tab, or those on the View Shortcuts toolbar in the lower-right corner
of the program window. The views in each program are specific to that program’s files.
Word 2010 includes the following views:
● Print Layout view This view displays a document on the screen the way it will look
when printed. You can see page layout elements such as margins, page breaks,
headers and footers, and watermarks.
● Full Screen Reading view This view displays as much of the content of the document as will fit on the screen at a size that is appropriate for reading. In this view,
the ribbon is replaced by one toolbar at the top of the screen with buttons for saving and printing the document, accessing references and other tools, highlighting
text, and making comments. You can move from page to page and adjust the view by
selecting options from the View Options menu. You can edit the document only
if you turn on the Allow Typing option on this menu, and you can switch views
only by clicking the Close button to return to the previous view.
● Web Layout view This view displays the document the way it will look when
viewed in a Web browser. You can see backgrounds and other effects. You can
also see how text wraps to fit the window and how graphics are positioned.
● Outline view This view displays the structure of a document as nested levels of
headings and body text, and provides tools for viewing and changing its hierarchy.
● Draft view This view displays the content of a document with a simplified layout so
that you can type and edit quickly. You can’t see page layout elements.
See Also For information about Web Layout view and Outline view, refer to Microsoft
Word 2010 Step by Step by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
Excel 2010 includes the following views:
● Normal view This view displays the worksheet with column and row headers.
● Page Layout view This view displays the worksheet on the screen the way it will
look when printed, including page layout elements.
● Page Break Preview view This view displays only the portion of the worksheet that
contains content, and any page breaks. You can drag page breaks in this view to
move them.
Viewing Files in Different Ways 53
PowerPoint 2010 includes the following views:
● Normal view This view displays individual slides with active content objects such
as text containers, and a separate pane into which you can enter notes.
● Slide Sorter view This view displays all the slides in a presentation. You can apply
formatting to individual slides and to groups of slides, but you can’t edit the slide
content.
● Notes Page view This view displays each slide and its accompanying notes as they
will look when printed in the Notes Page print layout.
● Reading view This view displays individual slides as they will appear on the screen,
without active content objects. In this view, the ribbon is hidden. You can move
from page to page and adjust the view by selecting options from a menu on the
status bar. You can’t edit slide content in this view.
See Also For information about OneNote 2010 notebook views, see Chapter 18, “Explore
OneNote 2010.”
When you want to focus on the layout of a document, worksheet, or slide, you can
display rulers and gridlines to help you position and align elements. Simply select the
corresponding check boxes in the Show group on the View tab. You can also adjust the
magnification of the document by using the tools available in the Zoom group on the
View tab, or the Zoom button or Zoom slider at the right end of the status bar. Clicking
the Zoom button in either location displays a dialog box where you can select or type a
percentage; or you can drag the Zoom slider to the left or right or click the Zoom Out or
Zoom In button on either side of the slider to change the percentage incrementally.
You’re not limited to working with one file at a time. You can easily switch between open
files, and you can display more than one program window simultaneously. If you want to
work with different parts of a document, you can open the document in a second window and display both, or you can split a window into two panes and scroll through each
pane independently by using options in the Window group on the View tab.
Not represented on the View tab is a feature that can be invaluable when you are finetuning the layout of a document. Clicking the Show/Hide ¶ button in the Paragraph
group on the Home tab turns the display of nonprinting and hidden characters on and
off. Nonprinting characters, such as tabs and paragraph marks, control the layout of your
document, and hidden characters provide the structure for behind-the-scenes processes,
such as indexing. You can control the display of these characters for each window.
Tip You can hide any text by selecting it, clicking the Font dialog box launcher, selecting the
Hidden check box, and clicking OK. When the Show/Hide ¶ button is turned on, hidden text is
visible and is identified in the document by a dotted underline.
54 Chapter 2 Work with Files
In this exercise, you’ll work with files in Word by using techniques that are common to
all Office 2010 programs. First you’ll explore various ways that you can customize Print
Layout view to make the work of developing documents more efficient. You’ll turn white
space on and off, zoom in and out, display the rulers and Navigation task pane, and view
nonprinting characters and text. Then you’ll switch to other views, noticing the differences so that you have an idea of which one is most appropriate for which task. Finally,
you’ll switch between open documents and view documents in more than one window
at the same time.
SET UP You need the Procedures_start and Prices_start documents located in your
Chapter02 practice file folder to complete this exercise. Open the Procedures_start
document and save it as Procedures. Then follow the steps.
1. In Print Layout view, scroll through the document.
As you can see, on all pages but the first, the printed document will have the title
in the header at the top of the page, the page number in the right margin, and the
date in the footer at the bottom of each page.
See Also For information about headers and footers, refer to Microsoft Word 2010 Step
by Step by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
2. Point to the gap between any two pages, and when the pointer changes to two
opposing arrows, double-click the mouse button. Then scroll through the document again.
The white space at the top and bottom of each page and the gray space between
pages are now hidden, as are the header and footer.
Hiding white space between pages makes it quicker to scroll through a long document and
easier to compare the content on two pages.
3. Restore the white space by pointing to the line that separates one page from the
next and double-clicking the mouse button.
Viewing Files in Different Ways 55
4. Press Ctrl+Home to move to the top of the document, and then near the right end
of the status bar, click the Zoom button.
The Zoom dialog box opens.
You can click a preset zoom percentage or specify your own.
5. Click Many pages. Then click the monitor button, click the second page thumbnail
in the top row, and click OK.
The magnification changes so that you can see two pages side by side.
You can now scroll through the document two pages at a time.
56 Chapter 2 Work with Files
6. At the bottom of the vertical scroll bar, click the Next Page button to display the
third and fourth pages of the document.
7. On the View tab, click the Zoom button. Then in the Zoom dialog box, click 75%,
and click OK.
Notice that the Zoom percentage and slider position are adjusted to reflect the
new setting.
8. On the status bar, at the left end of the Zoom slider, click the Zoom Out button
two times.
As you click the button, the Zoom percentage decreases and the slider moves to
the left.
9. At the right end of the Zoom slider, click the Zoom In button until the magnification is 100 percent.
10. On the View tab, in the Show group, select the Ruler check box.
Horizontal and vertical rulers appear above and to the left of the page. On the
rulers, the content area of the page is white and the margins are blue.
11. On the Home tab, in the Paragraph group, click the Show/Hide ¶ button.
Nonprinting characters such as spaces, tabs, and paragraph marks are now visible.
You can display the nonprinting characters that control the layout of the content.
12. On the View Shortcuts toolbar, click the Full Screen Reading button.
Word displays the document in a format that’s easy to read.
Viewing Files in Different Ways 57
You can’t edit content in Full Screen Reading view unless you set the view options to Allow
Typing.
13. In the lower-right corner of the window, click the Forward button.
You can now read the next two screens of information.
14. To the right of the screen indicator at the top of the window, click the Previous
Screen button.
15. Point to each button on the toolbar at the top of the window to display its
ScreenTip. Then in the upper-right corner, click the Close button to return to
Print Layout view.
16. Press Ctrl+Home. Then on the View Shortcuts toolbar, click the Web Layout
button, and scroll through the document.
In a Web browser, the text column will fill the window and there will be no page
breaks.
17. Press Ctrl+Home, and then on the View Shortcuts toolbar, click the Outline
button.
Word displays the document’s hierarchical structure, and the Outlining tab appears
on the ribbon.
58 Chapter 2 Work with Files
18. On the Outlining tab, in the Outline Tools group, click the Show Level arrow,
and in the list, click Level 2.
The document collapses to display only the Level 1 and Level 2 headings.
You can control the level of detail shown in the document’s hierarchy.
19. On the View Shortcuts toolbar, click the Draft button, and then scroll through
the document.
You can see the basic content of the document without any extraneous elements,
such as margins and headers and footers. The active area on the ruler indicates the
width of the text column, dotted lines indicate page breaks, and scrolling is quick
and easy.
20. Display the Backstage view, click Open, and then in the Open dialog box displaying the contents of your Chapter02 practice file folder, double-click Prices_start.
The Prices_start document opens in Print Layout view in its own window. Notice
that the telephone number in the body of the memo has a dotted underline, which
indicates that it is formatted as hidden.
21. Save the Prices_start document as Prices so that you can work with it without
overwriting the original.
22. On the Home tab, in the Paragraph group, click the active Show/Hide ¶ button
to turn it off.
The telephone number is no longer visible.
Viewing Files in Different Ways 59
23. On the View tab, in the Window group, click the Switch Windows button, and
then in the list of open documents, click Procedures.
The Procedures document is displayed in Draft view with nonprinting characters
and hidden text turned on.
24. On the View tab, in the Window group, click the Arrange All button.
The open windows are sized and stacked one above the other. Each window has
a ribbon, so you can work with each document independently.
You can display more than one window at the same time.
Tip The ribbons in each window take up a lot of screen space. To see more of each
document, you can click the Minimize The Ribbon button to hide all but the tab names.
25. At the right end of the Document1 window title bar, click the Close button. Then
in either open window, click the Arrange All button again.
Word resizes the open windows to occupy the available space.
26. At the right end of the Prices window title bar, click the Maximize button.
The window expands to fill the screen.
27. On the View tab, in the Show group, clear the Ruler check box.
CLEAN UP Close the Procedures and Prices documents.
60 Chapter 2 Work with Files
Key Points
● You create new documents, workbooks, presentations, and notebooks from the
New page of the Backstage view. When creating documents, workbooks, and
presentations, you can choose a blank template or a template that includes preset
formatting and content placeholders.
● When you save a file, you specify its name, location, and file format in the Save As
dialog box. Each program offers several file formats.
● The cursor indicates the location in which text will be inserted when you type. It’s
easy to move the cursor by clicking in the text or by pressing keys and keyboard
shortcuts.
● You can view a file in a variety of ways, depending on your needs as you create the
file and on the purpose for which you are creating it.
61
Part 2
Microsoft Word 2010
3 Edit and Proofread Text . . . . . . . . . . . . . . . . . . . . . . . 63
4 Change the Look of Text . . . . . . . . . . . . . . . . . . . . . . . 99
5 Organize Information in Columns and Tables . . . . 139
6 Add Simple Graphic Elements . . . . . . . . . . . . . . . . . 167
7 Preview, Print, and Distribute Documents . . . . . . . 205
Chapter at a Glance
Make text
changes,
page 64
Find and
replace text,
page 73
Fine-tune text,
page 79
Correct spelling and
grammatical errors,
page 87
Insert saved text, page 93
63
3 Edit and
Proofread Text
In this chapter, you will learn how to
✔ Make text changes.
✔ Find and replace text.
✔ Fine-tune text.
✔ Correct spelling and grammatical errors.
✔ Insert saved text.
As you learned in Chapter 1, "Explore Office 2010," entering text is a simple matter of
typing. However, even the most accurate typists occasionally make mistakes, also known
as typos (for typographical errors). Unless the documents you create are intended for
no one’s eyes but your own, you need to ensure that they are not only correct but also
persuasive. Whether you are a novice or experienced writer, Microsoft Word 2010 has
several tools that make creating professional documents easy and efficient.
● Editing tools These tools provide quick-selection techniques and drag-anddrop editing to make it easy to move and copy text anywhere you want it.
● Search tools These tools can be used to locate and replace words, phrases, and
special characters, either one at a time or throughout a document.
See Also For information about using the search tools to find and replace formatting,
see the sidebar "Finding and Replacing Formatting" in Chapter 4, "Change the Look
of Text."
● Research tools These tools make it easy to find synonyms, look up information,
and translate words and phrases.
64 Chapter 3 Edit and Proofread Text
● AutoCorrect and Spelling And Grammar These features make it easy to correct
typographical and grammatical errors before you share a document with others.
● Quick Parts These building blocks can be used to save and recall specialized terms
or standard paragraphs.
Tip Word also includes formatted building blocks for document elements such as
cover pages, headers, and footers. For information, see "Inserting Building Blocks"
in Chapter 6, "Add Simple Graphic Elements."
In this chapter, you’ll edit the text in a document by inserting and deleting text, copying
and pasting a phrase, and moving a paragraph. Then you’ll replace one phrase with
another throughout the entire document. Next, you’ll replace a word with a synonym
and translate another word. You’ll also add misspelled words to the AutoCorrect list and
check the spelling and grammar of a document. Finally, you’ll save a couple of building
blocks for insertion later in a document.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter03 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
Making Text Changes
You’ll rarely write a perfect document that doesn’t require any editing. You’ll almost
always want to add or remove a word or two, change a phrase, or move text from one
place to another. You can edit a document as you create it, or you can write it first and
then revise it. Or you might want to edit a document that you created for one purpose
so that you can use it for a different purpose. For example, a letter might make an ideal
starting point for a flyer, or a report might contain all the information you need for a
Web document.
Inserting text is easy; you click to position the cursor and simply begin typing. Any
existing text to the right of the cursor moves to make room for the new text.
Deleting text is equally easy. If you want to delete only one or a few characters, you can
simply position the cursor and then press the Backspace or Delete key until the characters are all gone. Pressing Backspace deletes the character to the left of the cursor;
pressing Delete deletes the character to the right of the cursor.
To delete more than a few characters efficiently, you need to know how to select the
text. Selected text appears highlighted on the screen. You can drag through a section
of text to select it, or you can select specific items as follows:
● Word Double-click anywhere in the word. The word and the space immediately
following it are selected, but not any punctuation following the word.
● Sentence Click anywhere in the sentence while holding down the Ctrl key. Word
selects all the characters in the sentence, from the first character through the space
following the ending punctuation mark.
● Paragraph Triple-click anywhere in the paragraph. Word selects the text of the
paragraph and the paragraph mark.
● Adjacent words, lines, or paragraphs Position the cursor at the beginning of the
text you want to select, hold down the Shift key, and then press the Arrow keys to
select one character or line at a time; hold down the Shift and Ctrl keys and press
the Arrow keys to select one word at a time; or click at the end of the text that you
want to select.
● Non-adjacent words, lines, or paragraphs Make the first selection, and then hold
down the Ctrl key while selecting the next text block.
Tip When you select text, Word displays a box called the Mini Toolbar so that you can quickly
format the selection. You can ignore this toolbar for now. For more information, see “Manually
Changing the Look of Characters” in Chapter 4, “Change the Look of Text.”
As an alternative way of selecting, you can use an invisible area in the document’s left
margin, called the selection area, to select items.
● Line Click in the selection area to the left of the line.
● Paragraph Double-click in the selection area to the left of the paragraph.
● Entire document Triple-click in the selection area.
Keyboard Shortcut Press Ctrl+A to select all the content in the body of the document.
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66 Chapter 3 Edit and Proofread Text
Selection area
In the selection area, the pointer becomes a right-pointing arrow.
After selecting the text you want to delete, press either Backspace or Delete.
Tip To release a selection, click anywhere in the window other than the selection area.
If you want to move or copy the selected text, you have three options:
● Drag-and-drop editing Use this feature, which is frequently referred to simply as
dragging, when you need to move or copy text only a short distance—for example,
within a paragraph. Start by using any of the methods described previously to
select the text. Then point to the selection, hold down the mouse button, drag the
text to its new location, and release the mouse button. To copy the selection, hold
down the Ctrl key while you drag.
● Cut, Copy, and Paste buttons Use this method when you need to move or copy
text between two locations that you cannot see at the same time—for example,
between pages or between documents. Select the text, and click the Cut or Copy
button in the Clipboard group on the Home tab. (The cut or copied item is stored
in an area of your computer’s memory called the Microsoft Office Clipboard, hence
the name of the group.) Then reposition the cursor, and click the Paste button to
insert the selection in its new location. If you click the Paste arrow instead of the
button, Word displays a list of different ways to paste the selection.
Under Paste Options, buttons represent the ways in which you can paste the item.
Pointing to a button under Paste Options displays a preview of how the cut or
copied item will look when pasted into the text in that format, so you can experiment with different ways of pasting until you find the one you want.
See Also For more information about the Clipboard, see the sidebar “About the
Clipboard” later in this chapter.
● Keyboard shortcuts It can be more efficient to press key combinations to cut,
copy, and paste selections than to click buttons on the ribbon. The main keyboard
shortcuts for editing tasks are shown in the following table.
Task Keyboard shortcut
Cut Ctrl+X
Copy Ctrl+C
Paste Ctrl+V
Undo Ctrl+Z
Repeat/Redo Ctrl+Y
Using a keyboard shortcut to cut or copy a selection stores the item on the
Clipboard, just as if you had clicked the corresponding button.
Tip No matter which method you use, when you cut text, Word removes it from its original
location. When you copy text, Word leaves the text in the original location and repeats it in
the new location.
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68 Chapter 3 Edit and Proofread Text
If you make a change to a document and then realize that you made a mistake, you can
easily reverse the change. You can undo your last editing action by clicking the Undo
button on the Quick Access Toolbar. To undo an earlier action, click the Undo arrow and
then click that action in the list.
Tip Selecting an action from the Undo list undoes that action and all the editing actions
you performed after that one. You cannot undo only one action other than the last one you
performed.
If you make a change to a document and want to repeat that change elsewhere, you
can click the Repeat button on the Quick Access Toolbar. If the last task you performed
was to undo an action, the Repeat button is replaced by the Redo button. So if you
change your mind about whatever you undid, you can click the Redo button to return
the text to its previous state. You can’t redo multiple actions by clicking them in a list
as you can with the Undo button, but you can click the Redo button repeatedly until
the text is restored to what you want.
In this exercise, you’ll edit the text in a document. You’ll insert and delete text, undo the
deletion, copy and paste a phrase, and move a paragraph.
SET UP You need the Orientation_start document located in your Chapter03 practice
file folder to complete this exercise. Open the Orientation_start document, and save
it as Orientation. Then follow the steps.
1. If formatting marks such as spaces and paragraph marks are not visible in the
document, on the Home tab, in the Paragraph group, click the Show/Hide ¶
button.
Keyboard Shortcut Press Ctrl+* to turn formatting marks on or off. (You need to hold
down the Shift key to activate the * key. So in effect, you are pressing Ctrl+Shift+8.)
2. In the second bullet point under Project Goals, double-click the word natural to
select it, and then press Backspace.
3. In the third bullet point, click to the left of the a in the word and, hold down the
Shift key, and then click to the right of the e in the word motivate.
Word selects the text between the two clicks.
Troubleshooting If Word selects the word Engage as well, you clicked before the space
instead of after it. Click anywhere in the document to release the selection, and then
repeat step 3, being sure to click after the space but before the word and.
You can use the Shift+click method to select as much text as you want.
4. Press Delete to delete the selection.
Word also deletes the space after the selection.
5. In the fourth bullet point, double-click the word Forge, and then replace it by
typing Build.
Notice that you don’t have to type a space after Build. Word inserts the space
for you.
Tip Word inserts and deletes spaces because the Use Smart Cut And Paste check box is
selected on the Advanced page of the Word Options dialog box. If you want to be able
to control the spacing yourself, click the Options button in the Backstage view, click
Advanced, clear this check box (located in the Cut, Copy, And Paste area), and then
click OK.
6. Scroll the page, and position the mouse pointer at the edge of the page to the left
of the first bullet point under Questions for Team Leaders. Then with the pointer
in the selection area, click to select the entire paragraph.
Tip Clicking once selects this paragraph because it is only one line long. If the paragraph
contained more than one line, you would need to double-click.
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70 Chapter 3 Edit and Proofread Text
7. On the Home tab, in the Clipboard group, click the Copy button.
The selection is copied to the Clipboard.
8. If you can’t see the bulleted list under Questions for Department Reps, click
the Next Page button below the vertical scroll bar to move to the beginning
of the next page. Then click to the left of What in the first bullet point under
Questions for Department Reps, and in the Clipboard group, click the Paste
arrow.
The Paste Options menu opens.
The Paste Options menu includes buttons representing pasting options.
9. Point to the Merge List button, notice how the text will look with this paste option
implemented, and then click the button.
The Paste Options button appears below and to the right of the inserted bullet point.
You can click this button to display a list of paste options if you want to change the
way the text has been pasted or the default way Word pastes. In this case, you can
just ignore it.
10. In the Set Up Team section, triple-click anywhere in the paragraph that begins
The Committee will pursue to select the entire paragraph.
11. In the Clipboard group, click the Cut button.
12. Press the Up Arrow key to move to the beginning of the preceding paragraph, and
then in the Clipboard group, click the Paste button.
The two paragraphs switch places.
13. On the Quick Access Toolbar, click the Undo arrow, and then in the Undo list, click
the third action (Paste Merge List).
Word undoes the previous cut-and-paste operation and the pasting of the
copied text.
14. Press Ctrl+Home to move to the top of the document. Then position the pointer
in the selection area adjacent to the third bullet point under Project Goals, and
click to select the paragraph.
15. Point to the selection, hold down the mouse button, and then drag the paragraph
up to the left of the word Make at the beginning of the preceding bullet point.
When you release the mouse, the bullet point moves to its new location.
16. With the text still selected, press the End key.
Word releases the selection and moves the cursor to the end of the paragraph.
17. Press the Spacebar, and then press Delete.
Word deletes the paragraph mark and merges the two bullet points.
In the second bullet point, two bullets have now been combined into one.
CLEAN UP If you prefer not to see formatting marks, turn them off. Then save and
close the Orientation document.
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72 Chapter 3 Edit and Proofread Text
About the Clipboard
You can view the items that have been cut or copied to the Clipboard in the Clipboard
task pane, which you display by clicking the Clipboard dialog box launcher on the
Home tab.
The Clipboard stores items that have been cut or copied from any Office program.
To paste an individual item at the cursor, you simply click the item in the Clipboard
task pane. To paste all the items, click the Paste All button. You can point to an
item, click the arrow that appears, and then click Delete to remove it from the
Clipboard and the task pane, or you can remove all the items by clicking the
Clear All button.
You can control the behavior of the Clipboard task pane by clicking Options at the
bottom of the pane, and choosing the circumstances under which you want the task
pane to appear.
To close the Clipboard task pane, click the Close button at the right end of its title bar.
Finding and Replacing Text
One way to ensure that the text in your documents is consistent and accurate is to use the
Find feature to search for every occurrence of a particular word or phrase. For example,
if you are responsible for advertising a trademarked product, you might want to search
your marketing materials to check that every occurrence of the product’s name is correctly
identified as a trademark.
Clicking the Find button (not the arrow) in the Editing group on the Home tab displays
the Navigation task pane with the Search tab active. As you type characters in the Search
Document box at the top of the task pane, Word highlights all occurrences of those
characters in the document and displays them in the search results list in the Navigation
task pane.
Keyboard Shortcut Press Ctrl+F to display the Search tab of the Navigation task pane.
The Navigation task pane shows enough of the text surrounding the search term to identify its context.
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74 Chapter 3 Edit and Proofread Text
When you point to a particular search result in the Navigation task pane, a ScreenTip
displays the number of the page on which that result appears. You can click a search
result to scroll the document to display the result’s location.
Tip The beauty of the Navigation task pane is that you can continue editing your document
as you normally would, without closing the pane.
If you want to be more specific about the text you are looking for—for example, if you
want to look for occurrences that match the exact capitalization of your search term—
click the arrow at the right end of the Search Document box in the Navigation task
pane and then click Advanced Find to display the Find page of the Find And Replace
dialog box. Clicking More in the lower-left corner expands the dialog box to make
additional search options available.
You can make a search more specific by using the criteria in the Search Options area
of the Find And Replace dialog box.
In the expanded dialog box, you can do the following:
● Guide the direction of the search by selecting Down, Up, or All from the
Search list.
● Locate only text that matches the capitalization of the Find What text by selecting
the Match Case check box.
● Exclude occurrences of the Find What text that appear within other words by
selecting the Find Whole Words Only check box.
● Find two similar words, such as effect and affect by selecting the Use Wildcards
check box and then entering a wildcard character in the Find What box. The two
most common wildcard characters are:
❍ ?, which represents any single character in this location in the Find What
text.
❍ *, which represents any number of characters in this location in the Find
What text.
Tip To see a list of the available wildcards, use Help to search for the term wildcards.
● Find occurrences of the search text that sound the same but are spelled differently,
such as there and their, by selecting the Sounds Like check box.
● Find occurrences of a particular word in any form, such as try, tries, and tried, by
selecting the Find All Word Forms check box. You can match a prefix or a suffix,
and you can ignore punctuation and white space.
● Locate formatting, such as bold, or special characters, such as tabs, by selecting
them from the Format or Special list.
See Also For information about finding and replacing formatting, see the sidebar
“Finding and Replacing Formatting” in Chapter 4, ”Change the Look of Text.”
If you want to substitute a specific word or phrase for another, you can use the Replace
feature. Clicking the Replace button in the Editing group of the Home tab displays the
Replace page of the Find And Replace dialog box.
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76 Chapter 3 Edit and Proofread Text
Correcting errors and inconsistencies is easy with the Replace feature.
Keyboard Shortcut Press Ctrl+H to display the Replace page of the Find And Replace dialog box.
Tip If the Navigation task pane is open, you can click the arrow at the right end of the Search
Document box and then click Replace. The Find And Replace dialog box opens with the
search term from the Navigation task pane already in the Find What box.
On the Replace page, you can click the following:
● Find Next Finds the first occurrence or leaves the selected occurrence as it is and
locates the next one
● Replace Replaces the selected occurrence with the text in the Replace With box
and moves to the next occurrence
● Replace All Replaces all occurrences with the text in the Replace With box
Tip Before clicking Replace All, ensure that the replacement is clearly defined. For
example, if you want to change trip to journey, be sure to tell Word to find only the
whole word trip; otherwise, triple could become journeyle.
As on the Find page, clicking More displays the options you can use to carry out more
complicated replacements.
In this exercise, you’ll find a phrase and make a correction to the text. Then you’ll replace
one phrase with another throughout the entire document.
SET UP You need the RulesRegulations_start document located in your Chapter03
practice file folder to complete this exercise. Open the RulesRegulations_start
document, and save it as RulesRegulations. Then follow the steps.
1. With the cursor at the beginning of the document, on the Home tab, in the
Editing group, click the Find button (not its arrow).
The Navigation task pane opens, displaying the Search tab.
2. With the cursor in the Search Document box, type Board. (Don’t type the period.)
The Navigation task pane displays 62 matches with the word Board and highlights
every occurrence in the document.
In the Navigation task pane, you can click each match to view its corresponding location in
the document.
3. In the Navigation task pane, click the fifth match in the search results to jump to
page 2.
Notice that under the heading 4. Storage, Word has highlighted the board portion of
skateboards. You need to restrict the search to the whole word Board.
4. In the Navigation task pane, click the arrow at the right end of the Search
Document box.
A menu of options for refining the search appears.
You can click options that allow you to find specific types of objects as well as text.
5. In the top part of the list, click Advanced Find.
The Find And Replace dialog box opens with the Find page displayed. The Find
What box already contains the search term from the Navigation task pane.
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78 Chapter 3 Edit and Proofread Text
6. In the lower-left corner of the dialog box, click More.
The dialog box expands to display options for refining the search.
7. In the Search Options area of the dialog box, select the Match case and Find
whole words only check boxes. Then click Reading Highlight, click Highlight
All, and click Close.
Under the 4. Storage heading, the word skateboards is no longer highlighted.
8. Press Ctrl+Home to move the cursor to the beginning of the document.
9. In the Navigation task pane, display the search options list again, and then click
Replace.
The Find And Replace dialog box opens with the Replace page active. The Find
What box retains the entry from the previous search, and the Match Case and
Find Whole Words Only check boxes are still selected.
10. Click Less to reduce the size of the box, and then drag the box by its title bar
toward the top of the document.
11. Click the Replace with box, type Association Board, and then click Find Next.
Word highlights the first occurrence of Board.
12. In the dialog box, click Replace.
Word replaces the first occurrence of Board with Association Board and then finds
the next occurrence.
If you don’t want to replace an occurrence, click Find Next to skip it.
13. Having tested the replacement, click Replace All.
14. When Word tells you how many replacements it made, click OK to close the message
box. Then in the Find and Replace dialog box, click Close.
15. Press Ctrl+Home to move to the beginning of the document.
In the Updated and Approved line of text, the word Association is now duplicated.
16. Use your new find and replace skills to replace any instances of Association
Association in the document with Association.
CLEAN UP Close the Navigation task pane. Then save and close the RulesRegulations
document.
Fine-Tuning Text
Language is often contextual—you use different words and phrases in a marketing
brochure than you would in a letter requesting immediate payment of an invoice or in
an informal memo about a social gathering after work. To help you ensure that you’re
using the words that best convey your meaning in any given context, Word provides
a thesaurus where you can look up alternative words, called synonyms, for a selected
word. The Thesaurus is one of a set of research services provided by Word.
To look up alternatives for a word, you can right-click the word, and then click Synonyms to
display a list from which you can choose the one you want. Alternatively, you can select
the word and then click the Thesaurus button in the Proofing group on the Review tab. The
Research task pane opens, displaying the selected word in the Search For box and synonyms
for that word in the Thesaurus list.
Keyboard Shortcut Press Shift+F7 to open the Research task pane and display Thesaurus
entries for the active word, which is also displayed in the Search For box.
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80 Chapter 3 Edit and Proofread Text
You can click a synonym to display its synonyms and click again to repeat that process until you find
exactly the word you want.
To replace the selected word with a synonym, point to your chosen synonym, click the
arrow that appears, and then click Insert.
In addition to the Thesaurus, the Research task pane provides access to a variety of informational resources. You first open the Research task pane by clicking the Research button
in the Proofing group and then enter a topic in the Search For box, specifying in the box
below which resource Word should use to look for information about that topic.
Keyboard Shortcut Press the Alt key and click anywhere in the document to display the
Research task pane.
You can choose a specific resource from the list or click All Reference Books
or All Research Sites to widen the search.
Clicking Research Options at the bottom of the Research task pane displays the Research
Options dialog box. In this dialog box, you can specify which of a predefined set of
reference materials and other Internet resources will be available from the list.
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You can click Add Services to include your favorite reference resources in the list.
Word also comes with three translation tools with which you can quickly translate words
and phrases, or even entire documents.
● Mini Translator You turn the Mini Translator on or off by clicking the Translate button
in the Language group of the Review tab and then clicking Mini Translator. When the
Mini Translator is turned on, you can point to a word or selected phrase to display
a translation in the specified language. When the box containing the translation is
displayed, you can click the Expand button to display the Research task pane, where
you can change the translation language. You can also copy the translated word or
phrase, or hear the word or phrase spoken for you.
Using the Mini Translator is the quickest way to obtain the translation of a selection.
● Online bilingual dictionary To obtain the translation of a word that does not
appear in the text of a document, you can click Translate Selected Text in the
Translate menu to display the Research task pane, type the word in the Search
For box, specify the language you want, and then click Start Searching. Word
consults the online bilingual dictionary for the language you chose and displays
the result. You can then click Insert to enter a translated word in the document
at the cursor.
You can use the bilingual dictionary to translate a selected word
or the word you type in the Search For box.
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● Online machine translator To translate an entire document, you can click Translate
Document on the Translate menu. When Word displays a message that the document will be sent for translation by the Microsoft Translator service (which is free),
click Send. The document and its translation then appear side by side in your Web
browser. You can set the translation from and translation to languages in the boxes
at the top of the Web page and click buttons to change the view.
The Microsoft Translator service translates complete documents into the language you select.
To change the default language used by the Mini Translator or the machine translator, you
click Choose Translation Language on the Translate menu. Then in the Translation Language
Options dialog box, you can select different language pairs for each type of translator.
You can translate from and to many languages, including Arabic, Chinese, Greek, Hebrew, Italian,
Japanese, Korean, Polish, Portuguese, Russian, Spanish, and Swedish.
In this exercise, you’ll use the Thesaurus to replace one word with another. Then you’ll
experiment with the Mini Translator.
SET UP You need the Brochure_start document located in your Chapter03 practice
file folder to complete this exercise. Open the Brochure_start document, and save it
as Brochure. Then follow the steps.
1. Double-click the word acclaimed in the second line of the first paragraph.
2. On the Review tab, in the Proofing group, click the Thesaurus button.
The Research task pane opens, listing synonyms for the word acclaimed.
3. In the task pane, under much-admired, click commended.
The word commended replaces acclaimed in the Search For box at the top of the
task pane.
Synonyms for commended are now listed in the task pane.
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4. Point to the word celebrated, click the arrow that appears to its right, and then
click Insert.
The word celebrated replaces acclaimed in the document.
5. Close the Research task pane.
Tip You can open the Research task pane at any time by clicking the Research button in
the Proofing group on the Review tab.
6. In the Language group, click the Translate button, and then click Choose
Translation Language.
The Translation Language Options dialog box opens.
7. Under Choose Mini Translator language, click the Translate to arrow, click
French (France) in the list, and then click OK.
8. In the Language group, click the Translate button, and then click Mini Translator
[French (France)].
The Mini Translator is now turned on.
9. In the last paragraph of the document, point to the word wardrobe, and then
move the pointer over the shadow box that appears above the word.
The Mini Translator appears, showing two French translations for the word wardrobe:
armoire and garde-robe.
You can click the Play button to hear the translated word.
10. In the Mini Translator box, click the Expand button.
The Research task pane opens, displaying the settings for translating from English
into French.
11. Under Bilingual Dictionary in the Research task pane, double-click armoire to
select it.
12. Right-click the selection, and click Copy.
13. In the document, double-click the word wardrobe.
14. Right-click the selection, and under Paste Options in the list, point to (don’t click) the
Keep Text Only button.
Word displays a live preview of what the text will look like if you replace wardrobe
with armoire.
15. Press the Esc key to close the shortcut menu and leave the word wardrobe in
the text.
CLEAN UP Close the Research task pane, and turn off the Mini Translator by clicking
the Translate button in the Language group and clicking Mini Translator. Then save
and close the Brochure document.
Correcting Spelling and Grammatical Errors
In the days of handwritten and typewritten documents, people might have tolerated
a typographical or grammatical error or two because correcting such errors without
creating a mess was difficult. Word-processing programs such as Word have built-in
spelling and grammar checkers, so now documents that contain these types of errors
are likely to reflect badly on their creators.
Tip Although Word can help you eliminate misspellings and grammatical errors, its tools are
not infallible. You should always read through your document to catch any problems that the
Word tools can’t detect—for example, homonyms such as their, there, and they’re.
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Word provides these three tools to help you with the chore of eliminating spelling and
grammar errors:
● AutoCorrect This feature corrects commonly misspelled words, such as adn to
and, so that you don’t have to correct them yourself. AutoCorrect comes with a
long list of frequently misspelled words and their correct spellings. If you frequently
misspell a word that AutoCorrect doesn’t change, you can add it to the list in the
AutoCorrect dialog box. If you deliberately mistype a word and don’t want to accept
the AutoCorrect change, you can reverse the correction by clicking the Undo button
before you type anything else.
● Error indicators Word underlines potential spelling errors with red wavy underlines and grammatical errors with green wavy underlines. You can right-click an
underlined word or phrase to display suggested corrections in a shortcut menu.
● Spelling and Grammar dialog box If you want to check the spelling or grammar of
the entire document, you can click the Spelling & Grammar button in the Proofing
group on the Review tab. Word then works its way through the document and
displays the Spelling And Grammar dialog box if it encounters a potential error.
The buttons in the Spelling And Grammar dialog box are dynamic and reflect the type
of error found.
Keyboard Shortcut Press F7 to start checking the spelling and grammar from your
current location in the document.
If the error is a misspelling, the Spelling And Grammar dialog box suggests corrections; if the error is a breach of grammar rules, the Spelling And Grammar dialog box
tells you which rule you have broken and suggests corrections. You can implement a
suggestion by double-clicking it in the Suggestions box.
In this exercise, you’ll change an AutoCorrect setting and add a word to the AutoCorrect
list. You’ll check the spelling in the document and add terms to the custom dictionary,
and then you’ll find, review, and correct a grammatical error.
SET UP You need the Letter_start document located in your Chapter03 practice
file folder to complete this exercise. Open the Letter_start document, and save it as
Letter. Then follow the steps.
1. Click immediately to the left of negative in the last line of the first paragraph, and
then type coresponding, followed by a space.
As soon as you press the Spacebar, AutoCorrect changes coresponding to
corresponding.
2. Click the File tab to display the Backstage view, and then click Options.
3. In the left pane of the Word Options dialog box, click Proofing, and then on the
Proofing page, click AutoCorrect Options.
The AutoCorrect dialog box opens, displaying the AutoCorrect page.
A selected check box indicates an error that AutoCorrect will automatically correct.
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Tip You can clear the check box of any item you don’t want corrected. For example, if
you don’t want AutoCorrect to capitalize the first letter that follows a period, clear the
Capitalize First Letter Of Sentences check box.
4. In the Replace box, type avalable.
Word scrolls the list below to show the entry that is closest to what you typed.
5. Press the Tab key to move the cursor to the With box, and then type available.
6. Click Add to add the entry to the correction list, and then click OK.
7. Click OK to close the Word Options dialog box.
8. Position the cursor at the end of the second paragraph, press the Spacebar, and
then type Sidney will not be avalable May 10-14 followed by a period.
The word avalable changes to available.
9. In the first paragraph, right-click sorces, the first word with a red wavy underline.
Word lists possible correct spellings for this word.
The shortcut menu also lists actions you might want to carry out,
such as adding the word to the AutoCorrect list.
10. In the list, click sources.
Word removes the red wavy underline and inserts the correction.
Tip Word’s grammar checker helps identify phrases and clauses that don’t follow
traditional grammatical rules, but it’s not always accurate. It’s easy to get in the habit of
ignoring green wavy underlines. However, it’s wise to scrutinize them all to be sure that
your documents don’t contain any embarrassing mistakes.
11. Press Ctrl+Home to move to the beginning of the document, and then on the
Review tab, in the Proofing group, click the Spelling & Grammar button.
The Spelling And Grammar dialog box opens, with the duplicate word to in red in
the Repeated Word box.
Behind the dialog box, Word has highlighted the duplicate to in the document.
Troubleshooting If the errors we mention don’t appear to be in the practice file,
click Options at the bottom of the Spelling And Grammar dialog box. Then in the
Word Options dialog box, under When Correcting Spelling And Grammar In Word,
click Recheck Document. Click Yes to reset the spelling and grammar checkers, and
then click OK.
12. Click Delete.
Word deletes the second to and then displays the first word it does not recognize,
commited, in red in the Not In Dictionary box.
13. With committed selected in the Suggestions box, click AutoCorrect.
Word adds the misspelling and the selected correction to the AutoCorrect list, so
that the next time you type commited by mistake, the spelling will be corrected for
you as you type. The program then identifies a possible grammatical error.
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This grammatical error is identified as an incorrect use of a comma.
You need to read the sentence and then decide whether and how to correct the
error. In this case, the error is not related to the comma after venture but to the fact
that there is no verb in the first half of the sentence.
14. In the Comma Use box, double-click the word An at the beginning of the sentence
with the error, and type The import business is an. Then click Change.
Word flags Contoso as a word it doesn’t recognize.
Troubleshooting If Word does not proceed to the next potential error after you click
Change, click Resume to tell Word to continue with the spelling and grammar check.
Contoso is a proper noun and is spelled correctly. You could click Ignore All
to cause Word to skip over any other instances of this word in this document.
However, if this name appears frequently in your documents, you can prevent
Word from continuing to flag it by adding the word to the custom dictionary.
15. Click Add to Dictionary.
Word displays a message indicating that it has finished checking the spelling and
grammar of the document.
16. Click OK to close the message box.
Tip The grammar checker doesn’t always catch awkward phrasing. For example, note the
error in the second sentence of the first paragraph of the Letter document. It’s a good
example of why you should always proofread your documents, to catch the things that
Word doesn’t.
CLEAN UP Save the Letter document, and then close it.
Viewing Document Statistics
As you type, Word keeps track of the number of pages and words in your document
and displays this information at the left end of the status bar. To see the number of
words in only part of the document, such as a few paragraphs, simply select that
part. The status bar then displays the number of words in the selection, expressed as
a fraction of the total, such as 250/800.
You can see more statistics in the Word Count dialog box, which you open by clicking
the Word Count button in the Proofing group on the Review tab.
In addition to counting pages and words, Word counts characters, paragraphs, and lines.
Word also gives you the option of including or excluding words in text boxes,
footnotes, and endnotes.
Inserting Saved Text
Another way to ensure consistency in your documents while also saving time is to use
building blocks. These are saved items that are available for use in any document.
Word 2010 comes with many built-in building blocks for formatted items such as
cover pages, headers and footers, tables, and text boxes. You can also save your own
building blocks by using the Quick Parts feature.
See Also For information about the building blocks that come with Word, see “Inserting
Building Blocks” in Chapter 6, “Add Simple Graphic Elements.”
A custom building block can be a simple phrase or sentence that you type often, or it can
include multiple paragraphs, formatting, graphics, and so on. The trick is to first ensure
that the text is exactly the way you want it. Then you can save the building block and use it
confidently wherever you need it.
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To create a building block, you select the item you want to save, click Quick Parts in the
Text group on the Insert tab, and save the selection in the Quick Parts gallery with an
assigned name. You can then insert the building block at the cursor by clicking Quick
Parts to display the gallery and clicking the thumbnail of the building block you want.
Or you can insert it elsewhere by right-clicking the thumbnail in the gallery and then
clicking one of the specified locations.
You can insert a custom building block by selecting a location from a list.
Tip In a document, you can type the name of any building block and then press the F3 key to
insert it at the cursor.
When you create a custom building block, Word saves it in a special file called the Building
Blocks template. When you exit Word, you’ll be asked whether you want to save this template. If you want to discard the building blocks you have created in this Word session,
click Don’t Save. If you want them to be available for future documents, click Save.
In this exercise, you’ll save a company contact-information block and the Latin name of a
plant as building blocks so that you can insert them elsewhere in a document.
SET UP You need the Bamboo_start document located in your Chapter03 practice
file folder to complete this exercise. Open the Bamboo_start document, and save it
as Bamboo. Then follow the steps.
1. At the top of the document, select the first four lines by using any of the selection
techniques described earlier in this chapter.
2. On the Insert tab, in the Text group, click the Quick Parts button, and then click
Save Selection to Quick Part Gallery.
The Create New Building Block dialog box opens.
Word suggests the first few words of the selection as the name of the building block.
3. In the Name box, type Contact Block, and then click OK.
Word saves the selection in the Quick Parts gallery.
4. In the third paragraph of the document, select obatea acuminata aztectorum
(don’t select the period). Then in the Text group, click the Quick Parts button.
Notice that the company contact information now appears as a building block in
the Quick Parts gallery.
The Quick Parts gallery displays only the building blocks you create. The built-in building
blocks are available from other galleries, such as the Cover Page gallery.
5. Click Save Selection to Quick Part Gallery, type oaa in the Name box, and
then click OK.
6. Press Ctrl+End to move the cursor to the end of the document, and then press
the Spacebar.
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7. Type In particular, we recommend oaa (don’t type a period).
8. Press F3, and then type a period.
Word replaces oaa with its building block, obatea acuminata aztectorum.
Troubleshooting Pressing F3 substitutes the corresponding building block only if
there is a space to the left of the building block name and the cursor is immediately to
its right. If you want to enter a building block in existing text (rather than at the end of
it), you need to ensure that there is a space after the cursor. Type two spaces, position
the cursor between them, type the building block name, and then press F3.
9. Press Enter. Then in the Text group, click the Quick Parts button, and in the gallery,
click the Contact Block entry.
The company contact information appears at the cursor.
The two custom building blocks are inserted with just a few clicks.
CLEAN UP Save the Bamboo document, and then close it. When you exit Word,
remember to click Don’t Save when you are asked whether you want to save
changes to the Building Blocks template.
Inserting One Document into Another
Sometimes you’ll want to insert one saved document into another document. For
example, you might want to compile four quarterly reports so that you can edit
them to create an annual report. In this situation, it would be tedious to have to
select and copy the text of each report and then paste it into the annual document.
Instead, you can have Word insert the existing documents for you. Here’s how:
1. Position the cursor where you want to insert the existing document, and then
on the Insert tab, in the Text group, click the Object arrow.
2. In the list, click Text From File.
The Insert File dialog box opens.
3. Locate the file you want, and double-click it to insert it at the cursor.
Key Points
● You can cut or copy text and paste it elsewhere in the same document or in a
different document. Cut and copied text is stored on the Clipboard.
● Undo one action or the last several actions you performed by clicking the Undo
button (or its arrow) on the Quick Access Toolbar. Click the Redo button if you
change your mind again.
● You can find each occurrence of a word or phrase and replace it with another.
● Rely on AutoCorrect to correct common misspellings. Correct other spelling and
grammatical errors individually as you type or by checking the entire document in
one pass.
● You don’t have to type and proof the same text over and over again. Instead, save
the text as a building block and insert it with a few mouse clicks.
Key Points 97
Chapter at a Glance
Quickly format text,
page 100
Manually change the
look of characters,
page 111
Change a document’s
theme, page 106
Manually change the
look of paragraphs,
page 119
Create and modify lists,
page 130
99
4 Change the
Look of Text
In this chapter, you will learn how to
✔ Quickly format text.
✔ Change a document’s theme.
✔ Manually change the look of characters.
✔ Manually change the look of paragraphs.
✔ Create and modify lists.
The appearance of your documents helps to convey their message. Microsoft Word 2010
can help you develop professional-looking documents whose appearance is appropriate
to their contents. You can easily format the characters and paragraphs so that key points
stand out and your arguments are easy to grasp. You can also change the look of major
elements within a document by applying predefined sets of formatting called Quick Styles,
and you can change the look of selected text by applying predefined combinations called
text effects. In addition, you can change the fonts, colors, and effects throughout a document with one click by applying one of the built-in themes.
Tip A font consists of alphabetic characters, numbers, and symbols that share a common
design.
In this chapter, you’ll first experiment with built-in Quick Styles and text effects, and then
you’ll change the theme applied to a document. You’ll change the look of individual words,
and then you’ll change the indentation, alignment, and spacing of individual paragraphs.
You’ll also add borders and shading to make paragraphs stand out. Finally, you’ll create
and format both bulleted and numbered lists.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter04 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
100 Chapter 4 Change the Look of Text
Quickly Formatting Text
You don’t have to know much about character and paragraph formatting to be able to
format your documents in ways that will make them easier to read and more professional
looking. With a couple of mouse clicks, you can easily change the look of words, phrases,
and paragraphs by using Quick Styles.
Word has several types of predefined Quick Styles, but the simplest are those you can
apply to text.
● Paragraph styles You apply these to entire paragraphs, such as headings.
● Character styles You apply these to words.
● Linked styles You apply these to either paragraphs or words.
By default, Word makes just a few of the predefined Quick Styles available in the Quick
Styles gallery in the Styles group on the Home tab. Quick Styles apply a combination of
character formatting (such as font, size, and color) and paragraph formatting (such as
line spacing).
The Quick Styles gallery.
The styles displayed as thumbnails in the Quick Styles gallery have been designed to go
well together, so applying styles from the gallery produces a harmonious effect. After
you apply styles from the current set of styles, you can easily change the look of the
entire document by switching to a different style set. The Quick Style names are the
same; only their defined formatting changes. So if you have applied the Heading 1 style
to a paragraph, you can change its formatting simply by changing the style set.
You display the list of available style sets by clicking the Change Styles button and then
clicking Style Set.
Clicking one of these style sets displays thumbnails of its styles in the Quick Styles gallery.
You can point to any style set in the list to see a live preview of how the applied styles
in a set will look, and you can click a style set to apply its definitions to the document.
See Also For information about creating custom styles, refer to Microsoft Word 2010
Step by Step, by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
In addition to applying Quick Styles to quickly change the look of paragraphs and
characters, you can apply predefined text effects to a selection to add more zing.
Clicking the Text Effects button in the Font group on the Home tab displays a gallery
of effects to choose from.
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You can apply any predefined effect in the gallery to selected text, or you can click options
at the bottom of the gallery and define a custom effect.
These effects are dramatic, so you’ll probably want to restrict their use to document titles
and similar elements to which you want to draw particular attention.
In this exercise, you’ll experiment with Quick Styles and text effects.
SET UP You need the AgendaA_start document located in your Chapter04 practice
file folder to complete this exercise. Open the AgendaA_start document, and save it
as AgendaA. Then follow the steps.
1. In the lower-right corner of the program window, at the left end of the Zoom
Slider, click the Zoom Out button until you can see all of the text.
For example, if your current view is 100% and your resolution is 1024x768, you can
click the Zoom Out button three times to set the zoom percentage to 70%.
2. Ensure that the cursor is located at the top of the document, at the beginning of
the Building Association paragraph. Then on the Home tab, in the Styles group,
point to each thumbnail in the displayed row of the Quick Styles gallery.
The formatting of the first line changes to show you a live preview of how its text
will look if you click the style you are pointing to. You don’t have to actually apply
the formatting to see its effect.
3. Without making a selection, click the Down arrow to the right of the gallery.
The next row of the Quick Styles gallery appears.
4. Point to each thumbnail in this row of the Quick Styles gallery.
Only the styles that are paragraph or linked styles affect the text. You cannot see a
live preview of character styles unless the cursor is within a word or multiple words
are selected.
5. To the right of the Quick Styles gallery, click the More button.
Word displays the entire Quick Styles gallery. The style applied to the paragraph
containing the cursor is surrounded by a border.
6. In the gallery, click the Title thumbnail.
Word applies that style to the paragraph containing the cursor.
7. Click anywhere in the Annual General Meeting line, and then in the gallery,
click the Heading 1 thumbnail.
8. Click anywhere in the Agenda line, and then in the gallery, click the Heading 1
thumbnail.
Notice that although you applied the same Heading 1 style to ANNUAL GENERAL
MEETING and Agenda, the first heading looks bigger because of the use of all
capital letters.
The styles make it easy to distinguish information.
Tip We have hidden formatting marks for this exercise.
9. Point in the selection area to the left of the Preliminaries line, and click to select
the line. Then hold down the Ctrl key while clicking adjacent to the following lines:
Approval of Minutes
Board Reports
Election of Board Members
New Business
Adjournment
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10. Apply the Heading 1 style to the selected lines. Then without moving the selection,
click the More button and, in the gallery, click Emphasis.
Applying the Emphasis character style on top of the Heading 1 paragraph style
makes these headings italic, which looks lighter.
11. Select the Date and Time lines, and then in the Quick Styles gallery, click the No
Spacing thumbnail.
12. Apply the No Spacing style to the three lines under Preliminaries, the two lines
under Board Reports, and the two lines under Election of Board Members.
13. Press Ctrl+Home to release the selection and move the cursor to the top of the
document.
As you can see, the results look very professional.
You have clearly defined the hierarchy of the agenda with just a few clicks.
14. In the Styles group, click the Change Styles button, point to Style Set, and then
point to each style set in turn, watching the effect on the document.
15. When you finish exploring, click Formal.
The formatting of the document changes and the headings and text take on the
look assigned to this style set.
The Title, Heading 1, and Emphasis style definitions in the Formal style set produce
a different look from those in the default set.
16. Select the document title. Then in the Font group, click the Text Effects button.
Word displays the Text Effects gallery.
17. Point to each thumbnail in the gallery, observing the effect on the title behind the
gallery.
18. Click the right-most thumbnail in the third row (Fill - Red, Accent 2, Double
Outline - Accent 2). Then click away from the title to release the selection.
The effect applied to the title makes it really stand out.
By using text effects, you can apply complex sets of formatting with a few clicks.
CLEAN UP Save the AgendaA document, and then close it.
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Changing a Document’s Theme
To enhance the look of a Word document whose components have been styled, you can
apply a predefined theme. A theme is a combination of colors, fonts, and effects that
project a certain feeling or tone. For example, the Flow theme uses a palette of blues
and greens, the Calibri and Constantia fonts, and understated effects. You apply a theme
to the entire document by clicking the Themes button in the Themes group on the Page
Layout tab, and then making a selection from the Themes gallery.
The Themes gallery.
If you like the colors of one theme and the fonts of another, you can mix and match
theme elements. First apply the theme that most closely resembles the look you want,
and then in the Themes group, change the colors by clicking the Theme Colors button
or the fonts by clicking the Theme Fonts button.
If you create a combination of colors and fonts that you would like to be able 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. To
use a theme that is stored in a different location, you click the Themes button, and then
click Browse For Themes at the bottom of the gallery. Locate the theme you want in the
Choose Theme Or Themed Document dialog box, and then click Open to apply that
theme to the current document.
Tip The bottom section of the Themes gallery displays themes downloaded from the Microsoft
Office Online Web site. You can visit this Web site at office.microsoft.com to find additional
themes and templates created by Microsoft and by other people.
In this exercise, you’ll apply a theme to an existing document and change the colors and
fonts. Then you’ll save the new combination as a custom theme.
SET UP You need the AgendaB_start document located in your Chapter04 practice
file folder to complete this exercise. Open the AgendaB_start document, and save it
as AgendaB. Then follow the steps.
1. On the Page Layout tab, in the Themes group, click the Themes button.
The Themes gallery appears.
2. Point to each thumbnail in turn to display a live preview of the theme. (Scroll
through the gallery so that you can explore all the themes.)
3. In the Themes gallery, click Trek.
The colors and fonts change to those defined for the selected theme.
4. In the Themes group, click the Theme Colors button.
The Theme Colors gallery appears. (The currently selected color set, which is not
shown in the graphic on the next page, is indicated by a border.)
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108 Chapter 4 Change the Look of Text
The Theme Colors gallery.
5. Preview any color set that interests you, and then in the gallery, click Newsprint.
The Newsprint colors replace the Trek colors, but nothing else in the document
changes.
6. In the Themes group, click the Theme Fonts button.
The Theme Fonts gallery appears. The currently selected font set is highlighted.
Each built-in option includes a set of two fonts—the first is used for headings
and the second for body text.
The Theme Fonts gallery.
7. Preview any set of fonts that interests you, and then in the gallery, click Apex.
The Apex fonts replace the Trek fonts, but the colors remain the same.
8. In the Themes group, click the Themes button, and then below the gallery, click
Save Current Theme.
The Save Current Theme dialog box opens and displays the contents of the
Document Themes folder. (This dialog box resembles the Save As dialog box.)
The Document Themes folder is the default location for saving any new themes
you create.
9. In the File name box, replace the suggested name with My Theme, and then
click Save.
10. In the Themes group, click the Themes button to display the gallery.
Your new theme appears in the Custom section at the top of the gallery.
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110 Chapter 4 Change the Look of Text
You can apply the custom theme to any document.
11. Click away from the gallery to close it without making a selection.
CLEAN UP Save the AgendaB document, and then close it.
Tip If you want to delete the theme you created in this topic, open Windows Explorer and
navigate to the C:\Users\\AppData\Roaming\Microsoft\Templates\Document
Themes folder. (In Windows 7, you can click the Start button, type Document Themes in the
Search box at the bottom of the Start menu, and then click the folder in the search results.)
Then select My Theme, and press Delete.
Manually Changing the Look of Characters
As you have seen, Word 2010 makes changing the look of content in a styled document
almost effortless. But styles can’t do everything. To be able to precisely control the look
of your text, you need to know how to manually change individual elements.
When you type text in a document, it is displayed in a particular font. By default the
font used for text in a new Word document is Calibri, but you can change the font
of any element at any time. The available fonts vary from one computer to another,
depending on the programs installed. Common fonts include Arial, Verdana, and
Times New Roman.
You can vary the look of a font by changing the following attributes:
● Size Almost every font comes in a range of sizes, which are measured in points from
the top of letters that have parts that stick up (ascenders), such as h, to the bottom
of letters that have parts that drop down (descenders), such as p. A point is approximately 1/72 of an inch (about 0.04 centimeters).
● Style Almost every font comes in a range of styles. The most common are regular
(or plain), italic, bold, and bold italic.
● Effect Fonts can be enhanced by applying effects, such as underlining, small
capital letters (small caps), or shadows.
● Color A palette of coordinated colors is available, and you can also specify custom
colors.
● 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 in various sizes and various shades of green to
make words stand out in a newsletter. Collectively, the font and its attributes are called
character formatting.
You apply character formatting from one of three locations:
● Mini Toolbar Several common formatting buttons are available on the Mini
Toolbar that appears when you point to selected text.
The Mini Toolbar is transparent until you point to it.
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● 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 Font group.
● Font dialog box If you are looking for an attribute, such as small caps, and don’t
see it in the Font group, click the Font dialog box launcher. All the attributes are
gathered together on the Font page of the dialog box, except character spacing,
which is on the Advanced page.
The Font page of the Font dialog box.
In this exercise, you’ll format the text in a document by changing its font, style, size, color,
and character spacing. You’ll also highlight a few words. Then you’ll return selected text to
its original condition by clearing some formatting you no longer want.
SET UP You need the OrientationDraft_start document located in your Chapter04
practice file folder to complete this exercise. Open the OrientationDraft_start
document, and save it as OrientationDraft. Then follow the steps.
1. In the Employee Orientation heading, click anywhere in the word Orientation.
2. On the Home tab, in the Font group, click the Underline button.
Keyboard Shortcut Press Ctrl+U to underline the active word or selection.
The word containing the cursor is now underlined. Notice that you did not have to
select the entire word.
Tip If you click the Underline arrow, you can choose an underline style and color from
the Underline gallery.
3. In the same heading, click anywhere in the word Employee, and then on the Quick
Access Toolbar, click the Repeat button.
Keyboard Shortcut Press Ctrl+Y to repeat an action.
Word repeats the previous formatting command. Again, although you did not
select the entire word, it is now underlined.
4. In the selection area, click adjacent to Employee Orientation to select the entire
heading.
Word displays a transparent version of the Mini Toolbar. You can use the common
commands on the Mini Toolbar to quickly change the look of the selection.
5. Point to the Mini Toolbar to make it fully visible. Then on the Mini Toolbar, click the
Bold button.
Keyboard Shortcut Press Ctrl+B to make the active word or selection bold.
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The heading is now bold. The active buttons on the Mini Toolbar and in the Font
group on the Home tab indicate the attributes you applied to the selection.
The ribbon reflects the settings in the Mini Toolbar.
Troubleshooting The appearance of buttons and groups on the ribbon changes
depending on the width of the program window. For information about changing the
appearance of the ribbon to match our screen images, see “Modifying the Display of
the Ribbon” at the beginning of this book.
6. On the Mini Toolbar, click the Format Painter button. Then move the pointer into
the selection area to the left of the Proposal heading, and click the mouse button.
Tip The Format Painter button is also available in the Clipboard group on the Home tab.
Word applies the formatting of Employee Orientation to Proposal.
7. Select Employee Orientation, and then on the Home tab, in the Font group, click
the Font arrow.
The Font gallery appears.
Word comes with many fonts.
8. Scroll through the gallery of available fonts, and then click Impact.
Troubleshooting If Impact is not available, select any heavy font that catches your
attention.
The Employee Orientation heading now appears in the new font.
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9. In the Font group, click the Font Size arrow, and then in the list, click 20.
The size of the heading text decreases to 20 points.
Tip You can increase or decrease the font size in set increments by clicking the Grow
Font and Shrink Font buttons in the Font group, or by clicking the same buttons on the
Mini Toolbar that appears when you select text. You can also press Ctrl+> or Ctrl+<.
10. Click the Font dialog box launcher.
Keyboard Shortcut Press Ctrl+Shift+F to display the Font dialog box.
The Font dialog box opens.
11. Click the Underline style arrow, and then in the list, click (none).
12. In the Effects area, select the Small caps check box.
13. Click the Advanced tab.
Notice that the Spacing option is currently set to Expanded.
The Advanced page of the Font dialog box.
14. To the right of the Spacing option, in the By box, select 0.25 pt, type 10 pt (the pt
stands for points), and click OK. Then press Home to release the selection.
The manually formatted text appears in small capital letters with the spacing
between the characters expanded by 10 points.
You can expand and contract the spacing between letters to create different effects.
15. Select Employee Orientation again. In the Font group, click the Font Color arrow,
and then under Theme Colors in the palette, click the box at the right end of the
top row (Lime, Accent 6).
The selected words are now lime green.
Tip To apply the Font Color button’s current color, you can simply click the button (not
its arrow). If you want to apply a color that is not shown under Theme Colors or Standard
Colors, click More Colors at the bottom of the palette, and in the Colors dialog box, click
the color you want in the color wheel.
16. In the first bullet point, select the phrase concept of service. Then in the Font
group, click the Text Highlight Color arrow, and click the Turquoise box in the
top row.
The selected phrase is now highlighted in turquoise, and the Text Highlight Color
button shows turquoise as its active color.
Tip If you click the Text Color Highlight button without first making a selection, the
shape of the mouse pointer changes to a highlighter that you can drag across text. Click
the button again, or press Esc, to turn off the highlighter.
17. In the fifth bullet point, double-click the word brainstorming. Then hold down the
Ctrl key while double-clicking planning and leadership.
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18. In the Font group, click the Change Case button, and click UPPERCASE. Then click
away from the bullet point to release the selection.
The selected words now appear in all capital letters.
Instead of retyping, you can have Word change the case of words.
19. Select the Proposal line. Then on the Home tab, in the Font group, click the Clear
Formatting button.
Keyboard Shortcut Press Ctrl+Spacebar to clear manually applied formatting.
The formatting of the selected text is removed.
Tip You cannot click the Clear Formatting button to remove highlighting. If the
highlight is the same color as that shown on the Text Highlight Color button, you
can select the text and click the button to remove the highlighting. If the button
shows a different color, select the text, click the Text Highlight Color arrow, and
then click No Color.
CLEAN UP Save the OrientationDraft document, and then close it.
Character Formatting and Case Considerations
The way you use case and character formatting in a document can influence its visual
impact on your readers. Used judiciously, case and 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 the 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.
Manually Changing the Look of Paragraphs
As you know, you create a paragraph by typing text and then pressing the Enter key.
The paragraph can consist of one word, one sentence, or multiple sentences. You can
change the look of a paragraph by changing its indentation, alignment, and line spacing,
as well as 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.
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. You click the Margins button in the
Page Setup group on the Page Layout tab to define these margins, either for the whole
document or for sections of the document.
See Also For information about setting margins, see “Previewing and Adjusting Page Layout”
in Chapter 7, “Preview, Print, and Distribute Documents.” For information about sections, see
“Controlling What Appears on Each Page” in the same chapter.
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Although the left and right margins are set for a whole document or section, you can vary
the position of the paragraphs between the margins. The quickest way to indent a paragraph
from the left is to click the Increase Indent button; clicking the Decrease Indent button has
the opposite effect. You cannot increase or decrease the indent beyond the margins.
Another way to control the indentation of lines is by dragging markers on the horizontal
ruler to indicate where each line of text starts and ends.
● First Line Indent Begins a paragraph’s first line of text at this marker
● Hanging Indent Begins a paragraph’s second and subsequent lines of text at this
marker at the left end of the ruler
● Left Indent Indents the text to this marker
● Right Indent Wraps the text when it reaches this marker at the right end of the ruler
You display the ruler by clicking the Ruler check box in the Show group on the View tab,
or by clicking the View Ruler button located at the top of the vertical scroll bar.
You can manually change a paragraph’s indentation by moving markers on the horizontal ruler.
Setting a right indent indicates where the lines in a paragraph should end, but sometimes
you might want to specify where only one line should end. For example, you might want to
break a title after a particular word to make it look balanced on the page. You can end an
individual line by inserting a text wrapping break (more commonly known as a line break).
After positioning the cursor where you want the break to occur, you click the Breaks button
in the Page Setup group on the Page Layout tab, and then click Text Wrapping. Word
indicates the line break with a bent arrow. 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 just that line.
Keyboard Shortcut Press Shift+Enter to insert a line break.
You can also determine the positioning of a paragraph between the left and right margins
by changing its alignment. You can click buttons in the Paragraph group on the Home tab
to align paragraphs.
● Align Left Aligns each line of the paragraph at the left margin, with a ragged
right edge
Keyboard Shortcut Press Ctrl+L to left-align a paragraph.
● Center Aligns the center of each line in the paragraph between the left and right
margins, with ragged left and right edges
Keyboard Shortcut Press Ctrl+E to center-align a paragraph.
● Align Right Aligns each line of the paragraph at the right margin, with a ragged
left edge
Keyboard Shortcut Press Ctrl+R to right-align a paragraph.
● Justify Aligns each line between the margins, creating even left and right edges
Keyboard Shortcut Press Ctrl+J to justify a paragraph.
Tip If you know that you want to create a centered paragraph, you don’t have to type
the text and then align the paragraph. You can use the Click And Type feature to create
appropriately aligned text. Move the pointer to the center of a blank area of the page, and
when the pointer’s shape changes to an I-beam with centered text attached, double-click to
insert the cursor in a centered paragraph. Similarly, you can double-click at the left edge of
the page to enter left-aligned text and at the right edge to enter right-aligned text.
You can align lines of text in different locations across the page by using tab stops.
The easiest way to set tab stops is to use the horizontal ruler. By default, Word sets
left-aligned tab stops every half inch (1.27 centimeters), as indicated by gray marks
below the ruler. To set a custom tab stop, you start by clicking the Tab button located
at the left end of the ruler until the type of tab stop you want appears. You have the
following 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
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After selecting the type of tab stop you want to set, you simply click the ruler where you
want the tab stop to be. Word then removes any default tab stops to the left of the one
you set.
This ruler has a custom left-aligned tab stop at the 1.5 inch mark and default tab stops every half
inch to the right of the custom tab stop.
To change the position of an existing custom tab stop, you drag it to the left or right on
the ruler. To delete a custom tab stop, you drag it away from the ruler.
To align the text to the right of the cursor with the next tab stop, you press the Tab
key. The text is then aligned on the tab stop according to its type. For example, if you
set a center tab stop, pressing Tab moves the text so that its center is aligned with the
tab stop.
Tip To fine-tune the position of tab stops, click the Paragraph dialog box launcher on either the
Home or Page Layout tab. In the Paragraph dialog box, click Tabs to display the Tabs dialog box.
You might also open this dialog box 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.
To make it obvious where one paragraph ends and another begins, you can add
space between them by adjusting the Spacing After and Spacing Before settings in the
Paragraph group on the Page Layout tab. You can adjust the spacing between the lines
in a paragraph by clicking the Line And Paragraph Spacing button in the Paragraph
group on the Home tab.
The Line Spacing options.
When you want to make several adjustments to the alignment, indentation, and spacing
of selected paragraphs, it is sometimes quicker to use the Paragraph dialog box than to
click buttons and drag markers. Clicking the Paragraph dialog box launcher on either the
Home tab or the Page Layout tab opens the Paragraph dialog box.
The Indents And Spacing page of the Paragraph dialog box.
You can do a lot with the options in the Paragraph dialog box, but 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.) Clicking the Border arrow in the Paragraph group
on the Home tab displays a gallery of border options.
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The Borders gallery.
Clicking Borders And Shading at the bottom of the list displays the Borders And Shading
dialog box, where you can select the style, color, width, and location of the border.
The Border page of the Borders And Shading dialog box.
In this exercise, you’ll change text alignment and indentation, insert and modify tab stops,
modify paragraph and line spacing, and add borders and shading to paragraphs.
SET UP You need the Information_start document located in your Chapter04 practice
file folder to complete this exercise. Open the Information_start document, and save
it as Information. Then click the Show/Hide ¶ button to turn on the display of
formatting marks, and follow the steps.
1. Set the zoom percentage so that you can see almost all of the paragraphs in the
document. Then on the View tab, in the Show group, select the Ruler check box.
Tip In the following steps, we give measurements in inches. You can substitute approximate measurements in your own measuring system. If you want to change the measuring
system Word uses, display the Backstage view, click Options, and in the Word Options
dialog box, display the Advanced page. Then under Display, click the system you want in
the Show Measurements In Units Of list, and click OK.
2. Select the first two paragraphs (Welcome! and the next paragraph). Then on the
Home tab, in the Paragraph group, click the Center button.
The lines are now centered between the margins.
Tip When applying paragraph formatting, you don’t have to select the entire paragraph.
3. After the comma in the second paragraph, click to the left of your. Then on the Page
Layout tab, in the Page Setup group, click the Breaks button, and click Text Wrapping.
Word inserts a line break character and moves the part of the paragraph that
follows that character to the next line.
The bent arrow after cottage indicates that you have inserted a line break.
See Also For information about page and section breaks, see “Controlling What Appears
on Each Page” in Chapter 7, “Preview, Print, and Distribute Documents.”
4. Click anywhere in the next paragraph, and then on the Home tab, in the Paragraph
group, click the Justify button.
Word inserts space between the words in the lines of the paragraph so that the
edges of the paragraph are flush against both the left and right margins.
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5. Without moving the cursor, on the horizontal ruler, drag the Left Indent marker
to the 0.5 inch mark.
The First Line Indent and Hanging Indent markers move with the Left Indent marker.
6. At the right end of the ruler, drag the Right Indent marker to the 6 inch mark.
The paragraph is now indented a half inch in from each of the side margins.
Left and right indents are often used to make paragraphs such as quotations stand out.
7. Click in the Be careful paragraph, and then in the Paragraph group, click the
Increase Indent button.
8. Select the Pillows, Blankets, Towels, and Dish towels paragraphs, and with the
Left Tab stop active at the left end of the ruler, click the ruler at the 2 mark.
Word removes the default tab stops (indicated by gray lines below the ruler) up to
the 2-inch mark and inserts a custom left-aligned tab at that location on the ruler.
9. Click to the left of There in the Pillows paragraph, and press the Tab key. Then
insert tabs to the left of You, These, and There in 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.
10. Select the four paragraphs containing tabs, and on the ruler, drag the Left Tab
stop to the 1.25 mark.
11. Without changing the selection, on the ruler, drag the Hanging Indent marker to
the 1.25 mark. Then press Home to release the selection.
The Left Indent marker has moved as well, causing the second line of the second
selected paragraph to start in the same location as the tab stop.
Hanging indents are often used to create table-like effects.
12. At the bottom of the document, select the three paragraphs containing dollar
amounts. Where the horizontal and vertical rulers meet, click the Tab button until
the Decimal Tab button is displayed and then click the ruler at the 3 mark.
13. Insert a tab to the left of each dollar amount.
Word aligns the three paragraphs on the decimals.
14. Select the first paragraph containing tabs (Pillows), hold down the Ctrl key, and
then select the paragraphs that begin with the following:
Blankets
Towels
Limousine winery tour
In-home massage
15. On the Home tab, in the Paragraph group, click the Line Spacing button, and
click Remove Space After Paragraph. Then press the Home key.
Now only the last paragraphs of the two lists have extra space after them.
Removing internal space from lists makes them easier to read.
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16. Scroll up until the top of the document is in view, and click anywhere in the Please
take a few minutes paragraph. On the Home tab, in the Paragraph group, click
the Border arrow, and then click Outside Borders.
17. Click anywhere in the Be careful paragraph, click the Border arrow, and then at
the bottom of the list, click Borders and Shading.
The Borders And Shading dialog box opens, with the Borders page displayed.
18. Under Setting, click the 3-D icon to select that border style. Scroll through the
Style list and click the fourth style from the bottom. Then click the Color arrow,
and under Theme Colors in the palette, click the Red, Accent 2 box.
Tip If you want only one, two, or three sides of the selected paragraphs to have a
border, click the buttons surrounding the image in the Preview area.
19. Click the Shading tab.
You can use the options on this page to format the background of the selected
paragraph.
The Shading page of the Borders And Shading dialog box.
20. Click the Fill arrow, and under Theme Colors, click the lightest color in the red
column (Red, Accent 2, Lighter 80%). Then click OK to close the Borders and
Shading dialog box.
A border surrounds the paragraph, and a light red color fills its background. The
border stretches all the way to the right margin.
21. To achieve a more balanced look, in the Paragraph group, click the Decrease
Indent button. Then click the Center button.
The paragraph is now centered between the page margins and within its
surrounding box.
A combination of a border and shading really makes text stand out. Don’t overdo it!
CLEAN UP Leave the rulers and formatting marks displayed for the next exercise,
but change the zoom percentage back to 100%. Save the Information document,
and then close it.
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Finding and Replacing Formatting
In addition to searching for words and phrases in the Find And Replace dialog
box, you can use the dialog box to search for a specific format and replace it with
a different one.
See Also For information about finding and replacing text, see “Finding and Replacing
Text” in Chapter 3, “Edit and Proofread Text.”
To search for a specific format and replace it with a different format:
1. On the Home tab, in the Editing group, click the Replace button.
Keyboard Shortcut Press Ctrl+H to display the Replace tab of the Find And
Replace dialog box.
The Find And Replace dialog box opens, displaying the Replace tab.
2. Click More to expand the dialog box. Then click Format, and on the Format
menu, click either Font or Paragraph.
Tip You can click Style to search for paragraph styles or character styles.
The Find Font or Find Paragraph dialog box opens.
3. In the dialog box, click the format you want to find, and then click OK.
4. Click the Replace With text box, click Format, click Font or Paragraph, click the
format you want to substitute for the Find What format, and then click OK.
5. Click Find Next to search for the first occurrence of the format, and then
click Replace to replace that one occurrence or Replace All to replace every
occurrence.
Creating and Modifying Lists
Lists are paragraphs that are usually formatted with a hanging indent so that the first line
of each paragraph is longer than subsequent lines. 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 supplies needed to carry out a
task—a bulleted list is the best choice. And when the order is important—for example, for
the steps in a procedure—you will probably want to create a numbered list.
You can indicate the start of a list as follows:
● Bulleted list Type * (an asterisk) at the beginning of a paragraph, and then press
the Spacebar or the Tab key before entering the list item text. Or click the Bullets
button in the Paragraph group on the Home tab.
● Numbered list Type 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. Or click the Numbering button in the Paragraph group on the Home tab.
When you start a list in this fashion, Word automatically formats it as a bulleted or numbered list. When you press Enter to start a new item, Word continues the formatting to the
new paragraph. Typing items and pressing Enter adds subsequent bulleted or numbered
items. To end the list, press Enter twice; or click the Bullets arrow or Numbering arrow in
the Paragraph group on the Home tab, and then in the library, click 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, click the AutoCorrect Options button that appears
after Word changes the formatting, and then in the list, click the appropriate Undo option.
You can also click the Undo button on the Quick Access Toolbar.
If you want to create a list that has multiple levels, you start off by creating the list in the
usual way. Then when you want the next paragraph to be a level lower (indented more),
you press the Tab key after pressing Enter and before you type the text of the item. If you
want the next paragraph to be a level higher (indented less), you press Shift+Tab after
pressing Enter. 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 To create a multilevel numbered list with a scheme that is different from the default, you
can click the Multilevel List button in the Paragraph group of the Home tab and then select a
scheme from the List gallery. You can also define your own scheme.
If you type a set of paragraphs containing a series of items and then decide you want
to turn the set into a list, you can select the paragraphs and then click the Bullets or
Numbering button.
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 sort items in a bulleted list into ascending or descending order by clicking
the Sort button in the Paragraph group on the Home tab.
● For a bulleted list, you can change the bullet symbol by clicking the Bullets arrow in
the Paragraph group and making a selection from the Bullets gallery. You can also
define a custom bullet (even a picture bullet) by clicking Define New Bullet.
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● For a numbered list, you can change the number style by clicking the Numbering
arrow in the Paragraph group and making a selection from the Numbering gallery.
You can also define a custom style by clicking Define New Number Format.
● You can modify the indentation of the list by dragging the indent markers on the
horizontal ruler. You can change both the overall indentation of the list and the relationship of the first line to the other lines.
See Also For information about paragraph indentation, see “Manually Changing the
Look of Paragraphs" earlier in this chapter.
In this exercise, you’ll create a bulleted list and a numbered list and then modify lists in
various ways.
SET UP You need the RulesDraft_start document located in your Chapter04 practice
file folder to complete this exercise. Open the RulesDraft_start document, and save it
as RulesDraft. Then follow the steps.
1. With formatting marks and the rulers displayed, select the first four paragraphs under
The rules fall into four categories, and then on the Home tab, in the Paragraph
group, click the Bullets button.
The selected paragraphs are reformatted as a bulleted list. Word indents the list and
precedes each item with a bullet and a tab. The program also removes the space
after all paragraphs except the last one.
2. With the paragraphs still selected, in the Paragraph group, click the Bullets arrow.
The Bullets gallery appears.
The Bullets gallery offers several predefined bullet choices.
3. Under Bullet Library, point to each bullet character to display a live preview of
its effect on the selected list items, and then click the bullet composed of four
diamonds.
The bullet character that begins each item in the selected list changes.
Different bullets are suited to different types of documents.
4. Select the two paragraphs below the Definitions heading, and then in the
Paragraph group, click the Numbering button.
Word numbers the two selected paragraphs sequentially.
5. Select the first four paragraphs below the General Rules heading, and then click
the Numbering button.
Word restarts the second numbered list from 1.
6. Select the next three paragraphs, and then in the Paragraph group, click the
Bullets button.
Word formats the paragraphs as a bulleted list, using the symbol you specified
earlier. These three bullets are a second-level list of the preceding numbered
item and should be indented.
7. With the three bulleted items still selected, in the Paragraph group, click the
Increase Indent button.
The bulleted paragraphs move to the right.
Tip You can also adjust the indent level of a bulleted list by selecting its paragraphs, and
on the horizontal ruler, dragging the Left Indent marker to the left or right. You can move
just the Hanging Indent marker to adjust the space between the bullets and their text.
8. Select the remaining three paragraphs, and click the Numbering button.
Word restarts this numbered list from 1, but you want it to continue the sequence
of the previous numbered list.
9. Click anywhere in the No large dogs item, and then click the Numbering arrow.
The Numbering gallery appears.
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The Numbering gallery offers several predefined number formats.
10. At the bottom of the gallery, click Set Numbering Value.
The Set Numbering Value dialog box opens.
In this dialog box, you specify how this numbered list relates to the previous one.
11. Change the Set value to setting to 5, and then click OK.
Word renumbers the list after the bullet items so that it continues from the
previous list.
12. In the No large dogs numbered item, click to the left of Seeing, press Enter, and
then press Tab.
Word first creates a new number 6 item and renumbers all subsequent items.
However, when you press Tab to make the item second level, Word changes the 6
to a, indents the item, and restores the original numbers to the subsequent items.
13. Press the End key, and then press Enter. Then type The Board reserves the right
to make exceptions to this rule. (type the period), and press Enter.
14. Click the Numbering arrow, click Change List Level at the bottom of the gallery,
and click the first 1. option. Then in the new first-level item, type All pets must
reside within their Owners’ Apartments.
The lists are now organized hierarchically.
Word takes the work out of creating hierarchical lists.
15. Select the three bulleted paragraphs, and then in the Paragraph group, click the
Sort button.
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Formatting Text as You Type
The Word list capabilities are just one example of the program’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 box.
Display the Backstage view, click Options, click Proofing in the left pane of the Word
Options dialog box, and then on the Proofing page, click AutoCorrect Options.
On the AutoFormat As You Type page, you can see the options Word implements by
default, including bulleted and numbered lists. You can select and clear options to
control AutoFormatting behavior.
The AutoFormat As You Type page of the AutoCorrect dialog box.
One interesting option is Border Lines. When this check box is selected, typing three
consecutive hyphens (-) or three consecutive underscores (_) and pressing Enter
draws a single line across the page. Three consecutive equal signs (=) draw a double
line, and three consecutive tildes (~) draw a zigzag line.
The Sort Text dialog box opens.
You can sort text in lists in ascending or descending order.
16. With the Ascending option selected, click OK.
The order of the bulleted items changes to ascending alphabetical order.
CLEAN UP If you want, turn off the rulers and formatting marks. Then save and close
the RulesDraft document.
Key Points
● Quick Styles and style sets make it simple to apply combinations of character and
paragraph formatting to give your documents a professional look.
● The same document can look very different depending on the theme applied to
it. Colors, fonts, and effects can be combined to create just the look you want.
● You can format characters with an almost limitless number of combinations of
font, size, style, and effect. For best results, resist the temptation to use more
than a handful of combinations.
● You can change the look of paragraphs by varying their indentation, spacing, and
alignment and by setting tab stops and applying borders and shading. Use these
formatting options judiciously to create a balanced, uncluttered look.
● Bulleted and numbered lists are a great way to present information in an easy-to-read,
easy-to-understand format. If the built-in bulleted and numbered formats don’t
provide what you need, you can define your own formats.
Key Points 137
Chapter at a Glance
Present information
in columns, page 140
Create tabbed lists,
page 147
Present information
in tables, page 149
Format tables, page 160
139
5 Organize
Information in
Columns and Tables
In this chapter, you will learn how to
✔ Present information in columns.
✔ Create tabbed lists.
✔ Present information in tables.
✔ Format tables.
Information in documents is most commonly presented as paragraphs of text. To make
a text-heavy document more legible, you can flow the text in two or more columns, or
you can display information in a table. For example, flowing text in multiple columns is
a common practice in newsletters, flyers, and brochures; and presenting information in
tables is common in reports.
When you need to present data in a document, using a table is often more efficient than
describing the data in a paragraph, particularly when the data consists of numeric values.
Tables make the data easier to read and understand. A small amount of data can be displayed in simple columns separated by tabs, which creates a tabbed list. A larger amount
of data, or more complex data, is better presented in a table, which is a structure of rows
and columns, frequently with row and column headings.
In this chapter, you’ll first create and modify columns of text. Then you’ll create a simple
tabbed list. Finally, you’ll create tables from scratch and from existing text, and format
a table in various ways.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter05 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
140 Chapter 5 Organize Information in Columns and Tables
Presenting Information in Columns
By default, Microsoft Word 2010 displays text in one column that spans the width of the
page between the left and right margins. You can specify that text be displayed in two,
three, or more columns to create layouts like those used in newspapers and magazines.
When you format text to flow in columns, the text fills the first column on each page
and then moves to the top of the next column. You can manually indicate where you
want the text within each column to end.
The Columns gallery in the Page Setup group on the Page Layout tab displays several
standard options for dividing text into columns. You can choose one, two, or three
columns of equal width or two columns of unequal width. If the standard options
don’t suit your needs, you can specify the number and width of columns. The number
of columns is limited by the width and margins of the page, and each column must be
at least a half inch wide.
The Columns gallery displays the predefined column options.
No matter how you set up the columns initially, you can change the layout or column
widths at any time.
You can format an entire document or a section of a document in columns. When you
select a section of text and format it as columns, Word inserts section breaks at the beginning and end of the selected text to delineate the area in which the columnar formatting is
applied. Within the columnar text, you can insert column breaks to specify where you want
to end one column and start another. Section and column breaks are visible when you display formatting marks in the document.
Tip You can apply many types of formatting, including page orientation, to content within
a specific section of a document without affecting the surrounding text. For information
about sections, see “Controlling What Appears on Each Page” in Chapter 7, “Preview, Print,
and Distribute Documents.”
You can apply character and paragraph formatting to columnar text in the same way you
would any text. Here are some formatting tips for columnar text:
● When presenting text in narrow columns, you can justify the paragraphs (align
the text with the left and right edges) to achieve a neat and clean appearance.
To justify the paragraphs, Word adjusts the spacing between words, essentially
moving the empty space that would normally appear at the end of the line into
the gaps between words.
● To more completely fill columns, you can have Word hyphenate the text to break
words into syllables to fill up the gaps.
In this exercise, you’ll flow the text in one section of a document into three columns.
You’ll justify the text in the columns, change the column spacing, and hyphenate the
text. You’ll then break a column at a specific location instead of allowing the text to flow
naturally from one column to the next.
SET UP You need the RoomPlanner_start document located in your Chapter05 practice
file folder to complete this exercise. Open the RoomPlanner_start document, and save
it as RoomPlanner. Then display formatting marks and the rulers, and follow the steps.
1. Click at the beginning of the paragraph that begins Take a look (do not click in the
selection area). Then scroll down until you can see the end of the document, hold
down the Shift key, and click to the right of the paragraph mark after credit cards.
Word selects the text from the Take a look paragraph through the end of the last
paragraph (but not the empty paragraph).
Tip If you want to format an entire document with the same number of columns, you
can simply click anywhere in the document—you don’t have to select the text.
2. On the Page Layout tab, in the Page Setup group, click the Columns button, and
then in the Columns gallery, click Three.
Word inserts a section break above the selected text and flows the text within the
section into three columns.
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3. Press Ctrl+Home to move to the top of the document.
The section break is visible above the columns.
A continuous section break changes the formatting of the subsequent text but keeps it on the
same page.
4. On the Home tab, in the Editing group, click the Select button, and then click
Select All.
Keyboard Shortcut Press Ctrl+A to select all the text in the document.
5. In the Paragraph group, click the Justify button.
Keyboard Shortcut Press Ctrl+J to justify paragraphs.
The spacing between the words changes to align all the paragraphs in the document
with both the left and right margins. Because you applied the formatting to the entire
document, the title is no longer centered. However, it is often quicker to apply formatting globally and then deal with the exceptions.
6. Press Ctrl+Home to move to the paragraph containing the document title. Then in
the Paragraph group, click the Center button.
Keyboard Shortcut Press Ctrl+E to center text.
Word centers the document title between the left and right margins.
7. Adjust the zoom percentage until you can see about two-thirds of the first page of
the document.
See Also For information about adjusting the zoom percentage, see “Viewing Files
in Different Ways” in Chapter 2, “Work with Files.”
8. Click anywhere in the first column.
On the horizontal ruler, Word indicates the margins of the columns.
On the ruler, the indent markers show the indentation of the active column.
Tip If your rulers aren’t turned on, select the Ruler check box in the Show group of the
View tab.
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9. On the Page Layout tab, display the Columns gallery, and click More Columns.
The Columns dialog box opens. The spacing between columns is set by default to a
half inch.
Because the Equal Column Width check box is selected, you can adjust the width
and spacing of only the first column.
Tip To separate the columns with vertical lines, select the Line Between check box.
10. In the Width and spacing area, in the Spacing box for column 1, type or
select 0.2".
Word changes the measurement in the Spacing box for column 2, and widens all
the columns in the Preview area to reflect the new setting.
11. Click OK.
Word reflows the columns to fit their new margins.
Wider columns generally look neater on the page.
12. Click at the beginning of the Take a look paragraph. Then in the Page Setup
group, click the Hyphenation button, and click Automatic.
Word hyphenates the text of the document, which fills in some of the large gaps
between words.
13. Click anywhere in the NOTE paragraph in the third column.
14. On the horizontal ruler, at the left end of the third column, drag the Hanging
Indent marker 0.25 inch (two marks) to the right.
All the lines in the NOTE paragraph except the first are now indented, offsetting
the note from the paragraphs above and below it.
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You can change the indentation of individual paragraphs within a column.
15. Display the bottom of page 1. In the first column on page 1, click at the beginning
of the Take your Room Planner home paragraph. Then in the Page Setup group,
click the Breaks button, and click Column.
Word inserts a column break. The text that follows the column break moves to the
top of the second column.
16. At the bottom of the third column on page 1, click at the beginning of the If you’re
not sure paragraph, and then on the Quick Access Toolbar, click the Repeat Insertion
button to insert another column break.
Keyboard Shortcut Press Ctrl+Y to repeat the previous action.
Word inserts a column break. The text that follows the column break moves to the
top of the first column on page 2.
CLEAN UP Return the Zoom Level setting to 100%, and then save and close the
RoomPlanner document.
Creating Tabbed Lists
If you have a relatively small amount of data to present, you might choose to display
it in a tabbed list, which arranges text in simple columns separated by tabs. You can
align the text within the columns by using left, right, centered, or decimal tab stops.
See Also For more information about setting tab stops, see “Manually Changing the Look of
Paragraphs” in Chapter 4, “Change the Look of Text.”
When entering text in a tabbed list, inexperienced Word users have a tendency to
press the Tab key multiple times to align the columns of the list with the default tab
stops. If you do this, you have no control over the column widths. To be able to
fine-tune the columns, you need to set custom tab stops rather than relying on the
default ones.
When setting up a tabbed list, you should press Tab only once between the items that
you want to appear in separate columns. Next you apply any necessary formatting. And
finally, you set the custom tab stops. Set left, right, centered, and decimal tabs to control
the alignment of the column content, or set a bar tab to add a vertical line to visually
separate list columns. By setting the tabs in order from left to right, you can check the
alignment of the text within each column as you go.
In this exercise, you’ll first enter text separated by tabs and format the text. Then you’ll
set custom tab stops to create a tabbed list.
SET UP You need the ConsultationA_start document located in your Chapter05
practice file folder to complete this exercise. Open the ConsultationA_start
document, and save it as ConsultationA. Then display formatting marks and the
rulers, and follow the steps.
1. Set the zoom percentage to a level that is comfortable for you, and then press
Ctrl+End to move the cursor to the blank line at the end of the document.
2. Type Location, press Tab, type Discount Applies, press Tab, type Hourly Rate,
and then press Enter.
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3. Add three more lines to the list by typing the following text, pressing the Tab and
Enter keys where indicated.
In home Tab No Tab $50.00 Enter
Phone Tab Yes Tab $35.00 Enter
In store Tab Yes Tab $40.00 Enter
The tab characters push the items to the next default tab stop, but because some
items are longer than others, they do not line up.
In a tabbed list, it’s important to press the Tab key only once between items.
4. Select the first line of the tabbed list, and then on the Mini Toolbar that appears,
click the Bold button.
Troubleshooting If the Mini Toolbar doesn’t appear, click the Bold button in the Font
group on the Home tab.
Keyboard Shortcut Press Ctrl+B to apply bold.
5. Select all four lines of the tabbed list, and then on the Mini Toolbar, click the
Increase Indent button.
Tip It’s more efficient to make all character and paragraph formatting changes to the
text before setting tab stops. Otherwise, you might have to adjust the tab stops after
applying the formatting.
6. With the tabbed list still selected, on the Page Layout tab, in the Paragraph
group, under Spacing, change the After setting to 0 pt.
7. Click the tab setting button at the junction of the horizontal and vertical rulers until
the Center Tab button is active. (You will probably have to click only once.) Then
click the 2.5 inch mark on the horizontal ruler.
On the ruler, Word sets a center-aligned tab stop that looks like the Center Tab icon.
The items in the second column of the tabbed list center themselves at that position.
8. Click the tab setting button once.
The Right Tab button is now active.
9. With the Right Tab button active, click the horizontal ruler at the 4.5 inch mark.
On the ruler, Word sets a right-aligned tab stop that looks like the Right Tab icon. The
items in the third column of the tabbed list right-align themselves at that position.
10. On the Home tab, in the Paragraph group, click the Show/Hide ¶ button to hide
the tabs, paragraph marks, and other formatting marks. Then click away from the
tabbed list to see the results.
The tabbed list resembles a simple table.
You have created a simple table-like layout with just a few clicks.
CLEAN UP Save the ConsultationA document, and then close it.
Presenting Information in Tables
A table is a structure of vertical columns and horizontal rows. Each column and each row
can be named with a heading, although some tables have only column headings or only
row headings. At the junction of each column and row is a box called a cell in which data
(text or numeric information) is stored.
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You can create empty or predefined tables in a Word document in the following ways:
● The Insert Table gallery, which is available from the Tables group on the Insert tab,
displays a simple grid.
You can create a simple table from the grid in the Insert Table gallery.
Clicking a cell in the grid inserts an empty table the width of the text column. The
table has the number of rows and columns you indicated in the grid, with all the rows
one line high and all the columns of an equal width.
● To insert a more customized empty table, you can click Insert Table on the menu at
the bottom of the Insert Table gallery to open the Insert Table dialog box, in which
you can specify the number of rows and columns and customize the column width.
You can create a custom-width table from the Insert Table dialog box.
● To insert a less clearly defined empty table, you can click Draw Table below the grid
in the Insert Table gallery. This command displays a pencil with which you can draw
cells directly in the Word document to create a table. The cells you draw connect by
snapping to a grid, but you have some control over the size and spacing of the rows
and columns.
You can draw a table directly on the page.
See Also For information about drawing tables, refer to Microsoft Word 2010 Step
by Step, by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
● In addition to empty tables, you can insert any of the available Quick Tables,
which are predefined tables of formatted data that you can replace with your
own information. Built-in Quick Tables include a variety of calendars, simple
tables, tables with subheadings, and tabbed lists. You can also save your own
custom tables to the Quick Tables gallery so that you can easily insert a frequently
used table structure and data into any document.
The Quick Tables gallery includes a selection of predefined tables such as this one.
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A new table appears in the document as a set of cells, usually bordered by gridlines. (In
some Quick Tables, the gridlines are turned off.) Each cell contains an end-of-cell marker,
and each row ends with an end-of-row marker. (The end-of-cell markers and end-of-row
markers are identical in appearance, and are visible only when you display formatting
marks in the document.) When you point to a table, a move handle appears in its upperleft corner and a size handle in its lower-right corner. When the cursor is in a table, two
Table Tools contextual tabs—Design and Layout—appear on the ribbon.
Move handle End-of-cell marker
End-of-row marker
Size handle
A table has its own controls and its own contextual ribbon tabs.
Tip The move handle and size handle appear only in Print Layout view and Web Layout view.
After you create a table, you can enter data (such as text, numbers, or graphics) into the
table cells and press the Tab key to move the cursor from cell to cell. Pressing Tab when the
cursor is in the last cell of a row moves the cursor to the first cell of the next row. Pressing
Tab when the cursor is in the last cell of the last row adds a new row to the table and moves
the cursor to the first cell of that row.
Tip You can move and position the cursor by pressing the Tab key or the Arrow keys, or by
clicking in a table cell.
If the data you want to present in a table already exists in the document, either as regular
text or as a tabbed list, you can convert the text to a table by selecting it and then clicking
Convert Text To Table in the Insert Table gallery. Conversely, you can convert an active table
to regular text by clicking the Convert To Text button in the Data group on the Layout tab.
You can modify a table’s structure by changing the size of the table, changing the size of
one or more columns or rows, or adding or removing rows, columns, or individual cells.
Tip To change a table’s structure, you often need to select the entire table or a specific column
or row. The simplest way to do this is to position the cursor in the table, column, or row, click the
Select button in the Table group on the Layout tab, and then click the table element you want.
Alternatively, you can point to the top edge of a column or left edge of a row and, when the
pointer changes to an arrow, click to select the column or row.
The basic methods for manipulating a table or its contents are as follows:
● Insert a row or column Click anywhere in a row or column adjacent to where you
want to make the insertion. Then on the Layout tab, in the Rows & Columns group,
click the Insert Above, Insert Below, Insert Left, or Insert Right button.
The Rows & Columns group of the Layout tab.
Selecting more than one row or column before you click an Insert button inserts
that number of rows or columns in the table.
Tip You can insert cells by clicking the Rows & Columns dialog box launcher and
specifying in the Insert Cells dialog box how adjacent cells should be moved to
accommodate the new cells.
● Delete a row or column Click anywhere in the row or column, and in the Rows &
Columns group, click the Delete button. Then click Delete Cells, Delete Columns,
Delete Rows, or Delete Table.
● Resize an entire table Drag the size handle.
● Resize a single column or row Without selecting the column, drag its right border
to the left or right. Without selecting the row, drag its bottom border up or down.
(If you select a column or row and then drag its border, only the selected column
or row changes.)
● Move a table Point to the table, and then drag the move handle that appears in
its upper-left corner to a new location. Or use the Cut and Paste commands in the
Clipboard group on the Home tab to move the table.
● Merge cells Create cells that span multiple columns or rows by selecting the cells
you want to merge and clicking the Merge Cells button in the Merge group on the
Layout tab. For example, to center a title in the first row of a table, you can merge
all the cells in the row to create one merged cell that spans the table’s width.
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● Split cells Divide one cell into multiple cells by clicking the Split Cells button in the
Merge group on the Layout tab and then specifying the number of columns and
rows you want.
● Sort information Click the Sort button in the Data group on the Layout tab to sort
the rows in ascending or descending order by the data in any column. For example,
in a table that has the column headings Name, Address, ZIP Code, and Phone
Number, you can sort on any one of those columns to arrange the information in
alphabetical or numerical order.
In this exercise, you’ll work with two tables. First you’ll create an empty table, enter and
align text in the table cells, add rows to the table, and merge cells. Then you’ll create a
second table by converting an existing tabbed list, change the width of a column, and
change the width of the entire table.
SET UP You need the ConsultationB_start document located in your Chapter05 practice
file folder to complete this exercise. Open the ConsultationB_start document, and save it
as ConsultationB. Then display formatting marks and the rulers, and follow the steps.
1. Click to the left of the second blank paragraph below Please complete this form.
2. On the Insert tab, in the Tables group, click the Table button. Then in the Insert
Table gallery, point to (don’t click) the cell that is five columns to the right and five
rows down from the upper-left corner of the grid.
Word highlights the cells that will be in the table, indicates the table dimensions
in the gallery header, and creates a temporary table in the document.
You can preview the table with the number of columns and rows you have specified.
3. Click the cell.
Word creates a blank table consisting of five columns and five rows. The cursor is
located in the first cell. Because the table is active, Word displays the Design and
Layout contextual tabs.
4. In the selection area to the left of the table, point to the first row of the table, and
then click once to select it.
5. On the Layout contextual tab, in the Merge group, click the Merge Cells button.
Word combines the five cells in the first row into one cell.
6. With the merged cell selected, in the Alignment group, click the Align Center button.
The end-of-cell marker moves to the exact center of the merged cell to indicate
that anything you type there will be centered both horizontally and vertically.
7. Type Consultation Estimate.
The table now has content that looks like a table title.
Merged cells are often used for table titles and column headings.
8. Click the first cell in the second row, type Type, and then press Tab.
9. Type Location, Consultant, Hourly Rate, and Total, pressing Tab after each entry.
Pressing Tab after the Total heading moves the cursor to the first cell of the third
row. The table now has a row of column headings.
10. Select the column heading row, and then on the Mini Toolbar, click the Bold button.
11. In the third row, type Window treatments, In home, Andy Ruth, $50.00, and
$50.00, pressing Tab after each entry.
You have entered a complete row of data.
12. Select the last two rows, and then on the Layout tab, in the Rows & Columns
group, click the Insert Below button.
Word adds two new rows and selects them.
13. In the last row, click the first cell, hold down the Shift key, and then press the Right
Arrow key four times to select the first four cells in the row.
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14. In the Merge group, click the Merge Cells button.
Word combines the selected cells into one cell.
15. In the Alignment group, click the Align Center Right button.
16. Type Subtotal, and then press Tab twice.
Word adds a new row with the same structure to the bottom of the table.
When you add a new row, it has the same format as the one it is based on.
17. Type Add trip fee, press Tab twice to add a new row, and then type Total.
Now you’ll create a different table by converting existing text.
18. Scroll down to the bottom of the document, and select the rows of the tabbed list
beginning with Distance and ending with $20.00.
19. On the Insert tab, in the Tables group, click the Table button, and then click
Convert Text to Table.
The Convert Text To Table dialog box opens.
You can separate text into columns based on the symbol you specify.
20. Verify that the Number of columns box displays 2, and then click OK.
The selected text appears in a table with two columns and six rows.
21. Click anywhere in the table to release the selection, and then point to the right
border of the table. When the pointer changes to two opposing arrows, doubleclick the border.
Word adjusts the width of the right column to accommodate its longest cell
entry.
Tip You can also adjust the column width by changing the Table Column Width setting
in the Cell Size group on the Layout tab.
22. Point to the In-Home Trip Charge table.
Word displays the move handle in the upper-left corner and the size handle in
the lower-right corner.
23. Drag the size handle to the right, releasing the mouse button when the right
edge of the table aligns approximately with the 4 inch mark on the horizontal
ruler.
The width of the table expands.
The table is now approximately as wide as the tabbed list above, creating a nice balance.
CLEAN UP Save the ConsultationB document, and then close it.
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Performing Calculations in Tables
When you want to perform calculations with the numbers in a Word table, you
can create a formula that uses a built-in mathematical function. You construct a
formula by using the tools in the Formula dialog box, which you display by clicking
the Formula button in the Data group on the Layout contextual tab.
The Formula dialog box.
A formula consists of an equal sign (=), followed by a function name (such as SUM),
followed by parentheses containing the location of the cells you want to use for the
calculation. For example, the formula =SUM(Left) totals the cells to the left of the
cell containing the formula.
To use a function other than SUM in the Formula dialog box, you click the function
you want in the Paste Function list. You can use built-in functions to perform a number of calculations, including averaging (AVERAGE) a set of values, counting (COUNT)
the number of values in a column or row, or finding the maximum (MAX) or minimum
(MIN) value in a series of cells.
Although formulas commonly refer to the cells above or to the left of the active cell,
you can also use the contents of specified cells or constant values in formulas. To
use the contents of a cell, you type the cell address in the parentheses following the
function name. The cell address is a combination of the column letter and the row
number—for example, A1 is the cell at the intersection of the first column and the
first row. A series of cells in a row can be addressed as a range consisting of the first
cell and the last cell separated by a colon, such as A1:D1. For example, the formula
=SUM(A1:D1) totals the values in row 1 of columns A through D. A series of cells in a
column can be addressed in the same way. For example, the formula =SUM(A1:A4)
totals the values in column A of rows 1 through 4.
Other Layout Options
You can control many aspects of a table in the Table Properties dialog box,
which you display by clicking the Properties button in the Table group on the
Layout tab. You can set the following options:
● On the Table page, you can specify the width of the entire table, as well as the
way it interacts with the surrounding text.
● On the Row page, you can specify the height of each row, whether a row is
allowed to break across pages, and whether a row of column headings should
be repeated at the top of each page.
Tip The Repeat As Header Row option is available only if the cursor is in the top
row of the table.
● On the Column page, you can set the width of each column.
● On the Cell page, you can set the width of cells and the vertical alignment of
text within them.
Tip You can also control the widths of selected cells by changing the settings in
the Cell Size group on the Layout tab.
● On either the Table page or Cell page, you can control the margins of cells
(how close text comes to the cell border) by clicking Options and specifying
top, bottom, left, and right settings.
Tip You can also control the margins by clicking the Cell Margins button in the
Alignment group on the Layout tab.
● On the Alt Text page, you can enter text that describes what the table is
about.
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Formatting Tables
Formatting a table to best convey its data can be a process of trial and error. With Word
2010, you can quickly get started by applying one of the table styles available in the
Table Styles gallery on the Design contextual tab.
The table styles include a variety of borders, colors, and other attributes to give the table a
professional look.
If you want to control the appearance of a table more precisely, you can use the commands
on the Design and Layout tabs. You can also format the table content. As you saw in the
previous exercise, you can apply character formatting to the text in tables just as you would
to regular text, by clicking buttons on the Mini Toolbar. You can also click the buttons in the
Font group on the Home tab. You can apply paragraph formatting, such as alignment and
spacing, by clicking buttons in the Paragraph group on the Home tab. And you can apply
both character and paragraph styles from the Quick Styles gallery.
In this exercise, you’ll first apply a table style to a table. Then you’ll format a table row
and column. You’ll also apply character and paragraph formatting to various cells so
that the table’s appearance helps the reader understand its data.
SET UP You need the RepairCosts_start document located in your Chapter05 practice
file folder to complete this exercise. Open the RepairCosts_start document, and save it
as RepairCosts. If formatting marks are displayed, hide them, and then follow the steps.
1. Click anywhere in the table, and then on the Design tab, point to each thumbnail
in the first row of the Table Styles gallery to see its live preview.
2. In the Table Style Options group, clear the Banded Rows check box, and select
the Total Row check box.
The table style thumbnails no longer have banded rows, reflecting your changes.
3. In the Table Styles group, click the More button.
The Table Styles gallery appears.
4. Preview all the styles in the gallery. When you finish exploring, click the second
thumbnail in the fifth row (Medium Shading 2 – Accent 1).
The style needs to be modified to suit the data, but it’s a good starting point.
This table style applies formatting to the header and total rows, the first column, and the
text of the table.
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5. Select all the cells in the last row by clicking in the selection area to its left. Then in
the Table Styles group, click the Borders arrow, and click Borders and Shading.
The Borders And Shading dialog box opens, displaying the borders applied to the
selected cells.
6. On the Borders page of the dialog box, scroll to the top of the Style list, and click
the thick black border.
7. In the Preview area, click the top border button once to remove the current border,
and click again to apply the thick black border.
8. Click the Shading tab, and click the Fill arrow. Under Theme Colors in the palette,
click the fifth box in the top row (Blue, Accent 1). Then click OK.
9. Without moving the selection, on the Home tab, in the Font group, click the Font
Color arrow, and under Theme Colors in the palette, click the white box. Then
press Home to release the selection.
The table now has the same border at the top and bottom.
You can customize a table style to meet your needs.
10. Point to the left side of the Elastomeric Decks cell, and when the pointer changes
to a black right-pointing arrow, drag downward to select all the cells in the Item
column except the TOTAL cell.
11. On the Design tab, in the Table Styles group, click the Shading arrow, and
under Theme Colors, click the third box in the blue column (Blue, Accent 1,
Lighter 40%).
12. Select all the cells containing amounts in the Cost, $ column, including the cell with
the total. Then on the Layout tab, in the Alignment group, click the Align Center
Right button.
Tip If the first row of your table has several long headings that make it difficult to fit the
table on one page, you can turn the headings sideways. Simply select the heading row
and click the Text Direction button in the Alignment group on the Layout tab.
Now you can judge how well the table displays its data.
The total now stands out better, and the amounts are easier to read.
Tip If you will need to use this formatted table with different data in the future, you can
save it as a Quick Table. For information about saving customized tables for future use,
see the sidebar “Quick Tables” on the next page.
CLEAN UP Save the RepairCosts document, and then close it.
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Quick Tables
With Word 2010, you can create Quick Tables—preformatted tables with sample
data that you can customize. To create a Quick Table:
1. On the Insert tab, in the Tables group, click the Table button, and then point
to Quick Tables.
The Quick Tables gallery appears.
The predefined Quick Tables meet several common needs.
2. Scroll through the gallery, noticing the types of tables that are available, and
then click the one you want.
For example, this is the Matrix Quick Table.
The Matrix Quick Table includes row and column headings, placeholder data, and no
summary data, such as totals.
3. On the Design tab, apply formatting to tailor the Quick Table to your needs.
For example, here’s the Matrix Quick Table after we formatted it.
It is easy to customize a Quick Table for your own needs.
If you will use the table again, you can save it in the Quick Tables gallery. Select
the table, display the Quick Tables gallery, and click Save Selection To Quick Tables
Gallery. Then in the Create New Building Block dialog box, assign a name to the table,
and click OK. Provided you save the Building Blocks template when Word prompts
you to, the table will be available in the Quick Tables gallery for future use.
See Also For information about building blocks, see “Inserting Building Blocks” in
Chapter 6, “Add Simple Graphic Elements.”
Key Points
● To vary the layout of a document, you can divide text into columns. You can
control the number of columns, the width of the columns, and the space between
the columns.
● To clearly present a simple set of data, you can use tabs to create a tabbed list,
with custom tab stops controlling the width and alignment of columns.
● You can create a table from scratch, or convert existing text to a table. You can
control the size of the table and its individual structural elements.
● By using the built-in table styles, you can quickly apply professional-looking cell
and character formatting to a table and its contents.
● You can enhance a table and its contents by applying text attributes, borders, and
shading.
Key Points 165
Chapter at a Glance
Insert and modify
pictures, page 168
Change a document’s
background, page 176
Insert building
blocks, page 183
Add WordArt text,
page 197
167
6 Add Simple
Graphic Elements
In this chapter, you will learn how to
✔ Insert and modify pictures.
✔ Change a document’s background.
✔ Insert building blocks.
✔ Add WordArt text.
Some documents that you create in Microsoft Word 2010 are straightforward and require
nothing more than words. Others might benefit from the addition of graphic elements
to reinforce their concepts, to grab the reader’s attention, or to make them more visually
appealing. These graphic elements can include a wide variety of objects and effects,
including:
● Pictures These objects are created outside of Word—photographs from digital
cameras, clip art images, or files created on a computer with a graphics program.
No matter what the origin of the picture, you can change its size and its position in
relation to other content after you insert it in the Word document. For some types
of pictures, you can make additional changes from within Word, such as cropping
the picture or embellishing it by applying artistic effects.
● Drawing objects These objects are created within Word—text boxes, WordArt
text, diagrams, charts, shapes, and other such objects. As with pictures, you can
size, move, and format drawing objects from within Word.
See Also For information about diagrams, charts, or shapes, refer to Microsoft Word
2010 Step by Step, by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
168 Chapter 6 Add Simple Graphic Elements
● Building blocks You can draw attention to specific information and add graphic
appeal by incorporating ready-made graphic building blocks (also called Quick
Parts) into a document. These building blocks are combinations of drawing objects
(and sometimes pictures) in a variety of formatting styles that you can select to
insert elements such as cover pages, quotations pulled from the text (called pull
quotes), and sidebars. You can also create your own building blocks, which then
become available in the Quick Parts gallery.
● Backgrounds You can apply a variety of backgrounds to the pages of your document, including plain colors, gradients, textures, patterns, and pictures.
In this chapter, you’ll first insert and modify pictures in a document. You'll experiment
with page backgrounds, and then add three types of building blocks to a document.
Finally, you'll have a bit of fun with WordArt.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter06 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
Inserting and Modifying Pictures
You can insert digital photographs or pictures created in almost any program into a Word
document. You specify the source of the picture you want to insert by clicking one of these
two buttons, which are located in the Illustrations group on the Insert tab:
● Picture Click this button to insert a picture that is saved as a file on your computer,
or on a device (such as an external hard drive or a digital camera) that is connected
to your computer.
● Clip Art Click this button to insert one of hundreds of clip art images, such as
photos and drawings of people, places, and things.
See Also For information about clip art, see the sidebar “About Clip Art” later in this
chapter.
After you insert a picture in a document, you can modify the image by using commands
on the Format contextual tab, which is displayed only when a picture or drawing object is
selected. For example, you can click buttons in the Adjust group to change the picture’s
brightness and contrast, recolor it, apply artistic effects to it, and compress it to reduce the
size of the document containing it. The Picture Styles group offers a wide range of picture
styles that you can apply to a picture to change its shape and orientation, as well as add
borders and picture effects. And finally, you can use the commands in the Size group for
cropping and resizing pictures.
The Format contextual tab for pictures.
Troubleshooting The appearance of buttons and groups on the ribbon changes depending
on the width of the program window. For information about changing the appearance of the
ribbon to match our screen images, see “Modifying the Display of the Ribbon” at the beginning
of this book.
See Also For information about using the commands in the Arrange group, refer to Microsoft
Word 2010 Step by Step, by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
In this exercise, you’ll insert a couple of photographs and size and crop them. You’ll modify
one of them and then copy the modifications to the other one. Then you’ll insert an illustration and apply an artistic effects to it.
SET UP You need the Authors_start document, the Joan and Joyce photographs, and
the OTSI-Logo illustration located in your Chapter06 practice file folder to complete
this exercise. Open the Authors_start document, and save it as Authors. Display the
rulers and formatting marks, and then follow the steps.
1. Click to the left of the Joyce has 30 years’ experience paragraph, press the Enter
key, and press the Up Arrow key. Then on the Insert tab, in the Illustrations group,
click the Picture button.
The Insert Picture dialog box opens, displaying the contents of your Pictures library.
2. Navigate to the Chapter06 practice file folder, and double-click the Joyce picture.
Word inserts the picture at the cursor and displays the Format contextual tab on
the ribbon.
Troubleshooting If Word inserts a frame the size of the picture but displays only a
sliver of the picture itself, Word cannot increase the line spacing to accommodate
the picture because it is set to a specific amount. To correct this problem, click the
Paragraph dialog box launcher, and in the Paragraph dialog box, change the Line
Spacing setting to Single.
Tip In this exercise, you insert pictures in blank paragraphs. By default, Word inserts the
picture in-line with the text, meaning that Word increases the line spacing as necessary
to accommodate the picture. If you were to type text adjacent to the picture, the bottom
of the picture would align with the bottom of the text on the same line. After you insert a
picture, you can change its position and the way text wraps around it.
See Also For more information about positioning objects and wrapping text around
them, see “Adding WordArt Text” later in this chapter. You can also refer to Microsoft
Word 2010 Step by Step, by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
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3. In the lower-right corner of the picture, point to the handle (the circle). When the
pointer changes to a double arrow, drag up and to the left until the right side of the
picture’s shadow frame is in line with the 1.75 inch mark on the horizontal ruler.
When you release the mouse button, the picture assumes its new size.
Because the ratio of the picture’s height to its width (called the aspect ratio) is locked, the
height and width change proportionally.
Tip You can fine-tune the size of a graphic by adjusting the Shape Height and Shape
Width settings in the Size group on the Format tab.
4. On the Format contextual tab, in the Size group, click the Crop button.
Word surrounds the picture with crop handles.
5. Point to the bottom-middle handle, and when the pointer changes to a black T,
drag upward until the picture is about 1 inch high.
Word grays out the part of the picture you have cropped away.
Word will not actually crop the picture until you turn off the crop button.
6. Click the Crop button to turn it off.
Word removes the crop handles and discards the gray part of the picture.
Tip In addition to cropping a picture manually, you can click the Crop arrow and select
from various options, including having Word crop a picture to fit a shape you select,
cropping to a precise width:height ratio, filling an area with a picture, or fitting a
picture to an area.
7. Click to the left of the Joan has worked paragraph, press Enter, and then press the
Up Arrow key. Then repeat steps 1 through 6 to insert, size, and crop the Joan picture below the Joan Lambert heading.
8. With the Joan picture still selected, on the Format contextual tab, in the Adjust
group, click the Color button.
The Color gallery appears.
You can change the saturation and tone, as well as recolor the picture.
9. Under Recolor in the Color gallery, preview each option, and then click the second
thumbnail in the first row (Grayscale).
The picture is grayscaled—that is, each color is converted into a shade of gray.
10. In the Adjust group, click the Corrections button. Then in the Corrections gallery,
under Brightness and Contrast, preview each option, and then click the fourth
thumbnail in the top row (Brightness: +20% Contrast: -40%).
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11. In the Picture Styles group, click the More button.
The Picture Styles gallery appears.
You can apply frames, shadows, glows, and 3-D effects from the Picture Styles gallery.
Troubleshooting The number of thumbnails per row in your galleries might be different
than ours, depending on the screen resolution and the width of the program window. In
the steps, look for the thumbnail with the name specified.
12. In the gallery, preview each thumbnail, and then click the first thumbnail in the fifth
row (Bevel Rectangle). Click away from the picture to see the effect.
The photograph now has a three-dimensional appearance.
This picture style gives the effect of a padded square button.
13. Click the Joan picture to select it, and then on the Home tab, in the Clipboard
group, click the Format Painter button.
14. If necessary, scroll up in the document, and click the Joyce picture.
Word copies the grayscale format, color corrections, and picture style from one
picture to the other.
15. Scroll down until the Online Training Solutions, Inc. (OTSI) heading is visible,
click to the left of the OTSI specializes paragraph, press Enter, and then press
Up Arrow.
16. On the Insert tab, in the Illustration group, click the Picture button. Then in the
Chapter06 folder displayed in the Insert Picture dialog box, double-click the
OTSI-Logo graphic.
17. With the logo selected, on the Format contextual tab, in the Adjust group, click
the Artistic Effects button.
18. In the Artistic Effects gallery, preview each thumbnail, and then click the last
thumbnail in the fifth row (Glow Edges). Click away from the picture to see the
effect.
The logo now has a black-and-white stylized effect.
You can use artistic effects to make pictures look like paintings, pencil sketches, cutouts
and more.
Tip To move a picture, simply drag it to the desired location. Tocopy a graphic, hold
down the Ctrl key while you drag, releasing first the mouse button and then the Ctrl
key. (If you release Ctrl first, Word will move the image instead of copying it.)
CLEAN UP Save the Authors document, and then close it.
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About Clip Art
If you want to dress up a document with a graphic but you don’t have a suitable
picture, you might want to search for a clip art image. Clip art comes in many
different styles and formats, including illustrations, photographs, videos, and
audio clips. The only thing the clips have in common is that they are free and
available without any copyright restrictions.
Clicking the Clip Art button displays the Clip Art task pane, where you can enter a
search term to look for an image on your computer or on the Office.com Web site.
When clip art images matching your search term are displayed in the task pane,
you can click an image to insert it in your document. If you don’t want to insert an
image at the cursor but want it to be available for use somewhere else, you can
point to the image in the Clip Art task pane, click the arrow that appears, and then
click Copy to store a copy of the image on the Microsoft Office Clipboard. If you
find an image on Office.com and want to be able to insert it in documents when
you are not online, you can point to the arrow, click Make Available Offline, and
then store it in a clip art collection. You can also edit the keywords associated with
an image and view its properties.
To find and insert a clip art image:
1. Position the cursor where you want the image to appear. Then on the Insert
tab, in the Illustrations group, click the Clip Art button.
2. In the Clip Art task pane, select the current entry in the Search For box (or click
in the box if there is no entry), and enter a keyword for the type of clip art you
are looking for, such as cats. Then select the Include Office.com Content check
box, and click Go.
Tip You can restrict the search results to a particular type of clip art by selecting
the type in the Results Should Be list.
The task pane displays any clip art images that have your keyword associated
with them.
Cat-related clip art images from your computer and Office.com.
3. In the task pane, click the image you want to insert into the document.
You can then manipulate the clip art image the same way you would a picture.
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Changing a Document’s Background
Whether you’re creating a document that will be printed, viewed on a computer, or
published on the Internet and viewed in a Web browser, you can make your document
stand out by adding a background color, texture, or picture to every page in a document. You can also add borders to every page.
See Also For information about creating documents for the Web, refer to Microsoft Word
2010 Step by Step, by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
When it comes to backgrounds, the trick is to not overdo it. Your effects need to be
subtle enough that they do not interfere with the text or other elements on the page.
In this exercise, you’ll first apply a solid background color to every page. Then you’ll
create a two-color gradient across the pages. You’ll fill the pages with one of the
textures that come with Word and then fill them with a picture. Finally, you’ll put a
border around every page.
SET UP You need the MarbleFloor picture located in your Chapter06 practice file
folder to complete this exercise. Open a blank document, turn off the rulers and
formatting marks, and then follow the steps.
1. In the lower-right corner of the program window, click the Zoom Level button,
and set the zoom percentage to display the whole page.
2. On the Page Layout tab, in the Page Background group, click the Page Color
button, and then under Theme Colors, in the column of green boxes, click the
second box from the top (Olive Green, Accent 3, Lighter 60%).
The background of the document changes to the selected color.
3. In the Page Background group, click the Page Color button, and then click Fill
Effects.
The Fill Effects dialog box opens.
The Gradient page of the Fill Effects dialog box.
4. In the Colors area, click Two colors, and then leaving Color 1 set to light green,
click the Color 2 arrow, and in the fifth column of boxes, select the top box (Blue,
Accent 1, Lighter 80%).
The Variants and Sample areas change to show graded combinations of the two
colors.
5. In the Shading styles area, click each option in turn and observe the effects in the
Variants and Sample areas. Then click Diagonal Up.
6. In the Variants area, click the option in the upper-left corner, and then click OK.
The background of the document is now shaded from light green to light blue.
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7. Display the Fill Effects dialog box again, and click the Texture tab.
On this page, you can select from a number of texture files that come with Word.
The Texture page of the Fill Effects dialog box.
8. Click the effect in the second column of the third row (White Marble), and then
click OK.
The background changes to display the effect rather than the color.
The page with the White Marble texture applied to the background.
9. Display the Fill Effects dialog box again, and click the Picture tab. Then click Select
Picture, and with the contents of your Chapter06 practice file folder displayed in
the Select Picture dialog box, double-click MarbleFloor. In the Fill Effects dialog
box, click OK.
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The background changes to display a blurred picture of a marble floor in the
Doge’s Palace in Venice.
The page with the MarbleFloor picture applied to the background.
Tip Word fills the page with as much of the picture as will fit. If one copy of the
picture does not completely fill the page, Word inserts another copy, effectively
“tiling” the image.
10. In the Page Background group, click the Page Borders button.
The Borders And Shading dialog box opens with the Page Border page active.
The Page Border page is almost the same as the Borders page, except that an Art option is
available at the bottom of the center pane.
11. In the Setting area of the Borders and Shading dialog box, click Box. Then
in the Color list, click the third box in the blue column (Blue, Accent 1,
Lighter 40%).
12. In the Art list, scroll down, clicking any art option you like to see it applied to the
page in the Preview pane. When you find a style you like, click OK.
We chose a classic double border near the bottom of the Art list.
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The page with a double border applied on top of the picture background.
13. Press Ctrl+Enter to insert a page break, and then scroll to the second page.
When you apply a background, it is reflected in all the pages of the document.
CLEAN UP If you want, save the document as PageBackground, and then close it.
Inserting Building Blocks
To simplify the creation of professional-looking text elements, Word 2010 comes with
ready-made visual representations of text, known as building blocks, which are available
from various groups on the Insert tab. You can insert the following types of building blocks:
● Cover page You can quickly add a formatted cover page to a longer document
such as a report by selecting a style from the Cover Page gallery. The cover page
includes text placeholders for elements such as a title so that you can customize
the page to reflect the content of the document.
Tip You can also insert a blank page anywhere in a document—even in the middle of
a paragraph—by positioning the cursor and then clicking the Blank Page button in the
Pages group on the Insert tab.
● Header and footer You can display information on every page of a document in
regions at the top and bottom of a page by selecting a style from the Header or
Footer gallery. Word indicates the header and footer areas by displaying dotted
borders and displays a Design contextual tab on the ribbon. You can enter information in the header and footer areas the same way you enter ordinary text. You can
have a different header and footer on the first page of a document and different
headers and footers on odd and even pages.
Tip If your document contains section breaks, each successive section inherits the headers
and footers of the preceding section unless you break the link between the two sections.
You can then create a different header and footer for the current section. For information
about sections, see “Controlling What Appears on Each Page” in Chapter 7, “Preview, Print,
and Distribute Documents.”
● Page number You can quickly add headers and footers that include only page
numbers and require no customization by selecting the style you want from one of
the Page Number galleries.
● Text box To reinforce key concepts and also alleviate the monotony of page after
page of plain text, you can insert text boxes such as sidebars and quote boxes by
selecting a style from the Text Box gallery. The formatted text box includes placeholder text that you replace with your own.
If you frequently use a specific element in your documents, such as a formatted titlesubtitle-author arrangement at the beginning of reports, you can define it as a custom
building block. It is then available from the Quick Parts gallery.
See Also For information about saving frequently used text as a custom building block, see
“Inserting Saved Text” in Chapter 3, “Edit and Proofread Text.”
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You can see a list of all the available building blocks by clicking the Quick Parts button in
the Text group on the Insert tab and then clicking Building Blocks Organizer.
The Building Blocks Organizer dialog box.
Initially the building blocks are organized by type, as reflected in the Gallery column. If you
want to insert building blocks of the same design in a document, you might want to sort
the list alphabetically by design name, by clicking the Name column heading. For example,
a cover page, footer, header, quote box, and sidebar are all available with the Pinstripes
design. Some elements, such as bibliographies, equations, tables of contents, tables, and
watermarks, are not part of a design family and have their own unique names.
Tip You can see more information about each building block by dragging the horizontal scroll
box to display the right side of the Building Blocks list.
At the bottom of the Building Blocks Organizer dialog box, you can click Edit Properties
to display a dialog box where you can see the information about a selected building block
in a more readable format. If you are viewing the properties associated with a custom
building block, you can change them in this dialog box, but we don’t recommend changing
the properties assigned to a building block that came with Word.
The Modify Building Block dialog box.
You can delete a selected custom building block from the list by clicking Delete at the
bottom of the Building Blocks Organizer dialog box, and you can insert a selected
building block into the document by clicking Insert.
In this exercise, you’ll insert a cover page and add a header and footer to a document.
You’ll also insert two kinds of text boxes with the same design. Finally, you’ll save a
customized sidebar as a building block.
SET UP You need the Flyer_start document located in your Chapter06 practice file
folder to complete this exercise. Open the Flyer_start document, and save it as Flyer.
Then follow the steps.
1. Click the Zoom Level button in the lower-right corner of the program window. In
the Zoom dialog box, click Whole page, and then click OK.
2. With the cursor at the top of the document, on the Insert tab, in the Pages group,
click the Cover Page button.
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The Cover Page gallery appears.
The thumbnails show the designs of the available cover pages.
3. Scroll through the Cover Page gallery to see the available options, and then click
Pinstripes.
Word inserts the cover page at the beginning of the document and adds placeholders
for the title, subtitle, date, company name, and author name.
The selected cover page.
Tip If any of the required information is attached to the document as properties, Word
inserts the information instead of the placeholder.
4. Click anywhere in the title placeholder, and type Simple Room Design. Then click
the Pick the date placeholder, click the arrow that appears, and in the calendar,
click today’s date (indicated by a red box). Delete the remaining placeholder
paragraphs.
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5. On the Insert tab, in the Header & Footer group, click the Header button.
Scroll through the Header gallery, and then click Pinstripes.
Word displays the Design contextual tab, dims the text of the document, and
indicates the header and footer areas with dotted lines.
Because the Different First Page check box in the Options group on the Design tab is selected,
the header area is labeled First Page Header.
6. In the Navigation group, click the Next button.
Word moves to the next section of the document, which is the page after the
cover page.
7. Type Wide World Importers. Then on the Home tab, in the Paragraph group,
click the Center button.
8. On the Design tab, in the Navigation group, click the Go to Footer button.
The cursor moves to the footer area at the bottom of the page.
9. In the Header & Footer group, click the Page Number button, point to Current
Position in the list, and then in the gallery, click Large Color.
Except for the first page of the document, the pages now have a header and footer.
Headers and footers can include any information you want repeated on each page
in a section, including graphics.
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Tip To use a numbering scheme other than Arabic numerals, to number pages by chapter,
or to control the starting number, click the Page Number button in the Header & Footer
group, and then click Format Page Numbers. In the Page Number Format dialog box, click
the Number Format arrow, and then in the list, click the format you want.
10. In the Close group, click the Close Header and Footer button.
11. At the top of the second page, delete Simple Room Design. Then on the Insert tab,
in the Text group, click the Quick Parts button, and click Building Blocks Organizer.
The Building Blocks Organizer shown at the beginning of this topic opens. The left
pane displays a complete list of all the building blocks available on your computer.
Clicking a building block in the left pane displays a preview in the right pane.
Tip The Building Blocks list you see on your computer includes AutoText entries for
your user name and initials. To change either of these entries, display the Backstage
view, click Options, and then on the General page of the Word Options dialog box,
update your information and click OK.
12. Scroll through the Building blocks list, previewing a few of the building blocks.
Then click the Name column heading, and scroll through the list again.
Notice that page elements of the same theme are coordinated.
The Building Blocks Organizer dialog box, after the Name column has been sorted.
13. In the Building blocks list, click Pinstripes Quote (the first of the Pinstripes text
boxes), and then below the list, click Insert.
Word inserts the quote box halfway down the right side of the page.
Placeholder text in the quote box tells you how to insert your own text and format the block.
14. Click the Zoom Out button on the Zoom Slider until you can read the text of the
document. Then select and copy the last sentence of the fourth paragraph (Go
with what you love…).
15. Click the quote box to select the placeholder text. Then on the Home tab, in the
Clipboard group, click the Paste arrow, and under Paste Options, click the Keep
Text Only button.
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The copied text replaces the placeholder, and because it was pasted as unformatted
text, it retains the formatting of the placeholder text. The quote box automatically
resizes to fit its new contents.
See Also For information about text boxes, see the sidebar “Drawing Text Boxes” later
in this chapter.
16. Display the whole page again. Then scroll to the last page of the document, and
click anywhere on the page.
17. On the Insert tab, in the Text group, click the Text Box button, scroll through the
gallery, and click Pinstripes Sidebar.
Word inserts the sidebar down the right side of the page.
This sidebar consists of two overlapping, coordinated boxes.
18. If necessary, zoom out so that you can see the text well enough to edit it. Then at
the beginning of the last paragraph of the document, delete NOTE: (including the
colon and following space).
19. Select the last paragraph, and on the Home tab, in the Clipboard group, click the
Cut button.
Keyboard Shortcut Press Ctrl+X to cut the selected content to the Clipboard.
20. Click the sidebar to select the placeholder text. Then in the Clipboard group, click
the Paste arrow, and under Paste Options, click the Keep Text Only button.
The sidebar now contains the cut text.
The pasted text takes on the formatting assigned to the text box.
21. To widen the sidebar so that the Web site address fits on one line, click the sidebar
text, and drag the blue handle on the dotted line at the left side of the white box
to the left, until it sits slightly to the left of the frame of the white box.
If the Web site address still doesn’t fit, adjust the width of the sidebar again.
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22. Click at the top of the sidebar’s blue box. Then on the Insert tab, in the Text
group, click the Quick Parts button, and click Save Selection to Quick Part
Gallery.
Troubleshooting If you click the text in the sidebar or elsewhere in the document after
resizing the sidebar, the sidebar will no longer be selected and the Save Selection To
Quick Part Gallery command will not be available.
The Create New Building Block dialog box opens.
23. Replace the text in the Name box with Order Sidebar, and then click OK.
You can now insert this custom sidebar from the Quick Parts gallery into other
documents.
24. In the Text group, click the Quick Parts button.
The Quick Parts gallery appears.
The Order Sidebar custom building block appears at the top of the gallery.
25. Click Building Blocks Organizer, and then in the Building Blocks Organizer
dialog box, click the Category column heading to sort the Building blocks list
by that column.
26. In the Building blocks list, scroll to the General category, and click Order
Sidebar once.
The building block you just created appears in the preview pane.
The General category includes your custom building block and the user name and initials
AutoText entries.
CLEAN UP If you want, delete the building block you just created before you close the
Building Blocks Organizer dialog box. Then save the Flyer document, and close it.
Important When you exit Word after saving a custom building block, you’ll be asked
whether you want to save changes to the template in which you stored the building block.
If you want the building block to be available for future documents, click Save; otherwise,
click Don’t Save.
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Drawing Text Boxes
If none of the predefined text-box building blocks meets your needs, you can draw
your own text box. At the bottom of the Text Box gallery, click Draw Text Box, and
then drag a box the size you want anywhere on the page. You can immediately
start typing at the blinking cursor, and you can format the text the way you would
any other text.
When a text box is surrounded by a dashed border, it’s selected for text editing. To
manipulate the text box itself, you need to click its frame.
The text box on the left is selected for editing, and the one on the right is selected for
manipulation.
When a text box has a solid border, you can reposition it by dragging it to another
location, and you can change its size by dragging the size handles around its frame.
You can change the outline and fill colors by using the commands in the Shape
Styles group on the Format contextual tab.
You can link text boxes so that text flows from one to the next. To do so:
1. Click the first text box.
2. In the Text group on the Format contextual tab, click Create Link.
The mouse pointer changes to a small pitcher.
3. Point to the second text box, and then when the mouse pointer changes to a
pouring pitcher, click once.
Note that the second text box must be empty.
Adding WordArt Text
If you’re familiar with WordArt in earlier versions of Word, you’re in for a surprise. WordArt
has matured from the fun little tool you might have used in the past to create headings in
molded shapes and gaudy colors. Its capabilities are now oriented toward creating more
sophisticated display-text objects that you can position anywhere on the page. Although
the WordArt object is attached to the paragraph that contained the cursor when you
created it, you can move it independently from the text, even positioning it over the
text if you want.
To insert a WordArt object, you click the WordArt button in the Text group on the Insert
tab, and click a text style in the WordArt gallery. (The WordArt styles are the same as the
text effects available in the Text Effects gallery in the Font group of the Home tab.) Then
you enter your text in the text box that appears. You can edit the text, adjust the character formatting in the usual ways, and change the text style at any time.
Tip You can also select existing text before clicking the WordArt button to convert that text
into a WordArt object.
See Also For information about character formatting, see “Manually Changing the Look of
Characters” in Chapter 4, “Change the Look of Text.” For information about text effects, see
“Quickly Formatting Text” in the same chapter.
When a WordArt object is selected, the Format contextual tab appears on the ribbon.
You can use the commands on this tab to format the WordArt object to meet your needs.
For example, from the Format tab, you can add effects such as shadows and 3-D effects,
change the fill and outline colors, and change the text direction and alignment. You can
also position the WordArt object in any of several predefined locations on the page, as
well as specify how the text should wrap around the object.
Tip Don’t go too wild with WordArt formatting. Many WordArt Styles and Shape Styles take
up space and can involve trial and error to produce a neat effect.
In this exercise, you’ll insert a new WordArt object, modify it, and then position it on the
page. Then you’ll change the way it relates to the text on the page.
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198 Chapter 6 Add Simple Graphic Elements
SET UP You need the Announcement_start document located in your Chapter06
practice file folder to complete this exercise. Open the Announcement_start document
and save it as Announcement. Then with the rulers and formatting marks turned off,
follow the steps.
1. On the Insert tab, in the Text group, click the WordArt button.
The WordArt gallery appears, displaying the same formatted letters you see when
you click the Text Effects button.
2. Click the third thumbnail in the fifth row (Fill – Red, Accent 2, Warm Matte
Bevel).
Word inserts a WordArt object with that text effect at the cursor. Because a
graphic object is selected, the Format contextual tab appears on the ribbon.
The WordArt object contains placeholder text in the style you chose.
Tip If formatting marks are displayed, you see an anchor icon adjacent to the first
paragraph. You can ignore it for now.
See Also For information about anchoring objects, refer to Microsoft Word 2010 Step
by Step, by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
3. With Your Text Here selected, type The Room Planner. (Don’t type the period.)
Tip WordArt objects can accommodate multiple lines. Simply press Enter if you want to
start a new line.
4. Without moving the cursor, on the Home tab, in the Paragraph group, click the
Center button.
5. Click the border of the text box to select the box, and then change the zoom
percentage so that you can see the whole page.
6. On the Format contextual tab, in the Arrange group, click the Position button.
The Position gallery appears.
You can position the WordArt object in one of 10 predefined positions.
7. Point to each thumbnail in turn to preview where each option will place the object.
Then under With Text Wrapping, click the second thumbnail in the second row
(Position in Middle Center with Square Text Wrapping).
The object moves to the middle of the page.
Don’t worry if the word Planner is now truncated. Because of the interaction of the
object with its surrounding text, sometimes not all the WordArt text fits in its box
after you position it. You’ll fix that in a minute.
8. In the Arrange group, click the Wrap Text button.
The Wrap Text gallery appears.
You can change the text wrapping without changing the position.
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200 Chapter 6 Add Simple Graphic Elements
9. Point to each thumbnail in turn to preview their effects, and then click Tight.
10. In the Arrange group, click the Wrap Text button, and then click More Layout
Options.
The Layout dialog box opens with the Text Wrapping page active.
If you know what kind of text wrapping you want, you can select it on this page of the dialog
box, but you can’t preview it.
11. In the Distance from text area, change the Left and Right settings to 0.3", and
then click OK.
The text outside the box is no longer encroaching on the box.
If the word Planner was truncated in your box, the entire word should now be
displayed. If it isn’t, try increasing the Distance From Text settings to 0.4".
12. In the WordArt Styles group, display the WordArt Quick Styles gallery, and then
click the fourth thumbnail in the third row (Gradient Fill – Blue, Accent 1).
Troubleshooting Depending on your screen resolution and program window size, you
might have to click the Quick Styles button to display the gallery.
13. In the Shape Styles group, display the Shape Styles gallery, and then click the
fourth thumbnail in the fourth row (Subtle Effect – Olive Green, Accent 3).
14. Press Ctrl+Home.
Now you can see the effect of the WordArt text.
This simple text banner is a stylish alternative to a traditional title.
15. If you want, experiment with combinations of the styles and formatting available
on the Format tab.
For example, you might want to try some of the Text Effects options, such as the
molding effects available in the Transform gallery.
CLEAN UP Save the Announcement document, and then close it.
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202 Chapter 6 Add Simple Graphic Elements
Formatting the First Letter of a Paragraph
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.
The Drop Cap gallery provides two basic drop-cap styles:
● Dropped Sits in the text column and displaces paragraph text
● In margin Hangs in the margin adjacent to the paragraph text
In either case, the drop cap is as tall as three lines of text and uses the same font as
the rest of the paragraph.
To insert a drop cap:
1. Click anywhere in a paragraph of text, and then on the Insert tab, in the Text
group, click the Drop Cap button.
2. Point to each thumbnail to display its live preview, and then click the one you want.
Word inserts the first letter of the paragraph in a box. If you selected Dropped,
Word rewraps the text to the right of the graphic.
For more options, click Drop Cap Options at the bottom of the Drop Cap gallery
to open the Drop Cap dialog box. You can choose a font that is different from the
paragraph and adjust the drop cap’s height and distance from the text.
If you want to make the first word of the paragraph stand out, you can click to the
right of the drop cap and type the rest of the word. If you do this, don’t forget to
delete the word from the beginning of the paragraph!
Key Points
● You can insert illustrations created with most graphics programs, as well as digital
photos, into a Word document.
● A background color, texture, pattern, or picture can really give a document pizzazz,
but be careful that it doesn’t overwhelm the text.
● Word comes with predefined building blocks that quickly add graphic elements to
a document.
● Using WordArt, you can easily add fancy text to a document and then format and
position it for the best effect.
Key Points 203
Chapter at a Glance
Preview and adjust
page layout, page 206
Print documents,
page 217
Control what appears
on each page, page 212
Prepare documents for
electronic distribution,
page 219
205
7 Preview, Print,
and Distribute
Documents
In this chapter, you will learn how to
✔ Preview and adjust page layout.
✔ Control what appears on each page.
✔ Print documents.
✔ Prepare documents for electronic distribution.
When you finish developing a document, you’ll often want to distribute either a printed
version or an electronic version. Before committing the document to paper, you should
check that the pages are efficiently laid out and that there are no glaring problems, such
as headings that print on separate pages from their text. Microsoft Word 2010 provides
several tools you can use to manipulate how much text appears on each page and to
control page layout. It also provides tools for finalizing an electronic document and
ensuring that the end product of all your hard work contains no traces of personal or
confidential information. When you are ready to print, you can control precisely how
many copies and what parts of your document appear on paper.
In this chapter, you’ll first preview a document and make some adjustments to improve its
presentation. Then you’ll look at the options available for controlling page breaks. You’ll
print a document, and finally, you’ll inspect and finalize it for electronic distribution.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter07 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
206 Chapter 7 Preview, Print, and Distribute Documents
Previewing and Adjusting Page Layout
Usually while you’re creating a document, you’ll make decisions about the size of the
margins and the direction of the page (called the orientation) to best suit your content.
You can use the Margins and Orientation commands in the Page Setup group of the
Page Layout tab to make any necessary adjustments to the document, and you can use
the Size command to change the paper size.
You can also display the Page Setup dialog box, where you can make these basic layout
changes all in one place.
You can adjust all the page layout settings in one place.
Working on your document in Print Layout view helps to ensure that the document looks
tidy on the page. However, before you print the document, you’ll almost always want to check
how it will look on paper by previewing it. Previewing is essential for multipage documents
but is helpful even for one-page documents. To preview a document, you display the Print
page of the Backstage view and then page through the document displayed in the right pane.
This view shows exactly how each page of the document will look when printed on the
specified printer.
The Print page of the Backstage view.
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208 Chapter 7 Preview, Print, and Distribute Documents
If you don’t like what you see in the preview pane of the Print page, you don’t have
to leave the Backstage view to make adjustments. The middle pane of the Print page
provides tools for making the following changes:
● Orientation You can switch the direction in which a page is laid out on the paper.
The default orientation is Portrait, in which the page is taller than it is wide. You can
set the orientation to Landscape, in which the page is wider than it is tall.
● Paper size You can switch to one of the sizes available for the selected printer by
making a selection from a list.
● Margins Changing the margins of a document changes where information can
appear on each page. You can select one of Word's predefined sets of top,
bottom, left, and right margins, or set custom margins.
Tip All the pages of a document have the same orientation and margins unless you
divide the document into sections. Then each section can have independent orientation
and margin settings. For more information about sections, see “Controlling What
Appears on Each Page” later in this chapter.
If your printer is capable of scaling the pages of your document, you’ll also see an option
to set the number of pages to print per sheet of paper, up to 16. You might use this
option to print a booklet with two pages per sheet that will be folded in the middle.
You might also be tempted to use this option to save paper, but bear in mind that the
smaller the pages, the harder it is to read them.
You can also open the Page Setup dialog box from the Print page to make multiple
adjustments in one place.
In this exercise, you’ll preview a document, change the orientation, and adjust the
margins.
SET UP You need the InfoSheetA_start document located in the Chapter07 practice
file folder, and an active printer connection, to complete this exercise. Open the
InfoSheetA_start document, and save it as InfoSheetA. Then follow the steps.
1. Display the Backstage view, and in the left pane, click Print.
Keyboard Shortcut Press Ctrl+P to display the Print page of the Backstage view.
The Print page is displayed, with a preview of the document on the right. The
shaded background of the document is not displayed because it will not be
printed.
2. In the lower-right corner of the preview pane, click the Zoom button, and then in
the Zoom dialog box, click Many pages, click the monitor button, and click the
second page icon in the top row of the grid (1x2 Pages). Then click OK.
Word displays the two pages of the document side by side.
You can preview multiple pages.
Tip If you want to preview a multipage document as it will look when printed on both
sides of the page and bound, add a blank page to the beginning of the document before
previewing it.
3. Under Settings in the middle pane, click Custom Margins.
The gallery of margin options appears.
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210 Chapter 7 Preview, Print, and Distribute Documents
You can select predefined margins or set your own.
4. In the list, click Wide.
The text rewraps within the new margins.
5. In the page range in the lower-left corner of the preview pane, click the Next
Page button.
The page range updates to show that the document now has three pages and that
page 2 is the active page.
6. Click the Next Page button again to see the last page of the document.
7. At the bottom of the middle pane, click Page Setup.
The Page Setup dialog box opens, displaying the Margins page. Notice that selecting
Wide margins on the Print page set the left and right margins to 2 inches.
8. In the Pages area, display the Multiple pages list, and click Mirror Margins.
The Preview area now displays two pages side by side, and in the Margins area,
Left and Right have changed to Inside and Outside.
9. In the Margins area, change the value in the Outside box to 1".
Tip You can either type a new value or click the down arrow at the right end of the box.
In the pages in the Preview area, the width of the outside margins decreases.
You might use the Mirror Margins setting if you were planning on printing on
both sides of the paper and then stapling the pages.
10. Return the Multiple pages setting to Normal, and in the Margins area, change
the value in the Left box to 1".
11. If you want, in the Page Setup dialog box, click the Paper tab and then the
Layout tab, and notice the available options on those pages. Then click OK.
On the Print page, the margins setting is now Normal Margins, and the page
range indicator shows that the number of pages in the document has decreased
to two.
CLEAN UP Save the InfoSheetA document, and then close it.
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Controlling What Appears on Each Page
When a document includes more content than will fit between its top and bottom
margins, Word creates a new page by inserting a soft page break. If you want to
break a page before Word would normally break it, you can insert a manual page
break in one of three ways:
● Click Page Break in the Pages group on the Insert tab.
● Click Breaks in the Page Setup group on the Page Layout tab, and then click Page.
● Press Ctrl+Enter.
Tip As you edit the text in a document, Word changes the location of the soft page breaks,
but the program cannot change the location of any manual page breaks you might have
inserted.
If a paragraph breaks so that most of it appears on one page but its last line appears at
the top of the next page, the line is called a widow. If a paragraph breaks so that its first
line appears at the bottom of one page and the rest of the paragraph appears on the
next page, the line is called an orphan. These single lines of text can make a document
hard to read, so by default, Word specifies that a minimum of two lines should appear
at the top and bottom of each page. However, on the Line And Page Breaks page of
the Paragraph dialog box, you can change whether page breaks are allowed to create
widows and orphans. You can also change the following options:
● Keep with next This option controls whether Word will break a page between the
paragraph containing the cursor and the following paragraph.
● Keep lines together This option controls whether Word will break a page within a
paragraph.
● Page break before This option controls whether Word will break a page before
the paragraph containing the cursor.
The Line And Page Breaks page of the Paragraph dialog box.
Tip You can apply these options to individual paragraphs, or you can incorporate them into
the styles you define for document elements such as headings. For information about styles,
refer to Microsoft Word 2010 Step by Step, by Joyce Cox and Joan Lambert (Microsoft Press,
2010).
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214 Chapter 7 Preview, Print, and Distribute Documents
In addition to page breaks, you can insert section breaks in your documents. A section
break identifies a part of the document that has page settings, such as orientation or
margins, that are different from those of the rest of the document. For example, you
might want to put a large table in its own section so that you can turn it sideways by
changing its orientation to Landscape.
You insert a section break by clicking Breaks in the Page Setup group on the Page
Layout tab and then selecting from the following section types:
● Next Page Starts the following section on the next page
● Continuous Starts a new section without affecting page breaks
● Even Page Starts the following section on the next even-numbered page
● Odd Page Starts the following section on the next odd-numbered page
If formatting marks are displayed, a section break appears in Print Layout view as a
double-dotted line from the preceding paragraph mark to the margin, with the words
Section Break and the type of section break in the middle of the line.
Tip To remove a page or section break, click at the left end of the break and then press the
Delete key.
In this exercise, you’ll insert page and section breaks, and ensure that the pages break in
logical places.
SET UP You need the OfficeInfo_start document located in the Chapter07 practice
file folder to complete this exercise. Open the OfficeInfo_start document, and save it
as OfficeInfo. Display formatting marks, and then follow the steps.
1. Scroll through the document, noticing any awkward page breaks, such as a topic or
list that starts close to the bottom of a page.
2. On the Home tab, in the Editing group, click the Select button, and then click
Select All.
3. Click the Paragraph dialog box launcher, and then in the Paragraph dialog box,
click the Line and Page Breaks tab.
Because different settings have been applied to different paragraphs in the document, all the check boxes have a solid filling.
When multiple paragraphs are selected, solid check boxes indicate that
the paragraphs have different settings.
4. Double-click all the check boxes to clear them.
5. Select the Keep lines together check box (click more than once if necessary), and
then click OK.
This setting ensures that none of the paragraphs will be broken across two pages.
Word alerts you to the presence of this formatting by displaying a square symbol
to the left of each paragraph.
6. Press Ctrl+Home to release the selection, and then scroll through the document,
again looking for untidy page breaks.
7. Click to the left of the Facilities heading.
8. On the Insert tab, in the Pages group, click the Page Break button.
Keyboard Shortcut Press Ctrl+Enter to insert a page break.
Word breaks the page and moves the Facilities heading and the following text to
the next page.
9. Scroll down to the bottom of page 3, select the Supplies heading and the three
lines that follow it (the third line is at the top of page 4), and then display the Line
and Page Breaks page of the Paragraph dialog box.
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216 Chapter 7 Preview, Print, and Distribute Documents
10. In the Pagination area, leave the Keep lines together check box selected, select
the Keep with next check box, and then click OK.
Word moves the selection to the next page.
11. Scroll down to page 9, and click to the left of the Shipping Quick Reference
heading.
Tip If you drag the scroll box in the scroll bar, Word displays a ScreenTip with the
number of the page that will be displayed if you release the mouse button.
12. On the Page Layout tab, in the Page Setup group, click the Breaks button, and
then under Section Breaks, click Next Page.
Word pushes the heading to the next page.
13. Scroll up until the text on page 9 is displayed.
A double dotted line with the words Section Break (Next Page) appears at the right
end of the paragraph preceding the section break.
The section break indicator.
14. Scroll down to page 10, and with the cursor in the Shipping Quick Reference
heading, on the Page Layout tab, in the Page Setup group, click the Margins
button. Then in the Margins gallery, click Wide.
The table in the new section shrinks in width to fit between the wider margins.
15. On the Insert tab, in the Header & Footer group, click the Header button, and
then click Edit Header.
In the Navigation group of the Design contextual tab, the Link To Previous button
is selected, meaning that the header of the new section has inherited the settings
of the preceding section. Because the preceding section has no header on its first
page, this one doesn’t have one either.
16. On the Design contextual tab, in the Options group, clear the Different First
Page check box. Then click the Close Header and Footer button.
Now the header from pages 2 through 9 of the preceding section is repeated on
page 10 in this section.
You might have to adjust the header settings after creating a new section.
CLEAN UP Save the OfficeInfo document, and then close it.
Printing Documents
When you are ready to print a document, you display the Print page of the Backstage
view, and then, to print one copy on the current printer with the settings shown, you
simply click the Print button.
If you need to use settings other than the defaults, you can change the following:
● Number of copies Click the arrows or type the number you need.
● Printer Switch to a different printer, or click Printer Properties to change the printer
options.
● Print range Print the entire document, the selected text, the current page, or a
custom range of pages. (Point to the information icon to the right of the Pages
box to see the format in which to enter a custom range.)
● Sides of the paper Print on one side or both sides, either manually or, if your
printer has duplex capability, automatically.
● Collation For multiple copies of a multipage document, print all the pages in the
document as a set or print all the copies of each page as a set.
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If your printer has multiple paper trays or a manual paper feeder, you can select the paper
source you want to use, on the Paper page of the Page Setup dialog box.
In this exercise, you’ll see how to select a different printer before sending two copies of
the current page of a document to be printed.
SET UP You need the InfoSheetB_start document located in the Chapter07 practice
file folder, and multiple active printer connections, to complete this exercise. Open
the InfoSheetB_start document, and save it as InfoSheetB. Then follow the steps.
1. Display the Backstage view, and in the left pane, click Print.
If you don’t need to change any settings, you can simply click the Print button at
the top of the middle pane of the Print page.
2. If you have more than one printer available and you want to switch printers, under
Printer in the middle pane, click the option displaying the name of the default
printer, and in the list, click the printer you want.
3. Point to the information icon to the right of the Printer area heading.
Tip You can also point to the selected printer.
Information about your printer’s status is displayed.
You can check your printer’s status without leaving the Print page.
4. In the Copies box next to the Print button, change the number of copies to 2.
5. Under Settings, click the arrow to the right of the first box to expand the list of
print options, and then in the list, click Print Current Page.
6. Leaving the other settings as they are, click the Print button at the top of the
middle pane.
Word prints two copies of the document’s first page on the designated printer,
and returns you to the document.
CLEAN UP Close the InfoSheetB document.
Preparing Documents for Electronic Distribution
When a document is complete, you can distribute it in two basic ways: on paper or
electronically. If you distribute it electronically, you need to ensure that no private
or inappropriate information is attached to the file and that it can be viewed by the
people to whom you are sending it.
Many documents go through several revisions, and some are scrutinized by multiple
reviewers. During this development process, documents can accumulate information
that you might not want in the final version, such as the names of people who worked
on the document, comments that reviewers have added to the file, or hidden text
about status and assumptions. This extraneous information is not a concern if the
final version is to be delivered as a printout. However, these days, more and more
files are delivered electronically, making this information available to anyone who
wants to read it.
To examine some of the attached information, you can display the document’s properties on the Info page of the Backstage view. You can change or remove the information
in either the Document Panel or the Properties dialog box. However, Word provides a
tool called the Document Inspector to automate the process of finding and removing
all extraneous and potentially confidential information. After you run the Document
Inspector, you see a summary of its search results, and you have the option of removing
all the items found in each category.
Word also includes two other finalizing tools:
● Check Accessibility Checks for document elements and formatting that might
be difficult for people with certain kinds of disabilities to read.
● Check Compatibility Checks for the use of features not supported in earlier
versions of Word.
After you have handled extraneous information and accessibility and compatibility issues,
you can mark a document as final and make it a read-only file, so that other people know
that they should not make changes to this released document.
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220 Chapter 7 Preview, Print, and Distribute Documents
In this exercise, you’ll inspect a document for inappropriate information and mark it
as final.
SET UP You need the InfoSheetC_start document located in the Chapter07 practice
file folder to complete this exercise. Open the InfoSheetC_start document, and save
it as InfoSheetC. Then follow the steps.
1. Display the Backstage view, and in the left pane, click Info.
In the right pane you see the properties that have been saved with the file. Some
of the information, including the name of the author, was attached to the file by
Word. Other information, such as the title, was added by a user.
The properties attached to this document.
2. In the right pane, click the Properties button, and then in the list, click Advanced
Properties.
The Properties dialog box for this document opens. On the General page of the
dialog box are properties maintained by Word.
3. Click the Summary tab.
Notice that additional identifying information is displayed on this page.
These properties were entered by the people who worked on the document.
Tip To make a document easier to find in Windows Explorer, you can add tags in the
Properties area of the Info page or keywords in the Properties dialog box.
4. Click Cancel to close the Properties dialog box.
5. In the Prepare for Sharing area of the Info page, click Check for Issues, and
then click Inspect Document.
Troubleshooting If Word asks whether you want to save changes to the file, click Yes.
The Document Inspector dialog box opens, listing the items that will be checked.
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222 Chapter 7 Preview, Print, and Distribute Documents
6. Without changing the default selections in the Document Inspector dialog box,
click Inspect.
The Document Inspector reports the presence of the properties you viewed earlier,
as well as some custom XML data.
The results of the inspection.
7. To the right of Document Properties and Personal Information, click Remove All.
8. To the right of Custom XML Data, click Remove All.
9. Click Reinspect, and then click Inspect.
Word has removed the properties and XML data.
10. In the Document Inspector dialog box, click Close.
The right pane of the Info page now shows that there are no custom properties
attached to the document.
11. In the Permissions area of the Info page, click Protect Document, and then click
Mark As Final.
A message tells you that the document will be marked as final and then saved.
12. Click OK.
A message tells you that the document has been marked as final and that typing,
editing commands, and proofing marks are turned off.
13. Click OK.
The Permissions area now indicates that the file is final.
The Info page reminds people that the file is final.
14. Click the Insert tab.
An orange bar appears, notifying you that the document has been marked as
final.
15. Click the Insert tab again.
The tab’s groups and buttons are displayed, but all of the buttons are inactive.
Tip If you really want to make changes to the document, you can click a tab to display
the orange bar and then click the Edit Anyway button to unmark the file.
CLEAN UP Save the InfoSheetC document, and then close it.
Tip If you need to distribute a document electronically but you don’t want to share the actual
file, you can “print” the document to a new file in XML Paper Specification (XPS) format.
For information, refer to Microsoft Word 2010 Step by Step, by Joyce Cox and Joan Lambert
(Microsoft Press, 2010).
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224 Chapter 7 Preview, Print, and Distribute Documents
Key Points
● You should always preview a document before printing it.
● You can use page and section breaks and page break options to ensure that pages
break in logical places.
● All the printing options are now gathered together on the Print page of the
Backstage view.
● Before distributing a document, you can use the Document Inspector to remove
private or inappropriate information.
225
Part 3
Microsoft Excel 2010
8 Set Up a Workbook . . . . . . . . . . . . . . . . . . . . . . . . . . 227
9 Work with Data and Excel Tables . . . . . . . . . . . . . . . 255
10 Perform Calculations on Data . . . . . . . . . . . . . . . . . .281
11 Change Workbook Appearance . . . . . . . . . . . . . . . . 309
12 Focus on Specific Data by Using Filters . . . . . . . . . .347
Chapter at a Glance
Create workbooks,
page 228
Modify workbooks,
page 233
Modify worksheets,
page 237
Customize the
Excel 2010 program
window, page 241
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8 Set Up a Workbook
In this chapter, you will learn how to
✔ Create workbooks.
✔ Modify workbooks.
✔ Modify worksheets.
✔ Customize the Excel 2010 program window.
When you start Microsoft Excel 2010, the program presents a blank workbook that contains three worksheets. You can add or delete worksheets, hide worksheets within the
workbook without deleting them, and change the order of your worksheets within
the workbook. You can also copy a worksheet to another workbook or move the worksheet without leaving a copy of the worksheet in the first workbook. If you and your
colleagues work with a large number of documents, you can define property values to
make your workbooks easier to find when you and your colleagues attempt to locate
them by using the Windows search facility.
Another way to make Excel easier to use is by customizing the Excel program window to
fit your work style. If you have several workbooks open at the same time, you can move
between the workbook windows quickly. However, if you switch between workbooks
frequently, you might find it easier to resize the workbooks so they don’t take up the
entire Excel window. If you do this, you just need to click the title bar of the workbook
you want to modify to switch to it.
The Microsoft Office User Experience team has enhanced your ability to customize the
Excel user interface. If you find that you use a command frequently, you can add it to
the Quick Access Toolbar so it’s never more than one click away. If you use a set of
commands frequently, you can create a custom ribbon tab so they appear in one
place. You can also hide, display, or change the order of the tabs on the ribbon.
In this chapter, you’ll learn how to create and modify workbooks, create and modify
worksheets, make your workbooks easier to find, and customize the Excel 2010
program window.
228 Chapter 8 Set Up a Workbook
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter08 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
Creating Workbooks
Every time you want to gather and store data that isn’t closely related to any of your
other existing data, you should create a new workbook. The default new workbook in
Excel has three worksheets, although you can add more worksheets or delete existing
worksheets if you want. Creating a new workbook is a straightforward process—you
just click the File tab, click New, identify the type of workbook you want, and click the
Create button.
The New page of the Backstage view.
When you start Excel, the program displays a new, blank workbook; you can begin
to type data into the worksheet’s cells or open an existing workbook. In this book’s
exercises, you’ll work with workbooks created for Consolidated Messenger, a fictional
global shipping company. After you make changes to a workbook, you should save it
to preserve your work.
Tip Readers frequently ask, “How often should I save my files?” It is good practice to save
your changes every half hour or even every five minutes, but the best time to save a file is
whenever you make a change that you would hate to have to make again.
When you save a file, you overwrite the previous copy of the file. If you have made
changes that you want to save, but you also want to keep a copy of the file as it was
when you saved it previously, you can use the Save As command to specify a name for
the new file.
You also can use the controls in the Save As dialog box to specify a different format for the
new file and a different location in which to save the new version of the file. For example,
Lori Penor, the chief operating officer of Consolidated Messenger, might want to save an
Excel file that tracks consulting expenses as an Excel 2003 file if she needs to share the file
with a consulting firm that uses Excel 2003.
After you create a file, you can add information to make the file easier to find when
you use the Windows search facility to search for it. Each category of information, or
property, stores specific information about your file. In Windows, you can search for
files based on the file’s author or title, or by keywords associated with the file. A file
tracking the postal code destinations of all packages sent from a vendor might have
the keywords postal, destination, and origin associated with it.
To set values for your workbook’s built-in properties, you can click the File tab, click Info,
click Properties, and then click Show Document Panel to display the Document Properties
panel just below the ribbon. The standard version of the Document Properties panel has
fields for the file’s author, title, subject, keywords, category, and status, and any comments
about the file. You can also create custom properties by clicking the arrow located just to
the right of the Document Properties label, and clicking Advanced Properties to display the
Properties dialog box.
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General workbook properties are based on the file and cannot be edited.
On the Custom page of the Properties dialog box, you can click one of the existing custom
categories or create your own by typing a new property name in the Name field, clicking
the Type arrow and selecting a data type (for example, Text, Date, Number, or Yes/No),
selecting or typing a value in the Value field, and then clicking Add. If you want to delete
an existing custom property, point to the Properties list, click the property you want to
get rid of, and click Delete. After you finish making your changes, click the OK button. To
hide the Document Properties panel, click the Close button in the upper-right corner of
the panel.
In this exercise, you’ll create a new workbook, save the workbook with a new name,
assign values to the workbook’s standard properties, and create a custom property.
SET UP You need the ExceptionSummary_start workbook located in your
Chapter08 practice file folder to complete this exercise. Start Excel, and open
the ExceptionSummary_start workbook. Then follow the steps.
1. Click the File tab, and then click Close.
The ExceptionSummary_start workbook closes.
2. Click the File tab, and then click New.
The New Workbook page of the Backstage view appears.
3. Click Blank Workbook, and then click Create.
A new, blank workbook opens.
4. Click the File tab, and then click Save As.
The Save As dialog box opens.
By default, the Save As dialog box displays the contents of your Documents library or the last
folder you accessed from the dialog box.
5. Navigate to your Chapter08 practice file folder. In the File name field, type
Exceptions 2010.
6. Click the Save button.
Excel 2010 saves your work, and the Save As dialog box closes.
7. Click the File tab, click Info, click Properties, and then click Show Document
Panel.
The Document Properties panel opens.
8. In the Keywords field, type exceptions, regional, percentage.
9. In the Category field, type performance.
10. Click the arrow at the right end of the Document Properties button, and then click
Advanced Properties.
The Exceptions 2010 Properties dialog box opens.
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11. Click the Custom tab.
The Custom page is displayed.
12. In the Name field, type Performance.
13. In the Value field, type Exceptions.
You can specify custom properties for a workbook.
14. Click the Add button, and then click OK.
The Exceptions 2010 Properties dialog box closes.
15. On the Quick Access Toolbar, click the Save button to save your work.
Keyboard Shortcut Press Ctrl+S to save a workbook.
CLEAN UP Close the Exceptions 2010 workbook.
Modifying Workbooks
Most of the time, you create a workbook to record information about a particular activity,
such as the number of packages that a regional distribution center handles or the average
time a driver takes to complete all deliveries on a route. Each worksheet within that workbook should represent a subdivision of that activity. To display a particular worksheet, just
click the worksheet’s tab on the tab bar (just below the grid of cells).
In the case of Consolidated Messenger, the workbook used to track daily package
volumes could have a separate worksheet for each regional distribution center. New
Excel workbooks contain three worksheets; because Consolidated Messenger uses nine
regional distribution centers, you would need to create six new ones. To create a new
worksheet, click the Insert Worksheet button at the right edge of the tab bar.
Insert Worksheet
When you create a worksheet, Excel assigns it a generic name such as Sheet4.
After you decide what type of data you want to store on a worksheet, you should
change the default worksheet name to something more descriptive. For example, you
could change the name of Sheet1 in the regional distribution center tracking workbook
to Northeast. When you want to change a worksheet’s name, double-click the worksheet’s tab on the tab bar to highlight the worksheet name, type the new name, and
press Enter.
Another way to work with more than one worksheet is to copy a worksheet from another
workbook to the current workbook. One circumstance in which you might consider copying
worksheets to the current workbook is if you have a list of your current employees in
another workbook. You can copy worksheets from another workbook by right-clicking
the tab of the sheet you want to copy and, on the shortcut menu, clicking Move Or Copy
to display the Move Or Copy dialog box.
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Selecting the Create A Copy check box leaves the copied worksheet in its original workbook, whereas
clearing the check box causes Excel to delete the worksheet from its original workbook.
After the worksheet is in the target workbook, you can change the worksheets’ order
to make the data easier to locate within the workbook. To change a worksheet’s location in the workbook, you drag its sheet tab to the desired location on the tab bar.
If you want to remove a worksheet from the tab bar without deleting the worksheet,
you can do so by right-clicking the worksheet’s tab on the tab bar and clicking Hide
on the context menu. When you want Excel to redisplay the worksheet, right-click any
visible sheet tab and then click Unhide. In the Unhide dialog box, click the name of
the sheet you want to display, and click OK.
To differentiate a worksheet from others, or to visually indicate groups or categories of worksheets in a multiple-worksheet workbook, you can easily change the color of a worksheet
tab. To do so, right-click the tab, point to Tab Color, and then click the color you want.
Tip If you copy a worksheet to another workbook, and the destination workbook has the
same Office Theme applied as the active workbook, the worksheet retains its tab color. If
the destination workbook has another theme applied, the worksheet’s tab color changes
to reflect that theme. For more information on Office themes, see Chapter 11, “Change
Workbook Appearance.”
If you determine that you no longer need a particular worksheet, such as one you created
to store some figures temporarily, you can delete the worksheet quickly. To do so, rightclick its sheet tab, and then click Delete.
In this exercise, you’ll insert and rename a worksheet, change a worksheet’s position in a
workbook, hide and unhide a worksheet, copy a worksheet to another workbook, change
a worksheet’s tab color, and delete a worksheet.
SET UP You need the ExceptionTracking_start workbook located in your Chapter08
practice file folder to complete this exercise. Open the ExceptionTracking_start file,
and save it as ExceptionTracking. Then follow the steps.
1. On the tab bar, click the Insert Worksheet button.
A new worksheet is displayed.
2. Right-click the new worksheet’s sheet tab, and then click Rename.
Excel highlights the new worksheet’s name.
3. Type 2010, and then press Enter.
4. On the tab bar, double-click the Sheet1 sheet tab.
Excel highlights the worksheet’s name.
5. Type 2009, and then press Enter.
6. Right-click the 2009 sheet tab, point to Tab Color, and then, in the Standard
Colors area of the color palette, click the green square.
Excel changes the 2009 sheet tab to green.
7. On the tab bar, drag the 2010 sheet tab to the left of the Scratch Pad sheet tab.
8. Right-click the 2010 sheet tab, and then click Hide.
Excel hides the 2010 worksheet.
9. Right-click the 2009 sheet tab, and then click Move or Copy.
The Move Or Copy dialog box opens.
You must specify the destination of the moved or copied worksheet.
10. Click the To book arrow, and then in the list, click (new book).
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11. Select the Create a copy check box.
12. Click OK.
A new workbook opens, containing only the worksheet you copied into it.
13. On the Quick Access Toolbar, click Save.
The Save As dialog box opens.
14. In the File name field, type 2009 Archive, and then press Enter.
Excel saves the workbook, and the Save As dialog box closes.
15. On the View tab, click the Switch Windows button, and then click
ExceptionTracking.
The ExceptionTracking workbook is displayed.
16. On the tab bar, right-click the Scratch Pad sheet tab, and then click Delete.
In the dialog box that opens, click Delete to confirm the operation.
The Scratch Pad worksheet is deleted.
17. Right-click the 2009 sheet tab, and then click Unhide.
The Unhide dialog box opens.
The Unhide dialog box lists all hidden worksheets.
18. Click 2010, and then click OK.
The Unhide dialog box closes, and the 2010 worksheet is displayed in the
workbook.
CLEAN UP Save and close the ExceptionTracking workbook and the 2009 Archive
workbook.
Modifying Worksheets
After you put up the signposts that make your data easy to find, you can take other
steps to make the data in your workbooks easier to work with. For example, you can
change the width of a column or the height of a row in a worksheet by dragging the
column’s right border or the row’s bottom border to the desired position. Increasing
a column’s width or a row’s height increases the space between cell contents, making
your data easier to read and work with.
Tip You can apply the same change to more than one row or column by selecting the rows
or columns you want to change and then dragging the border of one of the selected rows or
columns to the desired location. When you release the mouse button, all the selected rows
or columns change to the new height or width.
Modifying column width and row height can make a workbook’s contents easier to work
with, but you can also insert a row or column between cells that contain data to make
your data easier to read. Adding space between the edge of a worksheet and cells that
contain data, or perhaps between a label and the data to which it refers, makes the workbook’s contents less crowded. You insert rows by clicking a cell and clicking the Home
tab on the ribbon. Then, in the Cells group, in the Insert list, click Insert Sheet Rows. Excel
inserts a row above the row that contains the active cell. You insert a column in much the
same way, by choosing Insert Sheet Columns from the Insert list. When you do this, Excel
inserts a column to the left of the active cell.
When you insert a row, column, or cell in a worksheet that has had formatting applied,
the Insert Options button appears. Clicking the Insert Options button displays a list of
choices you can make about how the inserted row or column should be formatted. The
following table summarizes your options.
Option Action
Format Same As Above Applies the formatting of the row above the inserted row to the
new row
Format Same As Below Applies the formatting of the row below the inserted row to the
new row
Format Same As Left Applies the formatting of the column to the left of the inserted
column to the new column
Format Same As Right Applies the formatting of the column to the right of the inserted
column to the new column
Clear Formatting Applies the default format to the new row or column
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If you want to delete a row or column, right-click the row or column head and then, on
the shortcut menu that appears, click Delete. You can temporarily hide rows or columns
by selecting those rows or columns and then, on the Home tab, in the Cells group, clicking
the Format button, pointing to Hide & Unhide, and then clicking either Hide Rows or Hide
Columns. The rows or columns you selected disappear, but they aren’t gone for good, as
they would be if you’d used Delete. Instead, they have just been removed from the display
until you call them back. To return the hidden rows to the display, select the row or column
headers on either side of the hidden rows or columns. Then, on the Home tab, in the Cells
group, click the Format button, point to Hide & Unhide, and then click either Unhide Rows
or Unhide Columns.
Important If you hide the first row or column in a worksheet, you must click the Select All
button in the upper-left corner of the worksheet (above the first row header and to the left
of the first column header) or press Ctrl+A to select the entire worksheet. Then, on the Home
tab, in the Cells group, click Format, point to Hide & Unhide, and then click either Unhide
Rows or Unhide Columns to make the hidden data visible again.
Just as you can insert rows or columns, you can insert individual cells into a worksheet. To
insert a cell, click the cell that is currently in the position where you want the new cell to
appear. On the Home tab, in the Cells group, in the Insert list, click Insert Cells to display
the Insert dialog box. In the Insert dialog box, you can choose whether to shift the cells
surrounding the inserted cell down (if your data is arranged as a column) or to the right (if
your data is arranged as a row). When you click OK, the new cell appears, and the contents
of affected cells shift down or to the right, as appropriate. In a similar vein, if you want
to delete a block of cells, select the cells, and on the Home tab, in the Cells group, in the
Delete list, click Delete Cells to display the Delete dialog box—complete with options that
enable you to choose how to shift the position of the cells around the deleted cells.
Tip The Insert dialog box also includes options you can click to insert a new row or column;
the Delete dialog box has similar options for deleting an entire row or column.
If you want to move the data in a group of cells to another location in your worksheet,
select the cells you want to move and use the mouse pointer to point to the selection’s
border. When the pointer changes to a four-pointed arrow, you can drag the selected cells
to the desired location on the worksheet. If the destination cells contain data, Excel displays
a dialog box asking whether you want to overwrite the destination cells’ contents. If you
want to replace the existing values, click OK. If you don’t want to overwrite the existing
values, click Cancel and insert the required number of cells to accommodate the data
you want to move.
In this exercise, you’ll insert a column and row into a worksheet, specify insert options,
hide a column, insert a cell into a worksheet, delete a cell from a worksheet, and move a
group of cells within the worksheet.
SET UP You need the RouteVolume_start workbook located in your Chapter08
practice file folder to complete this exercise. Open the RouteVolume_start workbook,
and save it as RouteVolume. Then follow the steps.
1. On the May 12 worksheet, select cell A1.
2. On the Home tab, in the Cells group, click the Insert arrow, and then in the list,
click Insert Sheet Columns.
A new column A appears.
3. In the Insert list, click Insert Sheet Rows.
A new row 1 appears.
4. Click the Insert Options button that appears below the lower-right corner of the
selected cell, and then click Clear Formatting.
Excel removes the formatting from the new row 1.
5. Right-click the column header of column E, and then click Hide.
Column E disappears.
Hiding a row or column also hides the accompanying row or column header.
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6. On the tab bar, click the May 13 sheet tab.
The worksheet named May 13 appears.
7. Click cell B6.
8. On the Home tab, in the Cells group, click the Delete arrow, and then in the list,
click Delete Cells.
The Delete dialog box opens.
When deleting cells, you can specify whether to affect the column or row.
9. If necessary, click Shift cells up, and then click OK.
The Delete dialog box closes and Excel deletes cell B6, moving the cells below it up
to fill in the gap.
10. Click cell C6.
11. In the Cells group, in the Insert list, click Insert Cells.
The Insert dialog box opens.
12. If necessary, click Shift cells down, and then click OK.
The Insert dialog box closes, and Excel creates a new cell C6, moving cells C6:C11
down to accommodate the inserted cell.
13. In cell C6, type 4499, and then press Enter.
14. Select cells E13:F13.
15. Point to the border of the selected cells. When your mouse pointer changes to a
four-pointed arrow, drag the selected cells to cells B13:C13.
The dragged cells replace cells B13:C13.
You can drag cell content to another location.
CLEAN UP Save the RouteVolume workbook, and then close it.
Customizing the Excel 2010 Program Window
How you use Excel 2010 depends on your personal working style and the type of data
collections you manage. The Excel product team interviews customers, observes how
differing organizations use the program, and sets up the user interface so that many
users won’t need to change it to work effectively. If you do want to change the Excel
program window, including the user interface, you can. You can change how Excel displays your worksheets; zoom in on worksheet data; add frequently used commands
to the Quick Access Toolbar; hide, display, and reorder ribbon tabs; and create custom
tabs to make groups of commands readily accessible.
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Zooming In on a Worksheet
One way to make Excel easier to work with is to change the program’s zoom level. Just
as you can “zoom in” with a camera to increase the size of an object in the camera’s
viewer, you can use the zoom setting to change the size of objects within the Excel 2010
program window. For example, if Peter Villadsen, the Consolidated Messenger European
Distribution Center Manager, displayed a worksheet that summarized his distribution
center’s package volume by month, he could click the View tab and then, in the Zoom
group, click the Zoom button to display the Zoom dialog box. The Zoom dialog box
contains controls that he can use to select a preset magnification level or to type in
a custom magnification level. He could also use the Zoom control in the lower-right
corner of the Excel 2010 window.
Zoom Out
Zoom In
You can zoom in or out incrementally or set a specific magnification level.
Clicking the Zoom In control increases the size of items in the program window by
10 percent, whereas clicking the Zoom Out control decreases the size of items in the
program window by 10 percent. If you want more fine-grained control of your zoom
level, you can use the slider control to select a specific zoom level or click the magnification level indicator, which indicates the zoom percentage, and use the Zoom dialog
box to set a custom magnification level.
The Zoom group on the View tab also contains the Zoom To Selection button, which
fills the program window with the contents of any selected cells, up to the program’s
maximum zoom level of 400 percent.
Tip The minimum zoom level in Excel 2010 is 10 percent.
Arranging Multiple Workbook Windows
As you work with Excel, you will probably need to have more than one workbook open
at a time. For example, you could open a workbook that contains customer contact
information and copy it into another workbook to be used as the source data for a mass
mailing you create in Microsoft Word 2010. When you have multiple workbooks open
simultaneously, you can switch between them by clicking the View tab and then, in the
Window group, clicking the Switch Windows button and clicking the name of the workbook you want to view.
You can arrange your workbooks within the Excel window so that most of the active
workbook is shown but the others are easily accessible. To do so, click the View tab and
then, in the Window group, click the Arrange All button. Then, in the Arrange Windows
dialog box, click Cascade.
The best arrangement depends on the number and content of the open windows.
Many Excel 2010 workbooks contain formulas on one worksheet that derive their value
from data on another worksheet, which means you need to change between two worksheets every time you want to see how modifying your data changes the formula’s result.
However, an easier way to approach this is to display two copies of the same workbook
simultaneously, displaying the worksheet that contains the data in the original window
and displaying the worksheet with the formula in the new window. When you change
the data in either copy of the workbook, Excel updates the other copy. To display two
copies of the same workbook, open the desired workbook and then, in the View tab’s
Window group, click New Window. Excel opens a second copy of the workbook. To display
the workbooks side by side, on the View tab, in the Window group, click Arrange All.
Then, in the Arrange Windows dialog box, click Vertical and then click OK.
If the original workbook’s name is Exception Summary, Excel 2010 displays the name
Exception Summary:1 on the original workbook’s title bar and Exception Summary:2
on the second workbook’s title bar.
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Arranging windows vertically.
Troubleshooting The appearance of buttons and groups on the ribbon changes depending on
the width of the program window. For information about changing the appearance of the ribbon
to match our images, see “Modifying the Display of the Ribbon” at the beginning of this book.
Adding Buttons to the Quick Access Toolbar
As you continue to work with Excel 2010, you might discover that you use certain commands much more frequently than others. If your workbooks draw data from external
sources, for example, you might find yourself using the Refresh All button on the Data
tab quite often than the program’s designers might have expected. You can make any
button accessible with one click by adding the button to the Quick Access Toolbar, located just above the ribbon.
To add a button to the Quick Access Toolbar, display the Customize The Quick Access
Toolbar page of the Excel Options dialog box. This page contains two panes. The pane
on the left lists all of the controls that are available within a given category, and the
pane on the right lists the controls currently displayed on the Quick Access Toolbar.
In the Choose Commands From list, click the category that contains the control you
want to add. Excel 2010 displays the available commands in the box below the Choose
Commands From field. Click the control you want, and then click the Add button.
You can change a button’s position on the Quick Access Toolbar by clicking its name in the right
pane and then clicking either the Move Up or Move Down button at the right edge of the dialog box.
To remove a button from the Quick Access Toolbar, click the button’s name in the right
pane, and then click the Remove button. When you’re done making your changes, click
the OK button. If you prefer not to save your changes, click the Cancel button. If you
saved your changes but want to return the Quick Access Toolbar to its original state, click
the Reset button and then click either Reset Only Quick Access Toolbar, which removes
any changes you made to the Quick Access Toolbar, or Reset All Customizations, which
returns the entire ribbon interface to its original state.
You can also choose whether your Quick Access Toolbar changes affect all your workbooks or just the active workbook. To control how Excel applies your change, in the
Customize Quick Access Toolbar list, click either For All Documents to apply the change to
all of your workbooks or For Workbook to apply the change to the active workbook only.
If you’d like to export your Quick Access Toolbar customizations to a file that can be
used to apply those changes to another Excel 2010 installation, click the Import/Export
button and then click Export All Customizations. Use the controls in the dialog box that
opens to save your file. When you’re ready to apply saved customizations to Excel, click
the Import/Export button, click Import Customization File, select the file in the File Open
dialog box, and click Open.
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Customizing the Ribbon
Excel 2010 enhances your ability to customize the entire ribbon by enabling you to hide and
display ribbon tabs, reorder tabs displayed on the ribbon, customize existing tabs (including
tool tabs, which appear when specific items are selected), and to create custom tabs.
To begin customizing the ribbon, click the File tab and then click Options. In the Excel
Options dialog box, click Customize Ribbon to display the Customize The Ribbon page.
The Customize The Ribbon page of the Excel Options dialog box.
To select which tabs appear in the tabs pane on the right side of the screen, click the
Customize The Ribbon field’s arrow and then click either Main Tabs, which displays the
tabs that can appear on the standard ribbon; Tool Tabs, which displays the tabs that
appear when you click an item such as a drawing object or PivotTable; or All Tabs.
Tip The procedures taught in this section apply to both the main tabs and the tool tabs.
Each ribbon tab’s name has a check box next to it. If a tab’s box is selected, then that tab
appears on the ribbon. You can hide a tab by clearing the check box and bring it back by
selecting the check box. You can also change the order in which the tabs are displayed
on the ribbon. To do so, click the name of the tab you want to move and then click the
Move Up or Move Down arrows to reposition the selected tab.
Just as you can change the order of the tabs on the ribbon, you can change the order of
groups on a tab. For example, the Page Layout tab contains five groups: Themes, Page
Setup, Scale To Fit, Sheet Options, and Arrange. If you use the Themes group infrequently,
you could move the group to the right end of the tab by clicking the group’s name and
then clicking the Move Down button until the group appears in the desired position.
You can add, remove, and change the order of groups on a tab.
To remove a group from a built-in ribbon tab, click the name of the group in the right
pane and click the Remove button. If you remove a group from a built-in tab and later
decide you want to put it back on the tab, display the tab in the right pane. Then, click the
Choose Commands From field’s arrow and click Main Tabs. With the tab displayed, in the left
pane, click the expand control (which looks like a plus sign) next to the name of the tab that
contains the group you want to add back. You can now click the name of the group in the
left pane and click the Add button to put the group back on the selected ribbon tab.
The built-in ribbon tabs are designed efficiently, so adding new command groups might
crowd the other items on the tab and make those controls harder to find. Rather than
adding controls to an existing ribbon tab, you can create a custom tab and then add
groups and commands to it. To create a custom ribbon tab, click the New Tab button
on the Customize The Ribbon page of the Excel Options dialog box. When you do,
a new tab named New Tab (Custom), which contains a group named New Group
(Custom), appears in the tab list.
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You can add an existing group to your new ribbon tab by clicking the Choose Commands
From field’s arrow, selecting a collection of commands, clicking the group you want to
add, and then clicking the Add button. You can also add individual commands to your
ribbon tab by clicking a command in the command list and clicking the Add button. To
add a command to your tab’s custom group, click the new group in the right tab list,
click the command in the left list, and then click the Add button. If you want to add
another custom group to your new tab, click the new tab, or any of the groups within
that tab, and then click New Group.
The New Tab (Custom) name doesn’t tell you anything about the commands on your new
ribbon tab, so you can rename it to reflect its contents. To rename any tab on the ribbon,
display the Customize The Ribbon page of the Excel Options dialog box, click the tab
you want to modify, and then click the Rename button. Type the tab’s new name in the
Rename dialog box, and click OK. To rename any group on the ribbon, click the name of
the group, and then click Rename. When you do, a different version of the Rename dialog
box appears. Click the symbol that you want to use to represent the group on the ribbon,
type a new name for the group in the Display Name box, and click OK.
You can select a symbol to represent a group of commands on the ribbon.
If you’d like to export your ribbon customizations to a file that can be used to apply those
changes to another Excel 2010 installation, click the Import/Export button and then click
Export All Customizations. Use the controls in the dialog box that opens to save your file.
When you’re ready to apply saved customizations to Excel, click the Import/Export button,
click Import Customization File, select the file in the File Open dialog box, and click Open.
When you’re done customizing the ribbon, click the OK button to save your changes
or click Cancel to keep the user interface as it was before you started this round of
changes. You can also change a ribbon tab, or the entire ribbon, back to the state it
was in when you installed Excel. To restore a single ribbon tab, click the tab you want
to restore, click the Reset button, and then click Reset Only Selected Ribbon Tab. To
restore the entire ribbon, including the Quick Access Toolbar, click the Reset button
and then click Reset All Customizations.
Maximizing Usable Space in the Program Window
You can increase the amount of space available inside the program window by hiding
the ribbon, the formula bar, or the row and column labels.
To hide the ribbon, double-click the active tab label. The tab labels remain visible at the top
of the program window, but the tab content is hidden. To temporarily redisplay the ribbon,
click the tab label you want. Then click any button on the tab, or click away from the tab, to
rehide it. To permanently redisplay the ribbon, double-click any tab label.
Keyboard Shortcut Press Ctrl+F1 to hide and unhide the ribbon.
To hide the formula bar, clear the Formula Bar check box in the Show/Hide group on
the View tab. To hide the row and column labels, clear the Headings check box in the
Show/Hide group on the View tab.
In this exercise, you’ll change your worksheet’s zoom level, zoom in to emphasize a
selected cell range, switch between multiple open workbooks, cascade multiple open
workbooks within the Excel program window, add a button to the Quick Access Toolbar,
and customize the ribbon.
SET UP You need the PackageCounts_start and MisroutedPackages_start workbooks
located in your Chapter08 practice file folder to complete this exercise. Open the
PackageCounts_start and MisroutedPackages_start workbooks, and save them as
PackageCounts and MisroutedPackages, respectively. Then follow the steps.
1. In the MisroutedPackages workbook, in the lower-right corner of the Excel 2010
window, click the Zoom In control five times.
The worksheet’s zoom level changes to 150%.
2. Select cells B2:C11.
3. On the View tab, in the Zoom group, click the Zoom to Selection button.
Excel displays the selected cells so they fill the program window.
Customizing the Excel 2010 Program Window 249
250 Chapter 8 Set Up a Workbook
Magnifying selected cells.
4. On the View tab, in the Zoom group, click the Zoom button.
The Zoom dialog box opens.
You can select a preset magnification level or enter a custom magnification level.
5. Click 100%, and then click OK.
The worksheet returns to its default zoom level.
6. On the View tab, in the Window group, click the Switch Windows button, and
then click PackageCounts.
The PackageCounts workbook opens.
7. On the View tab, in the Window group, click the Arrange All button.
The Arrange Windows dialog box opens.
8. Click Cascade, and then click OK.
Excel cascades the open workbook windows within the program window.
Switch among cascaded windows by clicking the visible part of a window frame.
9. Click the File tab, and then click Options.
The Excel Options dialog box opens.
10. Click Quick Access Toolbar.
The Customize The Quick Access Toolbar page opens.
11. Click the Choose commands from arrow, and then in the list, click Review Tab.
The commands in the Review Tab category appear in the command list.
12. Click the Spelling command, and then click Add.
Excel adds the Spelling command to the Quick Access Toolbar.
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252 Chapter 8 Set Up a Workbook
Adding commands to the Quick Access Toolbar.
13. Click Customize Ribbon.
The Customize The Ribbon page of the Excel Options dialog box appears.
14. If necessary, click the Customize the Ribbon box’s arrow and click Main Tabs. In the
right tab list, click the Review tab and then click the Move Up button three times.
Excel moves the Review tab between the Insert and Page Layout tabs.
15. Click the New Tab button.
A tab named New Tab (Custom) appears below the most recently active tab in the
Main Tabs list.
16. Click the New Tab (Custom) tab name, click the Rename button, type My
Commands in the Display Name box, and click OK.
The new tab’s name changes to My Commands.
17. Click the New Group (Custom) group and then click Rename. In the Rename
dialog box, click the icon that looks like a paint palette (second row, fourth from
the right). Then type Formatting in the Display name box, and click OK.
The new group’s name changes to Formatting.
18. In the right tab list, click the My Commands tab name. Then, on the left side of the
dialog box, click the Choose Commands From box’s arrow and click Main Tabs.
The Main Tabs group of ribbon tabs appears in the left tab list.
19. In the left tab list, click the Home tab’s expand control, click the Styles group’s
name, and then click the Add button.
The Styles group is added to the My Commands tab.
20. In the left tab list, under the Home tab, click the Number group’s expand control.
The commands in the Number group appear.
21. In the right tab list, click the Formatting group you created earlier. Then, in the left
tab list, click the Number Format item and click the Add button.
Excel 2010 adds the Number Format item to the Formatting custom group.
22. Click OK to save your ribbon customizations, and then click the My Commands
tab on the ribbon.
Your custom tab.
Important The remaining exercises in this book assume you are using Excel 2010 as it
was installed on your computer.
CLEAN UP Reset the ribbon to its original configuration, and then save and close all
open workbooks. If you are not continuing directly to the next chapter, exit Excel.
Key Points
● Save your work whenever you do something you’d hate to have to do again.
● Assigning values to a workbook’s properties makes it easier to find your workbook
using the Windows search facility.
● Be sure to give your worksheets descriptive names.
● If you want to use a worksheet’s data in another workbook, you can send a copy of
the worksheet to that other workbook without deleting the original worksheet.
● You can delete a worksheet you no longer need, but you can also hide a worksheet
in the workbook. When you need the data on the worksheet, you can unhide it.
● You can save yourself a lot of bothersome cutting and pasting by inserting and
deleting worksheet cells, columns, and rows.
● Customize your Excel 2010 program window by changing how it displays your
workbooks, zooming in on data, adding frequently used buttons to the Quick
Access Toolbar, and rearranging or customizing the ribbon to meet your needs.
Key Points 253
Chapter at a Glance
Enter and
revise data,
page 256
Find and replace
data, page 264
Move data within
a workbook,
page 260
Correct and expand
upon worksheet
data, page 269
Define Excel
tables, page 274
255
9 Work with Data
and Excel Tables
In this chapter, you will learn how to
✔ Enter and revise data.
✔ Move data within a workbook.
✔ Find and replace data.
✔ Correct and expand upon worksheet data.
✔ Define Excel tables.
With Microsoft Excel 2010, you can visualize and present information effectively by
using charts, graphics, and formatting, but the data is the most important part of any
workbook. By learning to enter data efficiently, you will make fewer data entry errors
and give yourself more time to analyze your data so you can make decisions about
your organization’s performance and direction.
Excel provides a wide variety of tools you can use to enter and manage worksheet data
effectively. For example, you can organize your data into Excel tables, which enables you
to store and analyze your data quickly and efficiently. Also, you can enter a data series
quickly, repeat one or more values, and control how Excel formats cells, columns, and
rows moved from one part of a worksheet to another with a minimum of effort. With
Excel, you can check the spelling of worksheet text, look up alternative words by using
the Thesaurus, and translate words to foreign languages.
In this chapter, you’ll learn how to enter and revise Excel data, move data within a workbook, find and replace existing data, use proofing and reference tools to enhance your
data, and organize your data by using Excel tables.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter09 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
256 Chapter 9 Work with Data and Excel Tables
Entering and Revising Data
After you create a workbook, you can begin entering data. The simplest way to enter data
is to click a cell and type a value. This method works very well when you’re entering a
few pieces of data, but it is less than ideal when you’re entering long sequences or series
of values. For example, Craig Dewar, the Vice President of Marketing for Consolidated
Messenger, might want to create a worksheet listing the monthly program savings that
large customers can realize if they sign exclusive delivery contracts with Consolidated
Messenger. To record those numbers, he would need to create a worksheet tracking each
customer’s monthly program savings.
The process of entering repeated content can be simplified by using the AutoFill option.
Repeatedly entering the sequence January, February, March, and so on can be handled
by copying and pasting the first occurrence of the sequence, but there’s an easier way to
do it: use AutoFill. With AutoFill, you enter the first element in a recognized series, click
and hold the mouse button down on the fill handle at the lower-right corner of the cell,
and drag the fill handle until the series extends far enough to accommodate your data.
Using a similar tool, FillSeries, you can enter two values in a series and use the fill handle
to extend the series in your worksheet. For example, if you want to create a series starting
at 2 and increasing by 2, you can put 2 in the first cell and 4 in the second cell, select
both cells, and then use the fill handle to extend the series to your desired end value.
You do have some control over how Excel extends the values in a series when you drag
the fill handle. For example, if you drag the fill handle up (or to the left), Excel extends the
series to include previous values. If you type January in a cell and then drag that cell’s fill
handle up (or to the left), Excel places December in the first cell, November in the second
cell, and so on.
Another way to control how Excel extends a data series is by holding down the Ctrl key
while you drag the fill handle. For example, if you select a cell that contains the value
January and then drag the fill handle down, Excel extends the series by placing February
in the next cell, March in the cell after that, and so on. If you hold down the Ctrl key while
you drag the fill handle, however, Excel repeats the value January in each cell you add to
the series.
Tip Be sure to experiment with how the fill handle extends your series and how pressing the
Ctrl key changes that behavior. Using the fill handle can save you a lot of time entering data.
Other data entry techniques you’ll use in this section are AutoComplete, which detects
when a value you’re entering is similar to previously entered values; Pick From Drop-Down
List, from which you can choose a value from among the existing values in a column; and
Ctrl+Enter, which you can use to enter a value in multiple cells simultaneously.
Troubleshooting If an AutoComplete suggestion doesn’t appear as you begin typing a cell
value, the option might be turned off. To turn on AutoComplete, click the File tab, and then click
Options. In the Excel Options dialog box, display the Advanced page. In the Editing Options area
of the page, select the Enable AutoComplete For Cell Values check box, and then click OK.
The following table summarizes these data entry techniques.
Method Action
AutoFill Enter the first value in a recognized series and use the fill handle to extend
the series.
FillSeries Enter the first two values in a series and use the fill handle to extend the
series.
AutoComplete Type the first few letters in a cell, and if a similar value exists in the same
column, Excel suggests the existing value.
Pick From
Drop-Down
List
Right-click a cell, and then click Pick From Drop-Down List. A list of existing
values in the cell’s column is displayed. Click the value you want to enter
into the cell.
Ctrl+Enter Select a range of cells, each of which you want to contain the same data,
type the data in the active cell, and press Ctrl+Enter.
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258 Chapter 9 Work with Data and Excel Tables
Another handy feature in Excel is the AutoFill Options button that appears next to data
you add to a worksheet by using the fill handle.
The AutoFill options allow you to specify the manner in which Excel fills a range of cells.
Clicking the AutoFill Options button displays a list of actions Excel can take regarding
the cells affected by your fill operation. The options in the list are summarized in the
following table.
Option Action
Copy Cells This copies the contents of the selected cells to the cells indicated by the
fill operation.
Fill Series This action fills the cells indicated by the fill operation with the next items
in the series.
Fill Formatting
Only
This copies the format of the selected cell to the cells indicated by the fill
operation, but does not place any values in the target cells.
Fill Without
Formatting
This action fills the cells indicated by the fill operation with the next items
in the series, but ignores any formatting applied to the source cells.
Fill Days,
Weekdays, and
so on
The appearance of this option changes according to the series you extend.
For example, if you extend the values Wed, Thu, and Fri, Excel presents two
options, Fill Days and Fill Weekdays, and you can select the one you want.
If you do not use a recognized sequence, this option does not appear.
In this exercise, you’ll enter data by using multiple methods and control how Excel formats an extended data series.
SET UP You need the Series_start workbook located in your Chapter09 practice file
folder to complete this exercise. Start Excel, open the Series_start workbook, and
save it as Series. Then follow the steps.
1. On the Monthly worksheet, select cell B3, and then drag the fill handle down until
it covers cells B3:B7.
Excel repeats the value Fabrikam in cells B4:B7.
2. Select cell C3, hold down the Ctrl key, and drag the fill handle down until it covers
cells C3:C7.
Excel repeats the value January in cells C4:C7.
3. Select cell B8, and then type the letter F.
Excel displays the characters abrikam in reverse colors.
Excel suggests completed words based on those already present in the worksheet.
4. Press Tab to accept the value Fabrikam for the cell.
5. In cell C8, type February.
6. Right-click cell D8, and then click Pick From Drop-down List.
A list of values in column D appears below cell D8.
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260 Chapter 9 Work with Data and Excel Tables
You can restrict cell entries by defining them in a drop-down list.
7. From the list, click 2Day.
8. In cell E8, type 11802.14, and then press Tab or Enter.
9. Select cell B2, and then drag the fill handle so that it covers cells C2:E2.
Excel replaces the values in cells C2:E2 with the value Customer.
10. Click the AutoFill Options button, and then click Fill Formatting Only.
Excel restores the original values in cells C2:E2 but applies the formatting of cell B2
to those cells.
CLEAN UP Save the Series workbook, and then close it.
Moving Data Within a Workbook
You can move to a specific cell in lots of ways, but the most direct method is to click the
desired cell. The cell you click will be outlined in black, and its contents, if any, will appear
in the formula bar. When a cell is outlined, it is the active cell, meaning that you can
modify its contents. You use a similar method to select multiple cells (referred to as a
cell range)—just click the first cell in the range, hold down the left mouse button, and
drag the mouse pointer over the remaining cells you want to select. After you select the
cell or cells you want to work with, you can cut, copy, delete, or change the format of
the contents of the cell or cells. For instance, Gregory Weber, the Northwest Distribution
Center Manager for Consolidated Messenger, might want to copy the cells that contain a
set of column labels to a new page that summarizes similar data.
Important If you select a group of cells, the first cell you click is designated as the active cell.
You’re not limited to selecting cells individually or as part of a range. For example, you
might need to move a column of price data one column to the right to make room
for a column of headings that indicate to which service category (ground, three-day
express, two-day express, overnight, or priority overnight) a set of numbers belongs.
To move an entire column (or entire columns) of data at a time, you click the column’s
header, located at the top of the worksheet. Clicking a column header highlights every
cell in that column and enables you to copy or cut the column and paste it elsewhere
in the workbook. Similarly, clicking a row’s header highlights every cell in that row,
enabling you to copy or cut the row and paste it elsewhere in the workbook.
When you copy a cell, cell range, row, or column, Excel copies the cells’ contents and
formatting. In previous versions of Excel, you would paste the cut or copied items and
then click the Paste Options button to select which aspects of the cut or copied cells to
paste into the target cells. The problem with using the Paste Options button was that
there was no way to tell what your pasted data would look like until you completed the
paste operation. If you didn’t like the way the pasted data looked, you had to click
the Paste Options button again and try another option.
With the new Paste Live Preview capability in Excel, you can see what your pasted data
will look like without committing to the paste operation. To preview your data using
Paste Live Preview, cut or copy worksheet data and then, on the Home tab of the ribbon, in the Clipboard group, click the Paste button’s arrow to display the Paste gallery,
and point to one of the icons. When you do,
Excel displays a preview of how your data will appear if you click the paste option you’re pointing to.
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262 Chapter 9 Work with Data and Excel Tables
If you position your mouse pointer over one icon in the Paste gallery and then move
it over another icon without clicking, Excel will update the preview to reflect the new
option. Depending on the cells’ contents, two or more of the paste options might lead
to the same result.
Troubleshooting If pointing to an icon in the Paste gallery doesn’t result in a live preview,
that option might be turned off. To turn Paste Live Preview on, click the File tab and click
Options to display the Excel Options dialog box. Click General, select the Enable Live Preview
check box, and click OK.
After you click an icon to complete the paste operation, Excel displays the Paste Options
button next to the pasted cells. Clicking the Paste Options button displays the Paste
Options palette as well, but pointing to one of those icons doesn’t generate a preview.
If you want to display Paste Live Preview again, you will need to press Ctrl+Z to undo
the paste operation and, if necessary, cut or copy the data again to use the icons in the
Home tab’s Clipboard group.
Troubleshooting If the Paste Options button doesn’t appear, you can turn the feature on by
clicking the File tab and then clicking Options to display the Excel Options dialog box. In the
Excel Options dialog box, display the Advanced page and then, in the Cut, Copy, And Paste
area, select the Show Paste Options Buttons When Content Is Pasted check box. Click OK to
close the dialog box and save your setting.
After cutting or copying data to the Clipboard, you can access additional paste options
from the Paste gallery and from the Paste Special dialog box, which you display by clicking
Paste Special at the bottom of the Paste gallery.
You can conduct mathematical operations on cut or copied content when you paste it into
another location.
In the Paste Special dialog box, you can specify the aspect of the Clipboard contents
you want to paste, restricting the pasted data to values, formats, comments, or one of
several other options. You can perform mathematical operations involving the cut
or copied data and the existing data in the cells you paste the content into. You can
transpose data—change rows to columns and columns to rows—when you paste it,
by clicking Transpose in the Paste gallery or by selecting the Transpose check box in
the Paste Special dialog box.
In this exercise, you’ll copy a set of data headers to another worksheet, move a column
of data within a worksheet, and use Paste Live Preview to control the appearance of
copied data.
SET UP You need the 2010Q1ShipmentsByCategory_start workbook located
in your Chapter09 practice file folder to complete this exercise. Open
the 2010Q1ShipmentsByCategory_start workbook, and save it as
2010Q1ShipmentsByCategory. Then follow the steps.
1. On the Count worksheet, select cells B2:D2.
2. On the Home tab, in the Clipboard group, click the Copy button.
Excel copies the contents of cells B2:D2 to the Clipboard.
Keyboard Shortcut Press Ctrl+C to copy worksheet contents to the Clipboard.
3. On the tab bar, click the Sales tab to display that worksheet.
4. Select cell B2.
5. On the Home tab, in the Clipboard group, click the Paste button’s arrow, point to
the first icon in the Paste group, and then click the Keep Source Formatting icon
(the final icon in the first row of the Paste gallery.)
Excel displays how the data would look if you pasted the copied values without formatting, and then pastes the header values into cells B2:D2, retaining the original
cells’ formatting.
6. Right-click the column header of column I, and then click Cut.
Excel outlines column I with a marquee.
7. Right-click the header of column E, and then, under Paste Options, click Paste.
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264 Chapter 9 Work with Data and Excel Tables
Excel pastes the contents of column I into column E.
Keyboard Shortcut Press Ctrl+V to paste worksheet contents exactly as they appear in
the original cell.
Cutting and pasting a column removes the column from its original location.
Troubleshooting The appearance of buttons and groups on the ribbon changes depending
on the width of the program window. For information about changing the appearance of
the ribbon to match our screen images, see “Modifying the Display of the Ribbon” at the
beginning of this book.
CLEAN UP Save the 2010Q1ShipmentsByCategory workbook, and then close it.
Finding and Replacing Data
Excel worksheets can hold more than one million rows of data, so in large data collections
it’s unlikely that you would have the time to move through a worksheet one row at a time
to locate the data you want to find. You can locate specific data in an Excel worksheet by
using the Find And Replace dialog box, which has two pages (one named Find, the other
named Replace) that you can use to search for cells that contain particular values. Using
the controls on the Find page identifies cells that contain the data you specify; using the
controls on the Replace page, you can substitute one value for another. For example, if one
of Consolidated Messenger’s customers changes its company name, you can change every
instance of the old name to the new name by using the Replace functionality.
When you need more control over the data that you find and replace, for instance, if
you want to find cells in which the entire cell value matches the value you’re searching
for, you can click the Options button to expand the Find And Replace dialog box.
You can limit your search to the current worksheet or expand it to include all worksheets
in the workbook.
One way you can use the extra options in the Find And Replace dialog box is to use
a specific format to identify data that requires review. As an example, Consolidated
Messenger’s Vice President of Marketing, Craig Dewar, could make corporate sales plans
based on a projected budget for the next year and mark his trial figures using a specific
format. After the executive board finalizes the numbers, he could use the Find Format
capability in the Find And Replace dialog box to locate the old values and change them
by hand.
The following table summarizes the Find And Replace dialog box controls’ functions.
Control Function
Find What field Contains the value you want to find or replace
Find All button Selects every cell that contains the value in the Find What field
Find Next
button
Selects the next cell that contains the value in the Find What field
Replace With
field
Contains the value to overwrite the value in the Find What field
Replace All
button
Replaces every instance of the value in the Find What field with the value
in the Replace With field
Replace button Replaces the highlighted occurrence of the value in the Find What field
and highlights the next cell that contains that value
Options button Expands the Find And Replace dialog box to display additional capabilities
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266 Chapter 9 Work with Data and Excel Tables
Control Function
Format button Displays the Find Format dialog box, which you can use to specify the
format of values to be found or values to be replaced
Within box Enables you to select whether to search the active worksheet or the entire
workbook
Search box Enables you to select whether to search by rows or by columns
Look In box Enables you to select whether to search cell formulas or values
Match Case
check box
When checked, requires that all matches have the same capitalization as
the text in the Find What field (for example, cat doesn’t match Cat)
Match Entire
Cell Contents
check box
Requires that the cell contain exactly the same value as in the Find What
field (for example, Cat doesn’t match Catherine)
Close button Closes the Find And Replace dialog box
To change a value by hand, select the cell, and then either type a new value in the cell or,
in the formula bar, select the value you want to replace and type the new value. You can
also double-click a cell and edit its contents within the cell.
In this exercise, you’ll find a specific value in a worksheet, replace every occurrence of a
company name in a worksheet, and find a cell with a particular formatting.
SET UP You need the AverageDeliveries_start workbook located in your Chapter09
practice file folder to complete this exercise. Open the AverageDeliveries_start
workbook, and save it as AverageDeliveries. Then follow the steps.
1. If necessary, click the Time Summary sheet tab.
The Time Summary worksheet is displayed.
2. On the Home tab, in the Editing group, click Find & Select, and then click Find.
The Find And Replace dialog box opens with the Find tab displayed.
Keyboard Shortcut Press Ctrl+F to display the Find tab of the Find And Replace
dialog box.
3. In the Find what field, type 114.
4. Click Find Next.
Excel highlights cell B16, which contains the value 114.
You can conduct a simple text search, or expand the dialog box and select other options.
5. Delete the value in the Find what field, and then click the Options button.
The Find And Replace dialog box expands to display additional search options.
6. Click Format.
The Find Format dialog box opens.
7. Click the Font tab.
The Font page is displayed.
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The Font list displays the fonts that are installed on your computer.
8. In the Font style list, click Italic.
9. Click OK.
The Find Format dialog box closes.
10. Click Find Next.
Excel highlights cell D25.
11. Click Close.
The Find And Replace dialog box closes.
12. On the tab bar, click the Customer Summary sheet tab.
The Customer Summary worksheet is displayed.
13. On the Home tab, in the Editing group, click Find & Select, and then click
Replace.
The Find And Replace dialog box opens with the Replace tab displayed.
Keyboard Shortcut Press Ctrl+H to display the Replace tab of the Find And Replace
dialog box.
You can replace text, formatting, and formula elements.
14. Click the Format arrow to the right of the Find what field, and then in the
list, click Clear Find Format.
The format displayed next to the Find What field disappears.
15. In the Find what field, type Contoso.
16. In the Replace with field, type Northwind Traders.
17. Click Replace All.
A message box appears, indicating that Excel made three replacements.
18. Click OK to close the message box.
19. Click Close.
The Find And Replace dialog box closes.
CLEAN UP Save the AverageDeliveries workbook, and then close it.
Correcting and Expanding Upon Worksheet Data
After you enter your data, you should take the time to check and correct it. You do need
to verify visually that each piece of numeric data is correct, but you can make sure that
your worksheet’s text is spelled correctly by using the Excel spelling checker. When the
spelling checker encounters a word it doesn’t recognize, it highlights the word and offers
suggestions representing its best guess of the correct word. You can then edit the word
directly, pick the proper word from the list of suggestions, or have the spelling checker
ignore the misspelling. You can also use the spelling checker to add new words to a custom dictionary so that Excel will recognize them later, saving you time by not requiring
you to identify the words as correct every time they occur in your worksheets.
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Tip After you make a change in a workbook, you can usually remove the change as long as
you haven’t closed the workbook. To undo a change, click the Undo button on the Quick
Access Toolbar. If you decide you want to keep a change, you can use the Redo command to
restore it.
If you’re not sure of your word choice, or if you use a word that is almost but not
quite right for your intended meaning, you can check for alternative words by using
the Thesaurus. Several other research tools are also available, such as the Bing decision
engine and the Microsoft Encarta dictionary, to which you can refer as you create
your workbooks. To display those tools, on the Review tab, in the Proofing group,
click Research to display the Research task pane.
You can choose a research resource from the list in the top section of the Research task pane.
Finally, if you want to translate a word from one language to another, you can do so by
selecting the cell that contains the value you want to translate, displaying the Review tab,
and then, in the Language group, clicking Translate. The Research task pane opens (or
changes if it’s already open) and displays controls you can use to select the original and
destination languages.
You can translate words and phrases into many different languages.
Important Excel translates a sentence by using word substitutions, which means that the
translation routine doesn’t always pick the best word for a given context. The translated
sentence might not capture your exact meaning.
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In this exercise, you’ll check a worksheet’s spelling, add terms to a dictionary, search the
Thesaurus for an alternative word, and translate a word from English into French.
SET UP You need the ServiceLevels_start workbook located in your Chapter09 practice
file folder to complete this exercise. Open the ServiceLevels_start workbook, and save
it as ServiceLevels. Then follow the steps.
1. On the Review tab, in the Proofing group, click Spelling.
The Spelling dialog box opens.
The first misspelled word in the worksheet is displayed in the Not In Dictionary field.
2. Verify that the word shipped is highlighted in the Suggestions pane, and then
click Change.
Excel corrects the word and displays the next questioned word: withn.
3. Click Change.
Excel corrects the word and displays the next questioned word: TwoDay.
4. Click Add to Dictionary.
Excel adds the word to the dictionary and displays the next questioned word:
ThreeDay.
5. Click Add to Dictionary.
Excel adds the word to the dictionary.
6. In the Spelling dialog box, click Close.
A message box indicates that the spelling check is complete.
7. Click OK to close the message box.
8. Click cell B6.
9. On the Review tab, in the Proofing group, click Thesaurus.
The Research task pane opens.
The Thesaurus displays synonyms for the word Overnight.
10. On the Review tab, in the Language group, click Translate.
The Research task pane displays the translation tools.
11. If necessary, in the From list, click English (U.S.).
12. In the To list, click French (France).
The Research task pane displays French words that mean overnight.
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You can translate the same word into another language by choosing one from the To list.
CLEAN UP Save the ServiceLevels workbook, and then close it.
Defining Excel Tables
With Excel, you’ve always been able to manage lists of data effectively, enabling you to
sort your worksheet data based on the values in one or more columns, limit the data
displayed by using criteria (for example, show only those routes with fewer than 100
stops), and create formulas that summarize the values in visible (that is, unfiltered) cells.
In Excel 2007, the Excel product team extended your ability to manage your data by
introducing Excel tables. Excel 2010 offers you the same capability.
Converting a data range to an Excel table provides many data-management capabilities.
To create an Excel table, type a series of column headers in adjacent cells, and then type
a row of data below the headers. Click any header or data cell into which you just typed,
and then, on the Home tab, in the Styles group, click Format As Table. In the gallery that
opens, click the table style you want to apply. In the Format As Table dialog box, verify
that the cells in the Where Is The Data For Your Table? field reflect your current selection and that the My Table Has Headers check box is selected, and then click OK.
Excel can also create an Excel table from an existing cell range as long as the range has
no blank rows or columns within the data and there is no extraneous data in cells immediately below or next to the list. To create the Excel table, click any cell in the range and
then, on the Home tab, in the Styles group, click the Format As Table button and select
a table style. If your existing data has formatting applied to it, that formatting remains
applied to those cells when you create the Excel table. If you want Excel to replace the
existing formatting with the Excel table’s formatting, right-click the table style you want
to apply and then click Apply And Clear Formatting.
When you want to add data to an Excel table, click the rightmost cell in the bottom row
of the Excel table and press the Tab key to create a new row. You can also select a cell in
the row immediately below the last row in the table or a cell in the column immediately
to the right of the table and type a value into the cell. After you enter the value and move
out of the cell, the AutoCorrect Options action button appears. If you didn’t mean to
include the data in the Excel table, you can click Undo Table AutoExpansion to exclude
the cells from the Excel table. If you never want Excel to include adjacent data in an Excel
table again, click Stop Automatically Expanding Tables.
Tip To stop Table AutoExpansion before it starts, click the File tab, and then click Options. In
the Excel Options dialog box, click Proofing, and then click the AutoCorrect Options button to
display the AutoCorrect dialog box. Click the AutoFormat As You Type tab, clear the Include
New Rows And Columns In Table check box, and then click OK twice.
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You can add rows and columns to an Excel table, or remove them from an Excel table
without deleting the cells’ contents, by dragging the resize handle at the Excel table’s
lower-right corner. If your Excel table’s headers contain a recognizable series of values
(such as Region1, Region2, and Region3), and you drag the resize handle to create a fourth
column, Excel creates the column with the label Region4—the next value in the series.
Excel tables often contain data you can summarize by calculating a sum or average, or
by finding the maximum or minimum value in a column. To summarize one or more
columns of data, you can add a Total row to your Excel table.
The Total row automatically calculates the total of the preceding values.
When you add the Total row, Excel creates a formula that summarizes the values in the
rightmost Excel table column. To change that summary operation, or to add a summary
operation to any other cell in the Total row, click the cell, click the arrow that appears,
and then click the summary operation you want to apply. Clicking the More Functions
menu item displays the Insert Function dialog box, from which you can select any of the
functions available in Excel.
Much as it does when you create a new worksheet, Excel gives your Excel tables
generic names such as Table1 and Table2. You can change an Excel table’s name to
something easier to recognize by clicking any cell in the table, clicking the Design
contextual tab, and then, in the Properties group, editing the value in the Table Name
box. Changing an Excel table name might not seem important, but it helps make formulas that summarize Excel table data much easier to understand. You should make
a habit of renaming your Excel tables so you can recognize the data they contain.
See Also For more information about using the Insert Function dialog box and about
referring to tables in formulas, see “Creating Formulas to Calculate Values” in Chapter 10,
“Perform Calculations on Data.”
If for any reason you want to convert your Excel table back to a normal range of cells,
click any cell in the Excel table and then, on the Design contextual tab, in the Tools
group, click Convert To Range. When Excel displays a message box asking if you’re sure
you want to convert the table to a range, click OK.
In this exercise, you’ll create an Excel table from existing data, add data to an Excel
table, add a Total row, change the Total row’s summary operation, and rename the
Excel table.
SET UP You need the DriverSortTimes_start workbook located in your Chapter09
practice file folder to complete this exercise. Open the DriverSortTimes_start
workbook, and save it as DriverSortTimes. Then follow the steps.
1. Select cell B2.
2. On the Home tab, in the Styles group, click Format as Table, and then select a
table style.
The Format As Table dialog box opens.
The dialog box automatically displays the data range that includes the selected cell.
3. Verify that the range =$B$2:$C$17 is displayed in the Where is the data for your
table? field and that the My table has headers check box is selected, and then
click OK.
Excel creates an Excel table from your data and displays the Design contextual tab.
4. In cell B18, type D116, press Tab, type 100 in cell C18, and then press Enter.
Excel includes the data in your Excel table.
5. Select a cell in the table. Then on the Design contextual tab, in the Table Style
Options group, select the Total Row check box.
A Total row appears at the bottom of your Excel table.
6. Select cell C19, click the arrow that appears at the right edge of the cell, and then
click Average.
Excel changes the summary operation to Average.
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You can change the summary operation performed in a table.
7. On the Design contextual tab, in the Properties group, type the value SortTimes
in the Table Name field, and then press Enter.
Excel renames your Excel table.
8. On the Quick Access Toolbar, click the Save button to save your work.
CLEAN UP Close the DriverSortTimes workbook. If you are not continuing directly to
the next chapter, exit Excel.
Key Points
● You can enter a series of data quickly by typing one or more values in adjacent
cells, selecting the cells, and then dragging the fill handle. To change how dragging
the fill handle extends a data series, hold down the Ctrl key.
● Dragging a fill handle displays the Auto Fill Options button, which you can use to
specify whether to copy the selected cells’ values, extend a recognized series, or
apply the selected cells’ formatting to the new cells.
● With Excel, you can enter data by using a list, AutoComplete, or Ctrl+Enter. You
should experiment with these techniques and use the one that best fits your
circumstances.
● When you copy (or cut) and paste cells, columns, or rows, you can use the new
Paste Live Preview capability to preview how your data will appear before you
commit to the paste operation.
● After you paste cells, rows, or columns into your worksheet, Excel displays the
Paste Options action button. You can use its controls to change which aspects
of the cut or copied elements Excel applies to the pasted elements.
● By using the options in the Paste Special dialog box, you can paste only specific
aspects of cut or copied data, perform mathematical operations, transpose data,
or delete blank cells when pasting.
● You can find and replace data within a worksheet by searching for specific values
or by searching for cells that have a particular format applied.
● Excel provides a variety of powerful proofing and research tools, enabling you to
check your workbook’s spelling, find alternative words by using the Thesaurus, and
translate words between languages.
● With Excel tables, you can organize and summarize your data effectively.
Key Points 279
Chapter at a Glance
Name groups
of data, page 282
Create formulas to
calculate values,
page 286
Summarize data
that meets specific
conditions, page 296
Find and correct
errors in calculations,
page 300
281
10 Perform Calculations
on Data
In this chapter, you will learn how to
✔ Name groups of data.
✔ Create formulas to calculate values.
✔ Summarize data that meets specific conditions.
✔ Find and correct errors in calculations.
Microsoft Excel 2010 workbooks give you a handy place to store and organize your
data, but you can also do a lot more with your data in Excel. One important task you
can perform is to calculate totals for the values in a series of related cells. You can also
use Excel to discover other information about the data you select, such as the maximum
or minimum value in a group of cells. By finding the maximum or minimum value in a
group, you can identify your best salesperson, product categories you might need to
pay more attention to, or suppliers that consistently give you the best deal. Regardless
of your bookkeeping needs, Excel gives you the ability to find the information you want.
And if you make an error, you can find the cause and correct it quickly.
Many times, you can’t access the information you want without referencing more than
one cell, and it’s also often true that you’ll use the data in the same group of cells for
more than one calculation. Excel makes it easy to reference a number of cells at once,
enabling you to define your calculations quickly.
In this chapter, you’ll learn how to streamline references to groups of data on your
worksheets and how to create and correct formulas
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete
the exercises in this chapter are in the Chapter10 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
282 Chapter 10 Perform Calculations on Data
Naming Groups of Data
When you work with large amounts of data, it’s often useful to identify groups of cells
that contain related data. For example, you can create a worksheet in which cells C4:I4
hold the number of packages Consolidated Messenger’s Northeast processing facility
handled from 5:00 P.M. to 12:00 A.M. on the previous day.
You can name a range of data and reference the entire range by using only the name.
Instead of specifying the cells individually every time you want to use the data they contain,
you can define those cells as a range (also called a named range). For example, you can
group the items from the cells described in the preceding paragraph into a range named
NortheastPreviousDay. Whenever you want to use the contents of that range in a calculation, you can simply use the name of the range instead of specifying each cell individually.
Tip Yes, you could just name the range Northeast, but if you use the range’s values in a formula
in another worksheet, the more descriptive range name tells you and your colleagues exactly
what data is used in the calculation.
To create a named range, select the cells you want to include in your range, click the
Formulas tab, and then, in the Defined Names group, click Define Name to display the New
Name dialog box. In the New Name dialog box, type a name in the Name field, verify that
the cells you selected appear in the Refers To field, and then click OK. You can also add a
comment about the range in the Comment field and select whether you want to make the
name available for formulas in the entire workbook or just on an individual worksheet.
If the cells you want to define as a named range have labels in a row or column that’s
part of the cell group, you can use those labels as the names of the named ranges. For
example, if your data appears in worksheet cells B4:I12 and the values in column B are
the row labels, you can make each row its own named range. To create a series of named
ranges from a group of cells, select all of the data cells, including the labels, display the
Formulas tab and then, in the Defined Names group, click Create From Selection to display the Create Names From Selection dialog box. In the Create Names From Selection
dialog box, select the check box that represents the labels’ position in the selected
range, and then click OK.
You can name ranges by their row or column labels.
A final way to create a named range is to select the cells you want in the range, click in
the Name box next to the formula box, and then type the name for the range.
Name box
You can display the ranges available in a workbook by clicking the Name arrow.
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To manage the named ranges in a workbook, display the Formulas tab, and then, in the
Defined Names group, click Name Manager to display the Name Manager dialog box.
When you click a named range, Excel displays the cells it encompasses in the Refers To field.
Clicking the Edit button displays the Edit Name dialog box, which is a version of the
New Name dialog box, enabling you to change a named range’s definition; for example,
by adding a column. You can also use the controls in the Name Manager dialog box to
delete a named range (the range, not the data) by clicking it, clicking the Delete button,
and then clicking OK in the confirmation dialog box that opens.
Tip If your workbook contains a lot of named ranges, you can click the Filter button in the
Name Manager dialog box and select a criterion to limit the names displayed in the Name
Manager dialog box.
In this exercise, you’ll create named ranges to streamline references to groups of cells.
SET UP You need the VehicleMiles_start workbook located in your Chapter10 practice
file folder to complete this exercise. Start Excel, open the VehicleMiles_start workbook,
and save it as VehicleMiles. Then follow the steps.
1. Select cells C4:G4.
You are intentionally leaving cell H4 out of this selection. You will edit the named
range later in this exercise.
2. In the Name box at the left end of the formula bar, type V101LastWeek, and then
press Enter.
Excel creates a named range named V101LastWeek.
3. On the Formulas tab, in the Defined Names group, click Name Manager.
The Name Manager dialog box opens.
4. Click the V101LastWeek name.
The cell range to which the V101LastWeek name refers appears in the Refers To
box at the bottom of the Name Manager dialog box.
5. Edit the cell range in the Refers to box to =MilesLastWeek!$C$4:$H$4 (change
the G to an H), and then click the check mark button to the left of the box.
Excel changes the named range’s definition.
You can make changes to a named range in the Name Manager dialog box.
6. Click Close.
The Name Manager dialog box closes.
7. Select the cell range C5:H5.
8. On the Formulas tab, in the Defined Names group, click Define Name.
The New Name dialog box opens.
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9. In the Name field, type V102LastWeek.
10. Verify that the definition in the Refers to field is =MilesLastWeek!$C$5:$H$5.
11. Click OK.
Excel creates the name and closes the New Name dialog box.
CLEAN UP Save the VehicleMiles workbook, and then close it.
Creating Formulas to Calculate Values
After you add your data to a worksheet and define ranges to simplify data references,
you can create a formula, which is an expression that performs calculations on your data.
For example, you can calculate the total cost of a customer’s shipments, figure the
average number of packages for all Wednesdays in the month of January, or find
the highest and lowest daily package volumes for a week, month, or year.
To write an Excel formula, you begin the cell’s contents with an equal (=) sign; when Excel
sees it, it knows that the expression following it should be interpreted as a calculation,
not text. After the equal sign, type the formula. For example, you can find the sum of
the numbers in cells C2 and C3 by using the formula =C2+C3. After you have entered a
formula into a cell, you can revise it by clicking the cell and then editing the formula in
the formula box. For example, you can change the preceding formula to =C3-C2, which
calculates the difference between the contents of cells C2 and C3.
Troubleshooting If Excel treats your formula as text, make sure that you haven’t accidentally
put a space before the equal sign. Remember, the equal sign must be the first character!
Typing the cell references for 15 or 20 cells in a calculation would be tedious, but
Excel makes it easy to enter complex calculations. To create a new calculation, click
the Formulas tab, and then in the Function Library group, click Insert Function. The
Insert Function dialog box opens, with a list of functions, or predefined formulas,
from which you can choose.
You can locate a function, if you don’t know its name, by entering key descriptors in the
Search For A Function box and then clicking Go.
The following table describes some of the most useful functions in the list.
Function Description
SUM Finds the sum of the numbers in the specified cells
AVERAGE Finds the average of the numbers in the specified cells
COUNT Finds the number of entries in the specified cells
MAX Finds the largest value in the specified cells
MIN Finds the smallest value in the specified cells
Two other functions you might use are the NOW and PMT functions. The NOW function displays the time Excel updated the workbook’s formulas, so the value will change
every time the workbook recalculates. The proper form for this function is =NOW().
To update the value to the current date and time, just press the F9 key or display the
Formulas tab and then, in the Calculation group, click the Calculate Now button. You
could, for example, use the NOW function to calculate the elapsed time from when
you started a process to the present time.
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The PMT function is a bit more complex. It calculates payments due on a loan, assuming a
constant interest rate and constant payments. To perform its calculations, the PMT function
requires an interest rate, the number of payments, and the starting balance. The elements
to be entered into the function are called arguments and must be entered in a certain order.
That order is written as PMT(rate, nper, pv, fv, type). The following table summarizes the
arguments in the PMT function.
Argument Description
rate The interest rate, to be divided by 12 for a loan with monthly payments,
by 4 for quarterly payments, and so on
nper The total number of payments for the loan
pv The amount loaned (pv is short for present value, or principal)
fv The amount to be left over at the end of the payment cycle (usually left
blank, which indicates 0)
type 0 or 1, indicating whether payments are made at the beginning or at the
end of the month (usually left blank, which indicates 0, or the end of
the month)
If Consolidated Messenger wanted to borrow $2,000,000 at a 6 percent interest rate
and pay the loan back over 24 months, you could use the PMT function to figure out
the monthly payments. In this case, the function would be written =PMT(6%/12, 24,
2000000), which calculates a monthly payment of $88,641.22.
You can also use the names of any ranges you defined to supply values for a formula.
For example, if the named range NortheastPreviousDay refers to cells C4:I4, you can
calculate the average of cells C4:I4 with the formula =AVERAGE(NortheastPreviousDay).
With Excel, you can add functions, named ranges, and table references to your formulas
more efficiently by using the Formula AutoComplete capability. Just as AutoComplete
offers to fill in a cell’s text value when Excel recognizes that the value you’re typing
matches a previous entry, Formula AutoComplete offers to help you fill in a function,
named range, or table reference while you create a formula.
As an example, consider a worksheet that contains a two-column Excel table named
Exceptions. The first column is labeled Route; the second is labeled Count.
You can reference and entire column in a formula by using the column name.
You refer to a table by typing the table name, followed by the column or row name in
square brackets. For example, the table reference Exceptions[Count] would refer to the
Count column in the Exceptions table.
To create a formula that finds the total number of exceptions by using the SUM function,
you begin by typing =SU. When you type the letter S, Formula AutoComplete lists
functions that begin with the letter S; when you type the letter U, Excel narrows the
list down to the functions that start with the letters SU.
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The AutoComplete list suggests functions that begin with the letters you type.
To add the SUM function (followed by an opening parenthesis) to the formula, click SUM
and then press Tab. To begin adding the table reference, type the letter E. Excel displays a list
of available functions, tables, and named ranges that start with the letter E. Click Exceptions,
and press Tab to add the table reference to the formula. Then, because you want to summarize the values in the table’s Count column, type a left square bracket and then, in the list of
available table items, click Count. To finish creating the formula, type a right square bracket
followed by a right parenthesis to create the formula =SUM(Exceptions[Count]).
If you want to include a series of contiguous cells in a formula, but you haven’t defined
the cells as a named range, you can click the first cell in the range and drag to the last
cell. If the cells aren’t contiguous, hold down the Ctrl key and select all of the cells to be
included. In both cases, when you release the mouse button, the references of the cells
you selected appear in the formula.
You can enter cells and cell ranges in a formula by selecting the cells while creating the formula.
Troubleshooting The appearance of buttons and groups on the ribbon changes depending
on the width of the program window. For information about changing the appearance of
the ribbon to match our screen images, see “Modifying the Display of the Ribbon” at the
beginning of this book.
After you create a formula, you can copy it and paste it into another cell. When you do,
Excel tries to change the formula so that it works in the new cells. For instance, suppose
you have a worksheet where cell D8 contains the formula =SUM(C2:C6). Clicking
cell D8, copying the cell’s contents, and then pasting the result into cell D16 writes
=SUM(C10:C14) into cell D16. Excel has reinterpreted the formula so that it fits the
surrounding cells! Excel knows it can reinterpret the cells used in the formula because
the formula uses a relative reference, or a reference that can change if the formula is
copied to another cell. Relative references are written with just the cell row and column
(for example, C14).
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Relative references are useful when you summarize rows of data and want to use the same
formula for each row. As an example, suppose you have a worksheet with two columns of
data, labeled SalePrice and Rate, and you want to calculate your sales representative’s commission by multiplying the two values in a row. To calculate the commission for the first
sale, you would type the formula =B4*C4 in cell D4.
The formula is displayed in the formula bar, and its result is displayed in the cell.
Selecting cell D4 and dragging the fill handle until it covers cells D4:D9 copies the formula from cell D4 into each of the other cells. Because you created the formula using
relative references, Excel updates each cell’s formula to reflect its position relative to the
starting cell (in this case, cell D4.) The formula in cell D9, for example, is =B9*C9.
Copying a formula to other cells automatically updates cell references to reflect the new location.
You can use a similar technique when you add a formula to an Excel table column. If the
sale price and rate data were in an Excel table and you created the formula =B4*C4 in
cell D4, Excel would apply the formula to every other cell in the column. Because you
used relative references in the formula, the formulas would change to reflect each cell’s
distance from the original cell.
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In an Excel table, changing a formula in one cell automatically changes it in related cells.
If you want a cell reference to remain constant when the formula using it is copied to
another cell, you can use an absolute reference. To write a cell reference as an absolute
reference, type $ before the row letter and the column number. For example, if you want
the formula in cell D16 to show the sum of values in cells C10 through C14 regardless of
the cell into which it is pasted, you can write the formula as =SUM($C$10:$C$14).
Tip Another way to ensure your cell references don’t change when you copy the formula
to another cell is to click the cell that contains the formula, copy the formula’s text in the
formula bar, press the Esc key to exit cut-and-copy mode, click the cell where you want to
paste the formula, and press Ctrl+V. Excel doesn’t change the cell references when you copy
your formula to another cell in this manner.
One quick way to change a cell reference from relative to absolute is to select the cell
reference in the formula box and then press F4. Pressing F4 cycles a cell reference
through the four possible types of references:
● Relative columns and rows (for example, C4)
● Absolute columns and rows (for example, $C$4)
● Relative columns and absolute rows (for example, C$4)
● Absolute columns and relative rows (for example, $C4)
In this exercise, you’ll create a formula manually, revise it to include additional cells,
create a formula that contains an Excel table reference, create a formula with relative
references, and change the formula so it contains absolute references.
SET UP You need the ITExpenses_start workbook located in your Chapter10 practice
file folder to complete this exercise. Open the ITExpenses_start workbook, and save it
as ITExpenses. Then follow the steps.
1. If necessary, display the Summary worksheet. Then, in cell F9, type =C4, and
press Enter.
The value $385,671.00 appears in cell F9.
2. Select cell F9 and type =SU.
Excel erases the existing formula, and Formula AutoComplete displays a list of
possible functions to use in the formula.
3. In the Formula AutoComplete list, click SUM, and then press Tab.
Excel changes the contents of the formula bar to =SUM(.
4. Select the cell range C3:C8, type a right parenthesis ( ) ) to make the formula
bar’s contents =SUM(C3:C8), and then press Enter.
The value $2,562,966.00 appears in cell F9.
5. In cell F10, type =SUM(C4:C5), and then press Enter.
6. Select cell F10, and then in the formula box, select the cell reference C4, and
press F4.
Excel changes the cell reference to $C$4.
7. In the formula box, select the cell reference C5, press F4, and then press Enter.
Excel changes the cell reference to $C$5.
8. On the tab bar, click the JuneLabor sheet tab.
The JuneLabor worksheet opens.
9. In cell F13, type =SUM(J.
Excel displays JuneSummary, the name of the table in the JuneLabor worksheet.
10. Press Tab.
Excel extends the formula to read =SUM(JuneSummary.
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11. Type [, and then in the Formula AutoComplete list, click Labor Expense, and
press Tab.
Excel extends the formula to read =SUM(JuneSummary[Labor Expense.
The Formula AutoComplete list suggests suitable formula elements.
12. Type ]) to complete the formula, and then press Enter.
The value $637,051.00 appears in cell F13.
CLEAN UP Save the ITExpenses workbook, and then close it.
Summarizing Data That Meets Specific Conditions
Another use for formulas is to display messages when certain conditions are met. For
instance, Consolidated Messenger’s Vice President of Marketing, Craig Dewar, might
have agreed to examine the rates charged to corporate customers who were billed for
more than $100,000 during a calendar year. This kind of formula is called a conditional
formula; one way to create a conditional formula in Excel is to use the IF function. To
create a conditional formula, you click the cell to hold the formula and open the Insert
Function dialog box. From within the dialog box, click IF in the list of available functions, and then click OK. When you do, the Function Arguments dialog box opens.
The IF function returns one value if a specified condition is true, and another if it is false.
When you work with an IF function, the Function Arguments dialog box has three boxes:
Logical_test, Value_if_true, and Value_if_false. The Logical_test box holds the condition
you want to check. If the customer’s year-to-date shipping bill appears in cell G8, the
expression would be G8>100000.
Now you need to have Excel display messages that indicate whether Craig Dewar should
evaluate the account for a possible rate adjustment. To have Excel print a message from
an IF function, you enclose the message in quotes in the Value_if_true or Value_if_false
box. In this case, you would type “High-volume shipper—evaluate for rate decrease.” in
the Value_if_true box and “Does not qualify at this time.” in the Value_if_false box.
Excel also includes several other conditional functions you can use to summarize your data,
shown in the following table.
Function Description
AVERAGEIF Finds the average of values within a cell range that meet a given criterion
AVERAGEIFS Finds the average of values within a cell range that meet multiple criteria
COUNT Counts the number of cells in a range that contain a numerical value
COUNTA Counts the number of cells in a range that are not empty
COUNTBLANK Counts the number of cells in a range that are empty
COUNTIF Counts the number of cells in a range that meet a given criterion
COUNTIFS Counts the number of cells in a range that meet multiple criteria
IFERROR Displays one value if a formula results in an error and another if it doesn’t
SUMIF Finds the sum of values in a range that meet a single criterion
SUMIFS Finds the sum of values in a range that meet multiple criteria
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You can use the IFERROR function to display a custom error message, instead of relying
on the default Excel error messages to explain what happened. For example, you could
use an IFERROR formula when looking up the CustomerID value from cell G8 in the
Customers table by using the VLOOKUP function. One way to create such a formula is
=IFERROR(VLOOKUP(G8,Customers,2,false),”Customer not found”). If the function finds
a match for the CustomerID in cell G8, it displays the customer’s name; if it doesn’t
find a match, it displays the text Customer not found.
See Also For more information about the VLOOKUP function, refer to Microsoft Excel 2010
Step by Step, by Curtis Frye (Microsoft Press, 2010).
Just as the COUNTIF function counts the number of cells that meet a criterion and the
SUMIF function finds the total of values in cells that meet a criterion, the AVERAGEIF
function finds the average of values in cells that meet a criterion. To create a formula
using the AVERAGEIF function, you define the range to be examined for the criterion,
the criterion, and, if required, the range from which to draw the values. As an example,
consider a worksheet that lists each customer’s ID number, name, state, and total
monthly shipping bill.
A sample worksheet containing values necessary to create a formula.
If you want to find the average order of customers from the state of Washington
(abbreviated in the worksheet as WA), you can create the formula =AVERAGEIF(D3:D6,
”WA”, E3:E6).
The AVERAGEIFS, SUMIFS, and COUNTIFS functions extend the capabilities of the
AVERAGEIF, SUMIF, and COUNTIF functions to allow for multiple criteria. If you want to
find the sum of all orders of at least $100,000 placed by companies in Washington, you
can create the formula =SUMIFS(E3:E6, D3:D6, “=WA”, E3:E6, “>=100000”).
The AVERAGEIFS and SUMIFS functions start with a data range that contains values
that the formula summarizes; you then list the data ranges and the criteria to apply
to that range. In generic terms, the syntax runs =AVERAGEIFS(data_range, criteria_
range1, criteria1[,criteria_range2, criteria2…]). The part of the syntax in square brackets
(which aren’t used when you create the formula) is optional, so an AVERAGEIFS
or SUMIFS formula that contains a single criterion will work. The COUNTIFS function, which doesn’t perform any calculations, doesn’t need a data range—you just
provide the criteria ranges and criteria. For example, you could find the number of
customers from Washington who were billed at least $100,000 by using the formula
=COUNTIFS(D3:D6, “=WA”, E3:E6, “>=100000”).
In this exercise, you’ll create a conditional formula that displays a message if a condition
is true, find the average of worksheet values that meet one criterion, and find the sum of
worksheet values that meet two criteria.
SET UP You need the PackagingCosts_start workbook located in your Chapter10
practice file folder to complete this exercise. Open the PackagingCosts_start
workbook, and save it as PackagingCosts. Then follow the steps.
1. In cell G3, type the formula =IF(F3>=35000, ”Request discount”, ”No discount
available”), and press Enter.
Excel accepts the formula, which displays Request discount if the value in cell F3 is
at least 35,000 and displays No discount available if not. The value Request discount
appears in cell G3.
2. Click cell G3, and drag the fill handle down until it covers cell G14.
Excel copies the formula in cell G3 to cells G4:G14, adjusting the formula to reflect
the cells’ addresses. The results of the copied formulas appear in cells G4:G14.
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3. In cell I3, type the formula =AVERAGEIF(C3:C14, “=Box”, F3:F14), and press Enter.
The value $46,102.50, which represents the average cost per category of boxes,
appears in cell I3.
4. In cell I6, type =SUMIFS(F3:F14, C3:C14, “=Envelope”, E3:E14,
“=International”).
The value $45,753.00, which represents the total cost of all envelopes used for
international shipments, appears in cell I6.
You can create a formula anywhere on a worksheet.
CLEAN UP Save the PackagingCosts workbook, and then close it.
Finding and Correcting Errors in Calculations
Including calculations in a worksheet gives you valuable answers to questions about your
data. As is always true, however, it is possible for errors to creep into your formulas. With
Excel, you can find the source of errors in your formulas by identifying the cells used in a
given calculation and describing any errors that have occurred. The process of examining
a worksheet for errors is referred to as auditing.
Excel identifies errors in several ways. The first way is to display an error code in the cell
holding the formula generating the error.
Error codes begin with a number sign (#).
When a cell with an erroneous formula is the active cell, an Error button is displayed
next to it. Pointing to the Error button displays an arrow. Clicking the arrow displays a
menu with options that provide information about the error and offer to help you fix it.
The following table lists the most common error codes and what they mean.
Error code Description
##### The column isn’t wide enough to display the value.
#VALUE! The formula has the wrong type of argument (such as text in a cell where
a numerical value is required).
#NAME? The formula contains text that Excel doesn’t recognize (such as an unknown
named range).
#REF! The formula refers to a cell that doesn’t exist (which can happen whenever
cells are deleted).
#DIV/0! The formula attempts to divide by zero.
Another technique you can use to find the source of formula errors is to ensure that
the appropriate cells are providing values for the formula. For example, you might
want to calculate the total number of deliveries for a service level, but you could
accidentally create a formula referring to the service levels’ names instead of their
package quantities. You can identify the source of an error by having Excel trace a
cell’s precedents, which are the cells with values used in the active cell’s formula. To
do so, click the Formulas tab, and then in the Formula Auditing group, click Trace
Precedents. When you do, Excel identifies those cells by drawing a blue tracer arrow
from the precedents to the active cell.
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You can also audit your worksheet by identifying cells with formulas that use a value from
a given cell. For example, you might use one region’s daily package total in a formula
that calculates the average number of packages delivered for all regions on a given day.
Cells that use another cell’s value in their calculations are known as dependents, meaning
that they depend on the value in the other cell to derive their own value. As with tracing
precedents, you can click the Formulas tab, and then in the Formula Auditing group, click
Trace Dependents.
Excel draws blue arrows from the active cell to those cells that have calculations based on
that value.
If the cells identified by the tracer arrows aren’t the correct cells, you can hide the arrows
and correct the formula. To hide the tracer arrows on a worksheet, display the Formulas
tab, and then in the Formula Auditing group, click Remove Arrows.
If you prefer to have the elements of a formula error presented as text in a dialog box,
you can use the Error Checking dialog box to view the error and the formula in the cell in
which the error occurs. To display the Error Checking dialog box, display the Formulas tab,
and then in the Formula Auditing group, click the Error Checking button. You can use the
controls in the Error Checking dialog box to move through the formula one step at a time,
to choose to ignore the error, or to move to the next or the previous error. If you click the
Options button in the dialog box, you can also use the controls in the Excel Options dialog
box to change how Excel determines what is an error and what isn’t.
You can have the Error Checking tool ignore formulas that don’t use every cell in a region
(such as a row or column).
Tip If you clear the Formulas That Omit Cells In A Region check box, you can create formulas
that don’t add up every value in a row, column, or range without Excel displaying an error.
For times when you just want to display the results of each step of a formula and don’t need
the full power of the Error Checking tool, you can use the Evaluate Formula dialog box to
move through each element of the formula. To display the Evaluate Formula dialog box,
you display the Formulas tab and then, in the Formula Auditing group, click the Evaluate
Formula button. The Evaluate Formula dialog box is much more useful for examining formulas that don’t produce an error but aren’t generating the result you expect.
Finally, you can monitor the value in a cell regardless of where in your workbook you are
by opening a Watch Window that displays the value in the cell. For example, if one of
your formulas uses values from cells in other worksheets or even other workbooks, you
can set a watch on the cell that contains the formula and then change the values in the
other cells. To set a watch, click the cell you want to monitor, and then on the Formulas
tab, in the Formula Auditing group, click Watch Window. Click Add Watch to have Excel
monitor the selected cell.
As soon as you type in the new value, the Watch Window displays the new result of the
formula. When you’re done watching the formula, select the watch, click Delete Watch,
and close the Watch Window.
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In this exercise, you’ll use the formula-auditing capabilities in Excel to identify and
correct errors in a formula.
SET UP You need the ConveyerBid_start workbook located in your Chapter10 practice
file folder to complete this exercise. Open the ConveyerBid_start workbook, and save
it as ConveyerBid. Then follow the steps.
1. Click cell D20.
2. On the Formulas tab, in the Formula Auditing group, click Watch Window.
The Watch Window opens.
In the Watch Window, you can monitor the results of selected formulas.
3. Click Add Watch, and then in the Add Watch dialog box, click Add.
Cell D20 appears in the Watch Window.
4. Click cell D8.
=SUM(C3:C7) appears in the formula bar.
5. In the Formula Auditing group, click the Trace Precedents button.
A blue arrow begins at the cell range C3:C7 and points to cell D8.
The auditing arrow indicates that the cells in the range C3:C7 provide the value for the
formula in cell D8.
6. In the Formula Auditing group, click the Remove Arrows button.
The arrow disappears.
7. Click cell A1.
8. In the Formula Auditing group, click the Error Checking button.
The Error Checking dialog box opens.
The dialog box displays the error found in cell D1.
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9. Click Next.
Excel displays a message box indicating that there are no more errors in the
worksheet.
10. Click OK.
The message box and the Error Checking dialog box close.
11. In the Formula Auditing group, click the Error Checking arrow, and then in the
list, click Trace Error.
Blue arrows appear, pointing to cell D21 from cells C12 and D19. These arrows
indicate that using the values (or lack of values, in this case) in the indicated cells
generates the error in cell D21.
12. In the Formula Auditing group, click Remove Arrows.
The arrows disappear.
13. In the formula box, delete the existing formula, type =C12/D20, and press Enter.
The value 14% appears in cell D21.
14. Click cell D21.
15. In the Formula Auditing group, click the Evaluate Formula button.
The Evaluate Formula dialog box opens.
The dialog box displays the formula from cell D21.
16. Click Evaluate three times to step through the formula’s elements, and
then click Close.
The Evaluate Formula dialog box closes.
17. In the Watch Window, click the watch in the list.
18. Click Delete Watch.
The watch disappears.
19. On the Formulas tab, in the Formula Auditing group, click Watch Window.
The Watch Window closes.
CLEAN UP Save the ConveyerBid workbook, and then close it. If you are not
continuing directly to the next chapter, exit Excel.
Key Points
● You can add a group of cells to a formula by typing the formula, and then at the spot
in the formula in which you want to name the cells, selecting the cells by using the
mouse.
● By creating named ranges, you can refer to entire blocks of cells with a single term,
saving you lots of time and effort. You can use a similar technique with table data,
referring to an entire table or one or more table columns.
● When you write a formula, be sure you use absolute referencing ($A$1) if you
want the formula to remain the same when it’s copied from one cell to another,
or use relative referencing (A1) if you want the formula to change to reflect its
new position in the worksheet.
● Instead of typing a formula from scratch, you can use the Insert Function dialog
box to help you on your way.
● You can monitor how the value in a cell changes by adding a watch to the Watch
Window.
● To see which formulas refer to the values in the selected cell, use Trace Dependents;
if you want to see which cells provide values for the formula in the active cell, use
Trace Precedents.
● You can step through the calculations of a formula in the Evaluate Formula dialog
box or go through a more rigorous error-checking procedure by using the Error
Checking tool.
Key Points 307
Chapter at a Glance
Format cells,
page 310
Define styles,
page 316
Apply workbook
themes and
Excel table styles,
page 320
Make numbers
easier to read,
page 327
Change the
appearance of
data based on
its value,
page 332
Add images to
worksheets, page 339
309
11 Change Workbook
Appearance
In this chapter, you will learn how to
✔ Format cells.
✔ Define styles.
✔ Apply workbook themes and Excel table styles.
✔ Make numbers easier to read.
✔ Change the appearance of data based on its value.
✔ Add images to worksheets.
Entering data into a workbook efficiently saves you time, but you must also ensure
that your data is easy to read. Microsoft Excel 2010 gives you a wide variety of ways
to make your data easier to understand; for example, you can change the font, character
size, or color used to present a cell’s contents. Changing how data appears on a worksheet helps set the contents of a cell apart from the contents of surrounding cells. The
simplest example of that concept is a data label. If a column on your worksheet contains
a list of days, you can easily set apart a label (for example, Day) by presenting it in bold
type that’s noticeably larger than the type used to present the data to which it refers. To
save time, you can define a number of custom formats and then apply them quickly
to the desired cells.
You might also want to specially format a cell’s contents to reflect the value in that cell.
For example, Lori Penor, the chief operating officer of Consolidated Messenger, might
want to create a worksheet that displays the percentage of improperly delivered packages
from each regional distribution center. If that percentage exceeds a threshold, she could
have Excel display a red traffic light icon, indicating that the center’s performance is out
of tolerance and requires attention.
310 Chapter 11 Change Workbook Appearance
In this chapter, you’ll learn how to change the appearance of data, apply existing formats
to data, make numbers easier to read, change data’s appearance based on its value, and
add images to worksheets.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter11 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
Formatting Cells
Excel spreadsheets can hold and process lots of data, but when you manage numerous
spreadsheets it can be hard to remember from a worksheet’s title exactly what data is
kept in that worksheet. Data labels give you and your colleagues information about data
in a worksheet, but it’s important to format the labels so that they stand out visually. To
make your data labels or any other data stand out, you can change the format of the
cells that hold your data.
Include data labels to identify the data in a worksheet.
Most of the tools you need to change a cell’s format can be found on the Home tab. You
can apply the formatting represented on a button by selecting the cells you want to apply
the style to and then clicking that button. If you want to set your data labels apart by
making them appear bold, click the Bold button. If you have already made a cell’s contents bold, selecting the cell and clicking the Bold button will remove the formatting.
Tip Deleting a cell’s contents doesn’t delete the cell’s formatting. To delete a selected cell’s
formatting, on the Home tab, in the Editing group, click the Clear button (which looks like an
eraser), and then click Clear Formats. Clicking Clear All from the same list will remove the cell’s
contents and formatting.
Buttons in the Home tab’s Font group that give you choices, such as the Font Color
button, have an arrow at the right edge of the button. Clicking the arrow displays a list
of options accessible for that button, such as the fonts available on your system or the
colors you can assign to a cell.
The Font Color gallery.
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Another way you can make a cell stand apart from its neighbors is to add a border around
the cell. To place a border around one or more cells, select the cells, and then choose the
border type you want by selecting from the Border list in the Font group. Excel does
provide more options: To display the full range of border types and styles, in the Border
list, click More Borders. The Format Cells dialog box opens, displaying the Border page.
The Border page of the Format Cells dialog box contains the full range of tools you can use to
define your cells’ borders.
You can also make a group of cells stand apart from its neighbors by changing its shading,
which is the color that fills the cells. On a worksheet that tracks total package volume for
the past month, Lori Penor could change the fill color of the cells holding her data labels
to make the labels stand out even more than by changing the labels’ text formatting.
Tip You can display the most commonly used formatting controls by right-clicking a selected
range. When you do, a Mini Toolbar containing a subset of the Home tab formatting tools
appears above the shortcut menu.
If you want to change the attributes of every cell in a row or column, you can click the
header of the row or column you want to modify and then select your desired format.
One task you can’t perform by using the tools on the Home tab is to change the standard font for a workbook, which is used in the Name box and on the formula bar. The
standard font when you install Excel is Calibri, a simple font that is easy to read on a
computer screen and on the printed page. If you want to choose another font, click the
File tab, and then click Options. On the General page of the Excel Options dialog box, set
the values in the Use This Font and Font Size list boxes to pick your new display font.
Important The new standard font doesn’t take effect until you exit Excel and restart the
program.
In this exercise, you’ll emphasize a worksheet’s title by changing the format of cell data,
adding a border to a cell range, and then changing a cell range’s fill color. After those
tasks are complete, you’ll change the default font for the workbook.
SET UP You need the VehicleMileSummary_start workbook located in your
Chapter11 practice file folder to complete this exercise. Start Excel, open the
VehicleMileSummary_start workbook, and save it as VehicleMileSummary. Then
follow the steps.
1. Click cell D2.
2. On the Home tab, in the Font group, click the Bold button.
Excel displays the cell’s contents in bold type.
3. In the Font group, click the Font Size arrow, and then in the list, click 18.
Excel increases the size of the text in cell D2.
Larger text simulates a page header.
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4. Click cell B5, hold down the Ctrl key, and click cell C4 to select the non-contiguous
cells.
5. On the Home tab, in the Font group, click the Bold button.
Excel displays the cells’ contents in bold type.
6. Select the cell ranges B6:B15 and C5:H5.
7. In the Font group, click the Italic button.
Excel displays the cells’ contents in italic type.
Local formatting such as bold and italic emphasizes cell content.
8. Select the cell range C6:H15.
9. In the Font group, click the Border arrow, and then in the list, click Outside
Borders.
Excel places a border around the outside edge of the selected cells.
10. Select the cell range B4:H15.
11. In the Border list, click Thick Box Border.
Excel places a thick border around the outside edge of the selected cells.
12. Select the cell ranges B4:B15 and C4:H5.
13. In the Font group, click the Fill Color arrow, and then in the Standard Colors area
of the color palette, click the yellow button.
Excel changes the selected cells’ background color to yellow.
You can distinguish header cells from other cells by applying a background color.
Troubleshooting The appearance of buttons and groups on the ribbon changes depending
on the width of the program window. For information about changing the appearance of
the ribbon to match our screen images, see “Modifying the Display of the Ribbon” at the
beginning of this book.
14. Click the File tab, and then click Options.
The Excel Options dialog box opens.
15. If necessary, click General to display the General page.
16. In the When creating new workbooks area, in the Use this font list, click Verdana.
Verdana appears in the Use This Font field.
17. Click Cancel.
The Excel Options dialog box closes without saving your change.
CLEAN UP Save the VehicleMileSummary workbook, and then close it.
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Defining Styles
As you work with Excel, you will probably develop preferred formats for data labels,
titles, and other worksheet elements. Instead of adding a format’s characteristics one
element at a time to the target cells, you can have Excel store the format and recall it
as needed. You can find the predefined formats by displaying the Home tab, and then
in the Styles group, clicking Cell Styles.
You can choose a style from the Cell Styles gallery, or create a custom style.
Clicking a style from the Cell Styles gallery applies the style to the selected cells,
but Excel also displays a live preview of a format when you point to it. If none of the
existing styles is what you want, you can create your own style by clicking New Cell
Style at the bottom of the gallery to display the Style dialog box. In the Style dialog
box, type the name of your new style in the Style Name field, and then click Format.
The Format Cells dialog box opens.
A custom style can include number, alignment, font, and border formatting.
After you set the characteristics of your new style, click OK to make your style available
in the Cell Styles gallery. If you ever want to delete a custom style, display the Cell Styles
gallery, right-click the style, and then click Delete.
If all you want to do is apply formatting from one cell to the contents of another cell, use
the Format Painter tool in the Clipboard group on the Home tab. Just click the cell that
has the format you want to copy, click the Format Painter button, and then click the cells
to which you want to apply the copied format. To apply the same formatting to multiple
cells, double-click the Format Painter button and then click the target cells. When you’re
done applying the formatting, press the Esc key.
In this exercise, you’ll create a style and apply the new style to a data label.
SET UP You need the HourlyExceptions_start workbook located in your Chapter11
practice file folder to complete this exercise. Open the HourlyExceptions_start
workbook, and save it as HourlyExceptions. Then follow the steps.
1. On the Home tab, in the Styles group, click Cell Styles, and then click New Cell Style.
The Style dialog box opens.
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The elements of the current style are described in the Cell Style dialog box.
2. In the Style name field, type Crosstab Column Heading.
3. Click the Format button. In the Format Cells dialog box, click the Alignment tab.
You can specify the alignment and direction of text.
4. In the Horizontal list, click Center.
5. Click the Font tab.
6. In the Font style list, click Italic.
The text in the Preview pane appears in italicized text.
You can make changes on multiple pages of the Format Cells dialog box before closing it.
7. Click the Number tab.
The Number page of the Format Cells dialog box is displayed.
8. In the Category list, click Time.
The available time formats appear.
9. In the Type pane, click 1:30 PM.
10. Click OK to save your changes.
The Format Cells dialog box closes, and your new style’s definition appears in the
Style dialog box.
11. Click OK.
The Style dialog box closes.
12. Select cells C4:N4.
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13. On the Home tab, in the Styles group, click Cell Styles.
The Cell Styles gallery opens.
Your new style appears at the top of the gallery, in the Custom group.
14. Click the Crosstab Column Heading style.
Excel applies your new style to the selected cells.
CLEAN UP Save the HourlyExceptions workbook, and then close it.
Applying Workbook Themes and Excel Table Styles
Microsoft Office 2010 includes powerful design tools that enable you to create attractive,
professional documents quickly. The Excel product team implemented the new design
capabilities by defining workbook themes and Excel table styles. A theme is a way to
specify the fonts, colors, and graphic effects that appear in a workbook. Excel comes
with many themes installed.
To apply an existing workbook theme, display the Page Layout tab. Then, in the Themes
group, click Themes, and click the theme you want to apply to your workbook. By default,
Excel applies the Office theme to your workbooks.
You can choose from among dozens of preformatted visual themes.
When you want to format a workbook element, Excel displays colors that are available
within the active theme. For example, selecting a worksheet cell and then clicking the Font
Color arrow displays a palette of colors. The theme colors appear at the top of the color
palette—the standard colors and the More Colors link, which displays the Colors dialog
box, appear at the bottom of the palette.
If you format workbook elements by using colors from the Theme Colors area, applying a
different theme changes that object’s colors.
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You can change a theme’s colors, fonts, and graphic effects by displaying the Page Layout
tab and then, in the Themes group, selecting new values from the Colors, Fonts, and
Effects lists. To save your changes as a new theme, display the Page Layout tab, and in the
Themes group, click Themes, and then click Save Current Theme. Use the controls in the
Save Current Theme dialog box that opens to record your theme for later use. Later, when
you click the Themes button, your custom theme will appear at the top of the gallery.
Tip When you save a theme, you save it as an Office Theme file. You can apply the theme to
other Office 2010 documents as well.
Just as you can define and apply themes to entire workbooks, you can apply and
define Excel table styles. You select an Excel table’s initial style when you create it;
to create a new style, display the Home tab, and in the Styles group, click Format As
Table. In the Format As Table gallery, click New Table Style to display the New Table
Quick Style dialog box.
You can apply a standard Excel table style or create a custom table style.
Type a name for the new style, select the first table element you want to format, and
then click Format to display the Format Cells dialog box. Define the element’s formatting,
and then click OK. When the New Table Quick Style dialog box reopens, its Preview pane
displays the overall table style and the Element Formatting area describes the selected
element’s appearance. Also, in the Table Element list, Excel displays the element’s name
in bold to indicate it has been changed. To make the new style the default for new Excel
tables created in the current workbook, select the Set As Default Table Quick Style For
This Document check box. When you click OK, Excel saves the new table style.
Tip To remove formatting from a table element, click the name of the table element and then
click the Clear button.
In this exercise, you’ll create a new workbook theme, change a workbook’s theme, create
a new table style, and apply the new style to an Excel table.
SET UP You need the HourlyTracking_start workbook located in your Chapter11
practice file folder to complete this exercise. Open the HourlyTracking_start
workbook, and save it as HourlyTracking. Then follow the steps.
1. If necessary, click any cell in the Excel table.
2. On the Home tab, in the Styles group, click Format as Table, and then click the
style at the upper-left corner of the Table Styles gallery.
Excel applies the style to the table.
3. On the Home tab, in the Styles group, click Format as Table, and then click New
Table Style.
The New Table Quick Style dialog box opens.
4. In the Name field, type Exception Default.
5. In the Table Element list, click Header Row.
6. Click Format.
The Format Cells dialog box opens.
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7. Click the Fill tab.
The Fill page is displayed.
The fill colors shown in the palette are specific to the currently applied theme.
8. In the first row of color squares, just below the No Color button, click the third
square from the left.
The new background color appears in the Sample pane of the dialog box.
9. Click OK.
The Format Cells dialog box closes. When the New Table Quick Style dialog box
reopens, the Header Row table element appears in bold, and the Preview pane’s
header row is shaded.
10. In the Table Element list, click Second Row Stripe, and then click Format.
The Format Cells dialog box opens.
11. Just below the No Color button, click the third square from the left again.
The new background color appears in the Sample pane of the dialog box.
12. Click OK.
The Format Cells dialog box closes. When the New Table Quick Style dialog box
reopens, the Second Row Stripe table element appears in bold, and every second
row is shaded in the Preview pane.
The effect of your changes is shown in the Preview area.
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13. Click OK.
The New Table Quick Style dialog box closes.
14. On the Home tab, in the Styles group, click Format as Table. In the gallery, in the
Custom area, click the new format.
Excel applies the new format.
15. On the Page Layout tab, in the Themes group, click the Fonts arrow, and then in
the list, click Verdana.
Excel changes the theme’s font to Verdana (which is part of the Aspect font set).
After changing a theme’s colors, fonts, or effects, you can save the theme for reuse as a
custom theme.
16. In the Themes group, click the Themes button, and then click Save Current
Theme.
The Save Current Theme dialog box opens.
Custom themes are stored with other Office templates.
17. In the File name field, type Verdana Office, and then click Save.
Excel saves your theme.
18. In the Themes group, click the Themes button, and then click Origin.
Excel applies the new theme to your workbook.
CLEAN UP Save the HourlyTracking workbook, and then close it.
Making Numbers Easier to Read
Changing the format of the cells in your worksheet can make your data much easier to read,
both by setting data labels apart from the actual data and by adding borders to define the
boundaries between labels and data even more clearly. Of course, using formatting options
to change the font and appearance of a cell’s contents doesn’t help with idiosyncratic data
types such as dates, phone numbers, or currency values.
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As an example, consider U.S. phone numbers. These numbers are 10 digits long and have
a 3-digit area code, a 3-digit exchange, and a 4-digit line number written in the form (###)
###-####. Although it’s certainly possible to type a phone number with the expected formatting in a cell, it’s much simpler to type a sequence of 10 digits and have Excel change
the data’s appearance.
You can tell Excel to expect a phone number in a cell by opening the Format Cells
dialog box to the Number page and displaying the formats available for the Special
category.
The Type list displays special formats that are specific to the location selected in the Locale list.
Clicking Phone Number in the Type list tells Excel to format 10-digit numbers in the
standard phone number format. You can see this in operation if you compare the contents of the active cell and the contents of the formula box for a cell with the Phone
Number formatting.
Troubleshooting If you type a 9-digit number in a field that expects a phone number, you
won’t see an error message; instead, you’ll see a 2-digit area code. For example, the number
425550012 would be displayed as (42) 555-0012. An 11-digit number would be displayed with
a 4-digit area code. If the phone number doesn’t look right, you probably left out a digit or
included an extra one, so you should make sure your entry is correct.
The Phone Number format applied to the number shown in the formula box.
Just as you can instruct Excel to expect a phone number in a cell, you can also have it
expect a date or a currency amount. You can make those changes from the Format Cells
dialog box by choosing either the Date category or the Currency category. The Date
category enables you to pick the format for the date (and determine whether the date’s
appearance changes due to the Locale setting of the operating system on the computer
viewing the workbook). In a similar vein, selecting the Currency category displays controls
to set the number of places after the decimal point, the currency symbol to use, and the
way in which Excel should display negative numbers.
Tip The Excel user interface enables you to make the most common format changes by
displaying the Home tab of the ribbon and then, in the Number group, either clicking a
button representing a built-in format or selecting a format from the Number Format list.
You can also create a custom numeric format to add a word or phrase to a number
in a cell. For example, you can add the phrase per month to a cell with a formula that
calculates average monthly sales for a year to ensure that you and your colleagues will
recognize the figure as a monthly average. To create a custom number format, click the
Home tab, and then click the Number dialog box launcher (found at the bottom right
corner of the Number group on the ribbon) to display the Format Cells dialog box.
Then, if necessary, click the Number tab.
In the Category list, click Custom to display the available custom number formats in the
Type list. You can then click the base format you want and modify it in the Type box. For
example, clicking the 0.00 format causes Excel to format any number in a cell with two
digits to the right of the decimal point.
Tip The zeros in the format indicate that the position in the format can accept any number as
a valid value.
To customize the format, click in the Type box and add any symbols or text you want to
the format. For example, typing a dollar ($) sign to the left of the existing format and then
typing “per month” (including quote marks) to the right of the existing format causes the
number 1500 to be displayed as $1500.00 per month.
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Important You need to enclose any text to be displayed as part of the format in quotes so
that Excel recognizes the text as a string to be displayed in the cell.
In this exercise, you’ll assign date, phone number, and currency formats to ranges of cells.
SET UP You need the ExecutiveSearch_start workbook located in your Chapter11
practice file folder to complete this exercise. Open the ExecutiveSearch_start
workbook, and save it as ExecutiveSearch. Then follow the steps.
1. Click cell A3.
2. On the Home tab, click the Font dialog box launcher.
The Format Cells dialog box opens.
3. If necessary, click the Number tab.
4. In the Category list, click Date.
The Type list appears with a list of date formats.
The Type list displays date formats that are specific to the location selected in the Locale list.
5. In the Type list, click 3/14/01.
6. Click OK to assign the chosen format to the cell.
Excel displays the contents of cell A3 to reflect the new format.
7. Click cell G3.
8. On the Home tab, in the Number group, click the Number Format button’s down
arrow and then click More Number Formats.
9. If necessary, click the Number tab in the Format Cells dialog box.
10. In the Category list, click Special.
The Type list appears with a list of special formats.
11. In the Type list, click Phone Number, and then click OK.
Excel displays the contents of the cell as (425) 555-0102, matching the format you
selected, and the Format Cells dialog box closes.
12. Click cell H3.
13. Click the Font dialog box launcher.
14. In the Format Cells dialog box that opens, click the Number tab.
15. In the Category list, click Custom.
The contents of the Type list are updated to reflect your choice.
The Sample area displays a preview of the currently selected number format.
16. In the Type list, click the #,##0 item.
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17. In the Type box, click to the left of the existing format, and type $. Then click to
the right of the format, and type “ before bonuses” (note the space after the
opening quote).
18. Click OK.
The Format Cells dialog box closes.
The custom number formatting is applied to the value in the active cell.
CLEAN UP Save the ExecutiveSearch workbook, and then close it.
Changing the Appearance of Data
Based on Its Value
Recording package volumes, vehicle miles, and other business data in a worksheet enables
you to make important decisions about your operations. And as you saw earlier in this
chapter, you can change the appearance of data labels and the worksheet itself to make
interpreting your data easier.
Another way you can make your data easier to interpret is to have Excel change the
appearance of your data based on its value. These formats are called conditional formats because the data must meet certain conditions, defined in conditional formatting
rules, to have a format applied to it. For example, if chief operating officer Lori Penor
wanted to highlight any Thursdays with higher-than-average weekday package volumes,
she could define a conditional format that tests the value in the cell recording total sales
and changes the format of the cell’s contents when the condition is met.
To create a conditional format, you select the cells to which you want to apply the format,
display the Home tab, and then in the Styles group, click Conditional Formatting to display
a menu of possible conditional formats. In Excel, you can define conditional formats that
change how the program displays data in cells that contain values above or below the average values of the related cells, that contain values near the top or bottom of the value range,
or that contain values duplicated elsewhere in the selected range.
When you select which kind of condition to create, Excel displays a dialog box that contains
fields and controls you can use to define your rule. To display all of the rules for the selected
cells, display the Home tab, and then in the Styles group, click Conditional Formatting. On
the menu, click Manage Rules to display the Conditional Formatting Rules Manager.
The Conditional Formatting Rules Manager.
The Conditional Formatting Rules Manager enables you to control your conditional formats
in the following ways:
● Create a new rule by clicking the New Rule button.
● Change a rule by clicking the rule and then clicking the Edit Rule button.
● Remove a rule by clicking the rule and then clicking the Delete Rule button.
● Move a rule up or down in the order by clicking the rule and then clicking the
Move Up button or Move Down button.
● Control whether Excel continues evaluating conditional formats after it finds a rule
to apply by selecting or clearing a rule’s Stop If True check box.
● Save any new rules and close the Conditional Formatting Rules Manager by
clicking OK.
● Save any new rules without closing the Conditional Formatting Rules Manager by
clicking Apply.
● Discard any unsaved changes by clicking Cancel.
Tip Clicking the New Rule button in the Conditional Formatting Rules Manager opens the New
Formatting Rule dialog box. The commands in the New Formatting Rule dialog box duplicate the
options displayed when you click the Conditional Formatting button in the Styles group on the
Home tab.
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After you create a rule, you can change the format applied if the rule is true by clicking
the rule and then clicking the Edit Rule button to display the Edit Formatting Rule dialog
box. In that dialog box, click the Format button to display the Format Cells dialog box.
After you define your format, click OK to display the rule.
A basic conditional formatting rule. Rules can include multiple criteria.
Important Excel doesn’t check to make sure that your conditions are logically consistent, so
you need to be sure that you plan and enter your conditions correctly.
Excel also enables you to create three other types of conditional formats: data bars,
color scales, and icon sets.
Data bars summarize the relative magnitude of values in a cell range by extending a band of color
across the cell.
When data bars were introduced in Excel 2007, they filled cells with a color band that
decreased in intensity as it moved across the cell. This gradient fill pattern made it a bit
difficult to determine the relative length of two data bars because the end points weren’t
as distinct as they would have been if the bars were a solid color. Excel 2010 enables you
to choose between a solid fill pattern, which makes the right edge of the bars easier
to discern, and a gradient fill, which you can use if you share your workbook with colleagues who use Excel 2007.
Excel also draws data bars differently than was done in Excel 2007. Excel 2007 drew a very
short data bar for the lowest value in a range and a very long data bar for the highest
value. The problem was that similar values could be represented by data bars of very
different lengths if there wasn’t much variance among the values in the conditionally
formatted range. In Excel 2010, data bars compare values based on their distance from
zero, so similar values are summarized using data bars of similar lengths.
Tip Excel 2010 data bars summarize negative values by using bars that extend to the left of
a baseline that the program draws in a cell. You can control how your data bars summarize
negative values by clicking the Negative Value And Axis button, which can be accessed from
either the New Formatting Rule dialog box or the Edit Formatting Rule dialog box.
Color scales compare the relative magnitude of values in a cell range by applying colors
from a two-color or three-color set to your cells.
The intensity of a cell’s color reflects the value’s tendency toward the top or bottom of the values in
the range.
Icon sets are collections of images that Excel displays when certain rules are met.
An icon set can consist of three, four, or five images.
When icon sets were introduced in Excel 2007, you could apply an icon set as a whole,
but you couldn’t create custom icon sets or choose to have Excel 2007 display no icon if
the value in a cell met a criterion. In Excel 2010, you can display any icon from any set for
any criterion or display no icon.
When you click a color scale or icon set in the Conditional Formatting Rules Manager
and then click the Edit Rule button, you can control when Excel applies a color or icon
to your data.
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Important Be sure to not include cells that contain summary formulas in your conditionally
formatted ranges. The values, which could be much higher or lower than your regular cell
data, could throw off your comparisons.
In this exercise, you’ll create a series of conditional formats to change the appearance of
data in worksheet cells displaying the package volume and delivery exception rates of a
regional distribution center.
SET UP You need the Dashboard_start workbook located in your Chapter11 practice
file folder to complete this exercise. Open the Dashboard_start workbook, and save it
as Dashboard. Then follow the steps.
1. Select cells C4:C12.
2. On the Home tab, in the Styles group, click Conditional Formatting. On the menu,
point to Color Scales, and then in the top row of the palette, click the second pattern
from the left.
Excel formats the selected range.
Color Scales conditional formatting applied to the first data range.
3. Select cells F4:F12.
4. On the Home tab, in the Styles group, click Conditional Formatting. On the
menu, point to Data Bars, and then, in the Solid Fill group, click the orange data
bar format.
Excel formats the selected range.
5. Select cells I4:I12.
6. On the Home tab, in the Styles group, click Conditional Formatting. On the
menu, point to Icon Sets, and then in the left column of the list of formats, click
the three traffic lights with black borders.
Excel formats the selected cells.
Three types of conditional formatting applied to the same data range.
7. With the range I4:I12 still selected, on the Home tab, in the Styles group, click
Conditional Formatting, and then click Manage Rules.
The Conditional Formatting Rules Manager opens.
8. Click the Icon Set rule, and then click Edit Rule.
The Edit Formatting Rule dialog box opens.
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In the Edit Formatting Rule dialog box, you can customize conditional formatting.
9. Click the Reverse Icon Order button.
Excel reconfigures the rules so the red light icon is at the top and the green light
icon is at the bottom.
10. In the red light icon’s row, in the Type list, click Number.
11. In the red light icon’s Value field, type 0.7.
12. In the yellow light icon’s row, in the Type list, click Number.
13. In the yellow light icon Value field, type 0.5.
14. Click OK twice to close the Edit Formatting Rule dialog box and the Conditional
Formatting Rules Manager.
Excel formats the selected cell range.
15. Click cell C15.
16. On the Home tab, in the Styles group, click Conditional Formatting. On the
menu, point to Highlight Cells Rules, and then click Less Than.
The Less Than dialog box opens.
17. In the left field, type 96%.
18. In the With list, click Red text.
19. Click OK.
The Less Than dialog box closes, and Excel displays the text in cell C15 in red.
Custom conditional formatting includes cell and text colors.
CLEAN UP Save the Dashboard workbook, and then close it.
Adding Images to Worksheets
Establishing a strong corporate identity helps customers remember your organization
as well as the products and services you offer. Setting aside the obvious need for sound
management, two important physical attributes of a strong retail business are a wellconceived shop space and an eye-catching, easy-to-remember logo. After you or your
graphic artist has created a logo, you should add the logo to all your documents, especially
any that might be seen by your customers. Not only does the logo mark the documents
as coming from your company but it also serves as an advertisement, encouraging anyone
who sees your worksheets to call or visit your company.
One way to add a picture to a worksheet is to display the Insert tab, and then in the
Illustrations group, click Picture. Clicking Picture displays the Insert Picture dialog box,
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from which you can locate the picture you want to add from your hard disk. When you
insert a picture, the Picture Tools Format contextual tab appears on the ribbon. You can
use the tools on the Format contextual tab to change the picture’s contrast, brightness,
and other attributes. With the controls in the Picture Styles group, you can place a border around the picture, change the picture’s shape, or change a picture’s effects (such as
shadow, reflection, or three-dimensional effects). Other tools, found in the Arrange and
Size groups, enable you to rotate, reposition, and resize the picture.
You can place an image anywhere on a worksheet.
You can also resize a picture by clicking it and then dragging one of the handles that
appears on the graphic. If you accidentally resize a graphic by dragging a handle, just
click the Undo button to remove your change.
Excel 2010 includes a new built-in capability that you can use to remove the background
of an image you insert into a workbook. To do so, click the image and then, on the Format
contextual tab of the ribbon, in the Adjust group, click Remove Background. When you do,
Excel attempts to identify the foreground and background of the image.
You can display only the image subject by removing the image background.
You can drag the handles on the inner square of the background removal tool to change
how the tool analyzes the image. When you have adjusted the outline to identify
the elements of the image you want to keep, click the Keep Changes button on the
Background Removal contextual tab of the ribbon to complete the operation.
If you want to generate a repeating image in the background of a worksheet to form a
tiled pattern behind your worksheet’s data, you can display the Page Layout tab, and
then in the Page Setup group, click Background. In the Sheet Background dialog box,
click the image that you want to serve as the background pattern for your worksheet,
and click OK.
Tip To remove a background image from a worksheet, display the Page Layout tab, and then
in the Page Setup group, click Delete Background.
To achieve a watermark-type effect with words displayed behind the worksheet data, save
the watermark information as an image, and then use the image as the sheet background;
you could also insert the image in the header or footer, and then resize or scale it to
position the watermark information where you want it.
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In this exercise, you’ll add an image to an existing worksheet, change its location on
the worksheet, reduce the size of the image, and then set another image as a repeating
background for the worksheet.
SET UP You need the CallCenter_start workbook and the Phone and Texture images
located in your Chapter11 practice file folder to complete this exercise. Open the
CallCenter_start workbook, and save it as CallCenter. Then follow the steps.
1. On the Insert tab, in the Illustrations group, click Picture.
The Insert Picture dialog box opens.
2. Navigate to the Chapter11 practice file folder, and then double-click the Phone
image file.
The image appears on your worksheet.
3. On the Format contextual tab, in the Adjust group, click Remove Background.
Excel attempts to separate the image’s foreground from its background.
4. Drag the handles at the upper-left and bottom-right corners of the outline until
the entire phone, including the cord, is within the frame.
You resize an image on a worksheet by using the same techniques you do in a document.
5. On the Background Removal tab, click Keep Changes.
Excel removes the highlighted image elements.
6. Move the image to the upper-left corner of the worksheet, click and hold the handle
at the lower-right corner of the image, and drag it up and to the left until the image
no longer obscures the Call Volume label.
Images on worksheets are independent of worksheet cells.
7. On the Page Layout tab, in the Page Setup group, click Background.
The Sheet Background dialog box opens.
8. Navigate to the Chapter11 practice file folder, and then double-click the Texture
image file.
Excel repeats the image to form a background pattern.
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You can use an image file to create a worksheet background.
9. On the Page Layout tab, in the Page Setup group, click Delete Background.
Excel removes the background image.
CLEAN UP Save the CallCenter workbook, and then close it. If you are not continuing
directly to the next chapter, exit Excel.
Key Points
● If you don’t like the default font in which Excel displays your data, you can change it.
● You can use cell formatting, including borders, alignment, and fill colors, to
emphasize certain cells in your worksheets. This emphasis is particularly useful
for making column and row labels stand out from the data.
● Excel comes with a number of existing styles that enable you to change the
appearance of individual cells. You can also create new styles to make formatting your workbooks easier.
● If you want to apply the formatting from one cell to another cell, use the Format
Painter to copy the format quickly.
● There are quite a few built-in document themes and Excel table formats you can
apply to groups of cells. If you see one you like, use it and save yourself lots of
formatting time.
● Conditional formats enable you to set rules so that Excel changes the appearance
of a cell’s contents based on its value.
● Adding images can make your worksheets more visually appealing and make your
data easier to understand. Excel 2010 greatly enhances your ability to manage
your images without leaving Excel.
Key Points 345
Chapter at a Glance
Limit data that
appears on your
screen, page 348
Manipulate worksheet
data, page 354
Define valid sets of
values for ranges
of cells, page 361
347
12 Focus on Specific
Data by Using Filters
In this chapter, you will learn how to
✔ Limit data that appears on your screen.
✔ Manipulate worksheet data.
✔ Define valid sets of values for ranges of cells.
With Microsoft Excel 2010, you can manage huge data collections, but storing more than
1 million rows of data doesn’t help you make business decisions unless you have the ability
to focus on the most important data in a worksheet. Focusing on the most relevant data in
a worksheet facilitates decision making, whether that data represents the 10 busiest days
in a month or revenue streams that you might need to reevaluate. Excel offers a number of
powerful and flexible tools with which you can limit the data displayed in your worksheet.
When your worksheet displays the subset of data you need to make a decision, you can
perform calculations on that data. You can discover what percentage of monthly revenue
was earned in the 10 best days in the month, find your total revenue for particular days of
the week, or locate the slowest business day of the month.
Just as you can limit the data displayed by your worksheets, you can create validation rules
that limit the data entered into them as well. Setting rules for data entered into cells enables
you to catch many of the most common data entry errors, such as entering values that are
too small or too large, or attempting to enter a word in a cell that requires a number. If you
add a validation rule to worksheet cells after data has been entered into them, you can
circle any invalid data so that you know what to correct.
In this chapter, you’ll learn how to limit the data that appears on your screen, manipulate
list data, and create validation rules that limit data entry to appropriate values.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter12 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
348 Chapter 12 Focus on Specific Data by Using Filters
Limiting Data That Appears on Your Screen
Excel spreadsheets can hold as much data as you need them to, but you might not want
to work with all the data in a worksheet at the same time. For example, you might want to
see the revenue figures for your company during the first third, second third, and final
third of a month. You can limit the data shown on a worksheet by creating a filter, which
is a rule that selects rows to be shown in a worksheet.
To create a filter, you click the cell in the data you want to filter and then, on the Home tab,
in the Editing group, click Sort & Filter and then click Filter. When you do, Excel displays a
filter arrow at the right edge of the top cell in each column of the data. The arrow indicates
that the Excel AutoFilter capability is active.
Clicking the filter arrow displays a menu of filtering options and a list of the unique values
in the column. The first few commands in the list are sorting commands, followed by the
Clear Filter command and then the Filter By Color command. The next command that
appears on the list depends on the type of data in the column. For example, if the column contains a set of dates, the command will be Date Filters. If the column contains
several types of data, the command will be Number Filters. Clicking the command displays a list of commands specific to that data type.
Excel displays only commands relevant to the type of data you’re filtering.
Important When you turn on filtering, Excel treats the cells in the active cell’s column as a
range. To ensure that the filtering works properly, you should always have a label at the top
of the column you want to filter. If you don’t, Excel treats the first value in the list as the label
and doesn’t include it in the list of values by which you can filter the data.
After you click a filtering option, you define the filter’s criteria. For example, you can
create a filter that displays only dates after 3/31/2010.
You can filter an Excel table to display only very specific information.
Troubleshooting The appearance of buttons and groups on the ribbon changes depending
on the width of the program window. For information about changing the appearance of
the ribbon to match our screen images, see “Modifying the Display of the Ribbon” at the
beginning of this book.
If you want to see the highest or lowest values in a data column, you can create a Top 10
filter. Choosing the Top 10 command from the menu doesn’t just limit the display to
the top 10 values. Instead, it opens the Top 10 AutoFilter dialog box. From within this
dialog box, you can choose whether to show values from the top or bottom of the
list, define the number of items you want to see, and choose whether the number in
the middle box indicates the number of items or the percentage of items to be shown
when the filter is applied. Using the Top 10 AutoFilter dialog box, you can find your
top 10 salespeople or identify the top 5 percent of your customers.
Excel 2010 includes a new capability called the search filter, which you can use to type a
search string that Excel uses to identify which items to display in an Excel table or a data
list. To use a search filter, click a column’s filter arrow and start typing a character string
in the Search box. As you type the character string, Excel limits the items displayed at
the bottom of the filter panel to those that contain the character or characters you’ve
entered. When the filter list’s items represent the values you want to display, click OK.
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You can enter partial or entire words in the Text Filters box.
When you point to Text Filters and then click Custom Filter, you can define a rule that Excel
uses to decide which rows to show after the filter is applied. For instance, you can create a
rule that determines that only days with package volumes of less than 100,000 should be
shown in your worksheet. With those results in front of you, you might be able to determine whether the weather or another factor resulted in slower business on those days.
Excel indicates that a column has a filter applied by changing the appearance of the
column’s filter arrow to include an icon that looks like a funnel. After you finish examining
your data by using a filter, you can remove the filter by clicking the column’s filter arrow
and then clicking Clear Filter. To turn off filtering entirely and remove the filter arrows, display the Home tab and then, in the Editing group, click Sort & Filter and then click Filter.
In this exercise, you’ll filter worksheet data by using a series of AutoFilter commands,
create a filter showing the five days with the highest delivery exception counts in a
month, create a search filter, and create a custom filter.
SET UP You need the PackageExceptions_start workbook located in your
Chapter12 practice file folder to complete this exercise. Start Excel, open the
PackageExceptions_start workbook, and save it as PackageExceptions. Then follow
the steps.
1. On the ByRoute worksheet, click any cell in the cell range B2:F27.
2. On the Home tab, in the Editing group, click Sort & Filter, and then click Filter.
A filter arrow appears in each column’s header cell.
3. Click the Date column filter arrow and then, from the menu that appears, clear the
March check box.
Excel changes the state of the Select All and 2010 check boxes to indicate that
some items within those categories have been filtered.
A gray check box indicates that the option is valid for some, but not all, items.
4. Click OK.
Excel hides all rows that contain a date from the month of March.
5. Click the Center column filter arrow and then, from the menu that appears, clear
the Select All check box.
Excel clears all the check boxes in the list.
6. Select the Midwest check box, and then click OK.
Excel filters the table.
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Excel displays only those exceptions that occurred in the Midwest distribution center during
the month of April.
7. On the Home tab, in the Editing group, click Sort & Filter, and then click Clear.
Excel clears all active filters but leaves the filter arrows in place.
8. Click the Route column header’s filter arrow, and then type RT9 in the Search box.
The filter list displays only routes with identifiers that include the characters RT9.
9. Click OK.
Excel applies the filter, displaying exceptions that occurred on routes with identifiers
that contain the string RT9.
10. Click the MarchDailyCount sheet tab.
The MarchDailyCount worksheet appears.
11. Click any cell in the Excel table.
12. Click the Exceptions filter arrow, click Number Filters, and then click Top 10.
The Top 10 AutoFilter dialog box opens.
You can specify the rank, number, and type of items displayed by the Top 10 AutoFilter.
13. In the middle field, type 5.
14. Click OK.
Excel filters the table.
Excel displays the table rows that contain the five highest values in the column.
15. Click the Exceptions column filter arrow, and then click Clear Filter from “Exceptions”.
Excel removes the filter.
16. Click the Date column filter arrow, click Date Filters, and then click Custom Filter.
The Custom AutoFilter dialog box opens.
17. In the upper-left list, click is after or equal to. In the upper-right list, click
3/8/2010. In the lower-left list, click is before or equal to. In the lower-right list,
click 3/14/2010.
18. Click OK.
Excel filters the table.
Because you left the AND option selected, Excel displays all table rows that contain a date
from 3/8/2010 to 3/14/2010, inclusive.
19. On the Quick Access Toolbar, click the Undo button to remove your filter.
CLEAN UP Save the PackageExceptions workbook, and then close it.
Limiting Data That Appears on Your Screen 353
354 Chapter 12 Focus on Specific Data by Using Filters
Manipulating Worksheet Data
Excel offers a wide range of tools you can use to summarize worksheet data. This section
shows you how to select rows at random using the RAND and RANDBETWEEN functions,
how to summarize worksheet data using the SUBTOTAL and AGGREGATE functions, and how
to display a list of unique values within a data set.
Selecting List Rows at Random
In addition to filtering the data that is stored in your Excel worksheets, you can choose rows
at random from a list. Selecting rows randomly is useful for choosing which customers will
receive a special offer, deciding which days of the month to audit, or picking prize winners
at an employee party.
To choose rows randomly, you can use the RAND function, which generates a random
value between 0 and 1, and compare the value it returns with a test value included in the
formula. As an example, suppose Consolidated Messenger wanted to offer approximately
30 percent of its customers a discount on their next shipment. A formula that returns a
TRUE value 30 percent of the time would be RAND<=0.3; that is, whenever the random
value was between 0 and 0.3, the result would be TRUE. You could use this formula to
select each row in a list with a probability of 30 percent. A formula that displayed TRUE
when the value was equal to or less than 30 percent, and FALSE otherwise, would be
=IF(RAND()<=0.3,”True”,”False”).
If you recalculate this formula 10 times, it’s very unlikely that you would see exactly three
TRUE results and seven FALSE results. Just as flipping a coin can result in the same result
10 times in a row by chance, so can the RAND function’s results appear to be off if you
only recalculate it a few times. However, if you were to recalculate the function 10
thousand times, it is extremely likely that the number of TRUE results would be very
close to 30 percent.
Tip Because the RAND function is a volatile function (it recalculates its results every time
you update the worksheet), you should copy the cells that contain the RAND function in a
formula and paste the formulas’ values back into their original cells. To do so, select the cells
that contain the RAND formulas and press Ctrl+C to copy the cell’s contents. Then, on the
Home tab, in the Clipboard group, in the Paste list, click Paste Values to replace the formula
with its current result. If you don’t replace the formulas with their results, you will never have
a permanent record of which rows were selected.
The RANDBETWEEN function generates a random whole number within a defined
range. For example, the formula =RANDBETWEEN(1,100) would generate a random
integer value from 1 to 100, inclusive. The RANDBETWEEN function is very useful for
creating sample data collections for presentations. Before the RANDBETWEEN function
was introduced, you had to create formulas that added, subtracted, multiplied, and
divided the results of the RAND function, which are always decimal values between 0
and 1, to create your data.
Summarizing Worksheets with Hidden and Filtered Rows
The ability to analyze the data that’s most vital to your current needs is important, but
there are some limitations to how you can summarize your filtered data by using functions
such as SUM and AVERAGE. One limitation is that any formulas you create that include the
SUM and AVERAGE functions don’t change their calculations if some of the rows used in
the formula are hidden by the filter.
Excel provides two ways to summarize just the visible cells in a filtered data list. The first
method is to use AutoCalculate. To use AutoCalculate, you select the cells you want to
summarize. When you do, Excel displays the average of values in the cells, the sum of the
values in the cells, and the number of visible cells (the count) in the selection.
The AutoCalculate results are displayed on the status bar at the bottom of the Excel window.
To display the other functions you can use, right-click the status bar and select the function you want from the shortcut menu. If a check mark appears next to a function’s
name, that function’s result appears on the status bar. Clicking a checked function name
removes that function from the status bar.
AutoCalculate is great for finding a quick total or average for filtered cells, but it doesn’t
make the result available in the worksheet. Formulas such as =SUM(C3:C26) always
consider every cell in the range, regardless of whether you hide a cell’s row by rightclicking the row’s header and then clicking Hide, so you need to create a formula by
using either the SUBTOTAL function or the AGGREGATE function (which is new in Excel
2010) to summarize just those values that are visible in your worksheet. The SUBTOTAL
function enables you to summarize every value in a range or summarize only those
values in rows you haven’t manually hidden. The SUBTOTAL function has this syntax:
SUBTOTAL(function_num, ref1, ref2, ...). The function_num argument holds the number
of the operation you want to use to summarize your data. (The operation numbers are
summarized in a table later in this section.) The ref1, ref2, and further arguments represent up to 29 ranges to include in the calculation.
As an example, assume you have a worksheet where you hid rows 20-26 manually. In this
case, the formula =SUBTOTAL(9, C3:C26, E3:E26, G3:G26) would find the sum of all values
in the ranges C3:C26, E3:E26, and G3:G26, regardless of whether that range contained
Manipulating Worksheet Data 355
356 Chapter 12 Focus on Specific Data by Using Filters
any hidden rows. The formula =SUBTOTAL(109, C3:C26, E3:E26, G3:G26) would find the
sum of all values in cells C3:C19, E3:E19, and G3:G19, ignoring the values in the manually
hidden rows.
Important Be sure to place your SUBTOTAL formula in a row that is even with or above the
headers in the range you’re filtering. If you don’t, your filter might hide the formula’s result!
The following table lists the summary operations available for the SUBTOTAL formula. Excel
displays the available summary operations as part of the Formula AutoComplete functionality,
so you don’t need to remember the operation numbers or look them up in the Help system.
Operation
number
(includes
hidden
values)
Operation
number
(ignores values
in manually
hidden rows) Function Description
1 101 AVERAGE Returns the average of the values in the
range
2 102 COUNT Counts the cells in the range that contain a
number
3 103 COUNTA Counts the nonblank cells in the range
4 104 MAX Returns the largest (maximum) value in the
range
5 105 MIN Returns the smallest (minimum) value in
the range
6 106 PRODUCT Returns the result of multiplying all numbers
in the range
7 107 STDEV.S Calculates the standard deviation of values
in the range by examining a sample of the
values
8 108 STDEV.P Calculates the standard deviation of the
values in the range by using all the values
9 109 SUM Returns the result of adding all numbers in
the range together
10 110 VAR.S Calculates the variance of values in the
range by examining a sample of the values
11 111 VAR.P Calculates the variance of the values in the
range by using all of the values
As the previous table shows, the SUBTOTAL function has two sets of operations. The first
set (operations 1-11) represents operations that include hidden values in their summary,
and the second set (operations 101-111) represents operations that summarize only values
visible in the worksheet. Operations 1-11 summarize all cells in a range, regardless of
whether the range contains any manually hidden rows. By contrast, the operations
101-111 ignore any values in manually hidden rows. What the SUBTOTAL function
doesn’t do, however, is change its result to reflect rows hidden by using a filter.
The new AGGREGATE function extends the capabilities of the SUBTOTAL function. With it,
you can select from a broader range of functions and use another argument to determine
which, if any, values to ignore in the calculation. AGGREGATE has two possible syntaxes,
depending on the summary operation you select. The first syntax is =AGGREGATE(function_
num, options, ref1…), which is similar to the syntax of the SUBTOTAL function. The other
possible syntax, =AGGREGATE(function_num, options, array, [k]), is used to create
AGGREGATE functions that use the LARGE, SMALL, PERCENTILE.INC, QUARTILE.INC,
PERCENTILE.EXC, and QUARTILE.EXC operations.
The following table summarizes the summary operations available for use in the
AGGREGATE function.
Number Function Description
1 AVERAGE Returns the average of the values in the range.
2 COUNT Counts the cells in the range that contain a number.
3 COUNTA Counts the nonblank cells in the range.
4 MAX Returns the largest (maximum) value in the range.
5 MIN Returns the smallest (minimum) value in the range.
6 PRODUCT Returns the result of multiplying all numbers in the range.
7 STDEV.S Calculates the standard deviation of values in the range by
examining a sample of the values.
8 STDEV.P Calculates the standard deviation of the values in the range
by using all the values.
9 SUM Returns the result of adding all numbers in the range
together.
10 VAR.S Calculates the variance of values in the range by examining
a sample of the values.
11 VAR.P Calculates the variance of the values in the range by using
all of the values.
12 MEDIAN Returns the value in the middle of a group of values.
13 MODE.SNGL Returns the most frequently occurring number from a
group of numbers.
14 LARGE Returns the k-th largest value in a data set; k is specified
using the last function argument. If k is left blank, Excel
returns the largest value.
Manipulating Worksheet Data 357
(continued)
358 Chapter 12 Focus on Specific Data by Using Filters
Number Function Description
15 SMALL Returns the k-th smallest value in a data set; k is specified
using the last function argument. If k is left blank, Excel
returns the smallest value.
16 PERCENTILE.INC Returns the k-th percentile of values in a range, where k is a
value from 0 to 1, inclusive.
17 QUARTILE.INC Returns the quartile value of a data set, based on a
percentage from 0 to 1, inclusive.
18 PERCENTILE.EXC Returns the k-th percentile of values in a range, where k is a
value from 0 to 1, exclusive.
19 QUARTILE.EXC Returns the quartile value of a data set, based on a
percentage from 0 to 1, exclusive.
The second argument, options, enables you to select which items the AGGREGATE
function should ignore. These items can include hidden rows, errors, and SUBTOTAL
and AGGREGATE functions. The following table summarizes the values available for the
options argument and the effect they have on the function’s results.
Number Description
0 Ignore nested SUBTOTAL and AGGREGATE functions
1 Ignore hidden rows and nested SUBTOTAL and AGGREGATE functions
2 Ignore error values and nested SUBTOTAL and AGGREGATE functions
3 Ignore hidden rows, error values, and nested SUBTOTAL and AGGREGATE
functions
4 Ignore nothing
5 Ignore hidden rows
6 Ignore error values
7 Ignore hidden rows and error values
Finding Unique Values Within a Data Set
Summarizing numerical values can provide valuable information that helps you run your
business. It can also be helpful to know how many different values appear within a column. For example, you might want to display all of the countries in which Consolidated
Messenger has customers. If you want to display a list of the unique values in a column,
click any cell in the data set, display the Data tab and then, in the Sort & Filter group,
click Advanced to display the Advanced Filter dialog box.
You can filter the original list or create a filtered copy of the list.
In the List Range field, type the reference of the cell range you want to examine for
unique values, select the Unique Records Only check box, and then click OK to have
Excel display the row that contains the first occurrence of each value in the column.
Important Excel treats the first cell in the data range as a header cell, so it doesn’t consider the
cell as it builds the list of unique values. Be sure to include the header cell in your data range!
In this exercise, you’ll select random rows from a list of exceptions to identify package
delivery misadventures to investigate, create an AGGREGATE formula to summarize the
visible cells in a filtered worksheet, and find the unique values in one column of data.
SET UP You need the ForFollowUp_start workbook located in your Chapter12 practice
file folder to complete this exercise. Open the ForFollowUp_start workbook, and save it
as ForFollowUp. Then follow the steps.
1. Select cells G3:G27.
The average of the values in the selected cells, the number of cells selected, and
the total of the values in the selected cells appear in the AutoCalculate area of the
status bar.
2. In cell J3, enter the formula =AGGREGATE(1,1,G3:G27).
The value $15.76 appears in cell J3.
3. On the Data tab, in the Sort & Filter group, click Advanced.
The Advanced Filter dialog box opens.
4. In the List range field, type E2:E27.
5. Select the Unique records only check box, and then click OK.
Excel displays the rows that contain the first occurrence of each different value in
the selected range.
Manipulating Worksheet Data 359
360 Chapter 12 Focus on Specific Data by Using Filters
Tip Remember that you must include cell E2, the header cell, in the List Range field so
that the filter doesn’t display two occurrences of Northeast in the unique values list.
To see what happens when you don’t include the header cell, try changing the range in
the List Range field to E3:E27, selecting the Unique Records Only check box, and then
clicking OK.
The Unique Records Only filter hides duplicate records.
6. On the Data tab, in the Sort & Filter group, click Clear.
Excel removes the filter.
7. In cell H3, type the formula =IF(RAND()<0.15,”Yes”,”No”), and press Enter.
A value of Yes or No appears in cell H3, depending on the RAND function result.
8. Select cell H3, and then drag the fill handle down until it covers cell H27.
Excel copies the formula into every cell in the range H3:H27.
9. With the range H3:H27 still selected, on the Home tab, in the Clipboard group,
click the Copy button.
Excel copies the cell range’s contents to the Microsoft Office Clipboard.
10. Click the Paste arrow, and then in the Paste gallery that appears, click the first icon
in the Paste Values group.
Excel replaces the cells’ formulas with the formulas’ current results.
You can paste the results of formulas rather than the formulas themselves.
CLEAN UP Save the ForFollowUp workbook, and then close it.
Defining Valid Sets of Values for Ranges of Cells
Part of creating efficient and easy-to-use worksheets is to do what you can to ensure the
data entered into your worksheets is as accurate as possible. Although it isn’t possible to
catch every typographical or transcription error, you can set up a validation rule to make
sure that the data entered into a cell meets certain standards.
To create a validation rule, display the Data tab on the ribbon and then, in the Data Tools
group, click the Data Validation button to open the Data Validation dialog box. You can
use the controls in the Data Validation dialog box to define the type of data that Excel
should allow in the cell and then, depending on the data type you choose, to set the
conditions data must meet to be accepted in the cell. For example, you can set the conditions so that Excel knows to look for a whole number value between 1000 and 2000.
Defining Valid Sets of Values for Ranges of Cells 361
362 Chapter 12 Focus on Specific Data by Using Filters
Data validation rules are intended to ensure that worksheet users enter the correct
information in a cell.
Setting accurate validation rules can help you and your colleagues avoid entering a customer’s name in the cell designated to hold the phone number or setting a credit limit
above a certain level. To require a user to enter a numeric value in a cell, display the
Settings page of the Data Validation dialog box, and, depending on your needs, choose
either Whole Number or Decimal from the Allow list.
If you want to set the same validation rule for a group of cells, you can do so by selecting
the cells to which you want to apply the rule (such as a column in which you enter the
credit limit of customers of Consolidated Messenger) and setting the rule by using the Data
Validation dialog box. One important fact you should keep in mind is that, with Excel, you
can create validation rules for cells in which you have already entered data. Excel doesn’t
tell you whether any of those cells contain data that violates your rule at the moment
you create the rule, but you can find out by having Excel circle any worksheet cells containing data that violates the cell’s validation rule. To do so, display the Data tab and
then, in the Data Tools group, click the Data Validation arrow. On the menu, click the
Circle Invalid Data button to circle cells with invalid data.
When you’re ready to hide the data validation circles, click Clear Validation Circles in the
Data Validation list.
Of course, it’s frustrating if you want to enter data into a cell and, when a message box
appears that tells you the data you tried to enter isn’t acceptable, you aren’t given the
rules you need to follow. With Excel, you can create a message that tells the user which
values are expected before the data is entered and then, if the conditions aren’t met,
reiterate the conditions in a custom error message.
You can turn off data validation in a cell by displaying the Settings page of the Data
Validation dialog box and clicking the Clear All button in the lower-left corner of the
dialog box.
Defining Valid Sets of Values for Ranges of Cells 363
364 Chapter 12 Focus on Specific Data by Using Filters
In this exercise, you’ll create a data validation rule limiting the credit line of Consolidated
Messenger customers to $25,000, add an input message mentioning the limitation, and
then create an error message if someone enters a value greater than $25,000. After you
create your rule and messages, you’ll test them.
SET UP You need the Credit_start workbook located in your Chapter12 practice file
folder to complete this exercise. Open the Credit_start workbook, and save it as Credit.
Then follow the steps.
1. Select the cell range J4:J7.
Cell J7 is currently blank, but you will add a value to it later in this exercise.
2. On the Data tab, in the Data Tools group, click Data Validation.
The Data Validation dialog box opens and displays the Settings page.
You can specify the type of data allowed in a cell.
3. In the Allow list, click Whole Number.
Boxes labeled Minimum and Maximum appear below the Data box.
4. In the Data list, click less than or equal to.
The Minimum box disappears.
5. In the Maximum box, type 25000.
6. Clear the Ignore blank check box.
7. Click the Input Message tab.
The Input Message page is displayed.
The input message is intended to provide guidance to the worksheet user.
8. In the Title box, type Enter Limit. In the Input Message box, type Please enter
the customer’s credit limit, omitting the dollar sign and any commas.
9. Click the Error Alert tab. On the Error Alert page, in the Style list, click Stop.
The icon that appears on your message box changes to the Stop icon.
You can enter a custom error message or use the default message for this type of error.
10. In the Title box, type Error, and then click OK.
11. Click cell J7.
A ScreenTip with the title Enter Limit and the text Please enter the customer’s credit
limit, omitting the dollar sign and any commas appears near cell J7.
Defining Valid Sets of Values for Ranges of Cells 365
366 Chapter 12 Focus on Specific Data by Using Filters
12. Type 25001, and press Enter.
A stop box with the title Error opens. Leaving the Error Message box blank in the
Data Validation dialog box causes Excel to use its default message.
Clicking Retry enables you to edit the bad value; clicking Cancel deletes the entry.
13. In the Error box, click Cancel.
14. Click cell J7.
15. Type 25000, and press Enter.
16. On the Data tab, in the Data Tools group, click the Data Validation arrow and
then, in the list, click Circle Invalid Data.
A red circle appears around the value in cell J4.
A red data validation circle indicates invalid data.
17. In the Data Validation list, click Clear Validation Circles.
The red circle around the value in cell K4 disappears.
CLEAN UP Save the Credit workbook, and then close it. If you are not continuing
directly to the next chapter, exit Excel.
Key Points
● A number of filters are defined in Excel. (You might find the one you want is already
available.)
● Filtering an Excel worksheet based on values in a single column is easy to do, but
you can create a custom filter to limit your data based on the values in more than
one column as well.
● With the new search filter capability in Excel 2010, you can limit the data in
your worksheets based on characters the terms contain.
● Don’t forget that you can get a running total (or an average, or any one of several
other summary operations) for the values in a group of cells. Just select the cells
and look on the status bar: the result will be there.
● Use data validation techniques to improve the accuracy of data entered into your
worksheets and to identify data that doesn’t meet the guidelines you set.
Key Points 367
369
Part 4
Microsoft
PowerPoint 2010
13 Work with Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 371
14 Work with Slide Text . . . . . . . . . . . . . . . . . . . . . . . . . 389
15 Format Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .423
16 Add Simple Visual Enhancements . . . . . . . . . . . . . . 447
17 Review and Deliver Presentations . . . . . . . . . . . . . . 485
Chapter at a Glance
Add and delete slides,
page 371
Divide presentations
into sections, page 380
Add slides with
ready-made content,
page 374
Rearrange slides
and sections,
page 384
371
13 Work with Slides
In this chapter, you will learn how to
✔ Add and delete slides.
✔ Add slides with ready-made content.
✔ Divide presentations into sections.
✔ Rearrange slides and sections.
For each slide to accomplish its purpose, it needs to present its content in the most
effective way. The layout of individual slides and the order of slides in the presentation
contribute significantly to the logical development of your message.
In this chapter, you’ll add slides with different layouts, delete slides, and change the
layout of a slide. You’ll also divide a presentation into sections and collapse and expand
sections. Finally, you’ll rearrange slides and sections in a presentation.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete
the exercises in this chapter are in the Chapter13 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
Adding and Deleting Slides
When you create a presentation, you add a slide by clicking the New Slide button in
the Slides group on the Home tab. By default in a new presentation, a slide added after the
title slide has the Title And Content layout. Thereafter, each added slide has the layout of
the preceding slide. If you want to add a slide with a different layout, you can select the
layout you want from the New Slide gallery.
If you change your mind about including a slide, you can easily delete it by selecting it
either on the Slides tab of the Overview pane or in Slide Sorter view and then pressing
the Delete key. You can also right-click the slide in either the pane or the view and then
click Delete Slide. To select a series of slides, click the first slide in the series and hold
down the Shift key while you click the last slide. To select noncontiguous slides, click
the first one and hold down the Ctrl key as you click additional slides.
372 Chapter 13 Work with Slides
If you change your mind about the layout of a slide, you don’t have to delete it and then
add a new one with the layout you want. Instead, you can change the layout of an existing slide by selecting the new layout from the Layout gallery.
In this exercise, you’ll add a slide with the default layout and add slides with other layouts. You’ll delete first a single slide and then a series of slides. Then you’ll change the
layout of a slide.
SET UP You need the ServiceA_start presentation located in your Chapter13 practice
file folder to complete this exercise. Open the ServiceA_start presentation, and save it
as ServiceA. Then follow the steps.
1. With slide 1 displayed, on the Home tab, in the Slides group, click the New Slide
button (not its arrow).
Keyboard Shortcut Press Ctrl+M to add a slide to the presentation.
PowerPoint adds slide 2 to the presentation with the default Title And Content
layout.
This layout accommodates a title and either text or graphic content—a table, chart, diagram,
picture, clip art image, or media clip.
Adding and Deleting Slides 373
Troubleshooting The appearance of buttons and groups on the ribbon changes
depending on the width of the program window. For information about changing the
appearance of the ribbon to match our screen images, see “Modifying the Display of
the Ribbon” at the beginning of this book.
2. In the Slides group, click the New Slide arrow.
The New Slide gallery appears.
The World In Hand design template has nine predefined slide layouts.
3. In the gallery, click Two Content.
PowerPoint adds slide 3, which has a placeholder for a title and two placeholders
for text or graphic content.
4. In the Slides group, click the New Slide button.
PowerPoint adds another slide with the Two Content layout.
Tip You can also add new slides by pressing keyboard shortcuts while you’re entering
text on the Outline tab. For more information, see “Entering Text in Placeholders” in
Chapter 14, “Work with Slide Text.”
374 Chapter 13 Work with Slides
5. Continue adding slides from the IO gallery, selecting a different layout each time so
that you can see what each one looks like.
When you finish, the presentation contains 10 slides.
6. In the Overview pane, scroll to the top of the Slides tab. Then right-click slide 3,
and click Delete Slide.
PowerPoint removes the slide from the presentation and renumbers all the subsequent slides.
7. On the Slides tab, click slide 5. Then scroll to the bottom of the tab, hold down
the Shift key, and click slide 9.
8. With slides 5 through 9 selected, right-click the selection, and click Delete Slide.
The presentation now has four slides.
9. With slide 4 selected, on the Home tab, in the Slides group, click the Layout
button.
The Layout gallery appears. This gallery is the same as the New Slide gallery, but it
applies the layout you choose to an existing slide instead of adding a new one.
10. In the gallery, click the Title and Content thumbnail.
CLEAN UP Save the ServiceA presentation, and then close it without
exiting PowerPoint.
Adding Slides with Ready-Made Content
If your presentation will contain information that already exists in a document created in
Microsoft Word or another word processing program, you can edit that information into
outline format and then import the outline into a PowerPoint presentation. The outline
can be a Word document (.doc or .docx) or a Rich Text Format (RTF) file (.rtf).
For the importing process to work as smoothly as possible, the document must be
formatted with heading styles. PowerPoint translates Heading 1 styles into slide titles,
Heading 2 styles into bullet points, and Heading 3 styles into second-level bullet points,
called subpoints.
Adding Slides with Ready-Made Content 375
If you often include a slide that provides the same basic information in your presentations, you don’t have to re-create the slide for each presentation. For example, if you
create a slide that shows your company’s product development cycle for a new product
presentation, you might want to use variations of that same slide in all new product
presentations. You can easily tell PowerPoint to reuse a slide from one presentation in
a different presentation. The slide assumes the formatting of its new presentation.
See Also For information about using a slide library to store slides for reuse, see the sidebar
“Working with Slide Libraries” following this topic.
Within a presentation, you can duplicate an existing slide to reuse it as the basis for a
new slide. You can then customize the duplicated slide instead of having to create it
from scratch.
In this exercise, you’ll add slides by importing a Word outline. Then you’ll reuse a slide
from an existing presentation. Finally, you’ll duplicate an existing slide.
SET UP You need the ServiceB_start and Projects presentations and the ServiceOrientation document located in your Chapter13 practice file folder to complete this
exercise. Open the ServiceB_start presentation, and save it as ServiceB. Then follow
the steps.
1. On the Home tab, in the Slides group, click the New Slide arrow, and then below
the gallery, click Slides from Outline.
The Insert Outline dialog box opens. This dialog box resembles the Open
dialog box.
2. Navigate to your Chapter13 practice file folder, and then double-click the
ServiceOrientation file.
PowerPoint converts the outline into 12 slides.
3. In the Overview pane, click the Outline tab.
On the Outline tab, each Heading 1 style from the ServiceOrientation document is
now a slide title, each Heading 2 style is a bullet point, and each Heading 3 style
is a subpoint.
376 Chapter 13 Work with Slides
The text from the outline, shown on the Outline tab.
Tip You can start a new presentation from a Word outline. Click the File tab to display
the Backstage view, and then click Open. In the Open dialog box, click All PowerPoint
Presentations, and in the list of file types, click All Files. Then locate and double-click
the outline document you want to use.
4. In the Overview pane, click the Slides tab, and then click the empty slide 1.
5. On the Home tab, in the Slides group, click the New Slide arrow, and then below
the gallery, click Reuse Slides.
The Reuse Slides task pane opens on the right side of the window.
6. In the Reuse Slides task pane, click Browse, and then in the list, click Browse File.
PowerPoint displays the Browse dialog box, which resembles the Open dialog box.
7. If the contents of your Chapter13 practice file folder are not displayed, navigate to
that folder now. Then double-click the Projects presentation.
Thumbnails of all the slides in the presentation appear in the Reuse Slides task pane.
Adding Slides with Ready-Made Content 377
This presentation includes a series of diagrams related to a project workflow.
8. Scroll to the bottom of the task pane to see all the available slides, and then point
to the last thumbnail.
The thumbnail expands so that you can see the slide details, making it easier to
select the slide you want.
9. Scroll back to the top of the task pane, and then click the first thumbnail.
PowerPoint inserts the selected slide from the Projects presentation as slide 2 in the
ServiceB presentation. The slide takes on the design of the presentation in which it
is inserted.
378 Chapter 13 Work with Slides
The presentation now contains a diagram from the Projects presentation.
Tip If you want the slide to retain the formatting from the Projects presentation
instead of taking on the formatting of the ServiceB presentation, select the Keep Source
Formatting check box at the bottom of the Reuse Slides task pane.
10. Click the task pane’s Close button.
11. With slide 2 selected on the Slides tab, in the Slides group of the Home tab, click
the New Slide arrow. Then click Duplicate Selected Slide.
Tip You can also right-click the selected slide and then click Duplicate Slide.
PowerPoint inserts a new slide 3 identical to slide 2. You could now modify
the existing slide content instead of creating it from scratch.
CLEAN UP Save the ServiceB presentation, and then close it.
Adding Slides with Ready-Made Content 379
Working with Slide Libraries
If your organization is running Microsoft SharePoint Server and has enabled slide
libraries, and if PowerPoint Professional Plus is installed on your computer, you and
your colleagues can store slides or even entire presentations in a slide library so
that they are available for use in any presentation.
For example, suppose a graphically gifted person has developed a slide with a
sophisticated chart showing the percentage of income derived from the sale of
different categories of merchandise. He or she can store the slide in a slide library
so that other people can use it in their presentations without having to take the
time to develop a similar chart. Larger organizations might even have people on
staff with responsibility for creating this type of slide, so that they can ensure that
all presentations convey the same information in the same professional way.
To store slides in a slide library:
1. Display the Backstage view, click Save & Send, and then click Publish Slides.
2. In the right pane, click the Publish Slides button.
The Publish Slides dialog box opens.
3. In the Publish Slides dialog box, select the check box for the slide you want to
store in the library.
4. If the URL of your SharePoint slide library does not appear in the Publish To
box, click the box, and type the URL.
5. Click Publish to store the slide in the slide library.
To insert a slide from a slide library:
1. Click the slide after which you want the new slide to appear.
2. On the Home tab, in the Slides group, click the New Slide arrow, and then
click Reuse Slides.
3. In the Reuse Slides task pane, in the Insert Slide From box, type the URL of
your SharePoint slide library, and then click the Go arrow.
You can also click Browse, click Browse Slide Library, and then navigate to the
URL of the library in the Select A Slide Library dialog box.
4. Double-click the thumbnail of the slide you want to insert in the active
presentation.
380 Chapter 13 Work with Slides
Exporting Presentations as Outlines
When you want to use the text from a presentation in another program, you can
save the presentation outline as an .rtf file. Many programs, including the Windows
and Macintosh versions of Word and older versions of PowerPoint, can import outlines saved in .rtf with their formatting intact.
To save a presentation as an .rtf file:
1. Display the Backstage view, and then click Save As.
The Save As dialog box opens.
2. In the File Name box, specify the name of the file.
3. Display the Save As Type list, and click Outline/RTF.
4. Navigate to the folder in which you want to store the outline, and click Save.
PowerPoint saves the presentation’s outline in .rtf format with the designated
name in the designated folder.
Dividing Presentations into Sections
New in PowerPoint 2010 is the ability to divide slides into sections. Sections appear as
bars across the Slides tab of the Overview pane in Normal view and across the workspace in Slide Sorter view. They do not appear in other views, and they do not create
slides or otherwise interrupt the flow of the presentation.
Dividing a presentation into sections can be a great tool during content development.
Because you can hide whole sections of slides, the sections make it easier to focus on
one part of a presentation at a time. If you are working on a presentation with other
people, you can name one section for each person to delineate who is responsible for
which slides.
In this exercise, you’ll divide a presentation into two sections, adding one in Normal view
and the other in Slide Sorter view. After naming the sections, you’ll hide their slides and
then display first one section and then both sections.
Dividing Presentations into Sections 381
SET UP You need the ServiceC_start presentation located in your Chapter13 practice
file folder to complete this exercise. Open the ServiceC_start presentation, and save it
as ServiceC. Then follow the steps.
1. With slide 1 displayed, on the Home tab, in the Slides group, click the Section
button, and then click Add Section.
On the Slides tab of the Overview pane, PowerPoint adds a section bar before slide 1.
PowerPoint selects all the slides that are included in the new section.
2. On the View Shortcuts toolbar, click the Slide Sorter button.
3. Click slide 4, click the Section button, and then click Add Section.
PowerPoint adds a section bar before slide 4.
382 Chapter 13 Work with Slides
Again, PowerPoint selects the slides in the new section.
4. Right-click the second Untitled Section bar, and click Rename Section.
The Rename Section dialog box opens.
The current name is selected, ready to be replaced.
5. In the Section name box, type Process, and then click Rename.
6. On the View Shortcuts toolbar, click the Normal button.
7. On the Slides tab of the Overview pane, click the Untitled Section bar above
slide 1.
The section bar and all the slides in the section are selected.
Dividing Presentations into Sections 383
You can select just one section of the presentation.
8. In the Slides group, click the Section button, and click Rename Section. Then in
the Rename Section dialog box, type Introduction as the section name, and click
Rename.
9. In the Slides group, click the Section button, and then click Collapse All.
The slides are hidden under their section bars.
You can use sections to provide an “outline” of long presentations.
384 Chapter 13 Work with Slides
10. On the Slides tab, click the arrow to the left of Introduction to display only
the slides in that section.
11. In the Slides group, click the Section button, and then click Expand All.
All the slides are now displayed.
CLEAN UP Save the ServiceC presentation, and then close it.
Rearranging Slides and Sections
After you have created several slides, whether by adding them and entering text or
by importing them from another presentation, you might want to rearrange the order
of the slides so that they effectively communicate your message. You can rearrange a
presentation in three ways.
● On the Slides tab, you can drag slides up and down to change their order.
● On the Slides tab, you can move entire sections up or down in a presentation.
● To see more of the presentation at the same time, you can switch to Slide Sorter
view. You can then drag slide thumbnails or sections into the correct order.
In this exercise, you’ll work on the Slides tab and in Slide Sorter view to logically arrange
the slides in a presentation. You’ll also delete a section you no longer need.
SET UP You need the ServiceD_start presentation located in your Chapter13 practice
file folder to complete this exercise. Open the ServiceD_start presentation, and save it
as ServiceD. Then follow the steps.
1. In the Overview pane, on the Slides tab, click the slide 2 thumbnail, and then drag
it downward to the space above the thumbnail for slide 4, but don’t release the
mouse button yet.
The thumbnail itself remains in place, but a bar indicates where the slide will move
to when you release the mouse button.
2. Release the mouse button.
PowerPoint moves the slide to its new location in the Process section and switches
the numbers of slides 2 and 3.
Tip You can move slides from one open presentation to another in Slide Sorter view.
Display both presentations in Slide Sorter view, and then on the View tab, in the Window
group, click the Arrange All button. Then drag slides from one presentation window to
the other.
Rearranging Slides and Sections 385
3. To the left of Introduction in the first section bar, click the black Collapse Section
button. Then repeat this step for the Process section.
Even with these two sections collapsed, you can’t see all the slides.
4. On the View Shortcuts toolbar, click the Slide Sorter button.
5. Use the Zoom Slider at the right end of the status bar to adjust the zoom
percentage so that you can see all the slides.
We set the zoom percentage to 80%.
The sections you collapsed in Normal view are still collapsed in Slide Sorter view.
6. In the Selling section, click slide 7, and then drag it to the left until its bar sits to
the left of slide 5.
PowerPoint renumbers the slides in the section.
7. Point to the Planning section bar, right-click it, and then click Move Section Up.
The Planning section bar and all its slides move above the Selling section.
PowerPoint renumbers the slides in both sections.
8. Switch to Normal view.
386 Chapter 13 Work with Slides
9. Click the white Expand Section button to expand the Introduction and Process
sections.
These two sections could easily be combined into one section.
10. Click the Process section bar. Then in the Slides group, click the Section button,
and click Remove Section.
PowerPoint removes the Process section bar.
The Introduction section now contains four slides.
CLEAN UP Save the ServiceD presentation, and then close it.
Key Points 387
Key Points
● You can add as many slides as you want. Most templates provide a variety of
ready-made slide layouts to choose from.
● If you change your mind about a slide or its layout, you can delete it or switch
to a different layout.
● You can create slides with content already in place by importing an outline or
reusing existing slides. Both methods save time and effort.
● Grouping slides into sections makes it easy to focus on specific parts of the
presentation.
● If you need to change the order of slides or sections, you can rearrange them
on the Slides tab in Normal view or in Slide Sorter view.
Chapter at a Glance
Enter text in placeholders, page 390
Add text boxes, Correct and size page 393 text while typing,
page 406
Check spelling and choose
the best words, page 412
Find and replace
text and fonts,
page 418
389
14 Work with Slide Text
In this chapter, you will learn how to
✔ Enter text in placeholders.
✔ Add text boxes.
✔ Edit text.
✔ Correct and size text while typing.
✔ Check spelling and choose the best words.
✔ Find and replace text and fonts.
In later chapters of this book, we show you ways to add fancy effects to electronic presentations so that you can really grab the attention of your audience. But no amount of
animation, jazzy colors, and supporting pictures will convey your message if the words
on the slides are inadequate to the task.
For most of your presentations, text is the foundation on which you build everything
else. Even if you follow the current trend of building presentations that consist primarily
of pictures, you still need to make sure that titles and any other words on your slides
do their job, and do it well. So this chapter shows you various ways to work with text to
ensure that the words are accurate, consistent, and appropriately formatted.
In this chapter, you’ll learn how to enter and edit text on slides, on the Outline tab,
and in text boxes. You’ll see how the AutoCorrect feature helps you avoid typographical
errors and the AutoFit feature makes the words you type fit in the available space. Then
you’ll see how the spell-checking feature can help you correct misspellings. Finally, you’ll
learn how to replace one word with another throughout a presentation by using the Find
And Replace feature, which you also use to ensure the consistent use of fonts.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter14 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
390 Chapter 14 Work with Slide Text
Entering Text in Placeholders
When you add a new slide to a presentation, the layout you select indicates with
placeholders the type and position of the objects on the slide. For example, a Title And
Content slide has placeholders for a title and either a bulleted list with one or more
levels of bullet points and subpoints or an illustration such as a table, chart, graphic, or
movie clip. You can enter text directly into a placeholder on a slide in the Slide pane, or you
can enter text on the Outline tab of the Overview pane, where the entire presentation is
displayed in outline form.
When you point to a placeholder on a slide, the pointer changes to an I-beam. When
you click the placeholder, a blinking cursor appears where you clicked to indicate where
characters will appear when you type. As you type, the text appears both on the slide
and on the Outline tab.
In this exercise, you’ll enter slide titles, bullet points, and subpoints, both directly in
placeholders on a slide and on the Outline tab.
SET UP You don’t need any practice files to complete this exercise. Open a new,
blank presentation, and save it as BuyingTripsA. Then follow the steps.
1. In the Slide pane, click the slide’s Click to add title placeholder.
A selection box surrounds the title placeholder, and the cursor appears in
the center of the box, indicating that the text you type will be centered in the
placeholder.
2. Type Buying Trips. (Do not type the period.)
By tradition, slide titles have no periods.
Tip If you make a typing error while working through this exercise, press Backspace
to delete the mistake, and then type the correct text. For information about more
sophisticated ways of checking and correcting spelling, see “Correcting and Sizing Text
While Typing” and “Checking Spelling and Choosing the Best Words,” both later in this
chapter.
3. In the Overview pane, click the Outline tab.
Notice that the text you typed also appears there.
Entering Text in Placeholders 391
On the Outline tab, a slide icon appears adjacent to the slide title.
Troubleshooting The appearance of buttons and groups on the ribbon changes
depending on the width of the program window. For information about changing the
appearance of the ribbon to match our screen images, see “Modifying the Display of
the Ribbon” at the beginning of this book.
4. In the Slide pane, click the Click to add subtitle placeholder.
5. Type Ensuring Successful Outcomes, and then press Enter to move the cursor to
a new line in the same placeholder.
6. Type Judy Lew, Purchasing Manager.
As you enter titles and bullet points throughout the exercises, don’t type any ending
punctuation marks.
7. On the Quick Access Toolbar, click the Save button.
We won’t tell you to save your work again in this exercise. Suffice it to say that you
should save often.
8. Add a new slide with the Title and Content layout.
See Also For information about adding slides, see “Adding and Deleting Slides” in
Chapter 13, “Work with Slides.”
PowerPoint creates a slide with placeholders for a title and either a bulleted list or
an illustration. The Outline tab now displays an icon for a second slide, and the status
bar displays Slide 2 of 2.
9. Without clicking anywhere, type Overview.
If you start typing on an empty slide without first selecting a placeholder,
PowerPoint enters the text into the title placeholder.
392 Chapter 14 Work with Slide Text
10. On the Outline tab, click to the right of Overview, and then press Enter.
PowerPoint adds a slide to the presentation, and an icon for slide 3 appears in the
Outline pane.
11. Press the Tab key.
The new slide changes to a bullet point on slide 2. The bullet is gray until you enter
text for the bullet point.
12. Type Preparing for a buying trip, and then press Enter.
PowerPoint adds a new bullet at the same level.
13. Type Traveling internationally, and then press Enter.
14. Type Meeting the client, and then press Enter.
15. Press Shift+Tab.
On the Outline tab, the bullet changes into an icon for slide 3.
When you create a slide on the Outline tab, the new slide is displayed in the Slide pane.
16. Type Preparing for a Buying Trip, press Enter, and then press Tab.
17. Type Know your needs, and then press Enter.
18. On the Home tab, in the Paragraph group, click the Increase List Level button.
PowerPoint creates a subpoint.
Tip You can use the Increase List Level button to change slide titles to bullet points and
bullet points to subpoints, both in the Slide pane and on the Outline tab. You can also
use the Decrease List Level button to change subpoints to bullet points and bullet points
to slide titles in both places. However, when you’re entering text on the Outline tab, it’s
quicker to use keys—Tab and Shift+Tab—to perform these functions than it is to take
your hands off the keyboard to use your mouse.
Adding Text Boxes 393
19. Type Know your customers, press Enter, and then type Know the current trends.
20. Press Ctrl+Enter.
Instead of creating another bullet, PowerPoint creates a new slide.
If you know what text you want to appear on your slides, it is often quicker
to work on the Outline tab.
CLEAN UP Save the BuyingTripsA presentation, and then close it.
Adding Text Boxes
The size and position of the placeholders on a slide are dictated by the slide’s design.
Every slide you create with a particular layout of a particular design has the same placeholders in the same locations, and the text you type in them has the same format.
If you want to add text that does not belong in a placeholder—for example, if you want
to add an annotation to a graphic—you can create an independent text box and enter
the text there. You can create a text box in two ways:
● You can click the Text Box button, click the slide where you want the text to appear,
and then type. The text box grows to fit what you type on one line, even expanding
beyond the border of the slide if necessary.
● You can click the Text Box button, drag a box where you want the text to appear on
the slide, and then type. When the text reaches the right boundary of the box, the
height of the box expands by one line so that the text can wrap. As you continue
typing, the width of the box stays the same, but the height grows as necessary to
accommodate all the text.
394 Chapter 14 Work with Slide Text
When you click inside a text box, the box is surrounded by a dashed border. You can
then enter new text or edit existing text.
When the border is dashed, you can enter or edit text.
Clicking the dashed border changes it to a solid border. You can then manipulate the
text box as a unit.
When the border is solid, you can manipulate the box.
You can move a text box by dragging its border, and you can copy it just as easily by
holding down the Ctrl key while you drag. You can drag the blue squares and circles
around the border of the box, which are called sizing handles, to change the size and
shape of the text box. If you want the text in the text box to be oriented differently than
the rest of the text on the slide, you can drag the green circle, which is called the rotating
handle, to accomplish this purpose.
If you want to create a text box of a specific size or shape, you can right-click the box’s
border, click Format Shape, click Size in the Format Shape dialog box, and then change
the settings. On the Text Box page of this dialog box, you can change the direction of
text by displaying the Text Direction list and clicking one of the Rotate options. You can
click Stacked in this list to keep the individual characters horizontal but make them run
from top to bottom in the box instead of from left to right.
Tip If you want to change the size, shape, or behavior of a placeholder on an individual
slide, you can use the same techniques as those you use with text boxes. If you want to
make changes to the same placeholder on every slide, you should make the adjustments
on the presentation’s master slide. For more information about working with master slides,
refer to Microsoft PowerPoint 2010 Step by Step, by Joyce Cox and Joan Lambert (Microsoft
Press, 2010).
Adding Text Boxes 395
The Text Box page of the Format Shape dialog box.
On the Text Box page, you can also specify whether PowerPoint should shrink the text
to fit the box if it won’t all fit at the default size (18 points), and whether the text should
wrap within the box.
To deselect the text box, you click a blank area of the slide. The border then disappears. If
you want a text box to have a border when it’s not selected, you can display the Format
Shape dialog box, and on the Line Color page, select either Solid Line or Gradient Line.
You can then fine-tune the border’s color or gradient to achieve the effect you want.
In this exercise, you’ll select and deselect a placeholder to see the effect on its border.
You’ll create one text box whose height stays constant while its width increases and another whose width stays constant while its height increases. You’ll manipulate these text
boxes by rotating and moving one of them and sizing the other.
396 Chapter 14 Work with Slide Text
SET UP You need the BuyingTripsB_start presentation located in your Chapter14
practice file folder to complete this exercise. Open the BuyingTripsB_start presentation, and save it as BuyingTripsB. Then follow the steps.
1. Move to slide 2, and then on the slide, click the slide title.
The cursor and dashed border indicate that the placeholder is selected for editing.
2. Point to the border of the placeholder, and when the pointer changes to a fourheaded arrow, click the mouse button once.
The placeholder is selected as a unit, as indicated by the solid border. Although you
won’t usually want to change the size or location of a text placeholder, while the
placeholder has a solid border, you can size and move it just like any other text box.
Your changes will affect only the placeholder on the current slide, not corresponding placeholders on other slides.
3. To deselect the placeholder, click outside it in a blank area of the slide.
4. Move to slide 5, and then click anywhere in the bulleted list to display its
placeholder.
5. On the Insert tab, in the Text group, click the Text Box button, and then point
below and to the left of the placeholder for the bulleted list.
The pointer shape changes to an upside-down t.
6. Click the slide to create a text box.
A small, empty text box appears with a cursor blinking inside it.
Clicking the slide creates a single-line text box.
Adding Text Boxes 397
7. Type Critical to get things off to a good start.
The width of the text box increases to accommodate the text as you type it.
The text box grows horizontally.
8. To rotate the text so that it reads vertically instead of horizontally, point to the
green rotating handle that is attached to the upper-middle handle of the text box,
and drag it 90 degrees clockwise.
Tip You can also rotate a text box by selecting the box for manipulation, and then on
the Format contextual tab, in the Arrange group, clicking the Rotate button. In the list
that appears, you can select an option to rotate the text box by 90 degrees to the left
or right or to flip it horizontally or vertically.
9. Point to the border of the box (not to a handle), and then drag the box up and to
the right, until it sits at the right edge of the slide.
10. Right-click the border of the box, and then click Format Shape.
11. In the Format Shape dialog box, click Line Color. Then click Solid Line.
The page changes to allow you to pick the line color you want.
398 Chapter 14 Work with Slide Text
The Line Color page of the Format Shape dialog box.
12. Click the Color button, and in the top row of the Theme Colors palette, click the
orange box (Orange, Accent 6). Then click Close.
13. Click a blank area of the slide to deselect the text box so that you can see the
orange border.
14. Move to slide 6, and then in the Text group, click the Text Box button. On the left
side of the area below the bulleted list, drag approximately 2 inches to the right
and 0.5 inch down.
No matter what height you make the box, it snaps to a standard height when you
release the mouse button.
15. Type The Buyer manual has important information about the minimum
requirements.
The width of the box does not change, but the height of the box increases to
accommodate the complete entry.
Adding Text Boxes 399
The text box grows vertically.
16. Click the border of the text box to select it as a unit. Then drag the solid border
and the white sizing handles until the box is two lines high and the same width as
the bullet points.
17. Click a blank area of the slide to deselect the text box.
The border of the text box is no longer visible.
You can manually adjust the size and shape of a text box.
CLEAN UP Save the BuyingTripsB presentation, and then close it.
400 Chapter 14 Work with Slide Text
Changing the Default Font for Text Boxes
When you create a text box, PowerPoint applies default settings such as the font,
size, and style—regular, bold, and italic—as well as other effects, such as underline,
small capitals, and embossing. To save yourself some formatting steps, you can
change the default settings for the presentation you are working on.
To save the current settings as the new default:
1. In a new, blank presentation, create a text box and enter some text in it.
2. Select the text, and then on the Home tab, click the Font dialog box launcher.
3. Select the font, font style, size, color, underline style, and effects you want to
apply to all the text boxes you create from now on in this presentation, and
then click OK.
You can also add other effects, such as a fill color, outline formatting, or a
special effect.
See Also For information about these other effects, refer to Microsoft PowerPoint
2010 Step by Step, by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
4. Select the text box itself, right-click its border, and then click Set As Default
Text Box.
5. Create another text box on the same slide, and then enter text in it.
The text appears with the new default settings.
Editing Text
After you enter text in either a placeholder or a text box, you can change it at any time.
You can insert new text by clicking where you want to make the insertion and simply
typing. However, before you can change existing text, you have to select it by using the
following techniques:
● Word Double-click the word to select the word and the space following it.
Punctuation following the word is not selected.
● Adjacent words, lines, or paragraphs Drag through them. Alternatively, position
the cursor at the beginning of the text you want to select, hold down the Shift key,
and either press an arrow key to select characters one at a time or click at the end
of the text you want to select.
Editing Text 401
● Slide title Click its slide icon on the Outline tab.
● Bullet point or subpoint Click its bullet on either the Outline tab or the slide.
● All the text in a placeholder Click inside the placeholder, click the Select button
in the Editing group on the Home tab, and then click Select All.
Keyboard Shortcut Press Ctrl+A after clicking inside the placeholder to select all the
text.
● All the objects on a slide Select a placeholder (so that it has a solid border), click
the Select button, and then click Select All. All the other objects on that slide are
added to the selection. You can then work with all the objects as a unit.
Tip Clicking Select and then Selection Pane displays the Selection And Visibility task
pane, where you can specify whether particular objects should be displayed or hidden.
You might want to hide an object if you’re using the slide in similar presentations for
two different audiences, one of which needs more detail than the other.
Selected text appears highlighted in the location where you made the selection—that is,
on either the slide or the Outline tab.
To replace a selection, you type the new text. To delete the selection, you press either
the Delete key or the Backspace key.
If you want to move or copy the selected text, you have three options:
● Drag-and-drop editing Use this feature, which is frequently referred to simply as
dragging, when you need to move or copy text within the same slide or to a slide
that is visible on the Outline tab without scrolling. Start by using any of the methods described previously to select the text. Then point to the selection, hold down
the mouse button, drag the text to its new location, and release the mouse button.
To copy the selection, hold down the Ctrl key while you drag.
● Cut, Copy, and Paste buttons Use this method when you need to move or copy
text between two locations that you cannot see at the same time—for example,
between slides that are not visible simultaneously on the Outline tab. Select the
text, and click the Cut or Copy button in the Clipboard group on the Home tab.
(The cut or copied item is stored in an area of your computer’s memory called the
Microsoft Office Clipboard, hence the name of the group.) Then reposition the cursor, and click the Paste button to insert the selection in its new location. If you click
the Paste arrow instead of the button, PowerPoint displays a list of different ways to
paste the selection.
402 Chapter 14 Work with Slide Text
Under Paste Options, buttons represent the ways in which you can paste the item.
Pointing to a button under Paste Options displays a preview of how the cut or
copied item will look when pasted into the text in that format, so you can experiment with different ways of pasting until you find the one you want.
See Also For more information about the Clipboard, see the sidebar “About the
Clipboard” later in this chapter.
● Keyboard shortcuts It can be more efficient to press key combinations to cut,
copy, and paste selections than to click buttons on the ribbon. The main keyboard
shortcuts for editing tasks are listed in the following table.
Task Keyboard shortcuts
Cut Ctrl+X
Copy Ctrl+C
Paste Ctrl+V
Undo Ctrl+Z
Repeat/Redo Ctrl+Y
Tip While moving and copying text on the Outline tab, you can collapse bullet points
under slide titles so that you can see more of the presentation at one time. Doubleclick the icon of the slide whose bullet points you want to hide. Double-click again to
redisplay the bullet points. To expand or collapse the entire outline at once, right-click
the title of a slide, point to Expand or Collapse, and then click Expand All or Collapse All.
If you change your mind about a change you have made, you can reverse it by clicking
the Undo button on the Quick Access Toolbar. If you undo an action in error, you can
click the Redo button on the Quick Access Toolbar to reverse the change.
Editing Text 403
To undo multiple actions at the same time, you can click the Undo arrow and then click
the earliest action you want to undo in the list. You can undo actions only in the order
in which you performed them—that is, you cannot reverse your fourth previous action
without first reversing the three actions that followed it.
Tip The number of actions you can undo is set to 20, but you can change that number by
clicking the File tab to display the Backstage view, clicking Options to display the PowerPoint
Options dialog box, clicking Advanced, and then in the Editing Options area of the Advanced
page, changing the Maximum Number Of Undos setting.
In this exercise, you’ll delete and replace words, as well as move bullet points and subpoints on the Outline tab and on slides.
SET UP You need the BuyingTripsC_start presentation located in your Chapter14
practice file folder to complete this exercise. Open the BuyingTripsC_start presentation, and save it as BuyingTripsC. Then follow the steps.
1. On the Outline tab, in the first bullet on slide 2, double-click the word buying.
When you select text on either the Outline tab or the slide, a small toolbar (called
the Mini Toolbar) containing options for formatting the text appears. If you ignore
the Mini Toolbar, it fades from view.
See Also For information about using the Mini Toolbar, see “Changing the Alignment,
Spacing, Size, and Look of Text” in Chapter 15, “Format Slides.”
2. Press the Delete key.
3. In the slide 3 title, double-click Buying, and then press the Backspace key.
4. In the third bullet point on slide 5, double-click good, and then type lasting,
followed by a space.
What you type replaces the selection. Notice that the text also changes in the
Slide pane.
5. On slide 4, click the bullet to the left of Know the culture.
The entire bullet point is selected, including the invisible paragraph mark at
the end.
Tip When you want to work with a bullet point or subpoint as a whole, you need to
ensure that the invisible paragraph mark at its end is included in the selection. If you
drag across the text on the slide, you might miss the paragraph mark. As a precaution,
hold down the Shift key and press End to be sure that the paragraph mark is part of
the selection.
404 Chapter 14 Work with Slide Text
6. On the Home tab, in the Clipboard group, click the Cut button.
Keyboard Shortcut Press Ctrl+X to cut the selection.
7. Click to the left of the word Make in the first bullet point on slide 5, and then click
the Paste button.
Keyboard Shortcut Press Ctrl+V to paste the contents of the Clipboard.
You have moved the bullet point from slide 4 to slide 5.
8. Display slide 3 in the Slide pane, and click the bullet point to the left of Know your
needs to select the bullet point and its subpoints.
9. Drag the selection down and to the left of Read the Buyer manual.
The bullet point and its subpoints move as a unit.
The change is reflected both on the slide and on the Outline tab.
10. On the Quick Access Toolbar, click the Undo button to reverse your last editing
action.
Keyboard Shortcut Press Ctrl+Z to undo the last editing action.
The Redo button appears on the Quick Access Toolbar, to the right of Undo. When
you point to the Undo or Redo button, the name in the ScreenTip reflects your last
editing action—for example, Redo Drag And Drop.
11. On the Quick Access Toolbar, click the Redo button to restore the editing action.
Keyboard Shortcut Press Ctrl+Y to restore the last editing action.
CLEAN UP Save the BuyingTripsC presentation, and then close it.
Editing Text 405
About the Clipboard
You can view the items that have been cut or copied to the Clipboard in the
Clipboard task pane, which you display by clicking the Clipboard dialog box
launcher on the Home tab.
The Clipboard stores items that have been cut or copied from any presentation.
To paste an individual item at the cursor, you simply click the item in the Clipboard
task pane. To paste all the items, click the Paste All button. You can point to an
item, click the arrow that appears, and then click Delete to remove it from the
Clipboard and the task pane, or you can remove all the items by clicking the Clear
All button.
You can control the behavior of the Clipboard task pane by clicking Options at the
bottom of the pane, and choosing the circumstances under which you want the
task pane to appear.
To close the Clipboard task pane, click the Close button at the right end of its title bar.
406 Chapter 14 Work with Slide Text
Correcting and Sizing Text While Typing
We all make mistakes while typing text in a presentation. To help you ensure that these
mistakes don’t go uncorrected, PowerPoint uses the AutoCorrect feature to catch and
automatically correct many common capitalization and spelling errors. For example, if
you type teh instead of the or WHen instead of When, AutoCorrect immediately corrects
the entry.
Tip If you don’t want an entry you type to be corrected—for example, if you want to start a
new paragraph with a lowercase letter—click the Undo button on the Quick Access Toolbar
when AutoCorrect makes the change.
You can customize AutoCorrect to recognize misspellings you routinely type or
to ignore text you do not want AutoCorrect to change. You can also create your own
AutoCorrect entries to automate the typing of frequently used text. For example, you
might customize AutoCorrect to enter the name of your organization when you type
only an abbreviation.
In addition to providing the AutoCorrect feature to correct misspellings as you type,
PowerPoint provides an AutoFit feature to size text to fit its placeholder. By default, if
you type more text than will fit in a placeholder, PowerPoint reduces the size of the text
so that all the text fits, and displays the AutoFit Options button to the left of the placeholder. Clicking this button displays a menu that gives you control over automatic sizing.
For example, you can stop sizing text for the current placeholder while retaining the
AutoFit settings for other placeholders.
Tip You can also change the AutoFit settings for a placeholder on the Text Box page of the
Format Shape dialog box. In the Autofit area, you can change the default Shrink Text On
Overflow setting to Do Not Autofit. You can also specify that instead of the text being sized
to fit the placeholder, the placeholder should be sized to fit the text.
You can change the default AutoFit settings by clicking Control AutoCorrect Options on
the AutoFit Options button’s menu to display the AutoFormat As You Type page of the
AutoCorrect dialog box.
Correcting and Sizing Text While Typing 407
Clear the AutoFit Title Text To Placeholder and AutoFit Body Text To Placeholder check boxes
to stop making text fit in the placeholder.
In this exercise, you’ll use AutoCorrect to fix a misspelled word and you’ll add an
AutoCorrect entry. Then you’ll use AutoFit to size text so that it fits within its placeholder
and to make a long bulleted list fit on one slide by converting its placeholder to a twocolumn layout.
SET UP You need the CommunityServiceA_start presentation located in your
Chapter14 practice file folder to complete this exercise. Open the CommunityServiceA_start presentation, and save it as CommunityServiceA. Then follow
the steps.
1. Display slide 2, and click the content placeholder.
2. Being careful for the purposes of this exercise to include the misspellings, type Set
up teh teem, press the Enter key, and then type Gather adn analyze data.
Almost immediately, AutoCorrect changes teh to the and adn to and. Notice that
AutoCorrect does not change teem to team, or even flag it as a misspelling because
teem is a legitimate word. PowerPoint cannot detect that you have used this homonym for team incorrectly. (A homonym is a word that sounds the same as another
word but has a different meaning.)
3. Click the File tab to display the Backstage view, click Options, and then in the left
pane of the PowerPoint Options dialog box, click Proofing.
408 Chapter 14 Work with Slide Text
4. In the AutoCorrect options area, click AutoCorrect Options.
The AutoCorrect dialog box opens.
The AutoCorrect page of the AutoCorrect dialog box.
Troubleshooting If the AutoCorrect page is not active, click its tab to display its
options.
The top part of the dialog box lists general rules for correcting errors such as capitalization mistakes. You can change any of these rules by clearing the associated
check box.
5. In the lower part of the dialog box, scroll through the huge table of misspellings.
When you type one of the entries in the first column, PowerPoint automatically
substitutes the correct spelling from the second column. For this exercise, suppose
you often misspell the word category as catigory.
6. In the Replace box above the table, type catigory, and then press the Tab key.
The table below scrolls to show you similar words that are already in the
AutoCorrect list.
7. In the With box, type category, and then click Add.
Now if you type catigory in any presentation, PowerPoint will replace it with
category.
Correcting and Sizing Text While Typing 409
8. Click OK to close the AutoCorrect dialog box, and then click OK again to close the
PowerPoint Options dialog box.
9. On slide 2, with the cursor to the right of the word data, press Enter, type Assign
to a catigory, and then press Enter.
PowerPoint changes the word catigory to category.
10. Display slide 1, click the subtitle placeholder, and type Community Service
Committee.
11. Without moving the cursor, hold down the Shift key, and click to the left of
Community to select the three words you just typed. Then press Ctrl+C to copy
the words to the Clipboard.
12. Open the PowerPoint Options dialog box, and then open the AutoCorrect
dialog box.
13. With the cursor in the Replace box, type csc. Then click the With box, press
Ctrl+V to paste in the words you copied to the Clipboard, and click Add.
14. Close the AutoCorrect dialog box, and then close the PowerPoint Options
dialog box.
15. Display slide 3, and click to the left of Responsibilities. Then type csc, and press
the Spacebar.
PowerPoint changes the initials csc to Community Service Committee.
AutoCorrect makes the replacement if you follow csc with a space or a punctuation mark.
16. Display slide 1, and click at the right end of the title.
Notice that the setting in the Font Size box in the Font group on the Home tab is 44.
17. Type : (a colon), press Enter, and then type Planning, Selling, and Executing a
Project.
410 Chapter 14 Work with Slide Text
When you type the word Project, AutoFit reduces the size of the title to 40 so that
it fits in the title placeholder.
After AutoFit reduces the size of text, the AutoFit Options button appears to the left of
the adjusted placeholder.
18. Click the AutoFit Options button.
A menu of options appears.
You can click Stop Fitting Text To This Placeholder to reverse the size adjustment and
prevent future adjustments.
19. Press the Esc key to close the menu without making a selection.
20. Display slide 8, click at the right end of the last subpoint, and notice that the font
size is 28. Then press Enter, and type How do we know if we are successful?
The text size changes from 28 to 26.
21. Click the AutoFit Options button.
The menu of options appears.
Correcting and Sizing Text While Typing 411
The menu for a bulleted list includes more options than the one for a title placeholder.
22. Click Change to Two Columns.
The placeholder is instantly formatted to accommodate a two-column bulleted list.
23. Click a blank area of the slide.
When the placeholder is not selected, it is easier to see the results.
A two-column bulleted list.
CLEAN UP If you want, display the AutoCorrect dialog box, and remove the
catigory and csc entries from the replacement table. Save the CommunityServiceA
presentation, and then close it.
412 Chapter 14 Work with Slide Text
Checking Spelling and Choosing the Best Words
The AutoCorrect feature is very useful if you frequently type the same misspelling.
However, most misspellings are the result of erratic finger-positioning errors or memory
lapses. You can use two different methods to ensure that the words in your presentations
are spelled correctly in spite of these random occurrences.
● By default, PowerPoint’s spelling checker checks the spelling of the entire
presentation—all slides, outlines, notes pages, and handout pages—against its
built-in dictionary. To draw attention to words that are not in its dictionary and
that might be misspelled, PowerPoint underlines them with a red wavy underline.
You can right-click a word with a red wavy underline to display a menu with a list
of possible spellings. You can choose the correct spelling from the menu or tell
PowerPoint to ignore the word.
Tip To turn off this behind-the-scenes spell-checking, display the Backstage view,
and click Options to open the PowerPoint Options dialog box. In the left pane, click
Proofing, and then clear the Check Spelling As You Type check box.
● Instead of dealing with potential misspellings while you’re creating a presentation,
you can check the entire presentation in one session by clicking the Spelling button
in the Proofing group on the Review tab. PowerPoint then works its way through
the presentation, and if it encounters a word that is not in its dictionary, it displays
the Spelling dialog box. After you indicate how PowerPoint should deal with the
word, it moves on and displays the next word that is not in its dictionary, and so on.
The English-language version of Microsoft Office 2010 includes English, French, and
Spanish dictionaries. If you use a word or phrase from a different language, you can
mark it so that PowerPoint doesn’t flag it as a misspelling.
You cannot make changes to the main dictionary in PowerPoint, but you can add correctly spelled words that are flagged as misspellings to the PowerPoint supplemental
dictionary (called CUSTOM.DIC). You can also create and use custom dictionaries and
use dictionaries from other Microsoft programs.
PowerPoint can check your spelling, but it can’t alert you if you’re not using the best
word. Language is often contextual—the language you use in a presentation to members of a club is different from the language you use in a business presentation. To make
sure you’re using words that best convey your meaning in any given context, you can use
the Thesaurus feature to look up alternative words, called synonyms, for a selected word.
Tip For many words, the quickest way to find a suitable synonym is to right-click the word,
and point to Synonyms. You can then either click one of the suggested words or click
Thesaurus to display the Research task pane.
Checking Spelling and Choosing the Best Words 413
In this exercise, you’ll correct a misspelled word, mark a French phrase so that PowerPoint
won’t flag it as a misspelling, and check the spelling of an entire presentation. You’ll then
use the Thesaurus to replace a word on a slide with a more appropriate one.
SET UP You need the CommunityServiceB_start presentation located in your
Chapter14 practice file folder to complete this exercise. Open the CommunityServiceB_start presentation, and save it as CommunityServiceB. Then follow
the steps.
1. Display slide 2, and right-click infermation, which PowerPoint has flagged as a
possible error with a red wavy underline.
PowerPoint doesn’t know whether you want to format the word or correct its
spelling, so it displays both a Mini Toolbar and a menu.
Right-clicking a flagged word displays options to format it or to correct it.
2. On the menu, click information to replace the misspelled word.
3. Move to slide 7.
The French words Médecins and Frontières have been flagged as possible errors.
4. Select Médecins Sans Frontières, and then on the Review tab, in the Language
group, click the Language button, and then click Set Proofing Language.
The Language dialog box opens.
414 Chapter 14 Work with Slide Text
You can choose from a wide selection of languages in this dialog box.
5. Scroll down the list of languages, click French (France), and then click OK.
Behind the scenes, PowerPoint marks Médecins Sans Frontières as a French phrase,
and the words no longer have red wavy underlines.
6. Click a corner of the slide so that no placeholders are selected, and then press
Ctrl+Home.
7. On the Review tab, in the Proofing group, click the Spelling button.
Keyboard Shortcut Press F7 to begin checking the spelling of a presentation.
PowerPoint begins checking the spelling in the presentation. The spelling checker
stops on the word Persue and displays the Spelling dialog box.
The words in the Suggestions list have the same capitalization as the possible misspelling.
Checking Spelling and Choosing the Best Words 415
8. In the Suggestions list, click Pursue, and then click Change.
The spelling checker replaces Persue with the suggested Pursue and then stops
on the word CSCom, suggesting Como as the correct spelling. For purposes
of this exercise, assume that this is a common abbreviation for Community
Service Committee.
9. Click Add.
The term CSCom is added to the CUSTOM.DIC dictionary.
Tip If you do not want to change a word or add it to the supplemental dictionary,
you can click Ignore or Ignore All. The spelling checker then ignores either just that
word or all instances of the word in the presentation during subsequent spell
checking sessions.
Next the spelling checker stops on the because it is the second of two occurrences
of the word.
10. Click Delete.
The duplicated word is deleted. Now the spelling checker identifies employes as a
misspelling.
11. In the suggestions list, click employees, and then click AutoCorrect.
PowerPoint adds the misspelling and the selected spelling to the AutoCorrect substitution table.
12. Click Change to change succesful to successful.
13. When a message box tells you that the spelling check is complete, click OK.
This presentation still has spelling problems—words that are spelled correctly
but that aren’t correct in context. We’ll leave it to you to proof the slides and
correct these errors manually. In the meantime, we’ll finish the exercise by using
the Thesaurus to find a synonym.
14. On slide 1, select the word Executing (but not the space following the word).
15. On the Review tab, in the Proofing group, click the Thesaurus button.
Keyboard Shortcut Press Shift+F7 to activate the Thesaurus.
The Research task pane opens on the right side of the screen, displaying a list of
synonyms for the selected word.
416 Chapter 14 Work with Slide Text
The synonyms have the same capitalization as the selected word.
16. Below Performing, point to Completing, click the arrow that appears, and then
click Insert.
Tip If you don’t see an obvious substitute for the selected word, click a word that is
close in the Thesaurus list to display synonyms for that word.
17. At the right end of the Research task pane, click the Close button.
Checking Spelling and Choosing the Best Words 417
CLEAN UP If you want, display the AutoCorrect dialog box, and remove the
employes entry from the replacement table. To remove CSCom from the supplemental
dictionary, display the Proofing page of the PowerPoint Options dialog box, and click
Custom Dictionaries. Then in the Custom Dictionaries dialog box, click Edit Word
List. Click CSCom, click Delete, and click OK three times. Then save and close the
CommunityServiceB presentation.
Researching Information and Translating Text
In addition to the Thesaurus, the Research task pane provides access to a variety
of informational resources. Display the Research task pane by clicking the Research
button in the Proofing group and then enter a topic in the Search For box, specifying in the box below which resource PowerPoint should use to look for information
about that topic. Clicking Research Options at the bottom of the Research task
pane displays the Research Options dialog box, where you can specify which of a
predefined set of reference materials and other Internet resources will be available
from the list.
PowerPoint also comes with three translation tools with which you can quickly
translate words and phrases, or even entire presentations.
● When the Mini Translator is turned on, you can point to a word or selected
phrase to display a translation in the specified language. (You turn the Mini
Translator on or off by clicking the Translate button in the Language group
of the Review tab and then clicking Mini Translator.) When the box containing the translation is displayed, you can click the Expand button to display the
Research task pane, where you can change the translation language. You can
also copy the translated word or phrase, or hear it spoken for you.
To change the default language used by the Mini Translator, click Choose
Translation Language on the Translate menu. Then in the Translation
Language Options dialog box, you can select from a list of languages,
including Arabic, Chinese, Greek, Hebrew, Italian, Japanese, Korean, Polish,
Portuguese, Russian, Spanish, and Swedish.
● To obtain the translation of a selected word, you can also click Translate
Selected Text in the Translate menu to display the Research task pane. In the
task pane, you can also type a word in the Search For box, specify the language you want, and then click Start Searching. PowerPoint consults the online bilingual dictionary for the language you chose and displays the result.
418 Chapter 14 Work with Slide Text
Finding and Replacing Text and Fonts
Sometimes a word you use might be correctly spelled but just not be the correct word.
You can find and change specific text in a presentation by clicking the buttons in the
Editing group on the Home tab to do the following:
● Click the Find button to locate each occurrence of a word, part of a word, or a
phrase. In the Find dialog box, you enter the text, and then click Find Next. You can
specify whether PowerPoint should locate only matches with the exact capitalization (also known as the case); in other words, if you specify person, you don’t want
PowerPoint to locate Person. You can also tell PowerPoint whether it should locate
only matches for the entire text; in other words, if you specify person, you don’t
want PowerPoint to locate personal.
● Click the Replace button to locate each occurrence of a word, part of a word, or
a phrase and replace it with something else. In the Replace dialog box, you enter
the text you want to find and what you want to replace it with, click Find Next, and
then click Replace to replace the found occurrence. You can also click Replace All
to replace all occurrences. Again, you can specify whether to match capitalization
and whole words.
You can also click the Replace arrow, and in the Replace list, click Replace Fonts to find
and replace a font throughout a presentation. In the Replace Font dialog box, you can
specify the font you want to change and the font you want PowerPoint to replace it with.
In this exercise, you’ll first find and replace a word and then find and replace a font.
SET UP You need the CommunityServiceC_start presentation located in your
Chapter14 practice file folder to complete this exercise. Open the CommunityServiceC_start presentation, and save it as CommunityServiceC. Then follow
the steps.
1. On the Home tab, in the Editing group, click the Replace button.
Keyboard Shortcut Press Ctrl+H to open the Replace dialog box.
The Replace dialog box opens.
Finding and Replacing Text and Fonts 419
If you have already used the Find or Replace command, your previous Find What and
Replace With entries carry over to this replace operation.
Tip To move a dialog box so that it doesn’t hide the text, drag its title bar.
2. In the Find what box, type department, and then press Tab.
3. In the Replace with box, type unit.
4. Select the Match case check box to locate text that exactly matches the
capitalization you specified and replace it with the capitalization you specified.
5. Click Find Next.
PowerPoint finds and selects part of the word departments on slide 2.
If you select the Find Whole Words Only check box, PowerPoint does not
match this instance of department.
420 Chapter 14 Work with Slide Text
6. Click Replace.
PowerPoint replaces departments with units, and then locates the next match.
7. Click Replace All.
A message box tells you that PowerPoint has finished searching the presentation
and that the replace operation changed nine occurrences of the text.
8. Click OK, and then in the Replace dialog box, click Close.
Because you selected Match Case for this replace operation, one occurrence of
Department has not been changed. We’ll leave it to you to change it manually.
9. Click a blank area of the current slide so that no placeholder is selected, press
Ctrl+Home to move to slide 1, and then click the title.
Notice that Calibri (Headings) is displayed in the Font box in the Font group.
10. Display slide 2, and click first the title and then any bullet point.
Notice that the font used for these elements is Times New Roman. Let’s change this
font to make it consistent with the title slide.
11. Click a corner of the slide so that no placeholder is selected.
12. In the Editing group, click the Replace arrow, and then click Replace Fonts.
The Replace Font dialog box opens.
The default setting is to replace all instances of the Arial font with the Agency FB font.
13. Display the Replace list, and click Times New Roman.
The Replace list includes only Arial and the fonts in the presentation.
14. Display the With list, and click Calibri.
The With list includes all the fonts available on your computer.
15. Click Replace.
All the Times New Roman text in the presentation changes to Calibri.
16. Click Close to close the Replace Font dialog box.
CLEAN UP Save the CommunityServiceC presentation, and then close it.
Key Points 421
Key Points
● You can enter and edit text both on the Outline tab or directly on a slide, depending
on which is most efficient.
● You can place text wherever you want it on a slide by using text boxes.
● PowerPoint provides assistance by correcting common spelling errors and adjusting
the size of text so that it fits optimally on a slide.
● The spelling checker flags possible misspellings so that you can take care of them
as you type. Or you can check the spelling of an entire presentation.
● You can take advantage of the Find and Replace features to ensure consistent use
of terms and fonts throughout a presentation.
Chapter at a Glance
Apply themes,
page 423
Use different color
and font schemes,
page 426
Change the slide
background,
page 429
Change the
look of
placeholders,
page 433
Change the
alignment,
spacing, size,
and look of
text, page 437
423
15 Format Slides
In this chapter, you will learn how to
✔ Apply themes.
✔ Use different color and font schemes.
✔ Change the slide background.
✔ Change the look of placeholders.
✔ Change the alignment, spacing, size, and look of text.
An overall consistent look, punctuated by variations that add weight exactly where it is
needed, can enhance the likelihood that your message will be well received and
absorbed by your intended audience. To make your Microsoft PowerPoint 2010 presentations visually appealing, you can add enhancements to the presentation as a whole or
to individual slides.
In this chapter, you’ll apply a theme to a presentation and then change the theme’s color
and font schemes. You’ll add color and shading to the background of slides and to the
background of placeholders. Finally, you’ll change the look of specific text elements.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter15 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
Applying Themes
When you create a presentation based on a template or a ready-made design, the
presentation includes a theme—a combination of colors, fonts, formatting, graphics,
and other elements that gives the presentation a coherent look. Even a presentation
developed from scratch has a theme; the Office theme is applied by default. This
theme consists of a white background, a very basic set of colors, and the Calibri font.
424 Chapter 15 Format Slides
If you want to change the theme applied to a presentation, you can choose one from
the Themes gallery. By using the Live Preview feature, you can easily try different effects
until you find the one you want.
See Also For information about creating your own themes, refer to Microsoft PowerPoint
2010 Step by Step, by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
In this exercise, you’ll change the theme applied to one presentation that was created
from scratch and to another that was created from a template.
SET UP You need the LandscapingA_start and CompanyMeetingA_start presentations
located in your Chapter15 practice file folder to complete this exercise. Open the
presentations, and save them as LandscapingA and CompanyMeetingA, respectively.
Then follow the steps.
1. With the LandscapingA presentation active, on the Design tab, in the Themes
group, click the More button.
The Themes gallery appears, displaying all the available themes.
The theme attached to this presentation is identified in the This Presentation area.
2. Point to each theme thumbnail in turn to see a live preview of what the presentation
will look like with that theme applied.
Notice that the themes are organized alphabetically and that their names appear in
ScreenTips when you point to them.
Applying Themes 425
3. Click the Austin thumbnail to apply that theme to the entire presentation.
4. Click the Home tab, and then on slide 1, click the presentation’s title.
Instead of a white background with black text in the Calibri font, the presentation
now has a green background design with title text in the Century Gothic font.
Most built-in themes have a distinctive title slide design that is modified for all the other
slide layouts.
Troubleshooting The appearance of buttons and groups on the ribbon changes depending
on the width of the program window. For information about changing the appearance of
the ribbon to match our screen images, see “Modifying the Display of the Ribbon” at the
beginning of this book.
5. On the View tab, in the Window group, click the Switch Windows button, and
click CompanyMeetingA to switch to that presentation.
This presentation already has a theme applied to it.
6. Display the Themes gallery, and then click the Urban thumbnail.
The background of the presentation now has dark blue and teal accents, and the
text is in blue Trebuchet and black Georgia.
CLEAN UP Save and close the CompanyMeetingA and LandscapingA presentations.
426 Chapter 15 Format Slides
Using Different Color and Font Schemes
Every presentation you create with PowerPoint 2010, even a blank one, has a set of
colors, called a color scheme, associated with its theme. A color scheme consists of 12
complementary colors designed to be used for the following elements of a slide:
● Text/Background Use these four colors for dark text on a light background or
light text on a dark background.
● Accent 1 through Accent 6 Use these six colors for objects other than text.
● Hyperlink Use this color to draw attention to hyperlinks.
● Followed Hyperlink Use this color to indicate visited hyperlinks.
When you click color buttons such as the Font Color button in the Font group on the
Home tab, the color palette displays 10 of the 12 colors with light to dark gradients.
(The two background colors are not represented in these palettes.)
Understanding color schemes can help you create professional-looking presentations that
use an appealing balance of color. You’re not limited to using the colors in a presentation’s
color scheme, but because they have been selected by professional designers and are based
on good design principles, using them ensures that your slides will be pleasing to the eye.
See Also For information about how scheme colors are allocated, refer to Microsoft
PowerPoint 2010 Step by Step, by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
For information about using non-scheme colors, see the sidebar “Non–Color Scheme
Colors” later in this chapter.
To view the color schemes you can apply to a presentation, you display the Colors gallery,
which has Live Preview capabilities. When you find a color scheme you like, you simply
click it to change the color scheme of all the slides in the presentation.
Tip To apply a color scheme only to a selected slide, right-click the scheme and then click
Apply To Selected Slides
In addition to changing the color scheme, you can change the font scheme, which provides two complementary fonts for each theme. The Fonts gallery lists the combinations
in alphabetical order by theme. In each combination, the top font (called the heading
font) is used for slides titles, and the bottom font (called the body font) is used for other
slide text.
If none of the color schemes is exactly what you’re looking for, you can create your own
by clicking Create New Theme Colors at the bottom of the Colors gallery and assembling
colors in the Create New Theme Colors dialog box. You can also create a custom font
scheme by clicking Create New Theme Fonts at the bottom of the Fonts gallery and then
specifying the font combination you want in the Create New Theme Fonts dialog box.
Using Different Color and Font Schemes 427
After you save either type of custom scheme, you can apply it to one or all of the slides
in a presentation.
When you apply a different color scheme or font scheme to a presentation, your changes
are stored with the presentation and do not affect the underlying theme.
Tip Also associated with each theme is an effects scheme. This scheme ensures that the
shapes in the presentation have a consistent look. Clicking the Effects button in the Themes
group of the Design tab displays a gallery of effect combinations to choose from.
In this exercise, you’ll apply a different color scheme to a presentation, create your own
scheme, change the color scheme of one slide, and then apply a different font scheme.
SET UP You need the CompanyMeetingB_start presentation located in your Chapter15
practice file folder to complete this exercise. Open the CompanyMeetingB_start presentation, and save it as CompanyMeetingB. Then follow the steps.
1. On the Design tab, in the Themes group, click the Colors button.
The Colors gallery appears.
The color schemes show 8 of the 12 available colors.
428 Chapter 15 Format Slides
2. In the gallery, point to a few color schemes, and watch the Live Preview effect on
the active slide.
3. Click Essential to apply that color scheme to the presentation instead of the
default color scheme of the Urban theme.
Notice that the theme retains all of its other characteristics, such as the fonts and
background graphic; only the colors change.
4. With slide 1 displayed, in the Themes group, click the Colors button.
5. Right-click the Solstice color scheme, and then click Apply to Selected Slides.
PowerPoint applies the Solstice color scheme to only the title slide, changing its
main background color from red to dark brown, but retaining the gold accent
color.
6. On the Design tab, in the Themes group, click the Fonts button.
The Fonts gallery appears.
Two fonts are assigned to each theme.
Changing the Slide Background 429
7. In the Fonts gallery, point to a few font schemes to display live previews of their
effects on the active slide.
8. Click Newsprint.
PowerPoint applies that font scheme to the presentation instead of the default font
scheme of the Urban theme.
The title slide with the new font scheme.
CLEAN UP Save the CompanyMeetingB presentation, and then close it.
Changing the Slide Background
In PowerPoint, you can customize the background of a slide by adding a solid color, a
color gradient, a texture, or even a picture.
A color gradient is a visual effect in which a solid color gradually changes from light to
dark or dark to light. PowerPoint offers several gradient patterns, each with variations.
You can also choose a preset arrangement of colors from professionally designed backgrounds in which different colors gradually merge.
430 Chapter 15 Format Slides
If you want something fancier than a solid color or a gradient, you can give the slide
background a texture. PowerPoint comes with several built-in textures that you can easily apply to the background of slides. If none of these meets your needs, you might want
to use a picture of a textured surface. For a dramatic effect, you can also incorporate
an image or design of your own, although these are best reserved for small areas of the
slide rather than the entire background.
In this exercise, you’ll shade the background of one slide. Then you’ll apply a textured
background to all the slides in the presentation.
SET UP You need the ColorDesign_start presentation located in your Chapter15
practice file folder to complete this exercise. Open the ColorDesign_start presentation, and save it as ColorDesign. Then follow the steps.
1. On the Design tab, in the Background group, click the Background Styles
button.
The Background Styles gallery appears.
The gallery shows four solid colors and two gradients in each of four colors taken from
the theme’s color scheme.
2. In the gallery, point to each thumbnail in turn to see a live preview of its effects.
Changing the Slide Background 431
3. Click the third thumbnail in the second row (Style 7).
Instantly, the background of all the slides in the presentation change to a blue
gradient.
4. Click the Background Styles button again, and then at the bottom of the gallery,
click Format Background.
The Format Background dialog box opens.
The Fill page shows the settings that control the gradient.
5. Click the Type arrow to display the list of options, and then click Rectangular.
Behind the dialog box, the active slide changes to reflect this setting.
6. Display the Direction list, and click the rightmost thumbnail (From Top Left
Corner).
432 Chapter 15 Format Slides
7. In the Gradient stops area, drag the middle handle on the slider (Stop 2 of 3) to
the right until the Position setting is 80%.
Behind the dialog box, you can see that 80 percent of the slide is now a lighter
shade, with the gradient to dark occupying only about 20 percent.
8. Display the Color list, and then under Theme Colors, click the third box in the
purple column (Purple, Accent 4, Lighter 40%).
9. Click Close.
PowerPoint applies the shaded background to the current slide only.
The title slide has a two-tone gradient that gives a raised effect.
10. Click the Background Styles button again, and then click Format Background.
11. In the Format Background dialog box, click Picture or texture fill.
The active slide shows a live preview of the default texture.
12. Display the Texture gallery, and then click Purple mesh.
Changing the Look of Placeholders 433
13. Click the Apply to All button, and then click Close.
PowerPoint applies the textured background to all the slides in the presentation.
14. In the Themes group, click the More button.
The Themes gallery appears.
At the top of the gallery is a thumbnail reflecting the formatting you have applied to this
presentation.
CLEAN UP Save the ColorDesign presentation, and then close it.
Changing the Look of Placeholders
For a consistent look, you won’t usually want to change the formatting of a presentation’s placeholders. However, when you want to draw attention to an entire slide or an
element of a slide, you can do so effectively by making specific placeholders stand out.
You might also want to format text boxes that you have drawn manually on a slide.
See Also For information about drawing text boxes, see “Adding Text Boxes” in Chapter 14,
“Work with Slide Text.”
434 Chapter 15 Format Slides
When you format a placeholder or a text box, you are essentially formatting a shape.
You have the following options:
● Fill the background with a color, gradient, texture, pattern, or picture.
● Change the color and style of the shape’s outline.
● Apply a style such as a shadow, reflection, or glow.
● Apply a three-dimensional effect.
In this exercise, you’ll first apply a color to a text box. Then you’ll change its border and
give it a glow effect.
SET UP You need the BusinessTravelA_start presentation located in your Chapter15
practice file folder to complete this exercise. Open the BusinessTravelA_start presentation, and save it as BusinessTravelA. Then follow the steps.
1. Display slide 5, click anywhere in the free-standing text at the bottom of the slide,
and then click the border of the text box to select the box for manipulation.
2. On the Format contextual tab, in the Shape Styles group, click the Shape Fill
arrow.
The Shape Fill palette appears.
Like other palettes, the Shape Fill palette reflects the theme’s colors.
Changing the Look of Placeholders 435
3. In the palette, point to a few colors in turn to see a live preview of its effects on the
background of the text box.
4. Click the third shade in the orange column (Orange, Accent 1, Lighter 40%).
The background of the text box is now a medium orange color.
5. Click the Shape Fill arrow again, and then below the palette, point to Gradient.
The Gradient gallery appears.
This gallery offers light and dark versions of gradients in different directions.
6. Under Dark Variations, click the second thumbnail in the third row (Linear Up).
7. In the Shape Styles group, click the Shape Outline arrow, and under Standard
Colors, click the Dark Red box.
436 Chapter 15 Format Slides
8. Click the Shape Outline arrow again. Then below the palette, point to Weight,
and in the list, click 3 pt.
Tip The abbreviation pt stands for point. A point is a unit of measurement used in the
design and publishing industries. There are 72 points to the inch.
9. In the Shape Styles group, click the Shape Effects button.
A list of all the types of effects you can apply to the text box appears.
Many possible effects are available with a couple of mouse clicks.
10. In turn, display the options for each type, and point to a few to see their live
previews.
11. When you have finished exploring, point to Glow, and then click the first thumbnail
in the last row (Orange, 18 pt glow, Accent color 1).
12. Click away from the text box to release the selection.
The text box is less likely to be overlooked now.
Changing the Alignment, Spacing, Size, and Look of Text 437
You can easily set off text boxes and placeholders with combinations of color, borders,
and effects.
CLEAN UP Save the BusinessTravelA presentation, and then close it.
Changing the Alignment, Spacing, Size,
and Look of Text
In most PowerPoint templates, text appears as either a slide title or a bulleted list. The
alignment and spacing of the text are controlled by the design built into the template.
You can override these settings, which are collectively called paragraph formatting. Click
anywhere in the paragraph, and then do the following:
● Lists Click the Bullets arrow to display a gallery of alternative built-in bullet symbols.
You can click None to remove bullet formatting and create an ordinary paragraph.
To switch to a numbered list, click the Numbering arrow, and then click the numbering style you want.
438 Chapter 15 Format Slides
● Alignment Click one of the following alignment buttons in the Paragraph group
on the Home tab:
❍ Click the Align Text Left button to align text against the placeholder’s left
edge. Left-alignment is the usual choice for paragraphs.
Keyboard Shortcut Press Ctrl+L to left-align text.
❍ Click the Center button to align text in the middle of the placeholder. Centeralignment is often used for titles and headings.
Keyboard Shortcut Press Ctrl+E to center text.
❍ Click the Align Text Right button to align text against the placeholder’s right
edge. Right-alignment isn’t used much for titles and paragraphs, but you
might want to use it in text boxes.
Keyboard Shortcut Press Ctrl+R to right-align text.
❍ Click the Justify button to align text against both the left and right edges,
adding space between words to fill the line. You might justify a single, nonbulleted paragraph on a slide for a neat look.
● Line spacing Click the Line Spacing button in the Paragraph group, and make a
selection.
● Paragraph spacing Open the Paragraph dialog box, either by clicking the Line
Spacing button and then clicking Line Spacing Options at the bottom of the menu
or by clicking the dialog box launcher in the lower-right corner of the Paragraph
group. You can then adjust the Before and After settings for the entire paragraph.
In addition to changing the look of paragraphs, you can manipulate the look of individual words by manually applying settings that are collectively called character formatting.
After selecting the characters you want to format, you can make changes by using the
commands in the Font group on the Home tab, as follows:
● Font Override the font specified by the font scheme by making a selection in the
Font box.
● Size Manually control the size of text either by clicking the Increase Font Size or
Decrease Font Size button or by setting a precise size in the Font Size box.
Keyboard Shortcut Press Ctrl+Shift+> or Ctrl+Shift+< to increase or decrease font size.
Changing the Alignment, Spacing, Size, and Look of Text 439
Tip If you turn off AutoFit so that you can manually size text, you have two ways to
adjust the size of placeholders to fit their text: by manually dragging the handles around
a selected placeholder, or by clicking Resize Shape To Fit Text on the Text Box page of
the Format Shape dialog box. For information about AutoFit, see “Correcting and Sizing
Text While Typing” in Chapter 14, “Work with Slide Text.”
● Style Apply attributes such as bold, italic, underlining, and shadow and strikethrough effects to selected characters.
The character style buttons.
Keyboard Shortcut Press Ctrl+B to make text bold, Ctrl+I to make it italic, or Ctrl+U to
underline it.
● Color Change the color of the selected characters by clicking the Font Color
arrow and then clicking the color you want in the palette.
● Case Change the capitalization of the words—for example, you can change small
letters to capital letters—by clicking the Change Case button and then clicking the
case you want.
● Character spacing Increase or decrease the space between the letters in a selection by clicking the Character Spacing button and then clicking the option you
want. You can also click More Spacing to display the Character Spacing page of the
Font dialog box, where you can specify spacing more precisely.
Tip You can clear all manually applied character formatting from a selection by clicking the
Clear All Formatting button.
To make it quick and easy to apply the most common paragraph and character formatting, PowerPoint displays the Mini Toolbar when you make a text selection. This toolbar
contains the same buttons you’ll find in the Font and Paragraph groups on the Home
tab, but they’re all in one place, adjacent to the selection. If you don’t want to apply any
of the Mini Toolbar formats, you can simply ignore it, and it will disappear.
The Mini Toolbar.
After you have formatted the text on a slide, you might find that you want to adjust the
way lines break to achieve a more balanced look. This is often the case with slide titles,
but bullet points and regular text can sometimes also benefit from a few manually
inserted line breaks. You can simply press Shift+Enter to insert a line break at the cursor.
440 Chapter 15 Format Slides
This fine-tuning should wait until you have taken care of all other formatting of the slide
element, because changing the font, size, and attributes of text can affect how it breaks.
In this exercise, you’ll experiment with changing various types of character formatting
and paragraph formatting to achieve the look you want. You’ll also insert a few line
breaks to balance the text on a slide.
SET UP You need the BusinessTravelB_start presentation located in your Chapter15
practice file folder to complete this exercise. Open the BusinessTravelB_start presentation, and save it as BusinessTravelB. Then follow the steps.
1. Display slide 3, and in the fourth bullet point, double-click Buyer.
The Mini Toolbar appears.
The Mini Toolbar is a shadow until you point to it.
2. Move the pointer over the Mini Toolbar to make it active, and then click the Italic
button.
3. Display slide 4, and in the Slide pane, drag diagonally across the four bullet points
to select them.
4. On the Home tab, in the Font group, click the Font Color arrow. Then under
Standard Colors in the palette, click the Red box.
Changing the Alignment, Spacing, Size, and Look of Text 441
5. Display slide 5, and click anywhere in the bulleted list. Then in the Editing group,
click the Select button, and click Select All.
All the text in the placeholder is selected. The text at the bottom is not selected
because it is in a separate text box, not in the placeholder.
6. In the Font group, click the Increase Font Size button until the setting in the Font
Size box is 44.
Keyboard Shortcut Press Ctrl+Shift+> to increase the font size.
Using the Increase Font Size and Decrease Font Size buttons takes the guesswork
out of sizing text.
The first bullet point now spans the width of the placeholder.
7. In the Font group, click the Clear All Formatting button to return the font
size to 24.
8. Display slide 9, and select both bullet points.
442 Chapter 15 Format Slides
9. In the Paragraph group, click the Bullets arrow.
The Bullets gallery appears.
You can click Bullets And Numbering at the bottom of the gallery to create custom bullets.
10. In the gallery, click None.
The bullet points are converted to regular text paragraphs.
11. With both paragraphs still selected, in the Paragraph group, click the Line
Spacing button, and then click Line Spacing Options.
The Paragraph dialog box opens.
You can set alignment, indentation, line spacing, and paragraph spacing all in one place.
Changing the Alignment, Spacing, Size, and Look of Text 443
12. In the General area, change the Alignment setting to Centered.
13. In the Spacing area, change the Before setting to 0 pt and the After settings to
24 pt. Then change the Line Spacing setting to 1.5 lines.
14. Click OK.
15. In the first paragraph, click to the left of the word only, and press Shift+Enter
to insert a line break.
16. Repeat step 15 to insert another line break before the word that.
17. In the second paragraph, insert a line break before the word to and another before
the word for.
The phrases of both paragraphs are now nicely balanced.
Line breaks can increase readability as well as the look of text on a slide.
CLEAN UP Save the BusinessTravelB presentation, and then close it.
444 Chapter 15 Format Slides
Non–Color Scheme Colors
Although working with the 12 colors of a harmonious color scheme enables you to create
presentations with a pleasing design impact, you might want to use a broader range of
colors. You can add colors that are not part of the color scheme by selecting the element
whose color you want to change and then choosing a standard color from the Font Color
palette or a custom color from the wide spectrum available in the Colors dialog box.
To apply a custom color:
1. Select text on a slide, and then on the Home tab, in the Font group, click the
Font Color arrow.
2. At the bottom of the color palette, click More Colors.
The Colors dialog box opens.
The Standard page of the Colors dialog box.
3. Click a color in the Colors spectrum, and then click OK.
You can also click the Custom tab to display a color gradient where you can select a
color based on precise Red/Green/Blue or Hue/Saturation/Luminescence settings.
After you use a color, it becomes available on all the palettes that appear when you
click a button that applies color—for example, the Font Color button in the Font
group on the Home tab. The color remains on the palettes even if you change the
theme applied to the presentation.
Key Points 445
Key Points
● Switching from one predefined theme to another is an easy way of changing the
look of an entire presentation.
● You can apply a ready-made color scheme or font scheme to one or all the slides in
a presentation, and you can create your own schemes.
● To dress up the background of one slide or of all the slides in a presentation, you
can apply a solid color, a color gradient, a texture, or a picture.
● You can change the background, outline, and effect of specific placeholders or of
text boxes.
● The formatting of paragraphs and text in a presentation can easily be changed by
using the commands in the Focnt and Paragraph groups on the Home tab.
Chapter at a Glance
Insert pictures and
clip art images, page 448
Insert diagrams,
page 454
Insert charts,
page 462
Draw shapes,
page 470
Add transitions,
page 479
447
16 Add Simple Visual
Enhancements
In this chapter, you will learn how to
✔ Insert pictures and clip art images.
✔ Insert diagrams.
✔ Insert charts.
✔ Draw shapes.
✔ Add transitions.
With the ready availability of professionally designed templates, presentations have
become more visually sophisticated and appealing. The words you use on your slides are
no longer enough to guarantee the success of a presentation. These days, presentations
are likely to have fewer words and more graphic elements. In fact, many successful
presenters dispense with words altogether and use their slides only to graphically reinforce
what they say when they deliver their presentations.
The general term graphics applies to several kinds of visual enhancements, including pictures,
clip art images, diagrams, charts, and shapes. All of these types of graphics are inserted
as objects on a slide and can then be sized, moved, and copied. For purposes of this chapter,
we also consider transitions from one slide to another as a type of visual enhancement.
See Also For information about formatting and otherwise modifying graphics, refer to
Microsoft PowerPoint 2010 Step by Step, by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
In this chapter, you’ll insert pictures and clip art images. You’ll create a diagram and a
chart, and you’ll draw a simple illustration by using built-in shapes. Finally, you’ll change
the way slides move on and off the screen during a slide show.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete
the exercises in this chapter are in the Chapter16 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
448 Chapter 16 Add Simple Visual Enhancements
Inserting Pictures and Clip Art Images
You can add images created and saved in other programs as well as digital photographs
to your Microsoft PowerPoint 2010 presentations. Collectively, these types of graphics
are known as pictures. You might want to use pictures to make your slides more attractive
and visually interesting, but you are more likely to use pictures to convey information
in a way that words cannot. For example, you might display photographs of your company’s new products in a presentation to salespeople.
If a slide has a content placeholder, you can insert a picture by clicking the Insert Picture
From File button in the content placeholder. If the slide has no content placeholder, you
can click the Picture button in the Images group on the Insert tab. Either way, the Insert
Picture dialog box opens so that you can locate and insert the picture you want.
Tip Pictures you acquire from locations such as Web sites are often copyrighted, meaning
that you cannot use them without the permission of the person who created them. Sometimes
owners will grant permission if you give them credit. Professional photographers usually
charge a fee to use their work. Always assume that pictures are copyrighted unless the source
clearly indicates that they are license-free.
In addition to pictures you have acquired from various sources, you can insert clip art
images into your slides. PowerPoint provides access to hundreds of professionally designed
license-free clip art items that. These license-free graphics often take the form of cartoons,
sketches, or symbolic images, but can also include photographs, animated drawings, and
movies. In a PowerPoint presentation, you can use clip art to illustrate a point you are making, as interesting bullet characters, or to mark pauses in a presentation. For example, you
might display a question mark image on a slide to signal a time in which you answer questions from the audience.
To add clip art to a slide, you can click the Clip Art button in a content placeholder, or
you can click the Clip Art button in the Images group on the Insert tab. Either way, the
Clip Art task pane opens. From this task pane, you can locate and insert the clip art
image you want. You can search for clip art by keyword, search a specific Microsoft Clip
Organizer collection, or search for specific files or media types, such as movies.
If your computer has an Internet connection, by default your search is expanded to
include the thousands of free clip art images available on the Office.com Web site.
After you have inserted a picture, you can make it larger or smaller and position it anywhere you want on the slide.
Tip You can save PowerPoint slides as pictures that you can insert in other types of documents. Display the Save & Send page of the Backstage view, and click Change File Type in the
center pane. Then click one of the formats listed under Image File Types in the right pane,
and click Save As. In the Save As dialog box, specify a name and location, and then click Save.
In the message box that appears, click Every Slide to save all the slides as images, or click
Current Slide Only to save an image of the current slide.
Inserting Pictures and Clip Art Images 449
In this exercise, you’ll add pictures and clip art images to slides. After inserting them,
you’ll move and size them to fit their slides.
SET UP You need the WaterSavingA_start presentation and the Penstemon and
Agastache pictures located in your Chapter16 practice file folder to complete this exercise.
Open the WaterSavingA_start presentation, and save it as WaterSavingA. Be sure you have
an Internet connection so that you can connect to Office.com. Then follow the steps.
1. Press Ctrl+End to move to slide 11, and delete .
Because you have deleted the text from the content placeholder, PowerPoint
redisplays the content buttons.
2. In the content placeholder, click the Insert Picture from File button.
The Insert Picture dialog box opens.
3. Navigate to your Chapter16 practice file folder, click the Penstemon file, and then
click Insert.
Tip If a picture might change, you can ensure that the slide is always up to date by
clicking the Insert arrow and then clicking Link To File to insert a link to the picture, or
by clicking Insert And Link to both insert the picture and link it to its graphic file.
PowerPoint inserts the picture in the middle of the content pane.
The picture is surrounded by a frame to indicate that it is selected. You use the handles
around the frame to size and rotate the picture.
450 Chapter 16 Add Simple Visual Enhancements
4. On the View tab, in the Show group, select the Ruler check box.
Horizontal and vertical rulers are displayed across the top and down the left side of
the Slide pane. The 0 mark on each ruler indicates the center of the slide. For clarity,
we will refer to marks to the left of or above 0 as negative marks.
5. Point to the picture, and when you see a four-headed arrow attached to the pointer,
drag to the left and down until its upper-left corner is almost level with the −4 inch
mark on the horizontal ruler and the 0.5 inch mark on the vertical ruler.
6. Point to the handle in the upper-right corner of the photo, and drag up and to the
right until that corner sits about level with the −1.5 inch mark on the horizontal
ruler and the 1 inch mark on the vertical ruler.
The photo increases in size. To make the picture smaller, you would drag in the
opposite direction.
When you drag a corner handle, the photograph shrinks or grows proportionally.
Inserting Pictures and Clip Art Images 451
7. On the Insert tab, in the Images group, click the Picture button, and then in the
Insert Picture dialog box, double-click the Agastache file.
You can add pictures or other images to a slide without an available content placeholder, and regardless of the slide layout.
8. Point to the handle in the lower-right corner of the photo, and drag down and to
the right until the Agastache photo is about the same size as the Penstemon photo.
Then click away from the photo to release the selection.
9. On the Insert tab, in the Text group, click the Text Box button, and then click
below the lower-left corner of the Penstemon photo.
10. In the text box, type Photos courtesy of Rugged Country Plants. Then select the
text, make it 14 points and purple, and click a blank area of the slide.
These photographs came from ruggedcountryplants.com and are used with permission of the owners.
When you use photos you haven’t taken yourself, you should always credit the source.
452 Chapter 16 Add Simple Visual Enhancements
11. Move to slide 4, and on the Insert tab, in the Images group, click the Clip Art
button.
The Clip Art task pane opens.
12. In the Search for box at the top of the task pane, type protect. Then with the
Include Office.com content check box selected, click Go.
Thumbnails of any clip art, movies, and sounds stored on your computer or on the
Office.com Web site that have the associated keyword protect or protection appear
in the task pane.
You can find free images of almost any concept by searching in the Clip Art task pane.
Inserting Pictures and Clip Art Images 453
Tip If you don’t see a suitable image, you can click Find More At Office.com at the
bottom of the task pane, and search for additional images there.
13. Scroll down to see all the images that are available, and when you are ready, point
to the green and blue drawing of hands protecting a plant.
A ScreenTip describes the image and gives its dimensions, file size, and format.
This clip art file is in Windows Metafile (WMF) format.
14. Click the thumbnail once.
PowerPoint inserts the image in the center of the slide.
15. At the right end of the title bar of the Clip Art task pane, click the Close button.
16. Drag the image to the lower-right corner of the slide, and then drag the upper-left
corner handle until the image occupies about half of the slide. Click a blank area to
release the selection.
The image balances the text on the slide.
454 Chapter 16 Add Simple Visual Enhancements
This image symbolizes people’s efforts to protect plants.
CLEAN UP Save the WaterSavingA presentation, and then close it.
Inserting Diagrams
Sometimes the concepts you want to convey to an audience are best presented in diagrams, which depict processes, hierarchies, cycles, or relationships. You can easily create
a dynamic, visually appealing diagram for a slide by using SmartArt Graphics, a powerful tool
that comes with the Microsoft Office 2010 programs. SmartArt provides predefined sets
of formatting for effortlessly putting together any of the following types of diagrams:
● Process These visually describe the ordered set of steps required to complete a
task—for example, the approval process for the launch of a new book series.
● Hierarchy These illustrate the structure of an organization or entity—for example,
a company’s top-level management structure.
● Cycle These represent a circular sequence of steps, tasks, or events; or the relationship of a set of steps, tasks, or events to a central, core element—for example, the
looping process for continually improving a product based on customer feedback.
Inserting Diagrams 455
● Relationship These show convergent, divergent, overlapping, merging, or containing
elements—for example, how organizing your e-mail, calendar, and contacts can
converge to improve your productivity.
On a slide that includes a content placeholder, you can click the placeholder’s Insert
SmartArt Graphic button to start the process of creating a diagram. You can also click
the SmartArt button in the Illustrations Group on the Insert tab to add a diagram to any
slide. In either case, you then select the type of diagram you want to create and click a
specific layout to see a picture and description. When you find the diagram that best
conveys your information, you click OK to insert the diagram with placeholder text that
you can replace in an adjacent Text pane.
Graphic Formats
You can use picture and clip art files in a variety of formats, including the following:
● BMP (bitmap) This format stores graphics as a series of dots, or pixels. There
are different qualities of BMP, reflecting the number of bits available per pixel
to store information about the graphic—the greater the number of bits, the
greater the number of possible colors.
● GIF (Graphics Interchange Format) This format is common for images that
appear on Web pages because they can be compressed with no loss of
information and groups of them can be animated. GIFs store at most 8 bits
per pixel, so they are limited to 256 colors.
● JPEG (Joint Photographic Experts Group) This compressed format works
well for complex graphics such as scanned photographs. Some information is
lost in the compression process, but often the loss is imperceptible to the human
eye. Color JPEG images store 24 bits per pixel, so they are capable of displaying
more than 16 million colors. Grayscale JPEG images store 8 bits per pixel.
● TIFF (Tag Image File Format) This format can store compressed images with
a flexible number of bits per pixel. Using tags, a single multipage TIFF file can
store several images, along with related information such as type of compression
and orientation.
● PNG (Portable Network Graphic) This format has the advantages of the
GIF format but can store colors with 8, 24, or 48 bits per pixel and grayscales
with 1, 2, 4, 8, or 16 bits per pixel. A PNG file can also specify whether each
pixel blends with its background color and can contain color correction
information so that images look accurate on a broad range of display devices.
Graphics saved in this format are smaller, so they display faster.
456 Chapter 16 Add Simple Visual Enhancements
After you create a diagram, you can move and size it to fit the slide, and with a few clicks,
you can change the colors and look of its shapes to achieve professional looking results.
In this exercise, you’ll add a cycle diagram, enter text, and then move and size it. You’ll
also format its shapes in simple ways.
SET UP You need the WaterSavingB_start presentation located in your Chapter16
practice file folder to complete this exercise. Open the WaterSavingB_start presentation, and save it as WaterSavingB. Display the rulers, and then follow the steps.
1. Display slide 6, and then click the Insert SmartArt Graphic button in the content
placeholder.
The Choose A SmartArt Graphic dialog box opens.
By default, all the available layouts are listed in the center pane, but you can filter them by
category. A picture and description of the selected layout appear in the right pane.
2. In the left pane, click each layout type in turn to see all the available layouts of that
type in the center pane, and then click Cycle.
3. In the center pane, click each layout in turn to view a picture and description in the
right pane.
4. When you finish exploring, click the second layout (Text Cycle), and then click OK.
PowerPoint inserts a blank cycle diagram into the slide. The Design and Format
contextual tabs appear on the ribbon.
Inserting Diagrams 457
5. On the Design tab, in the Create Graphic group, click the Text Pane button.
The Text pane opens.
You can use the same techniques to create bullet points and subpoints in the Text pane as
you would on the Outline tab of the Overview pane.
Troubleshooting The appearance of buttons and groups on the ribbon changes
depending on the width of the program window. For information about changing the
appearance of the ribbon to match our screen images, see “Modifying the Display
of the Ribbon” at the beginning of this book.
6. With the first bullet in the Text pane selected, type Clouds, and then press the
Down Arrow key to move to the next bullet.
Troubleshooting Be sure to press the Down Arrow key and not the Enter key. Pressing
Enter will add a new bullet point (and a new shape).
7. Pressing Shift+Enter after each word, type Condensation, and, and Precipitation.
Then press the Down Arrow key.
8. Repeat step 7 to add Runoff, and, and Percolation. Then repeat it again to add
Evaporation, and, and Transpiration.
458 Chapter 16 Add Simple Visual Enhancements
9. You don’t need the last bullet point, so on the Design tab, in the Create Graphic
group, click the Text Pane button to close the Text pane.
Tip You can also click the Close button in the upper-right corner of the Text pane.
10. In the diagram, click the Text placeholder, and click the border of the empty shape
to select it for manipulation. Then press the Delete key.
The diagram now has four sets of text and arrows.
In this diagram, the arrows are more prominent than the text.
Tip You can click the tab with left and right arrows on the left side of the diagram’s
frame to open the Text pane.
Inserting Diagrams 459
11. In the Layouts group, click the More button to view the available Cycle diagram
layouts, and then click the first thumbnail in the first row (Basic Cycle).
The diagram changes to the new layout.
In this diagram, the text is contained in solid-color circles, and the arrows are less prominent.
12. Point to the handle (the four dots) in the middle of the right side of the diagram’s
frame, and when the pointer changes to a two-headed arrow, drag to the left
until the frame is only as wide as the diagram. (Repeat the process as necessary.)
13. Point to a part of the frame where there is no handle, and when a four-headed arrow
is attached to the pointer, drag the diagram until it sits in the lower-right corner of
the white area of the slide.
460 Chapter 16 Add Simple Visual Enhancements
14. Point to the handle in the upper-left corner of the frame and drag up and to the
left until the frame sits at about the −2.5 inch mark on both the horizontal and
vertical rulers.
Troubleshooting Remember that the 0 mark on both rulers is centered on the slide.
You want the 2.5-inch marks to the left of and above the 0 marks.
The diagram expands with its frame.
Because the diagram is an independent object, it can sit on top of the empty part of the title
placeholder.
15. In the SmartArt Styles group, click the Change Colors button, and then in the
gallery, under Colorful, click the second thumbnail (Colorful Range - Accent
Colors 2 and 3).
The shapes in the diagram assume the colors of the selected scheme.
16. In the SmartArt Styles group, click the More button.
The SmartArt Styles gallery appears.
Inserting Diagrams 461
You can apply two-dimensional and three-dimensional styles from this gallery.
17. Under 3-D in the gallery, click the first thumbnail in the first row (Polished).
18. Click outside the frame.
You can now see the final result.
The colors and three-dimensional effect give the diagram pizzazz.
CLEAN UP Save the WaterSavingB presentation, and then close it.
462 Chapter 16 Add Simple Visual Enhancements
Converting Existing Bullet Points into Diagrams
You might decide after creating a bulleted list on a slide that a diagram would
more clearly convey your point to your audience. You can easily convert a bulleted
list to a SmartArt diagram with only a few clicks of the mouse button.
To create a diagram from an existing bulleted list:
1. Click anywhere in the placeholder containing the bulleted list you want to
convert.
2. Right-click anywhere in the selected placeholder, and point to Convert To
SmartArt.
3. Do one of the following:
a. If the diagram layout you want appears in the gallery, click its thumbnail.
b. If you don’t see the layout you want, click More SmartArt Graphics. Then
in the Choose A SmartArt Graphic dialog box, click the layout you want,
and click OK.
4. Adjust the size, position, and look of the diagram in the usual way.
Inserting Charts
For those occasions when you want to display numeric data visually, you can add a chart
to a slide. Charts make it easy to see trends that might not be obvious from looking at
the numbers themselves.
On a slide that includes a content placeholder, you can click the placeholder’s Insert
Chart button to start the process of creating a chart. You can also click the Chart button
in the Illustrations Group on the Insert tab to add a chart to any slide. In either case, you
then select the type of chart you want. If your PowerPoint window is maximized, when
you click OK, a sample chart of the type you selected is inserted in the current slide,
and the PowerPoint window shrinks so that it occupies half the screen. An associated
Microsoft Excel worksheet containing the data plotted in the sample chart is displayed in
the other half. You use this worksheet to enter the information you want to plot, following the pattern illustrated by the sample data.
Inserting Charts 463
A sample chart and its associated worksheet.
The Excel worksheet is composed of rows and columns of cells that contain values, which
in charting terminology are called data points. Collectively a set of data points is called a
data series. Each worksheet cell is identified by an address consisting of its column letter
and row number—for example, A2. A range of cells is identified by the address of the
cell in the upper-left corner and the address of the cell in the lower-right corner, separated by a colon—for example, A2:D5.
When you replace the sample data in the worksheet, you immediately see the results
in the chart in the adjacent PowerPoint window. Each data point in a data series is
represented graphically in the chart by a data marker. The data is plotted against an
x-axis—also called the category axis—and a y-axis—also called the value axis. (Threedimensional charts also have a z-axis—also called the series axis.) Tick-mark labels along
each axis identify the categories, values, or series in the chart. A legend provides a key
for identifying the data series.
464 Chapter 16 Add Simple Visual Enhancements
y-axis Data marker
Series names
Plot area Gridline Legend
Tick-mark labels x-axis Chart area
The major elements of a chart.
To enter data in a cell of the Excel worksheet, you first click the cell to select it. You can
select an entire column by clicking the column header—the shaded box containing a
letter at the top of each column—and an entire row by clicking the row header—the
shaded box containing a number to the left of each row. You can select the entire worksheet by clicking the Select All button—the box at the junction of the column and row
headers.
Having selected a cell, you can enter your data by typing it directly. However, if your
data already exists in an Excel worksheet or a Microsoft Access or Microsoft Word table,
you don’t have to retype it. You can copy the data from its source program and paste it
into the Excel worksheet that is linked to the slide.
After you’ve plotted your data in the chart, you can move and size the chart to suit the
space available on the slide. You can edit the data—both the values and the column and
row headings—at any time, and PowerPoint will replot the chart to reflect your changes.
In this exercise, you’ll create a chart by pasting existing data into the associated Excel
worksheet. You’ll then size the chart, and edit its data.
Inserting Charts 465
SET UP You need the WaterConsumption workbook and the WaterSavingC_start
presentation located in your Chapter16 practice file folder to complete this exercise.
From Windows Explorer, open the WaterConsumption workbook in Excel by doubleclicking the workbook’s file name. Then open the WaterSavingC_start presentation,
and save it as WaterSavingC. Ensure that the PowerPoint program window is
maximized, and then follow the steps.
1. Display slide 7, and then in the content placeholder, click the Insert Chart
button.
The Insert Chart dialog box opens.
You can choose from many types of charts in this dialog box.
2. With Column selected in the left pane, click the first thumbnail in the second row
(Clustered Cylinder), and then click OK.
PowerPoint inserts the chart into the slide and resizes its program window to
occupy the left half of your screen. Excel starts and displays the data used to plot
the chart in the right half of the screen.
3. From the Windows Taskbar, display the WaterConsumption worksheet. Then in
the worksheet, point to cell A3, and drag down and to the right to cell C13.
Excel selects all the cells in the range A3:C13.
466 Chapter 16 Add Simple Visual Enhancements
4. On the Excel Home tab, in the Clipboard group, click the Copy button.
5. From the Windows Taskbar, display the Chart in Microsoft PowerPoint worksheet. Then in the worksheet, click cell A1.
6. On the Excel Home tab, in the Clipboard group, click the Paste button. Then click
OK to acknowledge the message that Excel has inserted rows in the worksheet to
accommodate the copied data.
Excel pastes in the data, and PowerPoint immediately replots the chart.
The chart plots all the data within the blue border in the worksheet.
7. To exclude the data in column D from the chart, in the worksheet, drag the handle
in the lower-right corner of the blue border to the left, releasing it when cells
D1:D11 are shaded.
In the PowerPoint window, the chart now reflects the fact that only the Activity,
Average, and Conservative columns are plotted.
Inserting Charts 467
8. In the upper-right corner of the Excel window, click the Close button to close the
associated worksheet. Then close the WaterConsumption workbook.
The PowerPoint window expands, giving you a better view of the chart.
The copied data, plotted as a cylinder chart.
9. Point to the handle (the four dots) in the middle of the bottom of the frame, and
drag downward until the frame sits at the bottom of the white area of the slide.
When you release the mouse button, the chart area expands, but not enough for
the category labels to be displayed in their entirety.
10. On the Design contextual tab, in the Data group, click the Edit Data button.
The associated worksheet opens in Excel so that you can make changes to the
plotted data.
11. Click cell A9, type Dishes by hand, and press Enter. Then in cell A10, type Clothes
washer, and press Enter. Finally in cell A11, replace Watering lawn (20 min.) with
Lawn (20 min.), and press Enter. Then close the Excel worksheet.
468 Chapter 16 Add Simple Visual Enhancements
Tip If the chart isn’t selected (surrounded by a frame) in the PowerPoint window when
you make changes to the data in the Excel window, the chart won’t automatically
update. If this happens, click the chart before proceeding.
PowerPoint replots the chart with the new category labels.
All the category labels now fit in the chart area.
12. Point to the handle in the middle of the right side of the frame, and drag to the
right until the frame sits at the edge of the white area on that slide. Then click outside
the chart frame.
PowerPoint has rotated the labels so that the chart area can expand even more.
Inserting Charts 469
The chart shows that watering a lawn consumes much more water than most other household
water usages.
Tip By default, the chart is plotted based on the series in the columns of the worksheet,
which are identified in the legend. If you want to base the chart on the series in the rows
instead, click the Switch Row/Column button in the Data group on the Design contextual
tab. The worksheet must be open for the button to be active. (To open the worksheet,
right-click the chart, and then click Edit Data.)
CLEAN UP Save the WaterSavingC presentation, and then close it.
470 Chapter 16 Add Simple Visual Enhancements
Drawing Shapes
To emphasize the key points in your presentation, you might want to include shapes in
addition to text. PowerPoint provides tools for creating several types of shapes, including
stars, banners, boxes, lines, circles, and squares. With a little imagination, you’ll soon
discover ways to create drawings by combining shapes.
To create a shape in PowerPoint, you click the Shapes button in the Illustrations group
on the Insert tab, click the shape you want to insert, and then drag the crosshair pointer
across the slide.
Tip To draw a circle or a square, click the Oval or a Rectangle shape, and hold down the Shift
key while you drag.
After you draw the shape, it is surrounded by a set of handles, indicating that it is
selected. (You can select a shape at any time by simply clicking it.) The handles serve
the following purposes:
● You can drag the pale blue sizing handles to change the size of a shape.
● If a shape has a yellow diamond-shaped adjustment handle next to one of the sizing
handles or elsewhere on the shape, the shape is adjustable. You can use this handle
to alter the appearance of the shape without changing its size.
● You can drag the green rotating handle to adjust the angle of rotation of a shape.
Sizing handles
Rotating handle
Adjustment handle
The three types of shape handles.
You can copy or cut a selected shape or multiple shapes and then paste the shapes
elsewhere in the same presentation, in another presentation, or in any Office program.
Drawing Shapes 471
To move a shape from one location to another on the same slide, you simply drag
it. You can create a copy of a selected shape by dragging it while holding down the
Ctrl key or by clicking the Copy arrow in the Clipboard group on the Home tab and then
clicking Duplicate.
After drawing a shape, you can modify it by using the buttons on the Format contextual
tab that appears when a shape is selected. For example, you can:
● Add text to a shape. PowerPoint centers the text as you type, and the text becomes
part of the shape.
● Change the size and color of the shape and its outline.
● Apply special effects, such as making the shape look three-dimensional.
Having made changes to one shape, you can easily apply the same attributes to another
shape by clicking the shape that has the desired attributes, clicking the Format Painter
button in the Clipboard group on the Home tab, and then clicking the shape to which
you want to copy the attributes. If you want to apply the attributes of a shape to
all shapes in the active presentation, right-click the shape and then click Set As Default
Shape. From then on, all the shapes you draw in the active presentation will have the
new default attributes.
When you have multiple shapes on a slide, you can group them so that you can copy,
move, and format them as a unit. You can change the attributes of an individual shape—
for example, its color, size, or location—without ungrouping the shapes. If you do ungroup the graphics, you can regroup the same shapes by selecting one of them and then
clicking Regroup in the Group list.
In this exercise, you’ll draw several shapes, add text to them, and change their colors.
Then you’ll duplicate and copy a shape and switch one shape for another.
SET UP You need the JournalingA_start presentation located in your Chapter16
practice file folder to complete this exercise. Open the JournalingA_start presentation, and save it as JournalingA. Display the rulers, and then follow the steps.
1. Display slide 5, and on the Insert tab, in the Illustrations group, click the Shapes
button.
The Shapes gallery appears.
472 Chapter 16 Add Simple Visual Enhancements
Many different types of shapes are grouped by category in the Shapes gallery.
2. Under Stars and Banners in the gallery, click the 5-Point Star shape, and then
drag the crosshair pointer in the middle of the slide to draw a star shape that spans
the shadow of the hand in the background graphic.
Tip If you click a shape button and then change your mind about drawing the shape,
you can release the shape by pressing the Esc key.
Pale blue handles surround the shape to indicate that it is selected.
Drawing Shapes 473
When a shape is selected, the Format contextual tab appears on the ribbon.
3. On the Format tab, in the Insert Shapes group, click the More button to display
the Shapes gallery. Then under Block Arrows, click the Right Arrow shape, and
draw a small arrow to the right of the star.
4. With the arrow still selected, hold down the Ctrl key, and drag a copy of the arrow
to the left of the star.
Troubleshooting Be sure to release the mouse button before you release the Ctrl key.
Otherwise you’ll move the shape instead of copying it.
5. With the shape still selected, in the Arrange group, click the Rotate button, and
then click Flip Horizontal.
You could have drawn a Left Arrow shape, but this technique ensures that the two
arrows have the same proportions.
Tip You can rotate or flip any type of image. Rotating turns a shape 90 degrees to the
right or left; flipping turns a shape 180 degrees horizontally or vertically. You can also
rotate a shape to any degree by dragging the green rotating handle.
474 Chapter 16 Add Simple Visual Enhancements
6. Adjacent to the left arrow, add a scroll shape, and adjacent to the right arrow, add
a heart shape.
All the shapes have the same outline and interior colors.
You can build a picture with the shapes available in the Shapes gallery.
7. With the heart selected, on the Home tab, in the Clipboard group, click the Copy
arrow, and then in the list, click Duplicate.
PowerPoint pastes a copy of the shape on top of the original.
8. Point to the handle in the upper-left corner of the new shape, and drag down and
to the right to make the second heart smaller than the first.
9. On the Format tab, in the Insert Shapes group, click the Text Box button, click
the center of the star, and then type ME.
See Also For information about working with text boxes, see “Adding Text Boxes” in
Chapter 14, “Work with Slide Text.”
Don’t worry that you can barely see the text; you’ll fix that in a later step.
Drawing Shapes 475
10. Repeat step 9 to add the word Education to the scroll shape and Family to the
heart shape.
11. Click the scroll shape (don’t click the text), hold down the Shift key, click the star
shape, and then click the two hearts.
12. With all four shapes selected, in the Shape Styles group, click the More button to
display the Shape Styles gallery.
13. Point to several thumbnails to see live previews of their effects, and then click the
last thumbnail in the fourth row (Subtle Effect – Light Blue, Accent 6).
The color of the interior and outline of the shapes changes, as does the color of
the text.
The text stands out after you change the shape style.
14. Click a blank area of the slide to release the selection, and then click the scroll
shape (don’t click its text).
476 Chapter 16 Add Simple Visual Enhancements
15. In the Insert Shapes group, click the Edit Shape button, point to Change Shape,
and under Block Arrows, click the third shape (Up Arrow).
The scroll changes to the selected shape, with all formatting and text intact.
16. Double-click the word Education, and type Job. Then click outside the shape to
release the selection.
You can now see the results.
You can tell a story using a combination of shapes and text.
17. Select all the shapes on the slide. Then on the Format tab, in the Arrange group,
click the Group button, and in the list, click Group.
The shapes are grouped together as one object.
Drawing Shapes 477
When shapes are grouped, one set of handles surrounds the entire group.
18. In the Shape Styles group, click the Shape Outline arrow, and then under
Standard Colors in the palette, click the last color (Purple).
The outlines around the shapes change to purple.
19. Point to any shape in the group, and when the pointer has a four-headed arrow
attached to it, drag downward about a half inch.
The entire group moves.
20. Click the left arrow. In the Shape Styles group, click the Shape Fill arrow and
change the shape’s color to purple.
Even though the shapes are grouped, you can still change the attributes of one of
the shapes.
478 Chapter 16 Add Simple Visual Enhancements
21. With the left arrow still selected, on the Home tab, in the Clipboard group, click
the Format Painter button, and then click the right arrow.
Both arrows are now purple.
22. Click away from the selected shape, and then click any shape to select the group.
23. On the Format tab, in the Arrange group, click the Group button, and then
click Ungroup.
The group is disbanded, and the individual shapes are now selected.
CLEAN UP Save the JournalingA presentation, and then close it.
Connecting Shapes
If you want to show a relationship between two shapes, you can connect them with
a line by joining special handles called connection points.
To connect shapes:
1. Click one of the shapes you want to connect. Then on the Format tab, in the
Insert Shapes group, display the Shapes gallery, and under Lines, click one of
the Connector shapes.
2. Point to the selected shape.
Red connection points appear, and the pointer changes to a crosshair.
3. Point to a connection point, and then drag over to the other shape (don’t release the mouse button).
4. When connection points appear on the other shape, point to a connection
point, and release the mouse button.
Red handles appear at each end of the line, indicating that the shapes are
connected.
Troubleshooting If a blue handle appears instead of a red one, the shapes are
not connected. Click the Undo button on the Quick Access Toolbar to remove the
connection line, and then redraw it.
Adding Transitions 479
The connector between two connection points.
After you have drawn the connector, you can format it by changing its color and
weight. You can then set the formatted line as the default for all future connectors
in this drawing. If you move a connected shape, the line moves with it, maintaining
the relationship between the shapes.
Adding Transitions
When you deliver a presentation, you can move from slide to slide by clicking the mouse
button or you can have PowerPoint replace one slide with the next at predetermined
intervals. You can avoid abrupt breaks between slides by employing transitions that control the way slides move on and off the screen.
PowerPoint comes with the following categories of built-in transition effects:
● Subtle This category includes fades, wipes, and a shutter-like effect.
● Exciting This category includes more dramatic effects such as checkerboards,
ripples, turning, and zooming.
480 Chapter 16 Add Simple Visual Enhancements
● Dynamic Content This category holds the background of the slides still and
applies a dynamic effect to the title and other content, such as rotating or flying
onto the slide.
Each slide can have only one transition. You set transitions from the Transitions tab in
Normal view or Slide Sorter view, for one slide at a time, for a group of slides, or for
an entire presentation. This tab is new in PowerPoint 2010, reflecting the importance
of transitions in ensuring a smooth flow for your presentations. (Previously, transitions
were included on the Animations tab because they were considered just another form
of animation.)
In addition to selecting the type of transition, you can specify the following:
● The sound
● The speed
● When the transition occurs
In this exercise, you’ll apply a transition to a single slide, and apply the same transition to
all the slides in the presentation. You’ll also add sound to the transition and set the transition speed.
SET UP You need the JournalingB_start presentation located in your Chapter16
practice file folder to complete this exercise. Open the JournalingB_start presentation, and save it as JournalingB. Then follow the steps.
1. Display slide 2 in Normal view. Then on the Transitions tab, in the Transition to
This Slide group, click each thumbnail in the gallery to see its effects.
2. To the right of the gallery, click the Down button, and continue previewing the effects of each transition.
3. When you have finished exploring, click the More button to display the entire
gallery, and then click the Cover thumbnail in the Subtle category.
Adding Transitions 481
PowerPoint demonstrates the Cover transition effect on slide 2 and indicates that
the transition has been applied by placing an animation symbol below the slide
number on the Slides tab of the Overview pane. (There is no indication on the
slide itself.)
You have applied an animation to one slide.
4. In the Transition to This Slide group, click the Effect Options button, and then
click From Top-Left.
5. In the Timing group, click the Apply To All button.
An animation symbol appears below each slide number on the Slides tab.
6. On the Slides tab in the Overview pane, click the animation symbol below slide 3.
The Slide pane turns black, and then PowerPoint demonstrates the Cover transition
from slide 2 to slide 3.
7. Display slide 1. In the Transition to This Slide group, click the More button, and
then in the Transitions gallery, click the None thumbnail.
PowerPoint removes the animation symbol from below the slide 1 thumbnail.
482 Chapter 16 Add Simple Visual Enhancements
Because you will usually start a presentation with the title slide displayed,
there is no need for a transition on this slide.
8. On the View Shortcuts toolbar at the right end of the status bar, click the Reading
View button.
PowerPoint switches to Reading view and displays slide 1.
9. At the bottom of the screen, click the Next button repeatedly to see the transitions
of the first few slides, and then press Esc to return to Normal view.
10. On the View Shortcuts toolbar, click the Slide Sorter button.
11. In Slide Sorter view, click slide 2, hold down the Shift key, and then click slide 7 to
select all the slides that have transitions.
12. In the Timing group, click the Sound arrow, and then click Wind.
Tip If you want to associate a sound file of your own with a slide transition, click Other
Sound at the bottom of the Sound list. Then in the Add Audio dialog box, find and select
the sound file you want to use, and click Open.
Key Points 483
13. In the Timing group, click the Duration up arrow until the duration shows as 02.00.
14. In the Preview group, click the Preview button to preview the transition effect
again. Then if you want, preview it again in Reading view.
PowerPoint demonstrates the transition of each selected slide with the sound
specified in step 13.
CLEAN UP Save the JournalingB presentation, and then close it.
Key Points
● When you add pictures or photographs to a slide, keep in mind that using pictures
you don’t own without permission, especially for business purposes, can breach the
copyright of the owner. Limited use for non-commercial purposes is usually allowed
as long as you acknowledge the source.
● Thousands of free clip art images are available to help you add visual interest to
your slides.
● With SmartArt, you can create a variety of professional-looking diagrams with a
few mouse clicks.
● Charts present numeric data in an easy-to-grasp visual format. You can choose
from 11 types with many variations.
● Shapes can add interest to a slide and draw attention to key concepts. However,
they can become tiresome and produce an amateurish effect if they are overused.
● Avoid abrupt transitions by having one slide smoothly replace another. You can
control the transition type, its speed, and when it takes place.
Chapter at a Glance
Set up presentations
for delivery,
page 486
Preview and print
presentations, page 491
Prepare speaker notes
and handouts, page 495
Finalize presentations,
page 502
Deliver
presentations,
page 509
485
17 Review and Deliver
Presentations
In this chapter, you will learn how to
✔ Set up presentations for delivery.
✔ Preview and print presentations.
✔ Prepare speaker notes and handouts.
✔ Finalize presentations.
✔ Deliver presentations.
When it is time to deliver the Microsoft PowerPoint 2010 presentation you have worked so
hard to create, taking the time for a few final tasks helps to ensure a successful outcome.
Before exposing a new presentation to the eyes of the world, you should check a few
settings and proof the text of the slides, preferably on paper, where typographic errors
seem to stand out much better than they do on the screen. When you are satisfied that
the presentation is complete, you can prepare for your moment in the spotlight by creating speaker notes. You might also want to create handouts to give to your audience,
to remind them later of your presentation’s message.
When all these tasks are complete, you should remove extraneous information before
declaring the presentation final.
If you will deliver the presentation from your computer as an electronic slide show, it pays
to become familiar with the tools available in Slide Show view, where instead of appearing
in a window, the slide occupies the entire screen. You navigate through slides by clicking the
mouse button or by pressing the Arrow keys, moving forward and backward one slide at
a time or jumping to specific slides as the needs of your audience dictate. During the slide
show, you can mark slides with an on-screen pen or highlighter to emphasize a point.
In this chapter, you’ll set up a slide show for delivery, preview a presentation, and print
selected slides. You’ll remove the properties attached to a presentation and prevent other
people from making further changes to it. Finally, you’ll see how to deliver a presentation, including marking up slides while showing them.
486 Chapter 17 Review and Deliver Presentations
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter17 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
Setting Up Presentations for Delivery
In the old days, presentations were delivered by speakers with few supporting materials.
Little by little, “visual aids” such as white board drawings or flip charts on easels were added,
and eventually, savvy speakers began accompanying their presentations with 35mm slides
or transparencies projected onto screens. To accommodate these speakers, early versions
of PowerPoint included output formats optimized for slides of various sizes, including 35mm
slides and the acetate sheets used with overhead projectors.
Although technology has evolved to the point where most presentations are now delivered electronically, PowerPoint 2010 still accommodates those output formats, as well
as formats designed for printing on paper. Usually, you’ll find the default on-screen format adequate for your needs. If you have a wide-screen monitor, or if you know you’ll be
using a delivery method other than your computer for your presentation, you should
set the format of the presentation before you begin developing your content so that
you place elements appropriately for the final size of your slides.
By default, slides are sized for an on-screen slide show with a width-to-height ratio of 4:3
(10 × 7.5 inches). The slides are oriented horizontally, with slide numbers starting at 1.
You can change these settings in the Page Setup dialog box, where you can select from
the following slide sizes:
● On-screen Show For an electronic slide show on screens of various aspects (4:3,
16:9, or 16:10)
● Letter Paper For a presentation printed on 8.5 × 11 inch U.S. letter-size paper
● Ledger Paper For a presentation printed on 11 × 17 inch legal-size paper
● A3 Paper, A4 Paper, B4 (ISO) Paper, B5 (ISO) Paper For a presentation printed
on paper of various international sizes
● 35mm Slides For 35mm slides to be used in a carousel with a projector
● Overhead For transparencies for an overhead projector
● Banner For a banner for a Web page
● Custom For slides that are a nonstandard size
Setting Up Presentations for Delivery 487
If you want the same identifying information to appear at the bottom of every slide, you
can insert it in a footer. You can specify the date and time, the slide number, and custom
text in the Header And Footer dialog box, which shows a preview of where the specified
items will appear on the slide.
If you are going to deliver a presentation before an audience and will control the progression of slides manually, the default settings will work well. However, provided the
slides have been assigned advancement times on the Transitions tab, you can set up the
presentation to run automatically, either once or continuously. For example, you might
want to set up a product demonstration slide show in a store or at a tradeshow so that it
runs automatically, looping until someone stops it. All it takes is a few settings in the Set
Up Show dialog box.
In this exercise, you’ll explore the Page Setup dialog box and experiment with slide
orientation. You’ll add footer information to every slide in a presentation, and then
turn the presentation into a self-running slide show.
SET UP You need the ServiceOrientationA_start presentation located in
your Chapter17 practice file folder to complete this exercise. Open the
ServiceOrientationA_start presentation, and save it as ServiceOrientationA.
Then follow the steps.
1. On the Design tab, in the Page Setup group, click the Page Setup button.
The Page Setup dialog box opens.
By default, the slides in a presentation are sized for an on-screen slide show with
a width-to-height ratio of 4:3.
2. Display the Slides sized for list, and toward the bottom, click 35mm Slides.
The Width setting changes to 11.25 inches and the Height setting changes to
7.5 inches.
488 Chapter 17 Review and Deliver Presentations
3. Display the Slides sized for list again, and click Banner.
The Width setting changes to 8 inches, and the Height setting changes to 1 inch.
This format is useful if you want to design a presentation that will display in a frame
across the top or bottom of a Web page.
Tip Obviously the current presentation with its long title and many bulleted lists is not
suitable for the Banner format. If you want to create a banner, be sure to set the format
before you begin developing the content of your presentation so that you choose words
and graphics that fit within the space available.
4. Set the size of the slides to On-screen Show (4:3). Then in the Slides area, click
Portrait, and click OK.
The slide width changes to 7.5 and its height changes to 10 inches. This orientation
is useful if you want to compare two presentations side by side in Reading view.
5. In the Page Setup group, click the Slide Orientation button, and then click
Landscape.
6. On the Insert tab, in the Text group, click the Header & Footer button.
The Header And Footer dialog box opens with the Slide page displayed.
By default, the slides in this presentation do not display footer information.
Setting Up Presentations for Delivery 489
7. In the Include on slide area, select the Date and time check box. Then with Fixed
selected, type today’s date in the text box.
PowerPoint indicates on the thumbnail in the Preview area that the date will appear
in the lower-left corner of the slide. The date will appear in the format in which you
typed it.
8. Select the Slide number check box.
The thumbnail in the Preview area shows that the slide number will appear in the
lower-right corner.
9. Select the Footer check box, and then type your name in the text box.
Your name will appear in the center of the slide.
10. Select the Don’t show on title slide check box, and click Apply to All. Then
display slide 2.
The specified footer information appears at the bottom of the slide.
You have entered footer information for all slides except the title slide.
490 Chapter 17 Review and Deliver Presentations
11. On the Slide Show tab, in the Set Up group, click the Set Up Slide Show button.
The Set Up Show dialog box opens.
By default, the presentation is set for presenter delivery and to include all slides.
12. In the Show type area, click Browsed at a kiosk (full screen).
When you click this option, the Loop Continuously Until ‘Esc’ check box in the Show
Options area becomes unavailable so that you cannot clear it. Any narration or
animation attached to the presentation will play with the presentation unless you
select the Show Without Narration or Show Without Animation check box.
See Also For information about narration, and animation, refer to Microsoft
PowerPoint 2010 Step by Step, by Joyce Cox and Joan Lambert (Microsoft Press,
2010).
13. Click OK.
14. To test the show, display slide 1, and on the View Shortcuts toolbar, click the
Reading View button.
The presentation runs continuously, using the transition effect and advancement
time applied to all its slides.
See Also For information about transitions, see “Adding Transitions” in Chapter 16, “Add
Simple Visual Enhancements.”
Tip If the presentation has no advancement time applied to its slides, you should click
Manually in the Advance Slides area of the Set Up Show dialog box.
Previewing and Printing Presentations 491
15. When the presentation starts again at slide 1, press Esc to stop the slide show and
return to Normal view.
Now when you are ready to run the presentation, you can navigate to the folder where
it is stored, and double-click it. When the presentation opens, switch to Slide Show view
to start the presentation. You can press Esc to stop the slide show at any time.
CLEAN UP Save the ServiceOrientationA presentation, and then close it.
Previewing and Printing Presentations
Even if you plan to deliver your presentation electronically, you might want to print the
presentation to proof it for typographical errors and stylistic inconsistencies. Before
you print, you can preview your presentation to see how the slides will look on paper. You
preview a presentation on the Print page in the Backstage view, where the presentation
appears in the right pane.
The Print page of the Backstage view.
You can click the Next Page or Previous Page button in the lower-left corner of the pane
to move among the slides. To zoom in on part of a slide, click the Zoom In and Zoom
Out buttons on the Zoom Slider in the lower-right corner. Click the Zoom To Page button
to fit the slide to the pane.
492 Chapter 17 Review and Deliver Presentations
If you will print a color presentation on a monochrome printer, you can preview in grayscale or black and white to verify that the text is legible against the background.
Tip In Normal view, you can see how your slides will look when printed on a monochrome
printer by clicking either the Grayscale or the Black And White button in the Color/Grayscale
group on the View tab.
When you’re ready to print, you don’t have to leave the Backstage view. You can simply
click the Print button to print one copy of each slide on the default printer. If the default
settings aren’t what you want, you can make the following changes on the Print page:
● Number of copies Click the arrows to adjust the Copies setting.
● Which printer If you have more than one printer available, specify the printer you
want to use and set its properties (such as paper source and image compression).
● Which slides to print You can print all the slides, the selected slides, or the current
slide. To print only specific slides, click the Slides box, and enter the slide numbers
and ranges separated by commas (no spaces). For example, enter 1,5,10-12 to print
slides 1, 5, 10, 11, and 12 .
● What to print From the Print Layout gallery, specify whether to print slides (one
per page), notes pages (one half-size slide per page with space for notes), or an
outline. You can also print handouts, specifying the number of slides that print on
each page (1, 2, 3, 4, 6, or 9) and their order.
You select what to print from this gallery.
Previewing and Printing Presentations 493
● Whether to frame slides Click this option below the Print Layout and Handouts
galleries to put a frame around the slides on the printed page.
● Whether to scale slides If you haven’t set the size of the slides to match the size of
the paper in the printer, click this option to have PowerPoint automatically reduce
or increase the size of the slides to fit the paper when you print them.
See Also For information about setting the size of slides, see “Setting Up Presentations
for Delivery” earlier in this chapter.
● Print quality Click this option if you want the highest quality printed output.
● Print comments and ink markup Click this option if electronic or handwritten
notes are attached to the presentation and you want to review them along with
the slides.
● Collate multiple copies If you’re printing multiple copies of a presentation, specify
whether complete copies should be printed one at a time.
● Color range Specify whether the presentation should be printed in color (color
on a color printer and grayscale on a monochrome printer), grayscale (on either a
color or a monochrome printer), or pure black and white (no gray on either a color
or a monochrome printer).
● Edit the header or footer Click this option to display the Header And Footer
dialog box.
See Also For information about adding footers to slides, see “Setting Up Presentations
for Delivery” earlier in this chapter.
In this exercise, you’ll preview a presentation in grayscale, select a printer, and print
a selection of slides.
SET UP You need the ServiceOrientationB_start presentation located in your Chapter17
practice file folder to complete this exercise. Open the ServiceOrientationB_start
presentation, and save it as ServiceOrientationB. Then follow the steps.
1. Click the File tab to display the Backstage view, and then click Print.
The right side of the Print page displays the first slide as it will print with the current
settings.
2. Under Settings, click Color, and then click Grayscale.
The preview shows the slide in black, white, and shades of gray.
3. Click the Next Page button to move through the slides, until slide 12 is displayed.
494 Chapter 17 Review and Deliver Presentations
4. On the Zoom Slider, click the Zoom In button several times, and then use the
horizontal scroll bar that appears to scroll all the way to the left.
It’s easier to examine the date in the footer of the magnified slide.
You can use the Zoom Slider to zoom in on parts of a slide.
5. Click the Zoom to Page button to return to the original zoom percentage.
6. In the middle pane, click the setting for your printer.
A list displays the names of all the printers installed on your computer.
7. In the list, click the printer you want to use.
Tip After choosing a printer, you can customize its settings for this particular print
operation by clicking Printer Properties to display the Properties dialog box. For
example, if the printer you have selected has duplex capabilities, you might want to
specify that it should print slides on both sides of the page.
8. Under Settings, in the Slides box, type 1-3,5, and then press Tab.
In the right pane, PowerPoint displays a preview of slide 1. Below the preview, the
slide indicator changes to 1 of 4, and you can now preview only the selected slides.
9. Click Full Page Slides, and below the gallery that appears, click Frame Slides.
Preparing Speaker Notes and Handouts 495
10. At the top of the middle pane, click the Print button.
PowerPoint prints slides 1, 2, 3, and 5 with frames in shades of gray on the selected
printer.
CLEAN UP Save the ServiceOrientationB presentation, and then close it.
Preparing Speaker Notes and Handouts
If you will be delivering your presentation before a live audience, you might want some
speaker notes to guide you. Each slide in a PowerPoint presentation has a corresponding notes page. As you create each slide, you can enter notes that relate to the slide’s
content by simply clicking the Notes pane and typing. If you want to include something
other than text in your speaker notes, you must switch to Notes Page view by clicking the
Notes Page button in the Presentation Views group on the View tab. When your notes are
complete, you can print them so that they are readily available to guide the presentation.
Tip In Presenter view, you can see your notes on one monitor while you display the slides
to your audience on another monitor. For information about Presenter view, see the sidebar
“Setting Up Presenter View” later in this chapter.
As a courtesy for your audience, you might want to supply handouts showing the presentation’s slides so that people can take notes. Printing handouts requires a few decisions, such as
which of the nine available formats you want to use and whether you want to add headers
and footers, but otherwise, you don’t need to do anything special to create simple handouts.
Tip The layout of PowerPoint notes pages and handouts is controlled by a special kind of
template called a master. Usually, you’ll find that the default masters are more than adequate,
but if you want to make changes, you can. For information about customizing masters, refer to
Microsoft PowerPoint 2010 Step by Step, by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
In this exercise, you’ll enter speaker notes for some slides in the Notes pane. Then you’ll
switch to Notes Page view, and insert a graphic into one note and a diagram into another.
Finally, you’ll print both speaker notes and handouts.
SET UP You need the Harmony_start presentation and the YinYang graphic located in
your Chapter17 practice file folder to complete this exercise. Open the Harmony_start
presentation, and save it as Harmony. Then follow the steps.
1. With slide 1 displayed, drag the splitter bar between the Slide pane and the Notes
pane upward to enlarge the Notes pane.
2. Click anywhere in the Notes pane, type Welcome and introductions, and then
press Enter.
496 Chapter 17 Review and Deliver Presentations
3. Type Logistics, press Enter, and then type Establish knowledge level.
4. Display slide 2, and in the Notes pane, type Talk about the main concepts.
5. Display slide 3, and in the Notes pane, type Complementary energies, and then
press Enter twice.
6. On the View tab, in the Presentation Views group, click the Notes Page button.
Slide 3 is displayed in Notes Page view. The zoom percentage is set so that the
entire notes page fits in the window.
7. On the Insert tab, in the Images group, click the Picture button.
8. In the Insert Picture dialog box, navigate to your Chapter17 practice file folder,
and then double-click the YinYang graphic.
9. Drag the image down below the note you typed in step 5.
The picture is visible in Notes Page view.
You might want to add images to your speaker notes to remind yourself of concepts
you want to cover while the slide is displayed.
Preparing Speaker Notes and Handouts 497
10. Below the scroll bar, click the Next Slide button to move to slide 4. Then click the
border around the text placeholder to select it, and press Delete.
11. On the Insert tab, in the Illustrations group, click the SmartArt button. In the left
pane of the Choose a SmartArt Graphic dialog box, click Hierarchy, and then in the
middle pane, double-click the second thumbnail in the last row (Hierarchy List).
A diagram with six shapes and placeholder text is inserted into the page. Don’t
worry about its placement for now; you will fix that later.
See Also For information about how to work with SmartArt diagrams, see “Inserting
Diagrams” in Chapter 16, “Add Simple Visual Enhancements.” For information about
using SmartArt to customize diagrams, refer to Microsoft PowerPoint 2010 Step by Step,
by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
12. Open the Text pane, click the first placeholder in the hierarchy, and type the
following, pressing the Down Arrow key or the Enter key as indicated:
Focus (Down Arrow)
Health (Down Arrow)
Creativity (Enter)
Relationships (Enter)
Community (Down Arrow)
Follow (Down Arrow)
Knowledge (Down Arrow)
Career (Enter)
Fame (Enter)
Fortune
Tip If you have trouble seeing the notes at this zoom percentage, click the Zoom In
button on the Zoom Slider in the lower-right corner of the window.
The speaker notes now include a diagram expressing visually the concepts to be
emphasized during the presentation.
498 Chapter 17 Review and Deliver Presentations
13. Use the formatting options available in the SmartArt Styles group on the Design
tab to format the diagram any way you want, and then move and size the diagram
to fit in the space below the slide.
We used the Moderate Effect style and the Gradient Loop – Accent 1 colors.
Diagrams can give you an at-a-glance reminder of important concepts.
14. On the View tab, in the Presentation Views group, click the Normal button.
The diagram is not visible in Normal view.
15. Display slide 3.
The YinYang graphic is not visible in this view either.
Preparing Speaker Notes and Handouts 499
16. Switch to Notes Page view, and then on the Insert tab, in the Text group, click the
Header & Footer button.
The Header And Footer dialog box opens with the Notes And Handouts page
displayed.
On the Notes And Handouts page, you can insert a header and a footer.
17. Select the Date and Time check box, and then click Fixed.
18. Select the Header check box, and then in the text box, type Harmony in Your
Home.
19. Select the Footer check box, and then in the text box, type Wide World
Importers.
20. Click Apply to All.
The notes page reflects your specifications.
21. Switch to Normal view, and then display the Print page of the Backstage view.
22. On the Print page, under Settings, click Full Page Slides, and then click Notes
Pages.
500 Chapter 17 Review and Deliver Presentations
23. Click the Slides box, type 1-4, and then click the Print button.
You now have a copy of the speaker notes to refer to during the presentation.
24. Display the Print page of the Backstage view again, and under Settings, click
Notes Pages, and under Handouts in the gallery, click 3 slides.
The first page of the handouts is previewed in the right pane.
When you print three slides per page, PowerPoint adds lines for notes to the right of each
slide image.
25. Change the Slides setting to 1-3, and then click the Print button.
CLEAN UP Save the Harmony presentation, and then close it.
Preparing Speaker Notes and Handouts 501
Enhanced Handouts
If you want to provide audience handouts that include notes as well as pictures of
the slides, you can send the presentation to a Microsoft Word document and then
develop the handout content in Word.
To create handouts in Word:
1. Display the Save & Send page of the Backstage view, and under File Types in
the middle pane, click Create Handouts.
2. In the right pane, click the Create Handouts button.
The Send To Microsoft Word dialog box opens.
In two of the five available formats, you can enter
notes along with the pictures of the slides.
3. Click the notes format you want.
4. If the slide content might change, under Add Slides To Microsoft Word
Document, click Paste Link.
5. Click OK.
Word starts and opens a document set up to contain the handout format you
selected. If you selected Outline Only, the text of the presentation appears in
the document as a bulleted list.
502 Chapter 17 Review and Deliver Presentations
Finalizing Presentations
These days, many presentations are delivered electronically, either by e-mail or from a
Web site. As you develop a presentation, it can accumulate information that you might
not want in the final version, such as the names of people who worked on the presentation, comments that reviewers have added to the file, or hidden text about status and
assumptions. If your presentation will never leave your computer, you don’t have to
worry that it might contain something that you would rather other people did not see.
However, if the presentation file is going to be shared with other people, you will want to
remove this identifying and tracking information before you distribute the presentation.
To examine some of the information attached to a presentation, you can display the
properties on the Info page of the Backstage view. You can change or remove some of
the properties in the Properties pane, or you can display the Document Panel or the
Properties dialog box by clicking Properties at the top of the pane and clicking the
option you want. However, to automate the process of finding and removing all extraneous and potentially confidential information, PowerPoint provides a tool called the
Document Inspector.
The Document Inspector removes many different types of information.
Finalizing Presentations 503
Tip When rearranging the objects on a slide, you might drag an object to one side while you
decide whether to include it. The Off-Slide Content option in the Document Inspector dialog
box detects any stray content that you might have overlooked. The Document Inspector also
looks for invisible content on the slide. This is content you might have hidden by displaying
the Selection And Visibility task pane and then clearing the object’s check box. (To display the
Selection And Visibility pane, click the Select button in the Editing group on the Home tab,
and then click Selection Pane.)
After you run the Document Inspector, you see a summary of its search results, and you
have the option of removing all the items found in each category.
PowerPoint also includes two other finalizing tools:
● Check Accessibility This tool checks for presentation elements and formatting that
might be difficult for people with certain kinds of disabilities to read. It reports its
findings in the Accessibility Checker task pane, and offers suggestions for fixing any
potential issues.
● Check Compatibility This tool checks for the use of features not supported in earlier
versions of PowerPoint. It presents a list of features that might be lost or degraded
if you save the presentation in an earlier PowerPoint file format.
After you have handled extraneous information and accessibility and compatibility
issues, you can mark a presentation as final and make it a read-only file, so that other
people know that they should not make changes to this released presentation. This
process does not lock the presentation, however; if you want to make additional
changes to the presentation, you can easily turn off the final status.
In this exercise, you’ll examine the properties attached to a presentation, remove personal information from the file, and then mark the presentation as final.
SET UP You need the Meeting_start presentation located in your Chapter17 practice
file folder to complete this exercise. Open the Meeting_start presentation, and save it
as Meeting. Then follow the steps.
1. Display the Info page of the Backstage view.
The Properties pane on the right side of the window displays the standard properties associated with this presentation.
504 Chapter 17 Review and Deliver Presentations
PowerPoint controls some of the properties, such as the size and dates; you can add
and change others, such as the assigned categories and authors.
2. At the bottom on the Properties pane, click Show All Properties.
The pane expands to show all the properties.
Finalizing Presentations 505
3. Click the property adjacent to Status, and type Done.
4. At the top of the pane, click Properties, and click Advanced Properties. Then in
the Meeting Properties dialog box, click the Summary tab.
This page includes some of the properties you might want to change in a
convenient format.
The Summary page of the Properties dialog box.
5. Click in the Subject box, type Morale event, and then click OK.
The Subject property in the Properties pane reflects your change.
6. Save your changes to the presentation.
7. Display the Info page of the Backstage view again. Then in the center pane, click
Check for Issues, and click Inspect Document.
In the Document Inspector dialog box, you can inspect for six types of content.
506 Chapter 17 Review and Deliver Presentations
8. Clear the Custom XML Data check box. Then with the Comments and
Annotations, Document Properties and Personal Information, Invisible
On-Slide Content, and Presentation Notes check boxes selected, click Inspect.
The Document Inspector reports its findings.
This presentation includes properties that you might not want others to be able to view.
9. To the right of Document Properties and Personal Information, click Remove All.
PowerPoint removes the presentation’s properties.
10. Close the Document Inspector dialog box.
In the Properties pane, all the properties have been cleared.
Finalizing Presentations 507
11. In the center pane of the Info page, click Protect Presentation, and then click
Mark as Final.
A message tells you that the presentation will be marked as final and then saved.
12. Click OK in the message box, and then click OK in the confirmation box that
appears after the document is marked as final.
The presentation’s final status is now indicated on the Info page.
Marking as final discourages but does not prevent editing.
13. Click any tab on the ribbon to return to the presentation.
The title bar indicates that this is a read-only file, and the ribbon tabs are hidden.
The information bar explains that this presentation has been marked as final.
14. Click the Home tab to display its commands, most of which are inactive.
15. On the title slide, double-click the word Company, and press the Delete key.
Nothing happens. You cannot change any of the objects on the slides unless you
click the Edit Anyway button in the information bar to remove the final status.
CLEAN UP Close the Meeting presentation.
508 Chapter 17 Review and Deliver Presentations
Setting Up Presenter View
If your computer can support two monitors, or if you will be presenting a slide show
from your computer through a projector, you might want to check out Presenter view.
In this view, you can control the presentation on one monitor while the audience sees
the slides in Slide Show view on the delivery monitor or the projector screen.
To deliver a presentation on one monitor and use Presenter view on another:
1. Open the PowerPoint presentation you want to set up.
2. On the Slide Show tab, in the Set Up group, click Set Up Slide Show.
The Set Up Show dialog box opens. When your computer is set up to use
multiple monitors, the settings in the Multiple Monitors area are active.
3. In the Multiple Monitors area, click the Display Slide Show On arrow, and then
in the list, click the name of the monitor you want to use to show the slides to
your audience.
The slides will display full-screen on the specified monitor.
4. Select the Show Presenter View check box, and then click OK.
5. With the title slide of the presentation active, switch to Slide Show view.
The title slide is displayed full screen on the delivery monitor, and Presenter
view is displayed on the control monitor. As the presenter, you can see details
about what slide or bullet point is coming next, see your speaker notes, jump
directly to any slide, black out the screen during a pause in the presentation,
and keep track of the time.
6. On the control monitor, use the Presenter view tools to control the
presentation.
Delivering Presentations 509
Delivering Presentations
To deliver a presentation to an audience, you first click the Slide Show button to display
the slides full screen. Then depending on how you have set up the presentation, you
can either click the mouse button without moving the mouse to display the slides in
sequence, or you can allow PowerPoint to display the slides according to the advancement timings you have set on the Transitions tab.
See Also For information about advancement timings, see “Adding Transitions” in Chapter 16,
“Add Simple Visual Enhancements.”
If you need to move to a slide other than the next one or the previous one, you can
move the mouse pointer to display an inconspicuous navigation toolbar in the lower-left
corner of the slide. You can use this toolbar in the following ways:
● To move to the next slide, click the Next button.
● To move to the previous slide, click the Previous button.
● To jump to a slide out of sequence, click the Navigation button, click Go To Slide,
and then click the slide.
Tip You can also display the Navigation button’s menu by right-clicking the slide.
● To end the presentation, click the Navigation button, and then click End Show.
Keyboard Shortcuts To display a list of keyboard shortcuts for carrying out presentation tasks, click the Navigation button, and then click Help. For example, you can press
the Spacebar, the Down Arrow key, or the Right Arrow key to move to the next slide;
press the Page Up key or the Left Arrow key to move to the previous slide; and press the
Esc key to end the presentation.
During a presentation, you can reinforce your message by drawing on the slides with an
electronic “pen” or changing the background behind text with a highlighter. You simply click
the Pen button on the toolbar that appears when you move the mouse, click the tool you
want, and then begin drawing or highlighting. The pen color is determined by the setting in
the Set Up Show dialog box, but you can change the pen color during the presentation by
clicking the Pen button, clicking Ink Color, and then selecting the color you want.
In this exercise, you’ll move around in a presentation in various ways while delivering it.
You’ll also use a pen tool to mark up one slide, change the color of the markup, and then
mark up another.
510 Chapter 17 Review and Deliver Presentations
SET UP You need the SavingWater_start presentation located in your Chapter17
practice file folder to complete this exercise. Open the SavingWater_start presentation, and save it as SavingWater. Then follow the steps.
1. With slide 1 selected in Normal view, on the View Shortcuts toolbar, click the
Slide Show button.
PowerPoint displays the title slide after implementing its applied transition effect.
2. Click the mouse button to advance to slide 2.
The slide contents ripple onto the screen.
3. Press the Left Arrow key to move back to the previous slide, and then press the
Right Arrow key to display the next slide.
4. Move the mouse.
The pointer appears on the screen, and barely visible in the lower-left corner, the
shadow toolbar appears.
Troubleshooting If the pop-up navigation toolbar doesn’t seem to appear, move the
pointer to the lower-left corner of the screen and move it slowly to the right. The four
toolbar buttons should become visible in turn. If they don’t, press the Esc key to end
the slide show. Then display the Backstage view, and click Options. In the PowerPoint
Options dialog box, click Advanced, and in the Slide Show area, select the Show Popup
Toolbar check box, and click OK.
5. Move the pointer to the bottom of the screen and to the left until the Next button
appears. Then click the Next button to display slide 3.
6. Right-click anywhere on the screen, and then click Previous to redisplay slide 2.
7. Right-click anywhere on the screen, point to Go to Slide, and then in the list of
slide names, click 11 Soil Amendment.
8. Display the toolbar, click the Navigation button, and then click Next to display
slide 12.
9. Use various navigation methods to display various slides in the presentation until
you are comfortable moving around.
10. Right-click anywhere on the screen, and then click End Show.
The active slide appears in Normal view.
Tip If you click all the way through to the end of the presentation, PowerPoint displays a
black screen to indicate that the next click will return you to the previous view. If you do
not want the black screen to appear at the end of a presentation, display the PowerPoint
Options dialog box, and click Advanced. Then in the Slide Show area, clear the End With
Black Slide check box, and click OK. Then clicking while the last slide is displayed will
return you to the previous view.
11. Display slide 11, and switch to Slide Show view.
Delivering Presentations 511
12. Right-click anywhere on the screen, point to Pointer Options, and then click
Highlighter.
Tip When the pen or highlighter tool is active in Slide Show view, clicking the mouse
button does not advance the slide show to the next slide. You need to switch back to
the regular pointer to use the mouse to advance the slide.
13. On the slide, highlight the words 10 tons.
14. Right-click anywhere on the screen, point to Pointer Options, and then click Pen.
15. On the slide, draw a line below the words per acre per year.
PowerPoint draws the line in the color specified in the Set Up Show dialog box as
the default for this presentation.
You can emphasize a point with the highlighter or pen.
16. Right-click the screen, point to Pointer Options, and then click Erase All Ink on
Slide.
The highlight and line are erased.
17. Press the Spacebar to move to the next slide.
18. Display the toolbar, click the Pen button, point to Ink Color, and then under
Standard Colors in the palette, click the Dark Red box.
512 Chapter 17 Review and Deliver Presentations
19. Draw a line below the words Prevent erosion.
20. Right-click anywhere on the screen, point to Pointer Options, and then click
Arrow.
The pen tool changes back to the regular pointer, and you can now click the mouse
button to advance to the next slide.
21. Press Esc to stop the presentation.
A message asks whether you want to keep your ink annotations.
22. Click Discard.
The active slide is displayed in Normal view.
CLEAN UP Save the SavingWater presentation, and then close it.
Key Points
● It’s most efficient to set up your presentation in its intended output format before
you begin adding content.
● To proof a presentation on paper, you can print it in color, grayscale, or black and
white, depending on the capabilities of your printer.
● You can easily create speaker notes to facilitate a presentation delivery, or print
handouts so that your audience can easily follow your presentation.
● Finalizing a presentation ensures that it doesn’t contain personal or confidential
information and that people are alerted before making further changes.
● Knowing how to use all the navigation toolbar buttons, commands, and keyboard
shortcuts to navigate in Slide Show view is important for smooth presentation
delivery.
● To emphasize a point, you can mark up slides during a presentation by using a pen
in various colors or a highlighter.
513
Part 5
Microsoft
OneNote 2010
18 Explore OneNote 2010 . . . . . . . . . . . . . . . . . . . . . . . 515
19 Create and Configure Notebooks . . . . . . . . . . . . . . 539
20 Create and Organize Notes . . . . . . . . . . . . . . . . . . . . 563
Chapter at a Glance
Navigate in the OneNote
program window, page 516
Explore OneNote in the
default notebook, page 526
Work in the
OneNote program
window, page 519
Customize OneNote,
page 535
515
18 Explore
OneNote 2010
In this chapter, you will learn how to
✔ Navigate in the OneNote program window.
✔ Work in the OneNote program window.
✔ Explore OneNote in the default notebook.
✔ Customize OneNote.
Microsoft OneNote 2010 is a handy program that makes it possible to electronically
collect and store pieces of information. You can use OneNote to:
● Collect, save, and safeguard information in one place.
● Take notes in a class or meeting.
● Organize information in a way that is logical to you.
● Search for information when you need it.
After you spend a short time using OneNote, you will undoubtedly find many uses for it.
OneNote 2010 is available in all editions of Microsoft Office 2010, and is equally useful
for business and personal purposes.
As with all organizational systems, OneNote is most effective if you use it on a regular
basis. By developing consistent data collection and storage practices, you will be able to
most efficiently locate stored information whenever you need it. Eventually, you might
even wonder how you ever survived without it.
In this chapter, you’ll explore the OneNote working environment and storage structure,
learn how to move around and work in OneNote, and look at the options for customizing
OneNote to better fit the way you work.
Practice Files You don’t need any practice files to complete the exercises in this chapter.
For more information about practice file requirements, see “Using the Practice Files” at
the beginning of this book.
516 Chapter 18 Explore OneNote 2010
Navigating in the OneNote Program Window
In the same way that the Windows operating system information storage structure
reflects that of a physical office, (with a desktop, folders, and files), the OneNote storage
structure reflects that of a tabbed notebook. You might have a notebook for each project you work on, or one notebook in which you track business information and another
in which you track personal information. Each notebook is divided into sections, and
each section is divided into pages. If you want to extend the analogy, you can even format the background of a notebook page to resemble various types of ruled paper.
See Also For information about changing the background of a notebook page, see “Creating
Sections and Pages,” in Chapter 19, “Create and Configure Notebooks.”
In Windows Explorer, each notebook is represented by a folder in your Documents\OneNote
Notebooks folder. Each section of a notebook is stored as an .one file within the notebook folder. (Although you would usually move sections within OneNote itself, it is possible to move or copy a section to a different notebook in Windows Explorer by moving
or copying the section file to a different notebook’s folder.
A typical OneNote notebook storage structure.
When you start OneNote 2010 for the first time, the program opens a sample notebook
named Personal. Thereafter when you start OneNote, the notebook you worked with in
the previous OneNote session opens.
Information about the content of open OneNote notebooks is shown in four areas of
the OneNote program window.
Navigating in the OneNote Program Window 517
Navigation Bar Notebook header Content pane Page Tabs Bar
The default appearance of the OneNote program window.
● The Navigation Bar on the left side of the program window displays information
about the notebooks that are stored in the default notebook location. When collapsed, as it is by default, the Navigation Bar displays a button for each notebook.
When expanded, the Navigation Bar displays the hierarchical structure of each
notebook. You expand and collapse the Navigation Bar by clicking the button in
its upper-right corner.
Collapse Navigation Bar
The expanded Navigation Bar.
● The content pane in the center of the program window displays the active notebook page. On pages that you create, the page title appears at the top of the page,
along with the date and time the page was most recently modified.
518 Chapter 18 Explore OneNote 2010
● The notebook header above the content pane displays section tabs that you can
click to move between sections of the active notebook.
● The Page Tabs Bar to the right of the content pane displays page tabs you can click
to move between pages of the active section. By default, the Page Tabs Bar displays
a tab for each page in the current section. You can filter the display of tabs to make
it easier to locate specific content.
You can collapse and expand the Page Tabs Bar by clicking the button in its upperright corner.
Keyboard Shortcuts Press Alt+Page Up to display the first page in the currently visible
set of page tabs; press Alt+Page Down to display the last page in the currently visible set.
Press Ctrl+Shift+[ to increase the width of the Page Tabs Bar; press Ctrl+Shift+] to
decrease the width of the Page Tabs Bar.
Working with Multiple Notebooks
You can have multiple notebooks open at one time, either in the same OneNote
window or in separate OneNote windows.
Keyboard Shortcut Press Ctrl+M to open a second instance of the current OneNote
window.
To open a notebook in the current OneNote window:
1. On the Open page of the Backstage view, click the Open Notebook button.
2. Browse to your Documents\OneNote Notebooks folder.
3. Click the folder representing the notebook you want to open, and click Open.
In the notebook folder, click the Open Notebook file, and then click Open.
Tip The Open Notebook file is a Table Of Contents file that contains pointers to
the content within the notebook.
When you work with multiple notebooks in the same OneNote window, you can
easily switch between them by clicking a notebook’s button on the Navigation Bar.
Keyboard Shortcut Press Ctrl+G, the Down Arrow or Up Arrow key, and then Enter to
switch to a different notebook on the Navigation Bar.
If you don’t need to access an open notebook any more, you can close it. Closed
notebooks do not appear on the Navigation Bar.
To close a notebook:
● On the Navigation Bar, right-click the notebook button, and then click Close
This Notebook.
Working in the OneNote Program Window 519
Working in the OneNote Program Window
As you do in other Office programs, you work with OneNote notebook content by using
the commands on the ribbon and Quick Access Toolbar, and with the OneNote program,
and OneNote notebook files in the Backstage view.
Working from the Ribbon and Quick Access Toolbar
Unlike in other Office 2010 programs, the ribbon in OneNote is collapsed by default to
provide more space for the notebook page.
The OneNote ribbon includes the File tab and six other tabs:
● Home This tab includes buttons that represent commands for formatting notebook content, inserting and locating content tags, and coordinating notebook
content with Microsoft Outlook 2010.
See Also For information about content tags, see the sidebar “Tagging Content” in
Chapter 20, “Create and Organize Notes.”
The Home tab of the OneNote ribbon.
Troubleshooting The appearance of buttons and groups on the ribbon changes
depending on the width of the program window. For information about changing the
appearance of the ribbon to match our screen images, see “Modifying the Display of
the Ribbon” at the beginning of this book.
See Also For information about interactions between OneNote and Outlook, see
“Creating Sections and Pages” in Chapter 19, “Create and Configure Notebooks.”
● Insert This tab includes commands for inserting, linking to, and attaching images,
files, audio and video recordings, time stamps, and special symbols.
The Insert tab of the OneNote ribbon.
See Also For information about inserting various types of content, see Chapter 20,
“Create and Organize Notes.”
520 Chapter 18 Explore OneNote 2010
● Share This tab includes commands for sharing a notebook with other OneNote
users and for managing a multiuser notebook.
The Share tab of the OneNote ribbon.
See Also For information about multiuser notebooks, see “Creating a Notebook for Use
by Multiple People” in Chapter 19, “Create and Configure Notebooks.”
● Draw This tab includes commands for inserting and manipulating handwritten
content.
The Draw tab of the OneNote ribbon.
See Also For information about writing in a notebook, see “Entering Content Directly
onto a Page” in Chapter 20, “Create and Organize Notes.”
● Review This tab includes commands for working with the of text stored on notebook pages, including checking spelling and grammar; researching word choices;
and translating content either by using the Office translation tools or through an
online service.
The Review tab of the OneNote ribbon.
See Also For information about reviewing content, see “Correcting Spelling and
Grammatical Errors” in Chapter 3, “Edit and Proofread Text.”
Working in the OneNote Program Window 521
● View This tab includes commands for changing the appearance of the OneNote
window and of notebook pages, for magnifying your view of notebook content,
and for working with multiple program windows.
The View tab of the OneNote ribbon.
In OneNote, the default Quick Access Toolbar displays the Back, Undo, Dock To Desktop,
and Full Page View buttons. As with other Office 2010 programs, you can change the
location of the Quick Access Toolbar and customize it to include any commands to which
you want to have one-click access.
Customize Quick Access
Toolbar menu
The default OneNote Quick Access Toolbar.
From the Customize Quick Access Toolbar menu, you can add the Forward, Redo, Print,
Print Preview, Favorite Pens, and Favorite Highlighter buttons. You can add other buttons
from the Quick Access Toolbar page of the OneNote Options window or by right-clicking
a command on the ribbon and then clicking Add To Quick Access Toolbar.
See Also For information about creating handwritten content with pens and highlighters, see
“Entering Content Directly onto a Page” in Chapter 20, “Create and Organize Notes.”
Tip If you prefer to work with the ribbon collapsed to maximize the available notebook page
space, add all the commands you use frequently to the Quick Access Toolbar and display it
below the ribbon, directly above the workspace. For information, see “Customizing the Quick
Access Toolbar” in Chapter 1, “Explore Office 2010.”
522 Chapter 18 Explore OneNote 2010
Working in the Backstage View
As with other Office 2010 programs, clicking the File tab at the left end of the OneNote
ribbon displays the Backstage view. Commands related to managing OneNote and
OneNote files (rather than notebook content) are organized on the following pages of
the Backstage view:
● Info From this page, you can share, close, or view the properties of a notebook,
view the synchronization status of your local copy of a shared notebook (the copy
that is on your computer) with the original notebook (the copy that is in the central
storage location), and open backup copies of notebooks.
The Info page of the Backstage view.
● Open From this page, you can open an existing notebook either by browsing
to and selecting the notebook’s Table Of Contents file or by selecting a recently
closed notebook from a list on the page.
● New From this page, you can create a new notebook on your local computer, on
a computer that you access on your local network, on a SharePoint site, or on a
Web site.
Working in the OneNote Program Window 523
The New page of the Backstage view.
See Also For information about new notebooks, see “Creating a Notebook for Use
by One Person” and “Creating a Notebook for Use by Multiple People” in Chapter 19,
“Create and Configure Notebooks.”
● Share From this page, you can share a notebook with other OneNote users by
storing it on a computer that you access on your local network, on a SharePoint
site, or on a Web site.
The Share page of the OneNote Backstage view.
524 Chapter 18 Explore OneNote 2010
See Also For information about sharing notebooks, see “Creating a Notebook for Use
by Multiple People” in Chapter 19, “Create and Configure Notebooks.”
● Save As From this page, you can save the current page or section in one of several
file formats, or save the current notebook as a OneNote Package ( a distributable
OneNote file), a PDF file, or an XPS file.
The Save As page of the Backstage view.
● Send From this page, you can send the current page content to Outlook or to
Microsoft Word. If you want to send information from the current page to someone, you can embed the page content in the body of an e-mail message or attach
the page to a message as a OneNote (.one) file, a Web (.mht) file, or a Portable
Document Format (.pdf) file. You can copy the page content into a Word document,
or if you use Word as your blog editor, you can copy the page content to a blog
post form.
Working in the OneNote Program Window 525
The Send page of the Backstage view.
● Print From this page, you can preview and print a notebook page, a group of
pages, or an entire section of a notebook.
You can click Print and choose settings in the Print dialog box, or click Print Preview
and choose settings in the Print Preview And Settings dialog box.
The Print Preview And Settings dialog box.
● Help From this page, you can access information about your Office installation,
manage product activation and product keys, and access support resources,
program options, and program updates.
526 Chapter 18 Explore OneNote 2010
Exploring OneNote in the Default Notebook
The default installation of OneNote 2010 includes one notebook, named Personal,
which has one section, named General. This section has four pages of information
about OneNote and examples of the types of information you can collect in OneNote
and ways that you can work with it.
In this exercise, you’ll take a quick tour of the Personal notebook while moving among
sections and pages, and displaying different views of a page.
SET UP You don’t need any practice files to complete this exercise; just follow
the steps.
1. On the Start menu, point to All Programs, click Microsoft Office, and then click
Microsoft OneNote 2010.
OneNote starts. If this is the first time you’ve used OneNote, the first page of the
General section of the Personal notebook is displayed.
2. If the Personal notebook isn’t open, do one of the following to open it:
❍ If the Personal notebook is shown on the Navigation Bar, click its button.
❍ If the Personal notebook is not shown on the Navigation Bar, display the
Open page of the Backstage view, and click the Open Notebook button.
In the Open Notebook dialog box, browse to your Documents\OneNote
Notebooks folder, double-click the Personal folder, and then double-click
Open Notebook.
Troubleshooting If your school or organization has a specialized OneNote environment,
the Personal notebook might not be available. You can follow along with this exercise by
substituting any available notebook.
With the default settings, the ribbon is collapsed at the top of the program window, the Navigation Bar is collapsed on the left side of the program window, and
the Page Tabs Bar is open on the right side of the program window.
Troubleshooting If the program window doesn’t appear as described, don’t worry; we’ll
show you how to adjust the settings in this exercise.
Exploring OneNote in the Default Notebook 527
You can change the area available to the notebook page by opening and closing program
window elements.
The current notebook is indicated by the active (boxed) notebook button on the
Navigation Bar. The current section is indicated by the active (top) tab in the notebook header. The current page is indicated in the window title bar, in the dotted
box at the top of the page, and on the active page tab.
Current notebook Current section Current page
You can easily identify your location within the notebook organizational structure.
3. At the top of the Navigation Bar, click the Expand Navigation Bar button.
The expanded Navigation Bar displays the notebook and the two sections within it,
which correspond to the tabs in the notebook header.
528 Chapter 18 Explore OneNote 2010
4. On the Navigation Bar, in the Personal notebook, click Unfiled Notes.
OneNote displays the Unfiled Notes section. This is a holding area for content that
you send to OneNote from other programs. You can also create content directly in
this section if you haven’t decided on an organizational structure for the content.
Until you add content to the Unfiled Notes section, it is empty.
See Also For information about sending content to OneNote from other Office 2010
programs, see “Creating Sections and Pages” in Chapter 19, “Create and Configure
Notebooks,” and “Sending Content to OneNote” in Chapter 20, “Create and Organize
Notes.”
The Unfiled Notes section is part of the OneNote program rather than part of a
specific notebook; you have only one Unfiled Notes section, and it is shared by all
your notebooks.
Tip You can open the Unfiled Notes section when working in any notebook by clicking
the Unfiled Notes button located at the bottom of the Navigation Bar.
5. On the Navigation Bar, on the right side of the Personal notebook button, click
the Collapse button.
The sections of the Personal notebook disappear from the Navigation Bar.
6. In the notebook header, point to the General tab.
A ScreenTip displays the complete path to the storage location of the section file
(the .one file). Notice that the file name matches the section name.
Point to a section tab to display its storage location.
7. Click the General tab to redisplay the General section of the Personal notebook.
Then scroll down the page to view its content.
Exploring OneNote in the Default Notebook 529
Tip An image of a video thumbnail is embedded near the bottom of the page. Clicking
the Click Here link to the right of the thumbnail displays a Web page from which you
can play the video “How to organize stuff in OneNote 2010.” This is a short video, without
narrative, that provides a very basic overview of notebooks, sections, and pages.
8. At the top of the Page Tabs Bar, click the Collapse Page Tabs button.
The Page Tabs Bar shrinks to about half its former width. When truncated, the same
name is displayed for the first and second pages.
9. In the Page Tabs Bar, point to the second page tab.
A ScreenTip displays the entire page title, OneNote Basics.
When the Page Tabs Bar is collapsed, pointing to any page tab displays the full page name.
See Also For information about the New Page icon that appears to the left of the page
tabs when you point to them, see “Creating Sections and Pages” in Chapter 19, “Create
and Configure Notebooks.”
10. Click the OneNote Basics page tab. Then scroll down the page to view its content.
At the top of the page are images of several types of content you can create in a
notebook by using the tools that are built into OneNote.
You can create tables, charts, lists, equations, and more by using the tools in OneNote.
530 Chapter 18 Explore OneNote 2010
See Also For information about inserting and creating content on notebook pages, see
Chapter 20, “Create and Organize Notes.”
11. View the content of the Top Uses and What’s New pages. Then display the Info
page of the Backstage view, and click the Settings button for the Personal notebook.
A menu of actions you can take with the notebook expands.
From the Info page, you can work with the currently active notebook.
12. On the Settings menu, click Close.
The Personal notebook closes. Only the Unfiled Notes section remains open in the
OneNote program window.
13. Display the Open page of the Backstage view.
The Open page includes a list of notebooks you’ve recently closed.
Tip Clicking the pushpin button to the right of a notebook in the Recently Closed
Notebooks list “pins” that notebook to the list so that it stays on the list regardless
of how many other notebooks you close.
Exploring OneNote in the Default Notebook 531
From the Open page, you can open a notebook you’ve recently closed or click Open and
browse to a notebook.
14. In the Recently Closed Notebooks list, click Personal.
The Personal notebook reopens.
15. At the top of the program window, click the collapsed View tab of the ribbon.
The ribbon temporarily expands.
Options in the Views group change your view of the OneNote program window, not just of the
selected notebook.
532 Chapter 18 Explore OneNote 2010
16. In the Views group, click the Dock to Desktop button.
Keyboard Shortcut Press Ctrl+Alt+D to dock the OneNote window.
The ribbon collapses. The OneNote program window becomes a vertical pane on
the right side of the screen.
Docking the OneNote program window allows you to see more of your desktop.
Exploring OneNote in the Default Notebook 533
17. Experiment with the docked OneNote window.
You can’t move the docked window by dragging its title bar. You can change the
width of the window by dragging its left edge. When the window width is at its
narrowest, the Quick Access Toolbar and ribbon tabs are not visible.
Tip Other open windows on the screen might resize when you change the width of the
docked OneNote window. Maximizing another window while OneNote is docked resizes
that window to fill the entire screen other than the vertical space taken by the docked
OneNote window. The docked window space is not available to other windows.
18. In the docked OneNote window, click the collapsed View tab.
Only a subset of the commands previously available from this tab is available in the
docked window.
19. In the Views group, click the Normal View button.
The program window returns to its normal size.
Tip You can also undock the window by clicking the active Dock To Desktop button on
the Quick Access Toolbar.
20. On the Quick Access Toolbar, click the Full Page View button.
Keyboard Shortcut Press F11 to enable or disable Full Page view.
The Navigation Bar and Page Tabs Bar close entirely, and the content pane fills the
width of the program window. The Pages tab appears on the ribbon.
21. Double-click the Pages tab to permanently expand it.
The tab contains commands for moving among pages, locating content, and creating,
deleting, or moving notebook pages.
534 Chapter 18 Explore OneNote 2010
22. In the Navigate group, click the Next Page button two times.
Keyboard Shortcut Press Ctrl+Page Down to display the next page in the current section. Press Ctrl+Page Up to display the previous page in the section. Press Alt+Home to
display the first page in the section. Press Alt+End to display the last page in the section.
OneNote displays the Top Uses page in Full Page view.
In Full Page view, the Navigation Bar and Page Tabs Bar are hidden.
23. On the Quick Access Toolbar, click the active Full Page View button.
OneNote returns to Normal view, and the Pages tab disappears from the ribbon.
CLEAN UP Close the Personal notebook, but leave OneNote open.
Customizing OneNote 535
Customizing OneNote
In this book, we discuss the default behavior of OneNote—the way the program works if
you don’t change any of its settings. As with all Office programs, there are a number of
adjustments—major and minor—that you can make to modify the program to suit your
needs. The majority of these are available from the OneNote Options dialog box, which
you open by clicking Options in the Backstage view.
The Display page of the OneNote Options dialog box.
536 Chapter 18 Explore OneNote 2010
Like the Options dialog box in other Office 2010 programs, the OneNote Options dialog
box presents a wide variety of settings divided into category-specific pages. Many of the
settings you can control in OneNote are the same as those available in other Office programs. The OneNote Options dialog box includes the following pages:
● General On this page, you can set options that are common to the Office 2010
programs, including user interface options, the default font, and the user name
and initials that identify changes you make to notebook content.
● Display On this page, you can change the location and appearance of OneNote
features and tools.
● Proofing On this page, you can set the AutoCorrect options and spelling options
for use in OneNote, as well as the spelling options that are common to the Office
2010 programs.
● Save & Backup On this page, you can specify the default locations in which OneNote
saves files, configure automatic backup options or start a backup procedure, and
configure file optimization options.
● Send to OneNote On this page, you can specify where OneNote stores content
that you send from Outlook, send from a Web page, and print from a program to
OneNote.
● Audio & Video On this page, you can specify audio and video recording settings and enable OneNote to search for spoken words within audio and video
recordings.
● Language On this page, you can specify the languages used by the dictionary and
spelling checker, the language priority order for buttons, tabs, and Help content,
and the ScreenTip display language.
● Advanced On this page, you can set a variety of options including those for
linking notes that you take from a docked OneNote window to other programs,
optimizing OneNote operations when the computer is running on battery power,
and working with tags and passwords.
Investigate this dialog box at your own convenience.
Key Points 537
Key Points
● OneNote simplifies the process of collecting and storing electronic information.
● OneNote 2010 supports multiple notebooks, computers, and users, and has many
useful new features.
● OneNote 2010 stores information in the Documents\OneNote Notebooks folder.
Each “notebook” consists of a folder containing a .one file corresponding to each
section within the notebook.
● The default OneNote 2010 installation includes a notebook containing examples
and ideas for using OneNote in your home, school, or business environment.
● You can customize many aspects of the appearance and behavior of OneNote to
fit your needs.
Chapter at a Glance
Create a notebook for use
by one person, page 540
Create a notebook
for use by multiple
people, page 543
Create sections and
pages, page 550
539
19 Create and
Configure
Notebooks
In this chapter, you will learn how to
✔ Create a notebook for use by one person.
✔ Create a notebook for use by multiple people.
✔ Create sections and pages.
In Chapter 18, “Explore OneNote 2010,” we discussed the basic Microsoft OneNote 2010
data storage structure (notebooks, sections, and pages) and took a tour of the sample
notebook that comes with OneNote. As you’ll see in this chapter, there are many ways of
structuring a notebook. The important thing is to create a structure that is easy for you
to move around in so that you can easily find the information you want when you want it.
With OneNote 2010, you can create notebooks for your personal use on one computer,
for use on multiple computers, and for use by multiple people. The ability to contribute
and edit content in a shared notebook simultaneously with other people opens up many
possibilities for collaboration.
In this chapter, you’ll create a OneNote notebook on your computer and learn how to
create a notebook that you can access from more than one computer or in which you
can collaborate on content with other people. You’ll create sections and section groups
in your notebook, and add pages and subpages to the notebook so that you are ready
to start storing information.
Practice Files You don’t need any practice files to complete the exercises in this chapter.
For more information about practice file requirements, see “Using the Practice Files” at
the beginning of this book.
540 Chapter 19 Create and Configure Notebooks
Creating a Notebook for Use by One Person
OneNote 2007 included several notebook templates that created notebooks containing
sections and pages customized for their intended use. OneNote 2010 doesn’t include any
notebook templates; you simply create a basic notebook and then create the sections
and pages you want within it.
You can create a basic notebook, add content to it, and then organize the content into
pages and sections, or you can create an organizational structure and then add content
to the pages and sections. The best method will vary depending on the way you plan to
use the notebook—whether you are collecting a wide variety of information or working
on a highly structured.
If you work on only one computer, simply create the notebook in the default location (your
Documents\OneNote Notebooks folder). If you work on more than one computer
(such as a desktop computer and a portable computer) and have read/write access
from both computers to a shared location, you can create a notebook that you can
access from more than one computer. An appropriate shared location might be any of
the following:
● A shared folder on your primary computer
● A folder on a shared network location
● A removable storage drive (such as a USB flash drive) that you move between
computers
● A Microsoft SharePoint site document library
● A Web site
The first two locations are accessible only when you’re working on the same network as
the storage location; the last two are accessible only when you have an Internet connection; and the removable storage drive is accessible from any location.
See Also For information about sharing notebooks with other people over a network, on
a SharePoint site, or on a Windows Live SkyDrive site, see “Creating a Notebook for Use by
Multiple People” later in this chapter.
If you store the notebook in a shared folder on your primary computer, you can open it
from any other computer for which you have the same logon credentials. Choose a storage
location that will be available when you need it; for example, if you turn off your desktop
Creating a Notebook for Use by One Person 541
computer while traveling with your portable computer, a notebook stored on the desktop computer might not be accessible.
In this exercise, you’ll create a simple notebook in the default storage location on your
computer.
SET UP You don’t need any practice files to complete this exercise. Start OneNote,
and then follow the steps.
1. Display the Backstage view, and then in the left pane, click New.
The New page displays options for creating local and shared notebooks.
The New page is divided into numbered areas that lead you through the process of creating a
notebook. Only steps 1 and 3 are visible until you select the storage location.
2. On the New page, under 1. Store Notebook On, click My Computer.
The page content changes to include options specific to creating a local notebook.
3. In the 2. Name box, enter My SBS Notes.
Important The name of this notebook includes SBS, for Step by Step, so that you can
easily differentiate it from your own notebooks.
542 Chapter 19 Create and Configure Notebooks
4. In the 3. Location box, confirm that the path specifies your Documents\OneNote
Notebooks folder as the location of the new notebook.
This is all the information you need to provide to create the notebook.
After you select the type of storage location, corresponding options appear on the page.
5. In the lower-right corner of the New page, click the Create Notebook button.
OneNote displays the new notebook.
Creating a Notebook for Use by Multiple People 543
A new notebook includes one section and one untitled page.
CLEAN UP Retain the My SBS Notes notebook for use in later exercises.
Creating a Notebook for Use by Multiple People
With Microsoft Office 2010, Microsoft has placed a strong emphasis on collaboration,
specifically on the ability for multiple people (referred to as authors) to work together
to create a document. OneNote is no exception—multiple people can access and contribute to an individual notebook that is stored in a central location.
OneNote creates an offline copy of the notebook on each computer from which the
notebook is accessed. OneNote synchronizes each offline copy with the original notebook when the computer reconnects to the shared location and OneNote is running.
If you know in advance that you plan to share a notebook, you can do so at the time
you create it; otherwise, you can share an existing notebook at any time.
544 Chapter 19 Create and Configure Notebooks
Sharing a New or Existing Notebook
When creating a shared notebook, you select a storage location that is accessible either
over your network or over the Internet, depending on the access requirements of the
people with whom you want to share the notebook.
If you create a notebook for use on only one computer and later decide you want to
share it with other authors, you can easily do so.
● If your primary computer can be accessed through a network or workgroup, you
can share the notebook from its original location.
● If your primary computer cannot be accessed through a network or workgroup,
or if you do not log on to your primary and secondary computers with the same
credentials, you can move the notebook to a shared location.
To share the active notebook, follow these steps:
1. On the Share tab, in the Shared Notebook group, click Share This Notebook.
The Share page of the Backstage view opens.
2. Select the location from which you want to share the notebook, as follows:
❍ To share the notebook with any Internet user, click Web in the Share On
section. Then in the Web Location section, click or browse to the site.
Sharing a notebook over the Web allows authors to access it from any location.
Creating a Notebook for Use by Multiple People 545
Troubleshooting When sharing a notebook over the Web, you should be able to do
so by storing the notebook on a Windows Live SkyDrive site. At the time of writing this
book, that option is unavailable, but hopefully it will be working by the time you read
this.
❍ To share the notebook with co-workers from a computer that is on your
organization’s internal network, click Network in the Share On section. In the
Network Location section, enter the UNC address of the network location (in
the format \\server\share\folder), click the location in the Recent Locations
list, or click Browse and then, in the Select Folder dialog box, navigate to the
network location and click Select.
To share a notebook over a network, choose a network location to which all authors have
access.
Tip If the Network Location box contains a SharePoint site address, clicking the Browse
button opens that site; if you need to enter credentials to access the site, OneNote prompts
you to do so.
❍ To share the notebook with co-workers from a SharePoint document library,
click Network in the Share On section. In the Network Location section, enter
the URL of the document library or click the document library in the Recent
Locations list.
546 Chapter 19 Create and Configure Notebooks
3. On the Share page of the Backstage view, click the Share button.
OneNote saves the notebook in the selected location and displays a confirmation
dialog box.
You can let other authors know the location of the shared notebook by sending an e-mail
message initiated by OneNote.
4. If you want to inform other people about the location of the shared notebook at
this time, click E-mail A Link. Otherwise, click No, Thanks.
If you click E-mail A Link, your default e-mail program starts, if it isn’t already
running, and creates an e-mail message with the subject Invitation to OneNote
notebook. The message body includes a link to the shared notebook.
The standard e-mail message includes the location of the shared notebook.
After you share a notebook on a Web or network location, the Share page of the
Backstage view changes to reflect that.
Other OneNote users can open a shared notebook either by clicking the link in the notification e-mail message or by browsing to the storage location of the shared notebook
from the Open page of the Backstage view.
Creating a Notebook for Use by Multiple People 547
You can notify other people of the location of a shared notebook at any time by clicking the link
on the Share page of the Backstage view.
To create a new notebook in a shared location, follow these steps:
1. Display the New page of the Backstage view.
2. Select the location in which you want to create the notebook, as follows:
❍ To share the notebook with any Internet user from a Windows Live Sky Drive
site, click Web in the Store Notebook On section. Then in the Web Location
section, click or browse to the site.
❍ To share the notebook with co-workers from a computer that is on your
organization’s internal network, click Network in the Store Notebook On
section. In the Network Location section, enter the UNC address of the network location, click the location in the Recent Locations list, or click Browse and
then, in the Select Folder dialog box, navigate to the network location
and click Select.
❍ To share the notebook with co-workers from a SharePoint document library,
click Network in the Store Notebook On section. In the Network Location
section, enter the URL of the document library or click the document library
in the Recent Locations list.
3. On the New page of the Backstage view, click the Create Notebook button.
548 Chapter 19 Create and Configure Notebooks
Managing a Shared Notebook
In OneNote, people who contribute to a notebook are referred to as authors. OneNote
2010 tracks the contributions of each notebook author. By default, other author’s initials
(as identified in the OneNote Options dialog box) are shown next to his or her edits; if
you prefer, you can hide the authors’ initials.
Author’s initials
The commands you use to manage the shared notebook content are available from the Share tab
on the ribbon.
Troubleshooting The appearance of buttons and groups on the ribbon changes depending
on the width of the program window. For information about changing the appearance of
the ribbon to match our screen images, see “Modifying the Display of the Ribbon” at the
beginning of this book.
You can locate changes made to the notebook content within a specific time frame or by
author. You can also view prior versions of a page, and roll back to a prior version if you
want to discard the changes made since that version.
Creating a Notebook for Use by Multiple People 549
Manage prior version Prior versions Changes by author
OneNote saves all prior versions of a page and indicates when and by whom they were changed.
By default, shared notebooks are synchronized when any author makes changes. You
can check the synchronization status of your local copy of a shared notebook from the
Shared Notebook Synchronization dialog box, which you open by clicking the View Sync
Status button on the Info page of the Backstage view or by right-clicking the notebook
on the Navigation Bar and then clicking Notebook Sync Status.
Your local copy of a shared notebook automatically reflects changes made by other authors unless you
change the default setting in the Shared Notebook Synchronization dialog box.
550 Chapter 19 Create and Configure Notebooks
The Sync Automatically Whenever There Are Changes option is selected by default. If
you prefer, you can choose to work offline and sync only when you click the Sync Now
button in this dialog box.
When the Navigation Bar is expanded, the ActiveSync icon to the right of the notebook
name indicates the synchronization status of the shared notebook.
Synchronization status
A green check mark on the ActiveSync icon indicates that your local copy is synchronized with the
shared notebook.
When OneNote is not actively synchronizing the primary notebook with the copies on
other computers, one of the following indicators appears on the icon:
● A green check mark indicates a successful synchronization.
● A yellow caution triangle indicates a synchronization error.
● A red slashed circle indicates that the local copy of the notebook is offline.
Creating Sections and Pages
As we discussed briefly in the previous topic, you can create content and then move
it into an organizational structure, or you can create an organizational structure and
then create content within it. In this topic, we discuss creating storage structures within
OneNote.
Creating Sections and Pages 551
A new notebook contains one untitled section and one untitled page. You can easily create new pages on which to collect information and subdivide pages into subpages. You
can also create new sections in which to organize the pages. You can further organize
information by grouping sections together in section groups.
So how do you know whether to create a page, subpage, section, or section group? The
answer is determined by the following:
● The nature of the information you are collecting. In a Customer Records notebook,
you might want to include a section for each client, and in a Project Records notebook, you might want one section per project.
● The volume of information. There is no point in collecting information unless you
can quickly and easily retrieve it when you need it. On an ideal page, all the information is visible at a glance, without too much scrolling. If you have to scroll, maybe some of the information should be organized on subpages. Similarly, in an ideal
section, all the pages and subpages are visible at a glance on the Page Tabs Bar. If
there are too many page tabs, maybe some of the pages should be organized in
new sections. And if not all the sections are visible in the notebook header at a
glance, maybe it’s time to organize the sections in section groups.
The important thing to remember is that the organizational structure of a notebook
should be dynamic—in other words, it should change as the information in the notebook changes.
Creating Pages and Subpages
When first created, each section contains one blank, untitled page. You can add plain
blank pages, blank pages of a special size or with a special background, or specialized
pages containing content templates for you to replace with your own content.
Blank page options include the following:
● Specific sizes, including Statement, Letter, Tabloid, Legal, A3–A6, B4–B6, Postcard,
Index Card, and Billfold
● Simple backgrounds, including College Ruled, Small Grid, or 16 solid colors
● Nearly 70 decorative backgrounds displaying illustrated or photographic elements
in the title bar, corner, margin, or background of an otherwise blank page
552 Chapter 19 Create and Configure Notebooks
Specialized page options are based on content templates, which are divided into the
following categories:
● Academic templates, including Simple and Detailed Lecture Notes, Lecture Notes
And Study Questions, Math/Science Class Notes, and History Class Notes
● Business templates, including Project Overview and six types of Meeting Notes
● Planners templates, including three types of To Do Lists
You can quickly create a new page or subpage in the current section by selecting an
option from the New Page menu at the top of the Page Tabs Bar.
Common or recently selected page templates are available from the New Page menu.
Clicking Page Templates on the New Page menu displays the Templates task pane. You
can preview any page template by clicking it in the list. The first time you click a template
in the task pane, OneNote creates a page based on that template; subsequent clicks apply
the selected template to the created page.
Creating Sections and Pages 553
Additional page templates are available from Microsoft Office Online.
Tip You can’t apply a template from the Templates task pane to an existing page, but you
can apply a background color or create your own page template. For more information, see
the “Formatting Notes, Pages, and Sections” section of “Entering Content Directly onto a
Page” in Chapter 20, “Create and Organize Notes.”
554 Chapter 19 Create and Configure Notebooks
Naming Sections and Pages
A new section is named simply New Section, followed by a number to differentiate
it from other new sections you create (New Section 1, New Section 2, and so on). To
change the name of a section, right-click the section tab in the notebook header, click
Rename, enter the section name you want, and then press Enter or click away from the
section tab. A section name can have up to 50 characters.
A new page isn’t named at all. OneNote identifies it as Untitled page. To assign a name
to a page, you enter text in the title box located in the upper-left corner of the page.
Page title box Page Tabs Bar (minimized)
The date and time the page was created appear below the page title box.
You can enter as much text as you want in the title box; after the first eight characters,
the box expands to fit the text. When the text exceeds the maximum for the page width,
it wraps to the next line. You could enter thousands of characters in the title box, but we
recommend that you keep page titles short. Because OneNote processes the title text
each time it displays the page, long titles slow down the program response time, and
you can’t use the program while it is processing the text.
When the Page Tabs Bar is expanded at its default width, the first 21 characters of the
page title appear on the page tab; when it’s collapsed, only the first eight characters
are visible. You can increase the width of the expanded Page Tabs Bar by pointing to
the border between the active page and the tab area and then, when the cursor changes
to a double-headed arrow, dragging the border to the left.
Keyboard Shortcuts Press Ctrl+Shift+[ to increase the width of the Pages Tabs Bar. Press
Ctrl+Shift+] to decrease the width of the Pages Tabs Bar.
Creating Sections and Pages 555
The Page Tabs Bar is part of the program window, so when you switch between pages,
sections, or notebooks, its width doesn’t change. The configuration of common elements
such as the Navigation Bar and Page Tabs Bar remains constant, and changing them for
one page changes them for all pages.
Creating Sections and Section Groups
You have fewer options to consider when creating sections than when creating pages,
because there is only one type of section. Unlike pages, sections don’t have special templates. You can change a section color to differentiate it from other sections, perhaps
as a visual reminder to yourself, and you can safeguard a section by assigning an access
password to it.
See Also For information about changing a section color, see the “Page and Section
Backgrounds” section of “Entering Content Directly onto a Page” in Chapter 20, “Create
and Organize Notes.”
When a notebook contains a lot of information, you might want to create a section
group. This useful organizational tool is an entirely separate set of sections and pages
within a notebook. You can move sections to and among section groups.
In this exercise, you will rename existing sections and pages, add pages and subpages to
a section, and then add a section and a section group to a notebook.
SET UP You need the My SBS Notes notebook you created earlier in this chapter to
complete this exercise. Open the My SBS Notes notebook, expand the Navigation Bar
and the Page Tabs Bar, and then follow the steps.
1. In the notebook header, right-click the New Section 1 tab, and then click Rename.
The tab name is selected for editing.
2. Type Work, and then press Enter.
The section name changes on the section tab and on the Navigation Bar.
3. On the Untitled page, click in the page title box, and then type Notes.
As you type, the page name changes on the Page Tabs Bar.
4. On the Page Tabs Bar, click the New Page arrow and then, in the list, click Simple
To Do List.
OneNote creates a new page, titled To Do List. On the Page Tabs Bar, the To Do List
page tab follows the Notes page tab.
556 Chapter 19 Create and Configure Notebooks
The To Do List page includes a background image and a checklist. You insert tasks in the
space to the right of the check boxes.
Tip Scroll to the bottom of the To Do List page for information about reordering
checklist items.
5. On the Page Tabs Bar, click the New Page arrow, and then click Page Templates.
The Templates task pane opens on the right side of the program window.
6. In the Templates task pane, click the Business category and then, in the list, click
Simple Meeting Notes 1.
OneNote creates a page named Meeting Title. The page has a background image
and a structure for basic meeting notes.
7. In the Templates task pane, in the Business category, click Informal Meeting
Notes 1.
The format of the existing Meeting Title page changes.
Creating Sections and Pages 557
The Informal Meeting Notes 1 page includes a background image, a numbered agenda, an
action item checklist, and areas for meeting details, announcements, discussion, summary,
and notes about the next meeting.
8. In the upper-right corner of the Templates task pane, click the Close button.
The task pane closes.
9. On the Page Tabs Bar, point to the Notes page tab.
A New Page button appears on the right side of the content pane, to the left of
the Page Tabs Bar. A black triangle points from the New Page button to the top of the
page tab list.
10. Move the pointer down the page tab list to the Meeting Title page.
The New Page icon moves down the list with the pointer.
11. Point to the New Page button.
A thick black bar appears between the page tabs.
558 Chapter 19 Create and Configure Notebooks
New Page Insertion bar
The bar indicates where a new page will be inserted when you click the button.
12. If necessary, move the pointer to position the insertion bar at the end of the page
tab list. Then click the New Page button.
Keyboard Shortcut Press Ctrl+N to create a new page at the end of the current section.
Press Ctrl+Alt+N to create a new page following the current page.
OneNote creates an untitled page at the location of the insertion bar.
13. On the Page Tabs Bar, right-click the Untitled page tab, and then click Make
Subpage.
Keyboard Shortcut Press Ctrl+Alt+] to make the current page a subpage. Press
Ctrl+Alt+[ to bring a subpage up one level.
On the Page Tabs Bar, the name of the Untitled page tab is indented to indicate
that it is now a subpage of the Meeting Title page.
Subpage
The page tabs of subpages are indented to differentiate them from page tabs.
Creating Sections and Pages 559
14. Click the Meeting Title page tab. At the top of the Page Tabs Bar, click the New
Page arrow, and then, in the list, click New Subpage.
Keyboard Shortcut Press Ctrl+Shift+Alt+N to create a new subpage for the current
page.
OneNote creates a second Untitled subpage.
15. Point to the Meeting Title page tab, and then click the Collapse button that
appears at its right side.
The subpages collapse under the Meeting Title page tab.
Collapsed subpages
You can collapse subpages to save space.
16. In the notebook header, to the right of the Work section tab, click the Create New
Section button.
Keyboard Shortcut Press Ctrl+T to create a new section.
OneNote creates a section containing one blank untitled page. The section name,
New Section 1, is selected for editing.
17. Type Ideas, and then press Enter.
18. In the Navigation Bar, right-click the My SBS Notes notebook, and then click
New Section Group.
OneNote creates a section group and selects the section group’s name for editing.
19. Type Analysis, and then press Enter.
The section group appears on the Navigation Bar and in the notebook header,
represented by a stack of section tabs.
560 Chapter 19 Create and Configure Notebooks
Section group
Section groups appear on the Navigation Bar at the same level as sections within the
notebook.
20. On the Navigation Bar or the notebook header, click the Analysis section group.
The section group contains no sections or pages; it is only a container for sections.
A new section group doesn’t contain anything.
21. On the Navigation Bar, drag the Ideas section to the Analysis section group.
The selected section and its pages move to the section group.
You can move sections to a section group or create new sections and pages directly in the
section group.
CLEAN UP Close the My SBS Notes notebook.
Key Points 561
Key Points
● You can create a notebook for your own personal use on one computer or on multiple computers.
● When planning your information-storage system, you start with a blank notebook
and add sections and pages.
● The organizational structure of a notebook is dynamic and can change to reflect
the information you collect.
● You collect information on pages. When you have a lot of information on one page,
individual items of information might be easier to find if you organize them on
subpages.
● You can create pages based on decorative or functional page templates. Functional
page templates include content templates that guide you in placing your own
content.
● Pages are contained within sections. You can create additional sections to organize
different types of information, and you can organize sections in section groups.
Chapter at a Glance
Send content to
OneNote, page 579
Capture audio and
video notes, page 585
Enter content directly
onto a page, page 565
Work with note
containers, page 564
563
20 Create and
Organize Notes
In this chapter, you will learn how to
✔ Work with note containers.
✔ Enter content directly onto a page.
✔ Send content to OneNote.
✔ Capture audio and video notes.
✔ Take notes on the side.
In Chapter 19, “Create and Configure Notebooks,” we discussed creating Microsoft
OneNote notebooks, sections, and pages within which to store electronic information.
In this chapter, we move on to the task of collecting and storing the information.
OneNote 2010 provides two primary ways to collect information: the OneNote program
window and the OneNote Side Note utility. In addition, options in other programs—such
as the Send To OneNote command on the Windows Internet Explorer Tools menu, and
the Send To OneNote 2010 printer available when printing from any Windows program—
make it easy to collect information without starting or switching to OneNote.
You can store almost any type of electronic information in a OneNote notebook, including
text, graphics, photos, Web clippings and pages, hyperlinks, audio clips, and video clips.
You can store as much or as little information as you want on each individual page.
In this chapter, you’ll insert text, graphics, handwritten notes, screen clippings, Web
notes, and media clips into note containers on pages of a OneNote notebook by using
various methods.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter20 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
564 Chapter 20 Create and Organize Notes
Working with Note Containers
Each piece of information you store on a notebook page exists within a note container.
Similar to a text box that you might use to position text in a Microsoft Word document
or on a Microsoft PowerPoint slide, a note container consists of a frame that has a move
handle and a sizing handle. Each object (such as a text block, image, or URL) within the
note container has an object selector.
Object selector Move handle Sizing handle
The frame, move handle, sizing handle, and object selector are visible only when you point to the
content within the note container.
Unlike a text box in other programs, you don’t have to insert a note container on the
page before entering content into it—simply click anywhere on the page and type or
paste content, or insert content from another source, to create the container. A note
container can contain any sort of content, such as text, images, handwritten notes,
screen clippings, or Web notes (Web page content you send to OneNote directly from
Internet Explorer).
You can manipulate a note container on the page in the same way that you would
manipulate a text box or other type of content frame in a word-processing or graphics
program. You can change its size, relocate it on the page, and cut, copy, or delete it.
Entering Content Directly onto a Page 565
The contents of an entire page may be stored in one note container or in many note
containers. While you work in OneNote, the frame of the active note container is visible,
but the frames of the other note containers are not. Pointing to the content displays the
note container’s frame, and pointing to an object within the active container displays
the object selector. You can manipulate individual objects within the container by dragging, clicking, or right-clicking the associated object selector.
Entering Content Directly onto a Page
The simplest type of information you will store in a OneNote notebook, and probably
the most common, is text. You can enter text by typing directly on the notebook page
or by pasting it from another source. But you aren’t limited to simple text entry. You can
insert attachments, formatted file contents, images, multimedia objects, and handwritten notes, all with a minimum amount of effort.
Tip When deciding how much information to include on a notebook page, consider whether
you want to scroll down the page. If you want to see all the information at a glance, limit the
content to about 30 lines of standard text.
Referencing External Files
When conducting research, you might identify an entire file of information—such as a
document, image, or video clip—that you want to include in your notebook. You can
store this information in the following three ways:
● Link to the external file on a local drive, network drive, or Web site by clicking
the Link button in the Links group on the Insert tab, browsing to the file, and
then clicking OK.
● Insert the file as an attachment by clicking the Attach File button in the Files group
on the Insert tab, browsing to the file, and then clicking Insert.
Keyboard Shortcut Press Alt+N+F to attach a document or file to the current page.
● Insert the file’s contents on the page by clicking the File Printout button in the Files
group on the Insert tab, browsing to the file, and then clicking OK.
Keyboard Shortcut Press Alt+N+O to insert the contents of a document or file on the
current page.
566 Chapter 20 Create and Organize Notes
Linked file Attached file Inserted file
Opening a linked file requires access to the file location; attached and inserted files are part of
the notebook.
Tip The name of the File Printout button is somewhat misleading. Clicking this button sends
the contents of the external file that you select into the note container, in the same way that
you send a file’s contents to a printer. It does not print the OneNote page or notebook.
Tip OneNote automatically inserts the date and time when you send content from another
source to OneNote. (For more information, see the sidebar “Inserting the Date & Time” later
in this chapter.)
Entering Content Directly onto a Page 567
Creating Handwritten Notes
On any computer that has a mouse, you can enter “handwritten” notes by using a pen
tool that you control with the mouse. On a Tablet PC, you can enter handwritten notes
by using the tablet pen, just as you would in other handwriting-enabled programs.
You can draw notes on a notebook page or on top of other content.
Tip OneNote automatically saves all your changes as you make them, so you don’t need to.
For this reason, you won’t ever be prompted to choose whether to save a notebook when you
close it.
568 Chapter 20 Create and Organize Notes
Inserting Images
You can insert and attach image files just as you can document files. You can insert an
image at a size that is scaled to fit the available space by using the Insert Picture command, or you can insert an image at its full size by using the File Printout command.
Inserting an image by using the File Printout command inserts an image icon, the image path, and
the image.
To insert scaled versions of one or more photos or other image files onto a OneNote
notebook page:
1. On the Insert tab, in the Images group, click the Picture button to insert the image
at a size that is scaled to fit the available space.
2. In the Insert Picture dialog box, select the image file or image files that you want to
insert on the page, and then click Insert.
You can easily change the size of an image on the page.
To change a scaled image to its full size:
● Right-click the image, and then click Restore To Original Size.
Entering Content Directly onto a Page 569
To manually resize an inserted image:
1. Click the image (not the note container).
Sizing handles appear in the corners and at the center of each side of the image.
2. Drag a sizing handle to resize the image.
❍ Drag a round corner sizing handle to maintain the image’s aspect ratio.
❍ Drag a square edge handle to resize the image in one direction only.
Using the new Screen Clipping tool, you can insert clip art (free graphics, photos, sounds,
and movies) into your notes, but there is no built-in command for doing so. You must do
one of the following:
● Insert the clip art into another Office document, such as a Word document, cut or
copy the clip art from the document, and then paste it onto the notebook page.
● From the Start menu, open the Microsoft Office Clip Organizer, locate and copy the
clip art you want, and then paste it onto the notebook page.
See Also For information about inserting screen clippings, see “Sending Content to OneNote”
later in this chapter.
Formatting Notes, Pages, and Sections
You can change the appearance of text in notes in much the same way that you do in
other Office 2010 programs. OneNote supports character-level formatting such as font,
size, and color, and simple styles such as headings and titles.
Paragraph Formatting
OneNote 2010 provides several standard paragraph formatting options, including:
● Alignment (left, center, or right)
● Spacing (before, after, and within a paragraph)
● Lists (bulleted and numbered)
● Indent level
The paragraph formatting options settings aren’t as complete as those in Word and the
other Office 2010 programs, but they are a great improvement over what was available
in OneNote 2007.
570 Chapter 20 Create and Organize Notes
Outline Levels
You can assign outline levels (1 through 5) to paragraphs by indenting the paragraph.
An icon appears to the left of each paragraph when you point to the paragraph. You can
select all the content within the level headed by the paragraph by clicking the icon, and
you can collapse or expand the content within the level by double-clicking the icon. You
can also hide levels, which gives you the equivalent of an outline view.
To change the paragraph indentation for the purpose of assigning an outline level:
1. Click to place the cursor at the beginning of the paragraph, or drag to select
multiple paragraphs.
2. Press the Tab key to increase the level, or press the Backspace key or Shift+Tab
to decrease the level.
To select all text of a specific outline level within a note:
● Right-click the note container header, click Select, and then click the outline level
you want to select.
You can create an outline view by indenting paragraphs.
Keyboard Shortcuts Press Alt+Shift+level number (for example, Alt+Shift+1) to show
all content through the specified outline level. Press Alt+Shift+0 to expand all outline
levels. Press Alt+Shift+Plus Sign to expand a collapsed outline. Press Alt+Shift+Minus
Sign to collapse an expanded outline.
Entering Content Directly onto a Page 571
Page and Section Backgrounds
By default, a OneNote notebook page has a blank white background. You can modify
the appearance of the page in several ways. For example, you can:
● Change the page size, orientation, and margins.
● Change the page background to any of 16 background colors. The available colors
are muted so they don’t obscure the page content.
● Display any of four horizontal rule line patterns (Narrow, College, Standard, and
Wide) or four grid line patterns (Small, Medium, Large, and Very Large).
A notebook page displaying large grid rule lines that you can use to align content.
● Hide rule lines and grid lines (while leaving them in place for alignment purposes)
or change the line color to any of 17 colors.
Keyboard Shortcut Press Ctrl+Shift+R to show or hide rule lines.
These and other options are available on the View tab, in the Page Setup group.
Tip Changing the size, orientation, background, or other attribute of a page does not affect
other pages of the notebook.
You can change the color of a section tab and its Page Tabs area by right-clicking the
page tab, clicking Section Color, and clicking the color you want.
572 Chapter 20 Create and Organize Notes
In this exercise, you’ll enter text; insert, attach, and manipulate images; and create a
handwritten note by using the OneNote writing tools.
SET UP You need the SBS Content Entry notebook, the Landscaping presentation,
and the Cabo, California_Poppy, Desert, and ADatumLogo images located in the
Chapter20 practice file folder. Open the SBS Content Entry notebook, and then
follow the steps.
1. On the Text Notes page, click to place the cursor on the page, and then type
Collecting information in OneNote is easy!
OneNote creates a visible note container when you type the first character and
then expands the note container to fit the remaining text.
When working with simple text entries, you can increase the available page space by collapsing
the ribbon.
2. In the Page Tabs area, click the External Files page tab.
3. On the Insert tab, in the Files group, click the File Printout button.
The Choose Document To Insert dialog box opens.
See Also For information about the File Printout button, see the “Referencing External
Files” section of this topic.
4. Browse to the Chapter20 practice file folder. Click the Landscaping presentation,
and then click Insert.
OneNote inserts the presentation file as an attachment, the Inserted From reference,
and then each slide of the presentation, at its full size. Each slide is an individually
sizable object.
Tip When inserting an image on a blank page, you don’t need to create a note
container; OneNote does it for you.
Entering Content Directly onto a Page 573
5. In the Page Tabs area, click the Images page tab.
6. On the Insert tab, in the Images group, click the Picture button.
The Insert Picture dialog box opens.
7. If necessary, browse to the Chapter 20 practice file folder. Click the ADatumLogo
image, and then click Insert.
The inserted image appears on the page.
OneNote creates a note container for the image.
Troubleshooting The appearance of buttons and groups on the ribbon changes
depending on the width of the program window. For information about changing
the appearance of the ribbon to match our screen images, see “Modifying the Display
of the Ribbon” at the beginning of this book.
8. Click the inserted image.
Within the note container, a dotted outline appears around the image to indicate
that it can be manually resized on the notebook page. Sizing handles appear on
each side and in each corner of the inserted image.
574 Chapter 20 Create and Organize Notes
9. Drag the bottom handles to change the height of the image, making it smaller
and approximately square.
10. Right-click the image, and then click Make Text in Image Searchable.
Notice that by default, OneNote searches the text of the embedded image.
OneNote searches text in images, such as the words A Datum Corporation shown in
this image.
Entering Content Directly onto a Page 575
11. Click to place the cursor to the right of the logo. Then on the Insert tab, in the
Files group, click the Attach File button.
The Choose A File Or A Set Of Files To Insert dialog box opens.
12. If necessary, browse to the Chapter20 practice file folder. Click the Cabo image,
hold down the Shift key, and then click the Desert image.
The three images (the two you clicked and the one in-between) are selected in
the dialog box.
Files in dialog boxes may be represented by thumbnails as shown here, by program icons,
or by words, depending on your Windows settings.
576 Chapter 20 Create and Organize Notes
13. In the Choose a file or a set of files to insert dialog box, click Insert.
The icons and file names representing the attached images appear on the page.
14. Point to the California_Poppy image.
A ScreenTip containing file information is displayed.
Pointing to an attached file icon displays a ScreenTip; double-clicking the icon opens the file.
Troubleshooting The displayed icons represent the program that is set up on your computer as the default program for this file type (the program in which the file opens when
you double-click it). If your default programs are different from ours, the icons shown
on your notebook page won’t match the icons shown here.
15. Double-click the California_Poppy image. If a warning message appears, select
the Don’t show this again check box, and then click OK.
The image opens in the default program for viewing .jpg files.
Tip Unless you’ve changed the settings on your computer, the default program to view
.jpg files is Windows Photo Viewer.
Entering Content Directly onto a Page 577
16. Close the image window to return to OneNote.
17. In the Page Tabs area, click the Handwritten Notes page tab.
18. On the Draw tab, in the Tools group, click the Blue Pen (.05 mm) button.
19. Point to the notebook page.
The pointer shape changes from an arrow to a blue dot.
20. By dragging the pen on the notebook page, draw a picture depicting a possible
business logo.
21. On the Draw tab, in the Tools group, click the Select & Type button.
22. Click to place the cursor on the page to the right of the note containing the logo
(not in the same note container), and type Logo idea. Then drag the note container
for the typed words to the left, to overlap the note container for the drawing.
The content of both note containers is visible where they overlap.
You can move note containers on the page to arrange notes the way you want.
23. Experiment on your own with additional pens, colors, and commands from the
Writing Tools toolbar.
CLEAN UP Close the SBS Content Entry notebook.
578 Chapter 20 Create and Organize Notes
Tagging Content
You can identify content that fits into specific categories by attaching a visual identifier, a tag, to the content. Tags are not only icons, however—they function as a
property attached to the content. You can locate specific content based on the tags
attached to it. OneNote 2010 includes nearly 30 built-in tags. You can modify any
built-in tag, and also create your own tags.
The built-in content tags.
Sending Content to OneNote 579
You apply a tag to a paragraph by right-clicking the paragraph, clicking Tag, and
then clicking the tag you want to apply. You apply a tag to the active paragraph by
clicking the tag in the Tags gallery on the Home tab.
Alternatively, you can use the keyboard shortcuts in the following table to work
with tags.
To do this Press this
Apply, mark, or clear the To Do tag Ctrl+1
Apply or clear the Important tag Ctrl+2
Apply or clear the Question tag Ctrl+3
Apply or clear the Remember for later tag Ctrl+4
Apply or clear the Definition tag Ctrl+5
Apply or clear a custom tag Ctrl+6
Apply or clear a custom tag Ctrl+7
Apply or clear a custom tag Ctrl+8
Apply or clear a custom tag Ctrl+9
Remove all note tags from the selected notes Ctrl+0
Move the selected page tab up Alt+Shift+Up Arrow
Move the selected page tab down Alt+Shift+Down Arrow
Move the insertion point to the page title Ctrl+Shift+T
Sending Content to OneNote
The tools available in OneNote make collecting on-screen information in a OneNote
notebook incredibly simple. You can send content from any screen to OneNote as a
screen clipping, or send an entire Web page as a Web note. When viewing a Web page,
you can send the entire page to your notebook without leaving Internet Explorer.
You can specify what you want OneNote to do with screen clippings, Web notes, and
content that you print to OneNote from another program (by using the Print command
and selecting the Send To OneNote 2010 printer) by setting the default action on the
Send To OneNote page of the OneNote Options dialog box.
580 Chapter 20 Create and Organize Notes
You can change how OneNote deals with content sent from other programs and from the Internet.
For Web notes and content printed to OneNote, the options are:
● Always ask where to send After capturing a Web note or printing to the OneNote
Printer, you can select the section in which you want to save the content.
● To current page OneNote inserts the Web note into a new note container on the
active notebook page.
● To new page in current section OneNote creates a new page in the active section
and inserts the Web note into a note container at the top of the new page.
● Set default location You choose a specific location to which all Web notes and
printed content are sent. This location is usually the Unfiled Notes section, from
which you can move content into any notebook.
For screen clippings, the options are:
● Always ask where to send After capturing a screen clipping, you can select the
section in which you want to save the clipping.
Sending Content to OneNote 581
● To Clipboard only OneNote copies the screen clipping to the Microsoft Office
Clipboard. You can paste it into OneNote or another program by using the Paste
command in that program.
● Set default location You choose a specific location to which all Web notes are
sent. This location is usually the Unfiled Notes section, from which you can move
content into any notebook.
Collecting Screen Clippings
You can use the Screen Clipping tool to capture an image of anything that is visible on
your computer screen. When the Screen Clipping tool is active, a transparent white overlay appears on the screen. Drag with your mouse (or pen, if you’re using a Tablet PC) to
define the area you want to “clip.” As you drag, the white overlay becomes clear in the
area you define. When you release the mouse button or lift the pen, the selected area is
clipped.
Using the default settings, you can use one method to add a screen clipping to the active notebook page, and another method to send a screen clipping to a new page in any
section of an active OneNote notebook.
To add a screen clipping to the active notebook page, follow these steps:
1. Display the content you want to clip.
2. Open the OneNote notebook and display the page to which you want to add the
screen clipping.
3. On the Insert tab, in the Images group, click the Screen Clipping button.
The OneNote window minimizes to the taskbar, and the Screen Clipping tool starts.
4. Capture the screen clipping you want.
When you release the Screen Clipping tool, OneNote reappears, and the screen
clipping is inserted into a note container on the page.
To send a screen clipping to a new page, follow these steps:
1. Display the content you want to clip.
2. In the notification area of the taskbar, right-click the OneNote icon, and then click
Create Screen Clipping.
Keyboard Shortcut Press the Windows logo key+S to start the Screen Clipping tool.
The Screen Clipping tool starts.
582 Chapter 20 Create and Organize Notes
3. Capture the screen clipping you want.
When you release the Screen Clipping tool, the Select Location In OneNote dialog
box opens.
You can send a screen clipping to any section of an open notebook, or to the Unfiled Notes
section.
Tip If you’ve selected a screen clipping option on the Send To OneNote page of the
OneNote Options dialog box other than Always Ask Where To Send, the dialog box will
not appear; instead, the option you selected will be invoked.
4. In the Select Location In OneNote dialog box, click the section to which you want
to send the screen clipping, and then click Send To Selected Location. If the notebook to which you want to send the screen clipping is not open, click the Unfiled
Notes section.
See Also For more information about the Unfiled Notes section, see “Exploring
OneNote in the Default Notebook” in Chapter 18, “Explore OneNote 2010.”
5. Display OneNote.
The selected section is active. The screen clipping appears on a new page in the
section.
Sending Content to OneNote 583
A screen clipping.
If you clipped content from a Web page, the notebook page tab name matches
the Web page title. If you clipped content from the desktop or from another program, the notebook page tab name is Screen clipping taken:, followed by the date.
In either case, the page title box at the top of the page is empty.
Collecting Web Notes
From Internet Explorer, you can send an entire Web page to OneNote.
To capture a Web note, follow these steps:
1. In Internet Explorer, display the Web page you want to send to OneNote.
2. On the Tools menu, click Send To OneNote.
3. In the Select Location In OneNote dialog box, click the section to which you want
to send the screen clipping, and then click Send To Selected Location. If the notebook to which you want to send the screen clipping is not open, click the Unfiled
Notes section.
OneNote creates a new page in the selected section and inserts the Web page
content in a note container on the page.
584 Chapter 20 Create and Organize Notes
The Web page title is reflected in the notebook page title box and on the page tab.
Depending on the complexity of the content, the page layout in OneNote might
not precisely reflect the on-screen layout.
Inserting the Date and Time
OneNote automatically inserts the date and time in certain locations, including the
following:
● At the top of a notebook page, below the page title box, when you create a page
● In a note container, when you insert a screen clipping
You can insert date and time information in other locations.
To insert the date or time on a notebook page
1. Click to place the cursor where you want the date and time to appear on the
page.
2. On the Insert tab, in the Time Stamp group, click the Date button, the Time
button, or the Date & Time button.
Keyboard Shortcuts Press Alt+N+D to insert the current date. Press Alt+Shift+T
to insert the current time. Press Alt+Shift+F to insert the current date and time.
Capturing Audio and Video Notes 585
Capturing Audio and Video Notes
If your computer system includes a microphone, such as a built-in microphone or a freestanding or headset microphone, you can record audio directly into a file stored on a
OneNote notebook page. (You’ll get the best results by using a headset microphone.)
Similarly, if your system includes a built-in or external webcam, you can record video
directly into a file stored on a OneNote notebook page.
You can record audio that is playing on your computer, or audio that you speak, sing,
or otherwise communicate through a microphone.
Tip If you haven’t already configured your audio input device, you can do so by using the
Microphone Setup Wizard available from the Speech Recognition window of Control Panel.
You can record video that you capture by using a webcam. The quality of the video you
capture depends greatly on the webcam, lighting, and other factors not specific to
OneNote. Many portable computers have built-in webcams that will automatically work
with OneNote. If you don’t have a built-in webcam, you can purchase one that connects
to your desktop or portable computer through a USB cable.
Video is recorded and displayed in a window separate from the OneNote program window.
You can move it around the screen by dragging its title bar, change its size by dragging
the window frame, and minimize, maximize, or restore it by clicking the buttons on the
window’s title bar. If you’re working on a Windows 7 computer, you can use the new window-management techniques such as Snap To Screen and Shake to manage the video
window as you would any other.
The first time you record an audio or video clip, OneNote prompts you to indicate
whether you want to configure the recordings so that OneNote can search the audio
recording or the audio track of the video recording for spoken words. By enabling
the Audio Search feature, spoken words matching the search criteria you enter in the
Search box will be included in search results. For this feature to work effectively, the audio recording must be of a high quality, words must be spoken clearly, and the spoken
language must match that of the OneNote user interface. Audio Search is currently supported for nine languages: English, Spanish, German, French, Italian, Traditional Chinese,
Simplified Chinese, Japanese, and Korean.
586 Chapter 20 Create and Organize Notes
In this exercise, you’ll record and play back an audio clip and a video clip in OneNote.
SET UP You don’t need any practice files, but you do need to have a microphone and
webcam installed to complete the exercise in its entirety. Display a blank notebook
page, and then follow the steps.
1. In the page title box, type My Recordings. Then press Enter.
OneNote creates a note container below the timestamp.
2. On the Insert tab, in the Recording group, click the Record Audio button.
If you haven’t previously made an Audio Search selection, the Audio Search dialog
box opens.
You can configure OneNote to search spoken words in audio and video recordings.
3. If the Audio Search dialog box opens, and you want to make a selection at this
time, click Enable Audio Search or Keep Audio Search Disabled. Otherwise,
click the Close button on the window title bar, and OneNote will prompt you again
later.
Tip If you have a lot of audio and video content stored in a notebook, enabling the
Audio Search feature can slow down the search process. You can change your Audio
Search setting at any time by selecting or clearing the Enable Searching Audio And
Video Recordings For Words check box on the Audio & Video page of the OneNote
Options dialog box.
OneNote inserts a Windows Media Audio (.wma) file icon, a file name that matches
the page name, and the recording start time, and displays the Audio & Video
Recording contextual tab of the ribbon. (Recording…) appears at the beginning of
the page name in the program window title bar to indicate that you’re currently
recording an audio or video clip.
Capturing Audio and Video Notes 587
Recording indicators Recording timer
You can pause a recording session.
4. Speak, sing, or otherwise deliver approximately 30 seconds of audio content. (Go
ahead—take a chance on your favorite song!)
As the recording progresses, the timer in the Playback group on the Recording tab
indicates the length of the recording.
5. When you finish, click the Stop button in the Playback group on the Recording
tab.
Keyboard Shortcut Press Ctrl+Alt+S to stop the recording or playback of an audio or
video clip.
The Recording tab changes to the Playback tab.
6. Point to the My Recordings audio file icon.
The note container becomes visible, and a Play button appears to the left of
the note container. You can play a recording by clicking the Play button on the
Playback tab or the Play button to the left of the note container.
588 Chapter 20 Create and Organize Notes
7. Click the Play button.
Keyboard Shortcut Press Ctrl+Alt+P to play the most recently active audio or video
recording on the page.
OneNote plays your audio recording. (If you can’t hear it, check that your computer’s speaker volume is turned up.) Additional commands for controlling the
playback become active on the Playback tab.
You can skip backward and forward through a recording by clicking the Rewind and Fast
Forward buttons.
8. On the Playback tab, in the Playback group, watch the progress of the timer. After
the first 15 seconds of the recording, click the Rewind 10 Seconds button.
Keyboard Shortcuts Press Ctrl+Alt+Y to rewind the playback 10 seconds. Press
Ctrl+Alt+U to fast forward the playback 10 seconds.
9. When the audio playback is finished, click the Record Video button in the
Recording group on the Playback tab.
OneNote inserts a Windows Media Video (.wmv) file icon, a file name that matches
the page name, and the recording start time. A video window opens on the page,
displaying video captured by your webcam.
Capturing Audio and Video Notes 589
The recording controls for video recordings are the same as for audio recordings.
The Playback tab changes to the Recording tab, and (Recording…) appears at the
beginning of the page name in the program window title bar.
10. Record a short video segment, and then click the Pause button.
The picture in the video window freezes.
11. Click the Pause button again to restart the recording. Record another short video
segment, and then click the Stop button.
12. On the Playback tab, in the Playback group, click the Play button to play your
video recording.
Note that there is no pause or transition between the two video segments you
recorded.
CLEAN UP Retain the My Recordings page for future reference, if you want to, or
delete it by right-clicking the page tab and then clicking Delete.
590 Chapter 20 Create and Organize Notes
Missing the OneNote Icon?
If the OneNote icon does not appear in the notification area when the program is
running, follow these steps to verify that the feature is turned on:
1. In the Backstage view, click Options.
2. In the left pane of the OneNote Options dialog box, click Display.
3. On the Display page, select the Place OneNote Icon In The Notification Area
Of The Taskbar check box.
4. Click OK to close the dialog box and save your changes.
If the check box is selected and the icon still doesn’t appear, follow these steps to
verify that the icon is not hidden:
1. At the left end of the notification area of the status bar, click the Show Hidden
Icons button, and then click Customize.
2. In the Notification Area Icons window of Control Panel, scroll down the Icons
list to locate Microsoft OneNote Quick Launcher.
3. In the associated Behaviors list, click Show Icon And Notifications.
The icon will now appear in the notification area at all times.
You can specify which icons appear in the notification area.
4. Click OK to close the dialog box and save your changes.
Taking Notes on the Side 591
Taking Notes on the Side
It’s not necessary to start OneNote each time you want to take notes or otherwise store
information. You can also enter information into a Side Note—a simplified version of the
OneNote program window. You can quickly open a Side Note by clicking the OneNote
icon located in the notification area of the Windows Taskbar.
Keyboard Shortcut Press Ctrl+Shift+M to open a Side Note.
You can also open a Side Note from within the OneNote program window by clicking
the New Side Note button, in the Window group, on the View tab.
Dock to Desktop
Full Page View
A standard Side Note is a minimized version of a OneNote page, with the Navigation Bar and Page
Tabs area hidden, that displays a subset of the ribbon.
You can dock a Side Note to the desktop or display it in the full OneNote window by
clicking the view buttons on the Quick Access Toolbar.
You work with content in a Side Note in the same way you work with it in the OneNote
program window—because, in fact, that is precisely what you are doing. If you click the
Full Page View button in the Side Note window (and then enlarge the window to provide
perspective), you’ll find yourself working on a page in the Unfiled Notes section.
592 Chapter 20 Create and Organize Notes
A new Side Note window is a page in the Unfiled Notes section; you can navigate to any notebook,
section, or page from the Full Page view of the Side Note window.
The purpose of the Side Note window is to provide a small and easily accessible interface
to OneNote. Because of the small size of the Side Note window, only a subset of the ribbon tabs may be visible at a time.
See Also For more information about the ribbon in OneNote, see “Working in the OneNote
Program Window” and “Exploring OneNote in the Default Notebook” in Chapter 18, “Explore
OneNote 2010.”
When the Keep On Top button in the Window group on the View tab is active, you can
position the Side Note in a convenient location on your screen, changing its size as necessary, and enter information as you want to. When the Side Note window is on top, it
may get in the way of other windows, information, or commands that you might want to
access, so you’ll want to choose a location that doesn’t interfere with your work. You can
change the height or width of the window by dragging any side or corner of it.
Right-clicking the OneNote icon on the taskbar displays a list of options for collecting
information.
Taking Notes on the Side 593
From the taskbar, you can start a variety of OneNote actions.
You can change the action that occurs when you click the OneNote icon to suit your
needs. For example, if you frequently record audio, you might make that the default action. The available actions are Open New Side Note (the default), Open OneNote, Start
Recording Audio, and Create Screen Clipping.
To change what happens when you click the OneNote icon:
● On the taskbar, right-click the OneNote icon, click OneNote Icon Defaults, and then
click the action you want.
Collecting Information Outside of OneNote
You can collect information for use in OneNote when you’re away from your primary computer by using either the OneNote Web App or OneNote Mobile 2010.
The OneNote Web App is part of the Office Web Apps, which are available through
Windows Live. You can run the OneNote Web App in any Internet browser, on any
computer; all you need is a Windows Live ID.
If you have a mobile device running Windows Mobile, such as a Windows phone,
you can collect information by using OneNote Mobile 2010, which is available as
part of Office Mobile 2010, and then synchronize data with a local or network
notebook by using the built-in Microsoft ActiveSync software.
See Also For more information about the OneNote Web App, visit the Office Web Apps
page at workspace.officelive.com/office-web-applications/. For more information about
OneNote Mobile 2010, visit www.microsoft.com/office/2010/mobile/.
594 Chapter 20 Create and Organize Notes
Key Points
● Notes are stored on a page in note containers. Each object within a note container
can be manipulated separately.
● You can resize images inserted on a page and open file attachments directly from
a page.
● You can use the OneNote writing tools to create handwritten notes and drawings.
● You can collect and store selected images of anything displayed on your screen by
using the Screen Clipping tool.
● You can collect and store an entire Web page by using the Send To OneNote
command on the Internet Explorer Tools menu.
● You can jot down quick notes without interfering with other program windows,
by using Side Notes.
● You can display the OneNote icon in the notification area of the taskbar and
choose the action that occurs when you click the icon.
595
Part 6
Microsoft
Outlook 2010
21 Send and Receive E-Mail Messages . . . . . . . . . . . . . 597
22 Store and Access Contact Information . . . . . . . . . . 643
23 Manage Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . 679
24 Track Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 715
Chapter at a Glance
Create and send
messages, page 598
Attach files to
messages, page 615
View messages and
message attachments,
page 618
View message participant
information, page 630
597
21 Send and Receive
E-Mail Messages
In this chapter, you will learn how to
✔ Create and send messages.
✔ Attach files to messages.
✔ View messages and message attachments.
✔ Configure Reading Pane behavior.
✔ View message participant information.
✔ Respond to messages.
Although Microsoft Outlook 2010 helps you manage your calendar, contacts, tasks, and
notes, the primary reason most people use Outlook is to send and receive e-mail messages. Over the past decade, e-mail (short for electronic mail) has become an accepted
and even required form of business communication. And of course, many people use
e-mail to keep in touch with friends and family, either from work or from home. Outlook
makes it easy to connect to multiple e-mail accounts, either on a business network or
over the Internet, and provides all the tools you need to send, respond to, organize,
filter, sort, find, and otherwise manage e-mail messages.
Tip In this chapter and throughout this book, for expediency’s sake, we sometimes refer to
e-mail messages simply as messages. When referring to other types of messages we use full
descriptions such as instant messages or text messages.
When sending messages from Outlook, you can format the text to suit your preferences,
and include attachments such as documents, workbooks, and images. You can also
personalize your message in these ways:
● Embed images, business graphics, and automatic signatures.
● Set message options such as voting buttons, importance, sensitivity, and reminders.
● Request electronic receipts when a message is delivered or opened.
See Also For information about Outlook 2010 features not covered in this book, refer to
Microsoft Outlook 2010 Step by Step by Joan Lambert and Joyce Cox (Microsoft Press, 2010).
598 Chapter 21 Send and Receive E-Mail Messages
Outlook 2010 has several fancy new features that make it easy to display and track
information about the people you correspond with. These features include presence
icons that indicate whether a person is currently online, contact cards that appear
when you point to a name in an e-mail message, and the People Pane at the bottom
of the message window.
In this chapter, you’ll create, send, and view messages, with and without attachments.
You’ll view information about message participants. Then you’ll reply to and forward
messages.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter21 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
Important You’ll use the messages you create in this chapter as practice files for exercises in
later chapters of this book.
Creating and Sending Messages
Creating an e-mail message is a relatively simple process. The only information that is
absolutely required is the recipient’s e-mail address; however, you will usually provide
information in the following fields:
● To Enter the e-mail address of the primary message recipient(s) in this field.
This is the only field that is absolutely required to send a message.
● Subject Enter a brief description of the message contents or purpose in this field.
The subject is not required, but it is important to provide information in this
field, both so that you and the recipient can identify the message and so that
the message isn’t blocked as suspected junk mail by a recipient’s e-mail program.
Outlook will warn you if you try to send a message with no subject.
● Message body Enter your message to the recipient in this field, which is a large
text box.
You can include many types of information including formatted text, hyperlinks,
and graphics in the message body.
Creating and Sending Messages 599
Addressing Messages
Addressing an e-mail message is as simple as inserting the intended recipient’s e-mail
address into an address box in the message header of a message composition window.
You can enter e-mail recipients into any of three address boxes:
● To This address box is for primary message recipients. Usually, these are the people
you want to respond to the message. Each message must have at least one address
in the To box.
● Cc This address box is for “courtesy copy” recipients. These are usually people you
want to keep informed about the subject of the e-mail message but from whom
you don’t require a response.
● Bcc This address box is for “blind courtesy copy” recipients. These are people you
want to keep informed but whom you want to keep hidden from other message
recipients. Bcc recipients are not visible to any other message recipients and therefore aren’t included in message responses unless specifically added to one of the
address boxes in the response message.
Tip The Bcc address box is not displayed by default. You can display it in the message
header by clicking the Bcc button, located in the Show Fields group on the Options tab
of the message composition window.
You can insert an e-mail address into an address box in the following ways:
● Type the entire address.
● Type part of a previously used address and then select the address from a list.
● Click the address box label to display an address book from which you can select
one or more addresses.
See Also For information about address books, see “Saving and Updating Contact
Information” in Chapter 22, “Store and Access Contact Information.”
Tip Responding to a received message automatically fills in one or more of the address boxes in
the new message window. For information, see “Responding to Messages” later in this chapter.
If your e-mail account is part of an Exchange network, you can send messages to another
person on the same network by typing only his or her e-mail alias—for example, joan;
the at symbol (@) and domain name aren’t required. If you type only the name of a person whose e-mail address is in your address book, Outlook associates the name with the
corresponding e-mail address, a process called validating, before sending the message.
Keyboard Shortcut Press Ctrl+K to force Outlook to validate addresses.
600 Chapter 21 Send and Receive E-Mail Messages
If you type only a name and Outlook cannot find that person’s e-mail address in your
address book, when you send the message, Outlook prompts you to select an address
book entry or provide a full e-mail address.
Depending on how you enter a message recipient’s name or e-mail address into an
address box, Outlook either validates the name or address immediately (if you chose it
from a list of known names) or validates it when you send the message. The validation
process (also known as resolving) for each name or address has one of two results:
● If Outlook successfully resolves the name or address, an underline appears below
it. If the name or address matches one stored in an address book, Outlook replaces
your original entry with the content of the Display As field in the contact record,
and then underlines it.
See Also For information about contact record fields, see “Saving and Updating Contact
Information” in Chapter 22, “Store and Access Contact Information.”
● If Outlook is unable to resolve the name or address, the Check Names dialog box
opens, asking you to provide additional information.
The Check Names dialog box might display No Suggestions, names that match the entry,
or contact options saved in the contact record for the entered name.
In the Check Names dialog box, you can do one of the following:
❍ Select from the suggested options.
❍ Click Properties to learn more about the selected option.
❍ Click Show More Names to display your address book.
❍ Click New Contact to create a new contact record in your default address
book, directly from the dialog box.
Creating and Sending Messages 601
Troubleshooting Message Addressing
Outlook 2010 includes many features intended to simplify the process of addressing
messages to recipients. As with any tool, these features can sometimes be more difficult
to use than you’d like. In this section, we discuss troubleshooting tips for some common
problems.
Troubleshooting the AutoComplete Address List
As you type a name or an e-mail address into the To, Cc, or Bcc box, Outlook displays
matching addresses in a list below the box. You can insert a name or address from the
list into the address box by clicking it or by pressing the arrow keys to select it and then
pressing Tab or Enter.
From time to time, you might find that the address list contains incorrect e-mail addresses—
for example, if you have previously sent a message to an incorrect e-mail address, or if
a person changes his or her e-mail address. If you don’t remove the incorrect address
from the list, it can be easy to mistakenly accept Outlook’s suggestion and send your
message to the wrong address.
To clean up the AutoComplete Address list:
1. In the list, point to the name or address you want to remove.
2. Click the Delete button (the X) that appears to the right of the name or address.
Troubleshooting Multiple Recipients
By default, Outlook requires that you separate multiple e-mail addresses with semicolons.
If you separate multiple addresses with another character such as a space or comma, or by
pressing Enter, Outlook treats the addresses as one address and displays an error message
when you attempt to send the message.
You can instruct Outlook to accept commas as address separators, in addition to semicolons.
To do this, follow these steps:
1. In the Outlook program window or any item window, display the Backstage view,
and then click Options.
2. In the left pane of the Outlook Options dialog box, click Mail.
3. On the Mail page, scroll to the Send Messages section.
4. Select the Commas Can Be Used To Separate Multiple Message Recipients check
box, and then click OK.
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Troubleshooting the Address Book
By default, Outlook first searches your Global Address List (the corporate directory provided with an Exchange account, if you’re working with one), then searches the contact
records stored in the Contacts module of your default account and then searches the
Suggested Contacts list. If an e-mail address isn’t located in one of those locations,
Outlook may search other address books such as those containing contact records
stored with secondary e-mail accounts or custom address books that you create.
If you have multiple address books, particularly multiple address books associated with
multiple accounts, Outlook does not, by default, search all of the address books and
therefore might not locate an e-mail address you have saved.
To change the order in which Outlook searches the address books, or to add address
books to the search list, follow these steps:
1. On the Home tab of the Outlook program window, in the Find group, click Address
Book.
2. In the Address Book window, on the Tools menu, click Options.
The Addressing dialog box opens.
From the Addressing dialog box, you can designate the order in which Outlook searches for
contacts in existing address books.
Creating and Sending Messages 603
3. In the Addressing dialog box, click Custom. Then do any of the following:
❍ To search additional address books, click Add. Then in the Add Address List
dialog box, click the address list you want to add, click Add, and click Close.
❍ To change the order in which Outlook searches the address books in the list,
click an address book and then click the Move Up or Move Down button.
❍ If you’re uncertain which address book is represented by a list entry, click
the address book and then click Properties to display the account name and
folder name of the address book.
4. In the Addressing dialog box, click OK, and then close the Address Book window.
Entering Content
As long as you have an Internet connection, you can send e-mail messages to people
within your organization and around the world by using Outlook, regardless of the type
of e-mail account you have. Outlook can send and receive e-mail messages in three
message formats:
● Hypertext Markup Language (HTML) Supports paragraph styles (including numbered and bulleted lists), character styles (such as fonts, sizes, colors, weight), and
backgrounds (such as colors and pictures). Most (but not all) e-mail programs support the HTML format—those that don’t display HTML messages as Plain Text.
● Rich Text Format (RTF) Supports more paragraph formatting options than HTML,
including borders and shading, but is compatible only with Outlook and Microsoft
Exchange Server. Outlook converts RTF messages to HTML when sending them
outside of an Exchange network.
● Plain Text Does not support the formatting features available in HTML and RTF
messages but is supported by all e-mail programs.
E-mail message content isn’t limited to simple text. You can create almost any type of
content in an e-mail message that you can in a Word document. Because Outlook 2010
and Word 2010 share similar commands, you might already be familiar with processes
for creating content such as lists and tables.
You can personalize your messages by using an individual font style or color and by
inserting your contact information in the form of an e-mail signature or business card.
(You can apply other formatting, such as themes and page backgrounds, but these won’t
always appear to e-mail recipients as you intend them to, and they can make your communications appear less professional.)
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You can format the text of your message to make it more readable by including headings,
lists, or tables, and you can represent information graphically by including charts, pictures,
clip art, and other types of graphics. You can attach files to your message and link to other
information, such as files or Web pages.
For the purposes of this book, we assume that you know how to enter, edit, and format
content by using standard Microsoft Word techniques, so we don’t discuss all of them in
this book. We demonstrate many of these techniques within the step-by-step exercises,
though, so keep an eye out for any new features that you aren’t yet familiar with.
See Also For extensive information about entering and editing content and about formatting
content by using character and paragraph styles, Quick Styles, and Themes, refer to Microsoft
Word 2010 Step by Step, by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
Tip You can also personalize a message by having Outlook add a predefined e-mail signature.
You can specify different signatures for new messages and for replies and forwarded messages.
For example, you might want to include your full name and contact information in the signature
that appears in new messages, but only your first name in the signature that appears in replies
and forwarded messages.
Saving and Sending Messages
At regular intervals while you’re composing a message, Outlook saves a copy of the
message in the Drafts folder. This is intended to protect you from losing messages
that are in progress.
If you close a message composition window before sending the message, Outlook prompts you
to save a draft or to save or discard the existing draft.
You can save a message draft at any time by clicking the Save button on the Quick
Access Toolbar in the message window.
Creating and Sending Messages 605
To resume working on a message that’s been saved as a draft and closed, display the Mail
module, click the Drafts folder in the Navigation Pane, and then double-click the message
you want to work on.
After you finish composing a message, you can send it by clicking the Send button located
in the message header or by pressing Ctrl+Enter. The first time you press this key combination, Outlook asks you to confirm that you want to designate this as the keyboard shortcut
for sending messages.
When you send the message, Outlook deletes the message draft, if one exists, and stores
a copy of the sent message in the Sent Items folder.
Tip Each account you access from Outlook has its own Drafts folder and its own Sent Items
folder. Outlook automatically saves draft messages and sent messages in the folder affiliated
with the e-mail account in which you compose or send the message.
You can change the location in which Outlook saves message drafts and sent messages from
the Advanced E-mail Options dialog box.
In this exercise, you’ll compose an e-mail message, save an interim message draft, and
then send the message.
SET UP You don’t need any practice files to complete this exercise. Display your
Inbox, and then follow the steps.
1. On the Home tab, in the New group, click the New E-mail button.
A new message window opens.
Tip By clicking the New Items button, you can choose to create any type of Outlook
item such as an appointment, contact, fax, message, note, or task, or an organizational
item such as a contact group or data file, without leaving the module you’re working in.
2. In the To box, type your own e-mail address.
3. In the Subject box, type SBS Tradeshow Schedule.
Important The subject of this message begins with SBS (for Step by Step) so that you
can easily differentiate it from other messages in your Inbox and Sent Items folders
and can delete it later.
4. At the right end of the message window title bar, click the Close button.
Outlook prompts you to save a message draft.
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You can save a message that’s in progress and return to it later.
Troubleshooting The appearance of buttons and groups on the ribbon changes depending
on the width of the program window or item window. For information about changing the
appearance of the ribbon to match our screen images, see “Modifying the Display of the
Ribbon” at the beginning of this book.
5. In the Microsoft Outlook message box, click Yes.
The message window closes. In the Navigation Pane, the number in the unread
message counter to the right of the Drafts folder increases.
6. In the Navigation Pane, click the Drafts folder.
Your message and its current content are in this folder.
A bold folder name indicates that the folder contains unread messages; the number of unread
messages appears in parentheses to the right of the folder name.
Creating and Sending Messages 607
7. In the Mail pane, double-click the message to open it for editing.
8. In the content pane, type The following people will be working at the tradeshow:
and press the Enter key twice. Then type Amanda, Barry, Cory, and Doyle, pressing
Enter once after each of the first three names, and twice after the fourth one.
The list of names is currently unformatted.
You enter text in a message the same way you do in a document.
9. Select the list of names. Then on the Message tab, in the Basic Text group, click
the Bullets button (not its arrow).
Tip The Bullets button and other paragraph-formatting commands are also available in
the Paragraph group on the Format Text tab.
Outlook converts the list of names to a simple bulleted list.
Tip In this book, when we give instructions to implement a command, we tell you on
what tab and in which group the command button appears. When directing you to
use multiple command buttons on the same tab, we might omit the tab name to avoid
needless repetition.
10. With the bulleted list still selected, in the Basic Text group, click the Bullets
arrow.
The Bullets gallery opens.
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The Bullets gallery.
Notice the types of bullets available in the Bullet Library section of the gallery. You
can change the list to use any of these bullets by clicking the bullet you want.
11. In the Bullets gallery, point to Change List Level.
A menu illustrating bullets used by a multilevel list opens.
The menu illustrates the appearance of a multilevel bulleted list with the current settings.
Creating and Sending Messages 609
You can demote (or promote) a list item to any of nine levels, differentiated by the
bullet character and indent level.
12. Press Esc twice to close the Bullets gallery without making changes.
13. Press Ctrl+End to move the cursor to the end of the message. Type Giveaways
are: and then press Enter twice.
14. On the Insert tab, in the Tables group, click the Table button.
The Table gallery opens.
15. In the Table gallery, point to the third cell in the second row.
A live preview of a three-column by two-row table appears at the cursor location
in the message window.
Outlook displays a preview of the effect of inserting a table with the current settings.
16. Click the selected cell to insert a three-column by two-row table in the message.
The Table Tools contextual tabs, Design and Layout, appear on the Ribbon.
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17. Enter the following information in the table, pressing Tab to move between
table cells:
9:00-11:00 12:00-2:00 3:00-5:00
Mouse pads T-shirts Pens
The table and table content are currently unformatted.
Contextual tabs
The current message content.
18. With the cursor still active in the lower-right table cell, click the More button in
the Table Styles gallery on the Design contextual tab.
Creating and Sending Messages 611
The Table Styles gallery opens. A box around the Plain Tables thumbnail indicates the
formatting of the active table.
The Table Styles gallery.
19. In the Built-In section of the Table Styles gallery, point to the third thumbnail in
the second row (the table with a red header row, identified by the ScreenTip Light
List – Accent 2), and then click it.
Outlook displays a preview when you point to the thumbnail, and then applies the
selected table style.
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Applying a built-in table style.
Notice that the default table style formats the first column as bold.
20. On the Design tab, in the Table Style Options group, clear the First Column
check box.
The content in the first row of the table is now bold, and the content of the second
row is not.
21. In the message header, click the Send button.
Keyboard Shortcut Press Ctrl+Enter to send a message.
Creating and Sending Messages 613
Outlook closes the message window and sends the message. The message draft
disappears from the Drafts folder.
22. In the Navigation Pane, click the Inbox folder.
The received message is in this folder.
The formatted message content is shown in the Reading Pane.
Tip We’re working with the To-Do Bar closed, so you can see more of the message
content. To close the To-Do Bar in your Outlook program window, click the Minimize
The To-Do Bar button in its upper-left corner.
23. In the Navigation Pane, click the Sent Items folder.
The sent message is in this folder.
CLEAN UP Display your Inbox. Retain the SBS Tradeshow Schedule message in your
Inbox and Sent Items folders for use in later exercises.
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Managing Multiple Accounts
If you have configured Outlook to connect to multiple e-mail accounts, you need
to ensure that the message is being sent from the correct account.
By default, Outlook assumes that you intend to send a message from the account
you’re currently working in. If you begin composing a message while viewing the
Inbox of your Work account, for example, Outlook selects the Work account
as the message-sending account. If you reply to a message received by your
Personal account, Outlook selects the Personal account as the message-sending
account.
You can easily change the message-sending account. When Outlook is configured
to use multiple accounts, a From button appears in the message header.
Tip If Outlook is configured to connect to only one account, you can display the From
button by clicking From in the Show Fields group on the Options tab of a message
composition window.
Clicking the From button displays a list of active accounts from which you can
choose. If the account from which you want to send the message doesn’t appear
in the list, you can specify another account; however, you must have permission
to send messages from that account.
Attaching Files to Messages 615
Attaching Files to Messages
A convenient way to distribute a file (such as a Microsoft Word document, Excel workbook, PowerPoint presentation, or picture) is by attaching the file to an e-mail message.
Message recipients can preview or open the file from the Reading Pane, open it from
the message window, forward it to other people, or save it to their computers.
Tip You can also e-mail Microsoft Office files from within the Office program you’re working
in, by using commands in the Backstage view.
For example, to send a Word document, open the document, display the Backstage view, click
the Save & Send tab, and then click Send Using E-mail. Word offers the options of sending
the document as an attached Word document, PDF file, or XPS file (Word converts the file for
you before sending it), sending a link to the document (if it’s saved in a shared location), or
sending the document to a fax machine.
In this exercise, you’ll send a Word document and a PowerPoint presentation as
attachments to an e-mail message.
SET UP You need the Brochure document and the StrategySession presentation
located in the Chapter21 practice file folder to complete this exercise. Display your
Inbox, and then follow the steps.
1. On the Home tab, in the New group, click the New E-mail button.
2. In the To box of the new message window, type your own e-mail address.
Tip If you completed the previous exercise, Outlook displays your e-mail address in
a list as you begin typing. You can insert the address by clicking it or by pressing the
Down Arrow key to select it (if necessary) and then pressing Enter.
3. In the Subject box, type SBS First Draft.
4. In the content pane, type Here is some information for your review. Then press
Enter to move to the next line.
5. On the Message tab, in the Include group, click the Attach File button.
Tip The Attach File button is also available in the Include group on the Insert tab.
The Insert File dialog box opens, displaying the contents of your Documents
library.
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The Documents library displays top-level folders and files stored in your Documents folder
and in the Public Documents folder.
Tip Your Insert File dialog box will reflect the contents of your own Documents library.
6. Navigate to your Chapter21 practice file folder. In the Chapter21 folder, click the
Brochure document, hold down the Ctrl key, click the StrategySession presentation, and then click Insert.
The files appear in the Attached box in the message header.
Information about file attachments is visible to the sender and to the recipient.
Attaching Files to Messages 617
7. In the message header, click the Send button.
Outlook closes the message window and sends the message.
CLEAN UP When you receive the SBS First Draft message in your Inbox, retain it for
use in later exercises.
Tip If you want to send personalized copies of the same e-mail message to several people, you
can use the mail merge feature of Word 2010. For more information, refer to Microsoft Word
2010 Step by Step by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
Troubleshooting File Types and Extensions
By default, Windows does not display file extensions in Explorer windows or
dialog boxes such as the Insert File dialog box. You can usually differentiate file
types by their icons—for example, the blue Word icon precedes the Brochure
document name, and the red PowerPoint icon precedes the StrategySession
presentation name.
You can display the file type as a field in specific views or as part of all file names.
● In a dialog box or Windows Explorer window, you can display the file type by
clicking the Change Your View arrow on the toolbar and then clicking either
Details or Tiles; each of these views includes the Type field.
● To display file extensions as part of all file names, click Organize on the
toolbar of any Windows Explorer window, and then click Folder And Search
Options. On the View tab of the Folder Options dialog box, clear the Hide
Extensions For Known File Types check box, and then click Apply or OK.
Tip Many picture files are large, requiring a lot of bandwidth to send and a lot of storage
space to receive. Instead of opening a message and then attaching a full-size picture file to it,
you can send and simultaneously resize a picture by right-clicking the picture file in Windows
Explorer, clicking Send To, and then clicking Mail Recipient. In the Attach Files dialog box that
appears, choose from among five picture size options; the corresponding file size appears
when you select a picture size. Then click Attach to open a message window in your default
e-mail program.
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Viewing Messages and Message Attachments
Each time you start Outlook and connect to your e-mail server, any new messages
received since the last time you connected appear in your Inbox. Depending on your
settings, Outlook downloads either the entire message to your computer or only the
message header, which provides basic information about the message, such as:
● The item type (message, meeting request, task assignment, and so on)
● Who sent it
● When you received it
● The subject
Icons displayed in the message header indicate optional information such as:
● The most recent response action taken
● Whether files are attached
● If it has been digitally signed or encrypted
● If the sender marked it as being of high or low importance
Replied to
Read Unread Message attachment
The message header and icons provide information about the message.
Viewing Messages and Message Attachments 619
There are three standard views of the message list:
● Compact The default view, which displays two lines of message properties,
including the read status, subject, sender, time received, whether files are
attached to the message, and any color categories or follow-up flags associated
with the message.
● Single This one-line view displays the importance, reminder, item type or read
status, whether files are attached to the message, sender, subject, received, size,
category, and follow-up flags. The Reading Pane is open by default in this view.
● Preview This view displays from one to four lines of information about each message.
For every message, Preview view displays the same information as Single view. For
each unread message, Preview view also displays a part of the message content—
specifically, the first 255 characters (including spaces). If a message contains fewer
than 255 characters, appears in the preview text. The Reading Pane is closed
by default in this view.
These three standard views are available from the Change View gallery on the View tab.
Messages that you haven’t yet read are indicated by closed envelope icons and bold
headers. When you open a message, Outlook indicates that you have read it by changing
the message icon from a closed envelope to an open envelope and changing the header
font in the message list from bold to normal.
You can view the text of a message in several ways:
● You can open a message in its own window by double-clicking its header in the
message list.
● You can read a message without opening it by clicking its header once in the
message list to display the message in the Reading Pane.
● You can display the first three lines of each unread message under the message header
by using the Preview feature. Scanning the first three lines of a message frequently
gives you enough information to make basic decisions about how to manage it. The
only drawback is that in Preview view, each unread message takes up five lines rather
than the two lines in the default Messages view, so fewer messages are visible on
your screen at one time.
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You can view message attachments in several ways:
● You can preview certain types of attachments (including Excel spreadsheets,
PowerPoint slideshows, Word documents, and Portable Document Format (PDF)
files) directly in the Reading Pane by clicking the attachment in the message
header.
When you click the attachment, the message text is replaced by a preview of
the attachment contents, and the Attachments contextual tab appears on the
ribbon.
Selected attachment
From the Attachments tab, you can work with the attachment or toggle between the message
content and attachment preview.
Tip You can turn off the Attachment Preview feature from the Attachment Handling
page of the Trust Center window, which you open from the Outlook Options dialog box.
● You can open the attachment from the Reading Pane or from an open message
window by double-clicking the attachment in the message header.
● You can save the attachment to your hard disk and open it from there. This strategy
is recommended if you suspect an attachment might contain a virus because you can
scan the file for viruses before opening it (provided that you have a virus scanning
program installed).
See Also For information about protecting your computer from viruses, refer to
Windows 7 Step by Step (Microsoft Press, 2009) or Windows Vista Step by Step, (Microsoft
Press, 2007), both by Joan Lambert Preppernau and Joyce Cox.
Viewing Messages and Message Attachments 621
If you receive a contact record or business card as a message attachment, you can
add it to your primary address book by dragging the attachment from the e-mail
message to the Contacts button in the Navigation Pane. To add the contact record
to a secondary address book, expand the folder structure in the Navigation Pane
and drag the attachment to that folder.
If you want to concentrate on reading messages without the distraction of other information typically presented in the Outlook program window, you can quickly reconfigure
the program window to optimize message reading by clicking the Reading View button
on the status bar, to the left of the zoom controls.
Minimized Navigation Pane
Minimized ribbon Minimized To-Do Bar
Reading View
In Reading view, the Navigation Pane, To-Do Bar, and ribbon are hidden to maximize the
size of the Reading Pane.
622 Chapter 21 Send and Receive E-Mail Messages
In this exercise, you’ll preview and open a message and two types of attachments.
SET UP You need the SBS First Draft message you created earlier in this chapter to
complete this exercise. If you did not create that message, you can do so now, or you
can substitute any received message with an attachment in your Inbox. Display
your Inbox, and then follow the steps.
1. On the View tab, in the Current View group, click the Change View button, and
then click Preview.
Troubleshooting If the Preview icon on the Change View menu is shaded, this feature is
already turned on.
The Reading Pane closes, and the first 255 characters of each message appear in
the Inbox below the message header.
Preview view displays the first 255 characters of each unread message.
2. On the View tab, in the Change View list, click Single.
The preview text disappears, and the Reading Pane reopens.
Viewing Messages and Message Attachments 623
3. Locate the SBS First Draft message in your Inbox, and then click the message.
Outlook displays the message in the Reading Pane. Below the message header
area, the Reading Pane displays a Message button (which looks rather more like just
the word Message than it does like a button) and the names of the attached files
(Brochure.docx and StrategySession.pptx).
4. In the Reading Pane, point to (don’t click) the Message button below the message
header.
Troubleshooting If you are working through this exercise with a message that does not
have an attachment, the header does not include a Message button.
A ScreenTip displays the total number of attachments.
Message button
Pointing to the Message button displays information about attached files.
Tip If more files are attached than can be seen in the message header, you can use the
scroll bar at the right end of the Attachments box to see them all.
5. Point to the Brochure.docx attachment.
A ScreenTip displays the name, type, and size of the attached file.
Pointing to an attached file displays information about the file.
624 Chapter 21 Send and Receive E-Mail Messages
6. Click the Brochure.docx attachment once.
The Attachments contextual tab appears on the ribbon, and the fully formatted
Word 2010 document appears in the Reading Pane.
The message header changes to display properties of the attached file.
You can scroll through the entire document within this pane, without starting Word.
Tip Clicking certain types of attachments displays an interim warning message in the
Reading Pane, rather than immediately displaying the attached file’s content. After
reading the message, you can click Preview File to display the usual file preview.
You can give Outlook permission to display previews of a specific type of file by
clearing the Always Warn Before Previewing This Type Of File check box before
clicking Preview File.
7. Click the StrategySession.pptx attachment.
Word starts the PowerPoint previewer and displays the title slide of the presentation
in the Reading Pane. You can move among the presentation’s slides by clicking the
Previous Slide and Next Slide buttons in the lower-right corner of the pane.
Viewing Messages and Message Attachments 625
8. In the lower-right corner of the Reading Pane, click the Next Slide button.
The presentation transitions to the second slide, exactly as it would if you were
displaying the slide show in PowerPoint. The slide currently displays only a title.
9. At the bottom of the vertical scroll bar, click the Next button once.
An animated graphic appears on the slide. The animation works in the Reading
Pane the same way it would within the PowerPoint program window.
When previewing a PowerPoint presentation, you can navigate through the presentation by
using the scroll bar and the controls in the lower-right corner of the Reading Pane or by using
the scroll wheel on the mouse.
10. In the Reading Pane, click the Message button (or, in the Message group on the
Attachments tab, click Show Message).
The message text reappears in the Reading Pane.
626 Chapter 21 Send and Receive E-Mail Messages
11. In the Reading Pane, double-click the StrategySession.pptx attachment (or, in
the Actions group on the Attachments tab, click Open).
PowerPoint 2010 starts and opens the presentation, which is titled The Master Plan.
See Also For an introduction to the features of PowerPoint 2010, refer to Microsoft
PowerPoint 2010 Step by Step by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
12. Close the presentation to return to your Inbox.
13. In the message list, double-click the SBS First Draft message.
The message opens in its own window. The Message button and attachments
are shown below the message header in the message window, as they are in the
Reading Pane.
14. In the Attachments area below the message header, click the Brochure.docx
attachment once.
The Attachments contextual tab appears on the ribbon, and a preview of the document
appears in the message content pane exactly as it did in the Reading Pane.
You use the same techniques to preview and open attachments from the message window
that you do from the Reading Pane.
CLEAN UP Close the SBS First Draft message window, and retain it in your Inbox for
use in later exercises. Then reset the program window to its default view by clicking
Compact in the Change View gallery.
Configuring Reading Pane Behavior 627
Viewing Conversations
Conversation view was first introduced in Outlook 2007 as a way of viewing in one
place a series of received messages that stem from the same original message. This
feature made it easy to locate various responses to a message and to identify separate branches of a conversation (referred to as message threads).
In Outlook 2010, the original Conversation view has been expanded to present an
even clearer method of tracking message threads and to include not only received
messages but also sent messages. Conversation view is considered such a useful
organizational tool that it is designated as the default view of the Inbox and other
message folders.
Except when discussing alternative views of messages, the graphics in this book
depict messages arranged in Conversation view. A conversation of multiple messages is indicated by an arrow to the left of the conversation message header.
Configuring Reading Pane Behavior
You will frequently read and work with messages and other Outlook items in the Reading
Pane. You can display the Reading Pane to the right of or below the module content pane.
Viewing Reading Pane Content
You might find it difficult to read the text in the Reading Pane at its default size, particularly
if your display is set to a high screen resolution, as is becoming more and more common.
You can change the size of the content displayed in the Reading Pane by using the Zoom
controls located at the right end of the program window status bar to change the pane’s
magnification level.
Zoom level Zoom slider
Zoom Out Zoom In
In the program window, the Zoom controls change the size
of the content in the Reading Pane.
628 Chapter 21 Send and Receive E-Mail Messages
You can change the magnification of the Reading Pane contents in the following ways:
● To set a specific magnification level, click the Zoom Level button to open the Zoom
dialog box.
Select one of the three predefined magnification levels, or select or type a specific
magnification level in the Percent box.
● To change the zoom level in 10 percent increments, click the Zoom Out and Zoom
In buttons.
● To quickly change the zoom level to any setting between 10 percent and 500
percent, move the Zoom slider to the left or right.
Marking Messages as Read
By default, Outlook does not change the read status of a message when you preview it
in the Reading Pane. If you commonly read your messages in the Reading Pane rather
than opening them in message windows, you can keep better track of read and unread
messages by changing the default setting.
To instruct Outlook to mark a message as read after you have previewed it in the
Reading Pane:
1. Display the Backstage view, and then click Options.
2. On the Mail page of the Outlook Options dialog box, in the Outlook Panes area,
click Reading Pane.
Configuring Reading Pane Behavior 629
The Reading Pane dialog box opens.
You can configure the way Outlook handles messages displayed in the Reading Pane.
3. In the Reading Pane dialog box, select the check box corresponding to the way you
want Outlook to handle messages you view in the Reading Pane.
❍ Mark items as read when viewed in the Reading Pane Outlook will
mark the item as read after it has been displayed in the Reading Pane for
five seconds or an alternative amount of time (up to 999 seconds) that you
specify.
❍ Mark item as read when selection changes Outlook will mark the item as
read when you select another item.
4. Click OK in the Reading Pane dialog box and in the Outlook Options dialog box.
Single Key Reading
You can scroll through a long message in the Reading Pane in the following ways:
● Scroll at your own pace by dragging the vertical scroll bar that appears at the right
side of the Reading Pane.
● Move up or down one line at a time by clicking the scroll arrows.
● Move up or down one page at time by clicking above or below the scroll box.
● Move up or down one page at a time by pressing the Spacebar. When you reach
the end of a message by using this feature, called Single Key Reading, pressing the
Spacebar again displays the first page of the next message. This option is very convenient if you want to read through several consecutive messages in the Reading
Pane, or if you find it easier to press the Spacebar than to use the mouse.
Tip Single Key Reading is turned on by default. If you find it distracting, you can turn it
off by clearing the Single Key Reading Using Space Bar check box in the Reading Pane
dialog box.
630 Chapter 21 Send and Receive E-Mail Messages
Viewing Message Participant Information
After you receive a message (or after Outlook validates a recipient’s name in a message
that you’re sending), you can easily display contact information and a history of your
communications with that person.
Presence Icons
If presence information is available, a square presence icon appears to the left of each
message participant’s name. The presence icon (more casually referred to as a jelly bean)
is color-coded to indicate the availability or online status of the message participant,
as follows:
● Green indicates that the message recipient is available.
● Red indicates that the message recipient is busy.
● Orange indicates that the message recipient is away.
● White indicates that the message recipient is offline.
Tip This set of presence icons is used in Outlook, Windows Live Messenger, and Microsoft
Office Communicator to provide a consistent user experience.
Depending on the environment, Outlook uses presence information from Office
Communications Server or from Windows Live Messenger.
Contact Cards
Pointing to a presence icon displays an interactive contact card of information that
includes options for contacting the person by e-mail, instant message, or telephone;
for scheduling a meeting; and for working with the person’s contact record.
Presence icons
Communications options Pin Contact Card
Expand Contact Card
Pinning the contact card keeps it open even if you send or close the e-mail message.
Viewing Message Participant Information 631
Clicking the Expand Contact Card button displays a more extensive range of information
and interaction options.
Place a telephone call
Send an e-mail message
From the expanded contact card, you can view the contact’s position within the organization and
which distribution lists he or she is a member of.
Tip A distribution list is a membership group created through Exchange and available
from an organization’s Global Address List. You can’t create distribution lists, but you
can create contact groups, which are membership groups saved in the Outlook Contacts
module.
Clicking any of the blue links initiates contact with the person through the stored
telephone number or e-mail address, initiates a meeting request, or, if the person
is in your address book, opens his or her contact record.
When available, the Organization tab displays information about the contact’s manager
and direct reports. The Member Of tab displays information about distribution lists the
contact is a member of. This information is available only for Exchange accounts.
632 Chapter 21 Send and Receive E-Mail Messages
The People Pane
The People Pane at the bottom of the message window displays extensive information
about your previous communications with each message participant.
In its collapsed state, the People Pane displays small thumbnails representing each message
participant. If a person’s contact record includes a photograph, the photo appears in the
People Pane. If no photograph is available, a silhouette of one person represents an individual message participant, and a silhouette of three people represents a distribution list.
Resizing bar Distribution group
Contact without associated picture
The collapsed People Pane.
You can expand the People Pane either by clicking the Expand button at the right end of
the pane or by dragging the horizontal bar that appears at the top of the pane. The People
Pane can occupy only a certain percentage of the message window, so the amount you
can manually adjust the height of the People Pane is dependent on the height of the
message window.
In its expanded state, the People Pane displays either large thumbnails or a tabbed
breakdown of communications for each message participant.
Toggle button
Scroll to view additional message participants
The simple view of the expanded People Pane.
You can switch between the simple view and the detailed view by clicking the Toggle
button located near the right end of the expanded People Pane header.
Viewing Message Participant Information 633
The detailed view of the expanded People Pane for messages in an Exchange account. Click Add to
set up a connection from Outlook to an online social network.
The All Items tab of the detailed view displays all your recent communications with the
selected person. If you’re looking for a specific item, such as a meeting request or a
document attached to a message, you can filter the item list by clicking any of the tabs
to the left of the list.
Tip The detailed People Pane is available for all types of e-mail accounts. The images in this
book depict the People Pane for an Exchange account. The People Pane for a POP3 account is
identical except that the tabs are labeled with icons only rather than icons and words.
Troubleshooting the People Pane
When working with an Exchange account, you can display the People Pane in detailed
view only if the Cached Exchange Mode feature is enabled. If the Toggle button isn’t
visible in the expanded People Pane when you’re viewing an Exchange account
message, the likely problem is that Cached Exchange Mode is not enabled.
To enable Cached Exchange Mode, follow these steps:
1. In the Backstage view of the Outlook program window, click Account Settings,
and then in the list that appears, click Account Settings.
2. On the E-mail page of the Account Settings dialog box, click your Exchange
account, and then click Change.
3. On the Server Settings page of the Change Account wizard, select the Use
Cached Exchange Mode check box, click Next, and then on the wizard’s final
page, click Finish.
The Toggle button should now be visible in the header of the expanded People Pane.
634 Chapter 21 Send and Receive E-Mail Messages
Responding to Messages
You can respond to most e-mail messages that you receive by clicking a response button
either within the message window or in the Respond group on the Message tab.
The most standard response to a message is a reply. When you reply to a message,
Outlook fills in one or more of the address boxes for you, as follows:
● Reply Creates an e-mail message, addressed to only the original message sender,
that contains the original message text.
● Reply All Creates an e-mail message, addressed to the message sender and all
recipients listed in the To and Cc boxes, that contains the original message text. The
message is not addressed to recipients of blind courtesy copies (Bcc recipients).
● Reply with Meeting Creates a meeting invitation addressed to all message recipients. The message text is included in the meeting window content pane. Outlook
suggests the current date and an upcoming half-hour time slot for the meeting.
A meeting invitation created from a message.
Responding to Messages 635
Message replies include the original message header and text, preceded by a space
in which you can respond. Replies do not include any attachments from the original
message.
You can add, change, and delete recipients from any reply before sending it.
You can forward a received message to any e-mail address (regardless of whether the
recipient uses Outlook) provided the message was not sent with restricted permissions.
Outlook 2010 has the following message-forwarding options:
● Forward Creates a new message that contains the text of the original message
and retains any attachments from the original message.
● Forward As Attachment Creates a blank message that contains no text but
includes the original message as an attachment. The original message text and
any attachments are available to the new recipient when he or she opens the
attached message.
● Forward As Text Message Creates a text message to be sent by an SMS text
messaging account to a mobile device, such as a mobile phone or a Windows
Phone.
Troubleshooting The Forward As Text Message response option works only if you have
access to an SMS account.
Forwarded messages include the original message header and text, preceded by a space
in which you can add information. Forwarded messages include attachments from the
original message.
When you forward a message, Outlook does not fill in the recipient boxes for you
(the assumption being that you want to forward the message to someone who wasn’t
included on the original message).
If you reply to or forward a received message from within the message window, the
original message remains open after you send your response. You can instruct Outlook
to close original messages after you respond to them—you’ll probably be finished
working with the message at that point. To do so, display the Mail page of the Outlook
Options dialog box, select the Close Original Message Window When Replying Or
Forwarding check box in the Replies And Forwards area, and then click OK.
Tip When responding to an e-mail message, take care to use good e-mail etiquette. For
example, if your response is not pertinent to all the original recipients of a message, don’t
reply to the entire recipient list, especially if the message was addressed to a distribution
list that might include hundreds of members.
636 Chapter 21 Send and Receive E-Mail Messages
You can prevent other people from replying to all recipients of a message you send by
addressing the message to yourself and entering other recipients in the Bcc box. Then the
recipient list will not be visible to anyone.
If your organization runs Office Communications Server, you may also have these additional
response options:
● Call Uses the telephone calling functionality of Office Communicator to place Voice
Over IP (VOIP) calls from your computer, over the Internet, to the telephone number
of the original message sender.
● Call All Uses the telephone calling functionality of Office Communicator to initiate
a VOIP conference call to the telephone numbers of the original message sender
and other message recipients.
● Reply With IM or Reply All With IM Opens an Office Communicator chat window
with the original message subject as its title and the message sender or sender and
recipients as the chat participants.
An Office Communicator IM session created from a message.
Troubleshooting The response options available in your Outlook installation might vary
from those described here. The available response options always feature prominently on
the main ribbon tab in the item window.
Responding to Messages 637
Nonstandard messages have alternative response options, such as the following:
● A meeting request includes options for responding to the request.
Responding to a meeting request from the Reading Pane.
See Also For information about meeting requests, see “Scheduling Meetings”
in Chapter 23, “Manage Scheduling.”
● A task assignment includes options for accepting or declining the assignment.
Responding to a task assignment from the Reading Pane.
See Also For information about task assignments, see “Managing Task Assignments”
in Chapter 24, “Track Tasks.”
● If a message contains voting buttons, you can respond by opening the message,
clicking the Vote button in the Respond group on the Message tab, and then clicking
the response you want to send. Or you can click the Info bar (labeled Click here to
vote) in the Reading Pane and then click the response you want.
638 Chapter 21 Send and Receive E-Mail Messages
Voting from the Reading Pane.
In this exercise, you’ll reply to and forward a message that has an attachment.
SET UP You need the SBS First Draft message you created earlier in this chapter to
complete this exercise. If you did not create that message, you can do so now, or you
can substitute any received message with an attachment in your Inbox. Display
your Inbox, and then follow the steps.
1. Open the SBS First Draft message in a message window.
The message includes two attachments. The message window ribbon displays
only the Message tab containing all the commands you use with a received
message.
2. On the Message tab, in the Respond group, click the Reply button.
Outlook creates a response, already addressed to you (the original sender).
If the message had been sent to any other people, the reply would not include
them.
Replying to a message generates a new message addressed to the original sender.
Responding to Messages 639
The RE: prefix appears at the beginning of the message subject to indicate that this
is a response to an earlier message. Note that the response does not include the
original attachments (and in fact there is no indication that the original message
had any). The original message, including its header information, appears in the
content pane separated from the new content by a horizontal line.
3. With the cursor at the top of the content pane, type the following sentence:
We’ll need to get approval from the Marketing team before proceeding.
4. In the response header, click the Send button.
Outlook sends your reply, which appears in your Inbox as the active message in the
SBS First Draft conversation. The original message remains open on your screen.
5. In the original message, in the Respond group, click the Forward button.
Troubleshooting If the original message closes, select the message in your Inbox and
then click the Forward button in the Respond group on the Home tab.
Outlook creates a new version of the message that is not addressed to any recipient. The FW: prefix at the beginning of the message subject indicates that this is a
forwarded message. The files that were attached to the original message appear in
the Attached box. The message is otherwise identical to the earlier response.
The MailTip at the top of the message header indicates that another message (your response)
has been added to the conversation, so the message you’re forwarding isn’t technically the
most current.
You address and send a forwarded message as you would any other.
6. In the To box, enter your e-mail address.
640 Chapter 21 Send and Receive E-Mail Messages
7. Click to position the cursor at the top of the content pane, and then type the
following sentence:
Don’t forget to review these!
8. Send the message, and then close the original message window.
9. When the second message appears in your Inbox, compare the two messages and
note the similarities and differences.
For example, the Subject prefixes are different, and the forwarded message includes
the original message attachments.
CLEAN UP Close any open message windows. Retain the SBS First Draft conversation
for use in later exercises.
Key Points
● You can easily create e-mail messages that include attachments.
● By default, messages you receive appear in your Inbox.
● You can see the first few lines of each message in Preview view, open a message
in its own window, or preview messages in the Reading Pane. You can preview
message attachments in the Reading Pane.
● You can reply to the message sender only or to the sender and all other recipients.
You can also forward a message and its attachments to other people.
Key Points 641
Resending and Recalling Messages
If you want to send a new version of a message you’ve already sent—for example, a
status report in which you update details each week—you can resend the message.
Resending a message creates a new version of the message with none of the extra
information that might be attached to a forwarded message. To resend a message,
follow these steps:
1. From your Sent Items folder, open the message you want to resend. (Or, if you
copied yourself on the message, you can open it from your Inbox.)
2. On the Message tab, in the Actions group, click the Other Actions button, and
then in the list, click Resend This Message.
Outlook creates a new message form identical to the original. If you want, you can
change the message recipients, subject, attachments, or content before sending
the new message.
If, after sending a message, you realize that you shouldn’t have sent it—for example, if
the message contained an error or was sent to the wrong people—you can recall it by
instructing Outlook to delete or replace any unread copies of the message. To recall a
message, follow these steps:
1. From your Sent Items folder, open the message you want to recall.
2. On the Message tab, in the Actions group, click the Other Actions button, and
then click Recall This Message.
3. In the Recall This Message dialog box, click the option to delete unread copies
of the message or the option to replace unread copies with a new message,
and then click OK.
Message recall is available only for Exchange Server accounts.
Troubleshooting You may want to test the message recall functionality within
your organization before you have occasion to need it for an important recall.
Quite frequently, the message recall feature can result in a received message being
flagged as Recalled, but remaining in the recipient’s Inbox.
Chapter at a Glance
Save and update
contact information,
page 644
Display different views of
contact records, page 659
Print contact
records, page 667
643
22 Store and Access
Contact Information
In this chapter, you will learn how to
✔ Save and update contact information.
✔ Communicate with contacts.
✔ Display different views of contact records.
✔ Print contact records.
Having immediate access to current, accurate contact information for the people you
need to interact with—by e-mail, telephone, mail, or otherwise—is important for timely
and effective communication. You can easily build and maintain a detailed contact list,
or address book, in the Microsoft Outlook 2010 Contacts module. From your address
book, you can look up information, create messages, and share contact information with
other people. You can also keep track of your interactions with a person whose contact
information is stored in Outlook.
If you need to take contact information with you in a non-electronic format, you can
print an address book or selected contact records, in many different formats.
In this chapter, you’ll create and edit contact records and view them in different ways.
Then you’ll print a contact record and a list of contact information.
Practice Files You don’t need any practice files to complete the exercises in this chapter.
For more information about practice file requirements, see “Using the Practice Files” at
the beginning of this book.
644 Chapter 22 Store and Access Contact Information
Saving and Updating Contact Information
You save contact information for people and companies by creating a contact record in
an address book.
A typical contact record for a business contact.
Tip You can create a personalized electronic business card for yourself or for any of your
contacts. For information about Outlook 2010 features not covered in this book, refer to
Microsoft Outlook 2010 Step by Step by Joan Lambert and Joyce Cox (Microsoft Press, 2010).
You can store the following types of contact information in a contact record:
● Name, company name, and job title
● Business, home, and alternate addresses
● Business, home, mobile, pager, and other telephone numbers
● Business, home, and alternate fax numbers
● Web page address (URL), instant messaging (IM) address, and up to three e-mail
addresses
Saving and Updating Contact Information 645
● Photo or other identifying image
● General notes, which can include text and illustrations such as photos, clip art
images, SmartArt diagrams, charts, and shapes
You can also store personal and organization-specific details for each contact, such as
the following:
● Professional information, including department, office location, profession,
manager’s name, and assistant’s name
● Personal information, including nickname, spouse or partner’s name, birthday,
anniversary, and the title (such as Miss, Mrs., or Ms.) and suffix (such as Jr. or Sr.)
for use in correspondence
Creating Contact Records
You typically create a contact record by displaying the Contacts module and then clicking
the New Contact button in the New group on the Home tab. In the contact record
window that opens, you insert the information you want to save. After you save the
contact record, it is displayed in the Contacts pane.
You can create a contact record containing only one piece of information (for example, a
name or company name), or as much information as you want to include. You can quickly
create contact records for several people who work for the same company by cloning the
company information from an existing record to a new one. And of course, you can add
to or change the information stored in a contact record at any time.
The order in which Outlook displays contact records in the Contacts pane is controlled
by the File As setting. By default, Outlook files contacts by last name (Last, First order).
If you prefer, you can change the order for new contacts to any of the following:
● First, Last
● Company
● Last, First (Company)
● Company (Last, First)
To set the filing order for all your contacts, display the Backstage view, click Options, and
then on the Contacts page of the Outlook Options dialog box, click the Default “File As”
Order arrow and select an order from the list. You can change the filing order for an individual contact by selecting the order you want in the File As list in the contact record.
Tip In addition to individual contact records, you can create groups of contacts so that you
can manage messaging to multiple people through one e-mail address.
646 Chapter 22 Store and Access Contact Information
Address Books
Outlook stores contact information from different sources in separate address books. Some
are created by Outlook, some by your e-mail server administrator, and others by you.
Contacts and Suggested Contacts Address Books
Outlook automatically creates a Contacts address book and a Suggested Contacts address
book for each account you connect to. These address books are available from the My
Contacts list in the Navigation Pane of the Contacts module.
The default Navigation Pane of the Contacts module.
The Contacts address book of your default e-mail account is your main address book,
and it is the address book that appears by default in the Contacts module. The Contacts
address book is empty until you add contact records to it.
If you correspond with someone who isn’t already in your Contacts address book, Outlook
automatically adds that person to the Suggested Contacts address book. You can work
with the contact information saved in this address book, or you can move the information
from the Suggested Contacts address book to create an official contact record for that
person in a different address book.
Tip If you have an Outlook Mobile Service account, Outlook automatically creates a Mobile
Address Book containing all the contacts in your Contacts address book for whom mobile
phone numbers are listed. For more information, refer to Microsoft Outlook 2010 and Office
Communications Server Inside Out by Jim Boyce (Microsoft Press, 2010).
Saving and Updating Contact Information 647
Custom Address Books
You can create additional address books; for example, you might want to keep contact information for family and friends in an address book separate from client contact information, or
you might maintain an address book for team members working on a specific project.
You create an address book by creating a folder and specifying that the folder will
contain contact items.
An address book is a folder designed specifically to contain contact records and contact groups.
When you display the Folder List in the Navigation Pane, your custom address books
appear along with other folders you create, and you can organize them in the same
manner—for example, at the same level as your Inbox, as a subfolder of the Contacts
address book, or inside a project folder. All address books are available from the My
Contacts list in the Navigation Pane of the Contacts module.
Tip If your organization stores contact information in a SharePoint Contacts List, you can
import the list contents from SharePoint into Outlook as an address book.
648 Chapter 22 Store and Access Contact Information
Global Address Lists
If you have an Exchange account, you also have access to an official address book called the
Global Address List (or GAL). The GAL is maintained by your organization’s Exchange administrator and may include information about individuals within your organization, distribution
lists, and resources (such as conference rooms and media equipment) that you can reserve
when you schedule meetings. It can also include organizational information (each person’s
manager and direct subordinates) and group membership information (the distribution lists
each person belongs to).
The GAL doesn’t appear in the My Contacts list shown in the Navigation Pane of the
Contacts module. To display the GAL, click the Address Book button located in the Find
group on the Home tab of the Contacts module or the Address Book button located in
the Names group on the Message tab of a message composition window. Outlook users
can view the GAL but not change its contents.
Dialing Rules
The first time you enter a phone number for a contact, the Location Information
dialog box opens, prompting you to enter your own country, area code, and any
necessary dialing information, such as a carrier code.
The Location Information and Phone And Modem dialog boxes collect information required
by phone and fax programs.
Outlook sets up dialing rules based on the information you enter. You must enter
at least your country and area code in the dialog box and then click OK; you can’t
close the dialog box without entering the requested information.
Saving and Updating Contact Information 649
In this exercise, you’ll create and edit a contact record in your main address book.
SET UP You don’t need any practice files to complete this exercise. Display the
Contacts module, and then follow the steps.
1. On the Home tab, in the New group, click the New Contact button.
A new contact record window opens.
2. In the Full Name box, type Sara Davis, and then press the Tab key to move to the
Company box.
Outlook transfers the name to the File As box and displays it in the default order
(Last, First). The name also appears on the contact record window title bar and in
the business card representation.
Entering a contact’s name in the Full Name box distributes it to multiple areas of the contact
record.
Troubleshooting The appearance of buttons and groups on the ribbon changes depending
on the width of the program window or item window. For information about changing
the appearance of the ribbon to match our screen images, see “Modifying the Display
of the Ribbon” at the beginning of this book.
3. In the Company box, type Wingtip Toys.
4. In the Job title box, type Assembly Plant Manager.
5. In the Internet area, type sara@wingtiptoys.com in the E-mail box, and
press Tab.
Outlook automatically formats the e-mail address as a hyperlink and then enters
the contact’s name, followed by the e-mail address in parentheses, in the Display
As box. This box indicates the way the contact will appear in the headers of e-mail
messages you exchange with this contact.
650 Chapter 22 Store and Access Contact Information
6. In the Display as box, select the e-mail address inside the parentheses and then
type Work.
7. Click the E-mail arrow (not the button).
A list displays the e-mail address fields available in the contact record.
Groups of related contact information fields are indicated by an arrow button to the right of
the field name.
8. In the E-mail list, click E-mail 2.
The E-mail 2 field replaces the E-mail field. The e-mail address you entered in the
E-mail field, and its associated Display As text, disappears.
9. In the E-mail 2 field, enter sara@thephone-company.com, and then press Tab.
Outlook enters the original name and the second e-mail address in the Display
As field. Although the field name doesn’t change to indicate it, this information
is specific to the E-mail 2 field.
10. In the Display as box, select the e-mail address inside the parentheses and then
type Personal.
The business card representation displays both e-mail addresses.
11. In the Web page address box, type www.wingtiptoys.com.
Outlook automatically formats the text as a hyperlink.
12. In the Phone numbers area, type 9725550101 in the Business box, and then press
Tab. If the Location Information dialog box opens, enter your country and area
code, and click OK. Then in the Phone and Modem dialog box, with the location
associated with your area code selected, click OK.
See Also For information about the Location Information dialog box, see the sidebar
“Dialing Rules” earlier in this topic.
Outlook formats the series of numbers you entered as a telephone number, using
the regional settings governed by Windows.
Saving and Updating Contact Information 651
13. In the Addresses area, click in the text box to the right of Business, type 4567
Main Street, press the Enter key, and then type Dallas, TX 98052.
Tip In a new contact record, a selected check box to the left of the Business address
field indicates that it is the default mailing address for the contact.
14. Click the Business arrow to display the Addresses list and then, in the list, click
Home.
The button label changes to indicate that you are displaying Sara’s home address
information.
15. In the text box, type 111 Magnolia Lane, press Enter, and then type Flower
Mound, TX 98053.
The contact record now contains both business and personal contact information.
Tip If you record multiple addresses for a contact and want to specify one as the default
mailing address, display that address and then select the This Is The Mailing Address
check box.
The completed contact record.
652 Chapter 22 Store and Access Contact Information
16. On the Contact tab, in the Actions group, click the Save & Close button.
The contact record window closes. The Contacts pane now includes the new
contact record for Sara Davis.
A business card view of the new contact record is visible in the Contacts pane.
17. In the Contacts pane, double-click the contact record for Sara Davis.
18. On the Contact tab, in the Show group (or in the Show list, if the Show group is
compacted), click the Details button.
Outlook displays the Details page of the contact record.
Tip You can assign follow-up flags to contact entries, and link contact entries to e-mail
messages, appointments, tasks, and other Outlook items. For more information, see
“Creating Tasks from Outlook Items” in Chapter 24, “Track Tasks.” You can view all items
linked to a contact on the Activities page of the contact record.
19. In the Spouse/Partner box, type Andrew.
Saving and Updating Contact Information 653
20. Click the Birthday arrow, scroll the calendar to July, and then click 31.
The Birthday box displays the day and date information for July 31 of the current
year.
The Details page of the contact record provides space for recording business and personal
information.
Tip The birthday or anniversary date you select in the calendar defaults to the current
calendar year. You can change the year by selecting it in the text box and then typing
the year you want.
21. In the Actions group, click the Save & New arrow (not the button), and then in
the list, click Contact from the Same Company.
Troubleshooting Clicking the Save & New button rather than the Save & New arrow
opens a new, blank contact record. If this occurs, close the new contact record window
to return to Sara Davis’s contact record, and repeat step 21.
Outlook creates a new contact record that already contains the company name,
Web page address, business phone number, and business address from Sara
Davis’s contact record.
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Without any changes, the new contact record could be saved as a contact record for the
company rather than for a specific person.
Because no person’s name has been provided, the File As name is currently set to
the company name.
22. In the Full Name box, type Andrea Dunker, and in the Job title box, type Sales
Associate.
23. In the E-mail box, type andrea@wingtiptoys.com. Leave the default Display
As text.
24. Save and close the open contact records.
Saving and Updating Contact Information 655
25. Use the techniques described in this exercise to create contact records for the
following people:
Full name Company Job title E-mail address
Andrew Davis Trey Research Account Manager andrew@treyresearch.net
Idan Rubin Trey Research Research Associate idan@treyresearch.net
Nancy Anderson Trey Research Research Associate nancy@treyresearch.net
The Contacts pane now includes the five records you’ve created.
The completed contact records.
CLEAN UP Save and close any open contact records to return to the Contacts pane.
Retain the Nancy Anderson, Andrew Davis, Sara Davis, Andrea Dunker, and Idan
Rubin contact records for use in later exercises.
Tip You can create a contact record for the sender of a message you have received by rightclicking the sender’s name in the message header—either in the Reading pane or the open
message item—and then clicking Add To Outlook Contacts. Outlook creates a contact record
with the name and e-mail address already filled in. Add any other information you want to
record, and then save the contact record.
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Conforming to Address Standards
When you finish entering information in the Addresses area, Outlook verifies that
the address conforms to a standard pattern. If Outlook detects irregularities in the
address you enter, the Check Address dialog box opens, prompting you to enter
the street address, city, state or province, postal code, and country in separate
fields from which it reassembles the address.
The Check Address dialog box validates the address against standard patterns.
The intention of this feature is to verify that you have the information necessary
to send mail to the contact. If you determine that the information in the Check
Address dialog box is correct, you can click Cancel to close the dialog box without making changes.
Communicating with Contacts
Saving contact information for people in a physical or electronic address book is useful
because it centralizes the information in one place so that you no longer have to remember
the information or where to find it. The added benefit of saving contact information in
an Outlook address book is that it makes the process of initiating communication with a
contact much more efficient.
Communicating with Contacts 657
Initiating Communication from Contact Records
Contact records aren’t useful only for storing information; you can also initiate a number of
actions that are specific to a selected contact. Commands for initiating communication are
available in the Communicate group on the Contact tab of an open contact record.
The commands available in the Communicate group may vary based on your specific Outlook
configuration.
You can perform many actions from within a contact record by using the commands in
the Communicate group on the Contact tab, including the following:
● Create an e-mail message addressed to the contact by clicking the E-mail button.
● Create a meeting request that includes the contact by clicking the Meeting
button.
● Initiate a chat session with the contact by clicking the Reply With IM button.
(Requires Office Communicator.)
● Place a call to the contact by clicking the Call arrow and then, in the list, clicking
the telephone number you would like Outlook to dial. (Requires Internet telephone
capabilities.)
● Display the contact’s Web site by clicking the Web Page button.
● Create a task assigned to the contact by clicking the Assign Task button.
● Create a journal entry assigned to the contact by clicking the Journal Entry button.
● Display a map of the contact’s address by clicking the Map It button in the
Addresses area.
If Microsoft OneNote 2010 is installed on your computer, you can create a OneNote
notebook entry linked to the contact record by clicking the OneNote button in the
Actions group on the Contact tab.
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Selecting Message Recipients from Address Books
When you send an e-mail message to a person whose contact information is stored in one
of your address books, you can quickly address the message to that person by entering
his or her name exactly as it appears in the address book and letting Outlook validate
the address. If you don’t know the exact spelling of the name, follow these steps:
1. In the message composition window, click the Address Book button in the Names
group on the Message tab.
The Select Names dialog box opens.
To insert names from an address book, you must open the address book from the message
composition window.
2. In the Address Book list, click the arrow, and then click the address book you want
to search.
3. Scroll through the Name list, and locate the person’s name.
Tip You can enter the first few letters of the person’s name to scroll to entries beginning
with those letters.
4. To add the person in the To box as a primary message recipient, double-click the
name, or click it and then press Enter. To add the person as a secondary or private
recipient, click in the Cc or Bcc box at the bottom of the dialog box and then doubleclick the name, or click it and press Enter.
Displaying Different Views of Contact Records 659
Tip If you click the To, Cc, or Bcc box in the message header before clicking the Address
Book button, double-clicking the name adds the person to that box. You can also click
the Cc or Bcc box and then click the adjacent button to open the Select Names dialog
box with that box active.
5. After selecting all message recipients from the address book, click OK to close the
Select Names dialog box and return to the message composition window.
See Also For information about creating e-mail messages, see “Creating and Sending
Messages” in Chapter 21, “Send and Receive E-Mail Messages.”
Displaying Different Views of Contact Records
You can view all your address books in the Contacts module. You can also display a list
of the contacts in an address book in one of these ways:
● Click the Address Book button in the Find group on the Home tab of the program
window in any module to open the Address Book window.
● Click the Address Book button in the Names group on the Contact tab of a contact
record window to open the Select Name dialog box.
In either case, you can expand the Address Book list and then click the name of the
address book you want to display.
You can display any of the available address books from the Select Name dialog box.
660 Chapter 22 Store and Access Contact Information
You can view an address book in many different formats. You can choose any standard
view from the Current View gallery on the Home tab of the Contacts module.
The Current View gallery of the Contacts module.
Each view presents information from your contact records either as cards or in a list:
● Business Card This view displays the business card associated with each contact
record—either the default card created by Outlook or a custom card if you have
one. Business cards are displayed in alphabetical order by first or last name,
depending on the File As selection.
● Card This view displays contact information as truncated business cards that include
limited information, such as job title and company name.
● Phone This view displays a columnar list including each contact’s name, company,
and contact numbers.
● List This view displays a columnar list with contact records arranged in groups.
You can choose the grouping you want from the Arrangements gallery on the
View tab.
Buttons in the Arrangements gallery of the Contacts module are available only while contact
records are displayed in a list view.
In any list view, you can expand and collapse the groups or select and take action
on an entire group of contacts. You can also enter information directly into any
contact record field displayed in the list.
Displaying Different Views of Contact Records 661
You can search and filter your contact records in any view by using the Instant Search
feature. You can sort contact records by any displayed column in a list view by clicking
the column header.
You can change the fields displayed in each view; the way records are grouped, sorted,
and filtered; the display font; the size of business cards; and other settings to suit your
preferences. You can personalize a view from the Advanced View Settings dialog box,
which you open by clicking View Settings in the Current View group on the View tab.
The options available in the Advanced View Settings dialog box vary depending on the currently
displayed view.
In this exercise, you’ll look at different views of contact records within the Contacts pane,
add and remove columns in a list view, and reset a customized view.
SET UP This exercise uses the Nancy Anderson, Andrew Davis, Sara Davis, Andrea
Dunker, and Idan Rubin contact records you created in the exercise “Saving and
Updating Contact Information,” earlier in this chapter. If you didn’t complete that
exercise, you can do so at this time or use contact records of your own. Display the
Contacts module, and then follow the steps.
1. On the Home tab, in the Current View gallery, click the Business Card button if
that view isn’t already selected.
In Outlook 2010, this default Contacts module view displays standard business
cards for each contact, as well as any personalized business cards you have
saved. The cards are organized by File As name, which by default is alphabetically
by last name.
662 Chapter 22 Store and Access Contact Information
2. On the alphabet bar located on the right side of the Contacts pane, click the
letter r.
The Contacts pane scrolls as necessary to display the business card for Idan Rubin
(or the first contact record in your Contacts module that is filed under R).
Language Settings
Scroll to the first
record filed under
a letter
Alphabet bar
In Business Card view or Card view, you can scroll contact records by using the alphabet bar.
Tip You can display an additional alphabet in the alphabet bar. Options include Arabic,
Cyrillic, Greek, Thai, and Vietnamese—other alphabets might be available depending
on the version of Outlook and any language packs you have installed. To get started,
click the Language Settings button at the bottom of the alphabet bar.
3. In the Current View gallery, click the Card button.
4. If the card columns are not wide enough to display the information saved with the
contact records, click the Zoom In button at the right end of the status bar until
the information is visible.
Outlook displays your contact records in a card-like format that includes only text
and no additional graphic elements.
Displaying Different Views of Contact Records 663
Card view displays the available primary contact information, including name, telephone and
fax numbers, postal and e-mail addresses, and notes.
5. In the Current View gallery, click the Phone button.
Outlook displays your contact records in a grid of columns and rows organized in
ascending order based on the File As column.
6. Click the Full Name column heading.
Outlook sorts the contact records in ascending order based on the Full Name field,
as indicated by the upward-pointing sort arrow to the right of the column heading.
You can reverse the sort order by clicking the active heading again.
Sort order
Click any column header to sort by that column or to reverse the sort order.
664 Chapter 22 Store and Access Contact Information
7. Click the Company column heading.
Outlook sorts the contact records in ascending order based on the Company field.
Tip You can add a contact to your address book in any list view by clicking the box
under the Full Name header (labeled Click Here To Add A New Contact) and entering
the contact’s information.
8. Right-click the Company column header, and then click Field Chooser.
The Field Chooser window opens.
9. Scroll down the Field Chooser list until the Job Title field is visible. Drag the Job
Title field from the Field Chooser dialog box to the column heading area, and
when the red arrows indicate that it will be inserted between the Company and
File As fields, release the mouse button.
The list view now includes a column displaying the Job Title for each contact.
Drop location
Field Chooser
You can add any field to a list view from the Field Chooser.
Displaying Different Views of Contact Records 665
10. Point to the column separator between Job Title and File As. When the cursor
changes to a double-headed arrow, double-click.
Double-click
to resize column
Double-clicking a column separator resizes the column to the left of the separator.
The column width changes to accommodate its contents.
11. Drag the Country/Region column header down from the column heading row
until a black X appears. Then release the mouse button.
You can remove a column from a list view by dragging its column header away from the
column header row.
The Country/Region column is removed from the list view.
12. On the View tab, in the Current View group, click the Reset View button. Then
in the Microsoft Outlook dialog box that asks whether you want to reset the
view to its original settings, click Yes.
The view returns to its original settings.
CLEAN UP Return the Contacts module to the default Business Card view. Retain the
Nancy Anderson, Andrew Davis, Sara Davis, Andrea Dunker, and Idan Rubin contact
records for use in later exercises.
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User-Defined Fields
If you’d like to save information that doesn’t fit into the default contact record
fields, you can create a custom field. A custom field can contain information such
as text, numbers, percentages, currency, Yes/No answers, dates, times, durations,
keywords, and formulas.
You can create a custom information field from any view of the All Fields page by
clicking the New button in the lower-left corner of the page and then specifying
the name, type, and format of the field in the New Column dialog box that opens.
Custom fields can be formatted to contain many specific types of information.
Custom fields appear when you filter the All Fields page on User-Defined Fields
In This Folder. When you enter information in the custom field for a specific contact, it also appears in the User-Defined Fields In This Item list within that contact
record.
Printing Contact Records 667
Printing Contact Records
You can print an address book or individual contact records, either on paper or to an
electronic file (such as a PDF file or an XPS file), from any address book view. Depending
on the view, Outlook offers a variety of print styles, such as those described in the following table.
Style Description Available in
these views
Card Contact information displayed alphabetically in two columns.
Letter graphics appear at the top of each page and the
beginning of each letter group
Business Card,
Card
Small
Booklet
Contact information displayed alphabetically in one column.
Formatted to print eight numbered pages per sheet. Letter
graphics appear at the top of each page and the beginning
of each letter group, and a contact index at the side of each
page indicates the position of that page’s entries in the
alphabet. Print double-sided if possible.
Business Card,
Card
Medium
Booklet
Contact information displayed alphabetically in one column.
Formatted to print four numbered pages per sheet. Letter
graphics appear at the top of each page and the beginning
of each letter group, and a contact index at the side of each
page indicates the position of that page’s entries in the
alphabet. Print double-sided if possible.
Business Card,
Card
Memo Contact information displayed under a memo-like header
containing your name. One record per sheet.
Business Card,
Card
Phone
Directory
Contact names and telephone numbers displayed in two
columns. Letter graphics appear at the top of each page
and the beginning of each letter group.
Business Card,
Card
Table Contact information displayed in a table that matches the
on-screen layout.
Phone, List
You can customize the layout of most of the default print styles, as well as save custom
print styles.
668 Chapter 22 Store and Access Contact Information
In this exercise, you’ll set up Outlook to print a phone list and then to print individual
address cards.
SET UP This exercise uses the Nancy Anderson, Andrew Davis, Sara Davis, Andrea
Dunker, and Idan Rubin contact records you created in the exercise “Saving and
Updating Contact Information,” earlier in this chapter. If you didn’t complete that
exercise, you can do so at this time or use contact records of your own. Display the
Contacts module in Card view, and then follow the steps.
1. Display the Backstage view, and then click Print.
The Backstage view displays the current Print settings.
In Card view, many print styles are available in the Settings list.
Tip The Backstage view on your computer reflects your individual printer settings and
might display more print options than shown here.
The preview pane displays the way the cards will appear if printed in the default
Card Style, with the current settings. The page indicators at the bottom of the
preview pane indicate that the cards will be printed on two pages.
Printing Contact Records 669
Important To fully complete this exercise, you must have a printer installed. If you don’t
have a printer installed, you can perform all the steps of the exercise other than printing.
To install a printer, click the Start button, click Devices And Printers, and then on the
toolbar, click Add A Printer. Follow the wizard’s instructions to install a local or network
printer. If you are working on a corporate network, your administrator can provide the
information you need to install a printer.
2. In the lower-right corner of the preview pane, click the Multiple Pages button.
The preview pane displays both pages. The second page contains a series of lines
and illegible text.
You can display all pages of a document as they will be printed, to peruse the overall
document layout.
3. In the lower-right corner of the preview pane, click the Actual Size button.
The preview pane displays a full-size version of the document. The magnified text
is large enough to read.
670 Chapter 22 Store and Access Contact Information
4. At the bottom of the preview pane, to the right of the number of pages, click the
right arrow.
The preview pane displays the second page, which provides an area for you to
record information about an additional contact. Outlook refers to this page of
the print style as a blank page.
Certain print layouts include blank pages on which you can record information about
new contacts.
Printing Contact Records 671
5. In the middle pane, click Print Options.
The Print dialog box opens, displaying the options for the Card Style print style.
When printing contact records in the Card Style print style, you can select specific contact
records (items) to be printed.
6. In the Print dialog box, click Page Setup.
The Page Setup: Card Style dialog box opens, displaying the Format page.
672 Chapter 22 Store and Access Contact Information
The Page Setup dialog box contents vary depending on the selected print style.
7. Look at the settings available on each of the dialog box pages.
For all print styles, you can change the fonts, paper size, page orientation and
margins, header and footer, and other basic settings. For this print style you can
also change the layout of cards on the page, the number of blank forms to be
printed, and how the alphabetical division of the cards is indicated.
8. In the Page Setup dialog box, in the Options area of the Format page, click
None in the Blank forms at end list. Select the Contact index on side check
box, and then clear the Headings for each letter check box.
9. Click OK in the Page Setup dialog box, and then click Preview in the Print
dialog box.
The preview pane displays the previously selected Actual Size view of the card list,
which is now only one page.
Printing Contact Records 673
Alphabetical headings no longer precede the contact record cards.
10. In the lower-right corner of the preview pane, click the One Page button.
The preview pane displays the entire card list as it will appear when printed.
11. If you want to print the card list, click the Print button.
After printing the card list, Outlook returns to the Contacts module.
674 Chapter 22 Store and Access Contact Information
12. On the Home tab, in the Current View gallery, click the List button.
13. In the Contacts pane, click the Sara Davis contact record to select it, press and
hold the Ctrl key, and then click the Andrea Dunker contact record to add it to
the selection.
14. Display the Print page of the Backstage view.
The Settings list displays only two options—Table Style and Memo Style. Memo
Style is selected by default.
If the preview pane can’t automatically display the multiple selected records, a Preview
button appears in the preview pane instead.
15. If the Preview button appears in the preview pane, click it to display the previews
of the two selected contact records.
16. In the Settings list, click Table Style.
The preview of Table Style indicates that all contact records will be printed rather
than only the two you selected.
17. In the middle pane, click Print Options.
The Print dialog box opens, displaying the options for the Table Style.
Printing Contact Records 675
When printing contact records in Table Style, you can select specific items to be printed.
18. In the Print range area, click Only selected rows. Then click Preview.
The preview pane changes to display only the two contact records you selected.
19. If you want to print the two records, click the Print button.
Outlook prints a page displaying only the selected contacts.
20. Experiment with the other ways in which you can print your contact records and
your address book.
CLEAN UP Return to the default Business Card view or your preferred view of
the Contacts module before continuing to the next chapter. Retain the Nancy
Anderson, Andrew Davis, Sara Davis, Andrea Dunker, and Idan Rubin contact
records for use in later exercises.
676 Chapter 22 Store and Access Contact Information
Key Points
● You can create and access different types of address books including the Global
Address List provided by your Exchange Server account, your main address book,
and any custom address books that you create.
● Contact records can include names, e-mail and IM addresses, phone numbers,
mailing addresses, birthdays, and other information.
● You can display contact records in many different views. In card views, you can
move among records by clicking the alphabet bar. In list views, you can sort
records by any field.
● You can print your address book or individual contact records in several formats.
Chapter at a Glance
Schedule and change
appointments, page 680
Display different views
of a calendar, page 701
Schedule and change
events, page 689
679
23 Manage Scheduling
In this chapter, you will learn how to
✔ Schedule and change appointments.
✔ Schedule and change events.
✔ Schedule meetings.
✔ Respond to meeting requests.
✔ Display different views of a calendar.
You can use the Microsoft Outlook 2010 calendar to organize your daily activities and to
remind you of important tasks and events. If you’re a busy person and use the Outlook
calendar to its fullest potential, it might at times seem as though the calendar runs your
life—but that isn’t necessarily a bad thing! Using the calendar effectively can help you stay
organized, on task, and on time. You can schedule and track appointments, meetings, and
events, and block time as a reminder to yourself to take care of tasks.
If you have a Microsoft Exchange Server account, an Outlook calendar has already been
created for you. If you have configured Outlook to connect to a different type of account,
you can manually create a calendar within that account. You can easily create appointments, events, and meetings on your Outlook calendar.
In this chapter, you’ll schedule an appointment and an event on your own calendar and
work with appointment options including recurrence, reminders, and availability. You’ll
schedule a meeting with another person, and learn about responding to, updating, and
canceling meeting requests. Then you’ll experiment with different ways of looking at
your calendar to find the view that is most effective for your daily working style.
Practice Files You don’t need any practice files to complete the exercises in this chapter.
For more information about practice file requirements, see “Using the Practice Files” at
the beginning of this book.
Important The exercises in this chapter assume that you’re working with an Exchange account.
Some functionality may be unavailable if you’re working with a calendar that’s part of another
type of account.
680 Chapter 23 Manage Scheduling
Scheduling and Changing Appointments
Appointments are blocks of time you schedule for only yourself (as opposed to meetings,
to which you invite other Outlook users). An appointment has a specific start time and
a specific end time (as opposed to an event, which occurs for one or more full 24-hour
periods).
To schedule an appointment, you enter, at the minimum, a subject and time in an appointment window. The basic appointment window also includes a field for the appointment
location and a free form notes area in which you can store general information, including
formatted text, Web site links, and even file attachments so that they are easily available to
you at the time of the appointment.
When creating an appointment, you indicate your availability (referred to as Free/Busy
time) by marking it as Free, Tentative, Busy, or Out Of Office. The appointment time is
color-coded on your calendar to match the availability you indicate. Your availability
is visible to other Outlook users on your network, and is also displayed when you share
your calendar or send calendar information to other people.
Tip When viewing your calendar in Day, Work Week, or Week view, each item on your
Outlook task list appears in the Tasks section below its due date. You can schedule specific
time to complete a task by dragging it from the Tasks area to your calendar.
See Also For information about adding the contents of a received message to your calendar,
see the sidebar “Creating an Appointment from a Message” later in this chapter. For information
about Outlook 2010 features not covered in this book, refer to Microsoft Outlook 2010 Step by
Step by Joan Lambert and Joyce Cox (Microsoft Press, 2010).
By default, Outlook displays a reminder message 15 minutes before the start time of an
appointment—you can change the reminder to occur as far as two weeks in advance, or
you can turn it off completely if you want to. If you synchronize your Outlook installation
with a mobile device, reminders also appear on your mobile device. This is very convenient when you are away from your computer.
If you have the same appointment on a regular basis—for example, a bimonthly haircut or a
weekly exercise class—you can set it up in your Outlook calendar as a recurring appointment.
A recurring appointment can happen at almost any regular interval, such as every Tuesday
and Thursday, every other week, or the last day of every month. Configuring an appointment recurrence creates multiple instances of the appointment in your calendar at the
time interval you specify. The individual appointments are linked. When making changes
to a recurring appointment, you can choose to update all occurrences or only an individual
occurrence of the appointment.
Scheduling and Changing Appointments 681
You can specify the time zone in which an appointment starts and ends. You might want
to have different time zones if, for example, your “appointment” is an airplane flight that
starts and ends in different time zones, and you want the flight to show up correctly
wherever you’re currently located.
In this exercise, you’ll schedule an appointment and a recurring appointment, and you’ll
update appointments by using commands in the appointment window.
SET UP You don’t need any practice files to complete this exercise. Display the
Calendar module in the default Day view, minimize the To-Do Bar, and then follow
the steps.
1. In the Date Navigator at the top of the Navigation Pane, click tomorrow’s date.
See Also For information about the default Calendar module view and the Date
Navigator, see “Displaying Different Views of a Calendar” later in this chapter.
Outlook displays tomorrow’s schedule.
2. In the Calendar pane, point to the 12:00 P.M. time slot (or, if you already have an
appointment scheduled at 12:00 P.M., to another time when you have 30 minutes
available).
Click to add appointment appears in the time slot.
3. Click once to activate the time slot.
In this default mode, you can enter basic appointment details directly in the
Calendar pane.
4. Type SBS Lunch with Jane, and then press Enter.
Important The subject of each appointment, meeting, or event you create while
working through the exercises in this book begins with SBS so that you can easily
differentiate the practice items you create from other items on your calendar.
Outlook creates a half-hour appointment beginning at 12:00 P.M.
5. Drag the appointment from the 12:00 P.M. time slot to the 1:00 P.M. time slot (or,
if you already have an appointment scheduled at 1:00 P.M., to another time when
you have an hour available).
Outlook changes the appointment start time.
6. Point to the bottom border of the appointment, and when the pointer changes to
a double-headed arrow, drag down one time slot so that the appointment ends at
2:00 P.M.
While the appointment is selected in the calendar, the Appointment contextual tab
is available.
682 Chapter 23 Manage Scheduling
Date Navigator Active appointment
The most common appointment settings are available on the Appointment contextual tab.
Troubleshooting The appearance of buttons and groups on the ribbon changes depending
on the width of the program window or item window. For information about changing
the appearance of the ribbon to match our screen images, see “Modifying the Display of
the Ribbon” at the beginning of this book.
You can add more details to the appointment and change the default settings from
within the appointment window.
7. Double-click the SBS Lunch with Jane appointment.
The appointment window opens. The subject, start time, and end time are set
according to the information you entered in the Calendar pane.
8. In the Location box, type Fourth Coffee.
9. On the Appointment tab of the appointment window (not the Appointment
contextual tab in the Calendar module), in the Options group, click the Show
As arrow, and then in the list, click Out of Office.
10. In the Options group, click the Reminder arrow, and then in the list, click 1 hour.
11. In the Tags group, click the Private button.
Marking an appointment, event, or meeting as Private hides the details from
anyone you share your calendar with.
Scheduling and Changing Appointments 683
All of these settings other than the location are available from the Appointment contextual
tab in the Calendar module.
12. In the Actions group, click the Save & Close button.
When the appointment window closes, Outlook applies your changes to the appointment shown on the calendar. Your availability is indicated by the colored bar on the
left side of the appointment.
Availability Location Private appointment
Outlook might display messages about the appointment based on other calendar
information.
The settings on the Appointment contextual tab also reflect the changes you
made to the appointment.
684 Chapter 23 Manage Scheduling
13. Double-click the 2:00 P.M. time slot.
Outlook opens an appointment window with the appointment start time set to 2:00
P.M. and the end time set 30 minutes later. Because this immediately follows the
lunch appointment you just created, the information bar at the top of the meeting
window indicates that the meeting is adjacent to another on your calendar.
14. In the Subject box, type SBS Staff Meeting. In the Location box, type
Conference Room. Then in the notes area, type the following sentence:
Bring status reports.
15. On the Appointment tab, in the Options group, click the Recurrence button.
The Appointment Recurrence dialog box opens.
When configuring a weekly recurrence, you can change the time, day, frequency, and duration
from the Appointment Recurrence dialog box.
The default appointment recurrence is weekly on the currently selected day of the
week. You can set the appointment to recur until further notice, to end after a certain
number of occurrences, or to end by a certain date.
16. In the End list, click 4:00 PM (2 hours). In the Range of recurrence area, click
End after, and then in the box, replace 10 with 2.
17. To indicate that you want to create a 2-hour appointment beginning at 2:00 P.M.
on the selected day of the week, this week and next week only, click OK in the
Appointment Recurrence dialog box.
Scheduling and Changing Appointments 685
In the appointment window, the Start Time and End Time fields disappear and are
replaced by the recurrence details.
Recurrence-related solutions
Recurrence details
Several aspects of the appointment window change to reflect that this is now a series of
recurring appointments.
18. On the Appointment Series tab, in the Actions group, click the Save & Close
button.
The new appointment appears on your calendar.
19. If necessary, scroll the Calendar pane to display the entire appointment.
The circling arrow icon at the right end of the time slot indicates the recurrence.
Recurring appointment
The completed appointments.
20. In the Date Navigator, click the weekday of the appointment in each of the next
two weeks, to verify that the appointment appears on your calendar next week,
but not the following week.
CLEAN UP Retain the SBS Lunch with Jane and SBS Staff Meeting appointments in
your calendar for use as practice files later in this chapter.
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Adding National Holidays to Your Calendar
You can easily add the local holidays of any of over 80 countries to your Outlook
calendar.
To add national holidays to your Outlook calendar, follow these steps:
1. Open the Outlook Options dialog box.
2. On the Calendar page of the Outlook Options dialog box, under Calendar
Options, click Add Holidays.
The Add Holidays to Calendar dialog box opens.
More than 80 countries are available in the Add Holidays To Calendar dialog box.
3. Select the check boxes of the countries whose holidays you want to add to
your calendar, and then click OK.
Tip If you’ve already added the holidays for a selected country to your calendar,
Outlook prompts you to verify that you want to install a second instance of each
holiday. Assuming that you do not want to do this, click No.
4. After Outlook adds the selected country’s holidays to your calendar, click OK
in the confirmation message box and in the Outlook Options dialog box.
Scheduling and Changing Appointments 687
Outlook 2010 assigns a color category named Holiday to all the local holidays it
adds to your calendar. To view all the holidays on your calendar, enter category:holiday
in the Search box. Note that Outlook adds each holiday for the next 20 years to
the calendar, so the entire list of results might not be displayed immediately (only the
first 200 results). If the search returns more than 200 results, add search criteria to
narrow down the field (for example, start:2012 to view all holidays in 2012) or click
the information bar at the top of the search results list to display the entire list. You
can narrow your search by using any of the displayed column headers followed by a
colon and a search specification.
A basic search returns only the first 200 results; click the information bar to display all the
results.
To remove national holidays from your calendar, follow these steps:
1. Use the Search function to locate the holidays you want to remove.
2. Select individual holidays you want to remove; or click any holiday in the list
to activate the list, and then press Ctrl+A to select all the holidays in the
search results.
3. Press the Delete key.
Tip If you inadvertently add two sets of holidays from one country to the calendar,
the easiest way to rectify the situation is to remove all of that country’s holidays and
then add them again.
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Creating an Appointment from a Message
Many e-mail messages that you receive result in your wanting or needing to schedule
an appointment on your calendar based on the information in the message—for
example, a friend or co-worker might send you a message containing the details
of the grand opening for a local art gallery that you want to add to your calendar.
Outlook provides a convenient method of creating a Calendar item (an appointment, event, or meeting request) based on an e-mail message; you simply drag
the message to the Calendar button in the Navigation Pane. When you release the
mouse button, an appointment window opens, already filled in with the message
subject as the appointment subject, the message text in the content pane, and any
message attachments attached to the appointment. The start and end times are set
to the next half-hour increment following the current time. You can convert the
appointment to an event or meeting in the same way that you would create an
event or meeting from within the Calendar module. You can retain any or all of the
message information as part of the Calendar item so that you (or other meeting
participants) have the information on hand when you need it. After creating the
Calendar item, you can delete the actual message from your Inbox.
To create an appointment from an e-mail message:
1. Drag the message from the Mail pane to the Calendar button in the Navigation
Pane, but don’t release the mouse button.
As you hold the dragged message over the Calendar button, the Navigation
Pane changes to display the Calendar module information instead of the Mail
module information.
2. After the Navigation Pane content changes, release the mouse button to
create an appointment based on the message.
You can convert the appointment to an event by selecting the All Day Event
check box, or convert it to a meeting by inviting other people to attend. You
can edit the information in the content pane without affecting the content
of the original message, and you can move or delete the original message
without affecting the appointment.
3. In the appointment window, click the Save & Close button to save the
appointment to your calendar.
See Also For information about adding message content to your To-Do List, see
“Creating Tasks” in Chapter 24, “Track Tasks.”
Scheduling and Changing Events 689
Scheduling and Changing Events
Events are day-long blocks of time that you schedule on your Outlook calendar—for
example, a birthday, a payroll day, or anything else occurring on a particular day but
not at a specific time. In all other respects, creating an event is identical to creating
an appointment, in that you can specify a location, indicate recurrence, indicate your
availability, and attach additional information to the event item.
You can create an event directly on the calendar when viewing your calendar in Day, Work
Week, Week, or Month view.
In this exercise, you’ll schedule an event and convert it to a recurring event by using the
commands in the Calendar module.
SET UP You don’t need any practice files to complete this exercise. Display the
Calendar module in Day view, and then follow the steps.
1. In the Date Navigator at the top of the Navigation Pane, click the first day of
next month.
The Date Navigator changes to display the next month.
2. In the Calendar pane, point to the blank space below the day header and above
the time slots.
Click to add event appears in the space.
3. Click once to activate the event slot. The event space changes to display a darker
background color, and an event placeholder becomes active.
In this mode, you can enter basic event details directly in the Calendar pane.
4. Type SBS Pay Day, and then press Enter.
5. On the Appointment contextual tab, in the Options group, click the Recurrence
button.
The Appointment Recurrence dialog box opens. The default recurrence for events is
the same as for appointments—weekly on the currently selected day of the week.
Note that the Start and End times are set to 12:00 AM and the Duration to 1 day,
indicating that this is an all-day event.
6. In the Recurrence pattern area, click Monthly.
Tip If you have an Exchange account and a mobile device that supports connections to
Exchange accounts (such as a Windows 7 Phone, BlackBerry, or iPhone), it’s easy to keep
your calendar and reminders at your fingertips wherever you are by configuring your
mobile device to connect to your Exchange account.
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You can schedule a monthly event to recur on a specific date of the month or on a
selected (first, second, third, fourth, or last) day of the month. Monthly events can
recur every month or less often (for example, every third month).
When configuring a monthly recurrence, you can change the day or date of the month,
frequency, and duration from the Appointment Recurrence dialog box.
7. To create a recurring appointment on the first day of each month, with no specific
end date, click OK.
The contextual tab changes to reflect that this is now a recurring event, and the
recurrence icon appears to the right of the event subject.
In Day view, events appear above the schedule for the day.
CLEAN UP Retain the SBS Pay Day event in your calendar for use as a practice file
later in this chapter.
Scheduling Meetings 691
Scheduling Meetings
A primary difficulty when scheduling a meeting is finding a time that works for all the
people who need to attend it. Scheduling meetings through Outlook is significantly
simpler than scheduling meetings by discussing times and locations with the participants, particularly when you need to accommodate the schedules of several people.
Outlook displays the individual and collective schedules of people within your own
organization, and of people outside of your organization who have published their
calendars to the Internet. You can review attendees’ schedules to locate a time when
everyone is available, or have Outlook find a convenient time for you.
You can send an Outlook meeting invitation (referred to as a meeting request) to any
person who has an e-mail account—even to a person who doesn’t use Outlook. You can
send a meeting request from any type of e-mail account (such as an Exchange account
or an Internet e-mail account).
The meeting window has two pages: the Appointment page and the Scheduling Assistant
(or Scheduling) page. The Appointment page is visible by default. You can enter all the
required information directly on the Appointment page, or use the additional features
available on the Scheduling Assistant page to find the best time for the meeting.
The Appointment page of a meeting window.
People you invite to meetings are referred to as attendees. By default, the attendance
of each attendee is indicated as Required. You can inform non-critical attendees of the
meeting by marking their attendance as Optional. You can invite entire groups of people
by using a contact group or distribution list. You can also invite managed resources, such
as conference rooms and audio/visual equipment, that have been set up by your organization’s Exchange administrator.
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A meeting request must have at least one attendee other than you, a start time, and an
end time. It should also include a subject and a location, but Outlook will send the meeting
request without this information if you specifically allow it. The body of a meeting request
can include text and Web links, as well as file attachments. This is a convenient way to
distribute meeting information to attendees ahead of time.
The secondary page of the meeting window is the Scheduling Assistant page, if your
e-mail account is part of an Exchange Server 2010 or Exchange Server 2007 network.
Otherwise, the secondary page is the Scheduling page, which doesn’t include the Room
Finder feature we discuss below. If you’re organizing a meeting for a large number of
people and want to view collective information about their schedules, you do so on
the Scheduling or Scheduling Assistant page.
The Scheduling Assistant page of a meeting window.
Scheduling Meetings 693
The Scheduling and Scheduling Assistant pages include a group schedule that shows the
status of each attendee’s time throughout your working day. Outlook indicates your
suggested meeting time on the group schedule with green (start time) and red (end
time) vertical bars. If free/busy information is available for meeting attendees, their time
is shown as white (Available), blue (Busy), or purple (Out of Office). Their Tentative bookings
are indicated by light-blue diagonal stripes. If no information is available (either because
Outlook can’t connect to an attendee’s calendar or because the proposed meeting is
further out than the scheduling information stored on the server), Outlook shows the
time with gray diagonal stripes. The row at the top of the schedule, to the right of
the All Attendees heading, indicates the collective schedule of all the attendees.
Tip You can enter additional attendees in the To box on the Appointment page or in the All
Attendees list on the Scheduling or Scheduling Assistant page.
You can change the time and duration of the meeting to work with the displayed schedules
by selecting a different time in the Start Time and End Time lists, by dragging the green
and red vertical bars (the start time and end time bars) in the group schedule, or by
clicking the time you want in the Suggested Times list.
On the right side of the Scheduling Assistant page, the Room Finder task pane is open
by default. The monthly calendar at the top of the Room Finder task pane indicates the
collective availability of the group on each day, as follows:
● Dates that occur in the past and non-working days are gray.
● Days when all attendees are available are white (Good).
● Days when most attendees are available are light blue (Fair).
● Days when most attendees are not available are medium blue (Poor).
Tip The Room Finder task pane is available only for Exchange accounts. You can display or hide
the Room Finder task pane on the Appointment page or on the Scheduling Assistant page by
clicking the Room Finder button in the Options group on the Meeting tab.
Managed conference rooms that are available at the indicated meeting time are shown in
the center of the Room Finder task pane. At the bottom of the Room Finder task pane, the
Suggested Times list displays attendee availability for appointments of the length of time
you have specified for the meeting.
Selecting a date in the calendar displays the suggested meeting times for just that day.
(Scheduling suggestions are not provided for past or nonworking days.) Clicking a meeting
time in the Suggested Times list updates the calendar and the meeting request.
See Also For information about creating a meeting request from an e-mail message, see the
sidebar “Creating an Appointment from a Message” earlier in this chapter.
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Outlook tracks responses from attendees and those responsible for scheduling the
resources you requested, so you always have an up-to-date report of how many people
will attend your meeting. The number of attendees who have accepted, tentatively
accepted, and declined the meeting request appears in the meeting header section
when you open a meeting in its own window. In this exercise, you’ll create and send a
meeting request.
SET UP You don’t need any practice files to complete this exercise. Display your
default calendar and inform two co-workers or friends that you are going to practice
inviting them as attendees to a meeting. Ask the attendees not to respond to the
meeting request that they receive. Then follow the steps.
1. In the Date Navigator, click tomorrow’s date. Then in the Calendar pane, click the
3:00 P.M. time slot (or if you have a conflicting appointment, click a time when you
have 30 minutes available).
2. On the Home tab, in the New group, click the New Meeting button.
An untitled meeting window opens. The selected date and times are shown in the
Start Time and End Time boxes above the notes pane.
3. In the To box, type the e-mail address of the first co-worker or friend with whom
you arranged to practice.
4. In the Subject box, type SBS Get-Together.
5. In the Location box, type Test meeting to indicate that the meeting request is for
testing purposes only.
You have provided all the standard information for a meeting request.
A basic meeting request.
Scheduling Meetings 695
6. On the Meeting tab, in the Show group, click the Scheduling Assistant button.
The All Attendees list on the Scheduling Assistant page includes you and the attendee
you entered in the To box (showing the attendee’s e-mail address or, if the attendee has
an entry in your Address Book, the associated name). The icon next to your name, a
magnifying glass in a black circle, indicates that you are the meeting organizer. The
icon next to the attendee’s name, an upward-pointing arrow in a red circle, indicates
that he or she is a required attendee.
Attendance options Start time and end time bars
When you are the meeting organizer, the Scheduling Assistant displays the subject of each
appointment on your schedule that is not marked as Private.
7. If necessary, scroll to the bottom of the Room Finder task pane to display the
Suggested times list.
The times shown are based on your schedule and the schedule information that is
available for the first attendee.
8. In the All Attendees list, click Click here to add a name, enter the e-mail address
of the second person with whom you arranged to practice, and then press Tab.
The Suggested Times list in the Room Finder task pane is updated to reflect any
schedule conflicts for the second attendee.
9. Click the Required Attendee icon to the left of the second attendee’s name.
A list of attendance options expands.
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You can extend a courtesy invitation to optional attendees.
10. In the list, click Optional Attendee.
The second attendee’s icon changes to the letter i (for information) in a blue circle
to indicate that you’re sending the meeting request for his or her information, but
he or she does not need to attend.
11. In the group schedule, experiment with changing the meeting time and duration by
dragging the green start time bar and the red end time bar. Then in the Suggested
times list, select a meeting time that works for all three attendees.
The start time and end time bars move to the selected time slot.
You can change the Show As and Reminder settings, create recurrences, assign
color categories, and make any other changes you want. The availability specified
in the Show As list will apply to all attendees who accept your meeting request.
12. After you select the meeting time you want, click the Appointment button in the
Show group.
On the Appointment page, the second attendee has been added to the To box,
and the Start Time and End Time boxes display the meeting time you selected.
13. Verify the meeting details, and then click the Send button.
The meeting appears in your calendar, and your co-workers or friends receive the
meeting request.
CLEAN UP Remind your attendees not to respond to the meeting request. Retain
the SBS Get-Together meeting in your calendar for use in later exercises.
Scheduling Meetings 697
Updating and Canceling Meetings
You might find it necessary to change the date, time, or location of a meeting
after you send the meeting request. As the meeting organizer, you can change
any information in a meeting request at any time, including adding or deleting
invited attendees, or canceling the meeting.
To edit a meeting request, double-click the meeting on your calendar. If the meeting
is one of a series (a recurring meeting), Outlook prompts you to indicate whether you
want to edit the meeting series or only the selected instance of the meeting. Make
the changes you want, and then save and close the meeting window.
Changes to meeting details are tracked so that attendees can quickly identify them.
To cancel a meeting, click the meeting on your calendar and then click the Delete button in the Actions group on the Meeting or Meeting Series tab, or open the meeting
window and then click the Delete button in the Delete group on the Meeting tab.
After you edit or cancel a meeting, Outlook sends an updated meeting request
to the invited attendees to keep them informed. If the only change you make
is to the attendee list, Outlook gives you the option of sending an update only
to the affected attendees.
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Responding to Meeting Requests
When you receive a meeting request from another Outlook user, the meeting appears on
your calendar with your time scheduled as Tentative. Until you respond to the meeting
request, the organizer doesn’t know whether you plan to attend.
Unaccepted meeting requests in the Reading Pane.
You can respond to a meeting request in one of these four ways:
● You can accept the request. Outlook deletes the meeting request and adds the
meeting to your calendar.
● You can tentatively accept the request, which indicates that you might be able to
attend the meeting but are undecided. Outlook deletes the meeting request and
shows the meeting on your calendar as tentatively scheduled.
● You can propose a new meeting time. Outlook sends your request to the meeting
organizer for confirmation and shows the meeting with the original time on your
calendar as tentatively scheduled.
● You can decline the request. Outlook deletes the meeting request and removes
the meeting from your calendar.
If you don’t respond to a meeting request, the meeting remains on your calendar with
your time shown as tentatively scheduled.
Responding to Meeting Requests 699
Tentatively scheduled time is indicated by diagonal striping.
If you’re unsure whether a meeting time works for you, you can click the Calendar button
within the meeting window. Your Outlook calendar for the suggested meeting day opens
in a separate window so that you can view any conflicting appointments.
When accepting or declining a meeting, you can choose whether to send a response to
the meeting organizer. If you don’t send a response, your acceptance will not be tallied,
and the organizer will not know whether you are planning to attend the meeting. If you
do send a response, you can add a message to the meeting organizer before sending it.
You can add a note to the meeting organizer or attach a document that pertains to the meeting
subject.
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To respond to a meeting request:
1. In the meeting window, in the Reading Pane, or on the shortcut menu that appears
when you right-click the meeting request, click Accept, Tentative, or Decline.
2. Choose whether to send a standard response, a personalized response, or no
response at all.
To propose a new time for a meeting:
1. In the meeting window, in the Reading Pane, or on the shortcut menu that appears
when you right-click the meeting request, click Propose New Time, and then click
Tentative And Propose New Time or Decline And Propose New Time.
The Propose New Time dialog box opens.
You can respond to a meeting request by proposing a different meeting time.
2. In the schedule area of the Propose New Time dialog box, change the meeting start and
end times to the times you want to propose, and then click the Propose Time button.
3. In the meeting response window that opens, enter a message to the meeting
organizer if you want to, and then click Send.
Outlook sends your response and adds the meeting to your calendar as tentatively
scheduled for the original meeting time. If the meeting organizer approves the
meeting time change, you and other attendees will receive updated meeting
requests showing the new meeting time.
Displaying Different Views of a Calendar 701
Displaying Different Views of a Calendar
You can select a view and an arrangement for the display of your calendar. The default view
is Calendar, and the default arrangement is Day. Most exercises in this chapter have shown
the calendar in this default view and arrangement, which we refer to simply as Day view.
Tip Because Outlook 2010 coordinates your scheduled tasks to your calendar, you can look
at your calendar in Day view or Week view to see the tasks that need to be completed that
day or that week, and you can track your progress by marking tasks as complete when you
finish them.
Views
The Calendar module offers four distinct views of content, which are available from the
Change View list in the Current View group on the View tab. These views are:
● Calendar This is the standard view in which you display your Outlook calendar. In
the Day, Work Week, or Week arrangement, Calendar view displays the subject,
location, and organizer (if space allows) of each appointment, meeting, or event,
as well as the availability bar and any special icons, such as Private or Recurrence.
● Preview In the Day, Work Week, or Week arrangement, Preview view displays
additional information, including information from the notes area of the appointment window, as space allows.
● List This list view displays all appointments, meetings, and events on your calendar.
● Active This list view displays only future appointments, meetings, and events.
When working in a list view, you can group calendar items by selecting a field from the
Arrangement gallery on the View tab.
Important In this book, we assume you are working in Calendar view, and refer to the
standard Calendar view arrangements as Day view, Work Week view, Week view, and Schedule
view. For information about changing and resetting views, see “Displaying Different Views of
Contact Records” in Chapter 22, “Store and Access Contact Information.”
Arrangements
By default, your calendar is shown in the Day arrangement of Calendar view. However,
this arrangement displays your schedule only for the current day and doesn’t keep you
apprised of upcoming appointments later in the week or month. To help you stay on top
of your schedule, you can display several different arrangements of your calendar:
● Day Displays one day at a time separated into half-hour increments.
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● Work Week Displays only the days of your work week. The default work week
is Monday through Friday from 8:00 A.M. to 5:00 P.M. Time slots that fall within
the work week are white on the calendar; time slots outside of the work week
are colored.
● Week Displays one calendar week (Sunday through Saturday) at a time.
● Month Displays one calendar month at a time, as well as the preceding and
following weeks (for a total of six weeks, the same as the Date Navigator).
When displaying Month view, you can choose one of three detail levels:
❍ Low Detail Displays a calendar that is blank except for events.
❍ Medium Detail Displays events and shaded, unlabeled bars to indicate
appointments and meetings.
❍ High Detail Displays events and labeled bars to indicate appointments
and meetings.
● Schedule view Displays a horizontal view of the calendar for the selected time
period. Schedule view, which is new in Outlook 2010, is very useful for comparing
multiple calendars such as those of the members of a calendar group.
You switch among arrangements by clicking the buttons in the Arrangement group on
the View tab of the Calendar module ribbon.
Tip If you’ve made changes to any view (such as the order in which information appears) and
want to return to the default settings, click the Reset View button in the Current View group
on the View tab. If the Reset View button is unavailable, the view already displays the default
settings.
You can display a specific day, week, or month in the Calendar pane by using these
techniques:
● In Month view, you can click the week tab at the left edge of a week to display
only that week.
● In Month, Week, or Work Week view, you can display a specific day in Day view
by double-clicking the header for that day.
● You can display the previous or next time periods by clicking the Back button or
the Forward button next to the date or date range.
● You can display the current day by clicking the Today button in the Go To group
on the Home tab.
Displaying Different Views of a Calendar 703
Using the Date Navigator
You can use the Date Navigator to change the day or range of days shown on the
calendar.
Scheduled appointments
Current date
Dates of next month
Scroll to next month
The default Date Navigator.
By default, the Date Navigator displays six weeks at a time. The current date is indicated
by a red border. The days of the selected month are black. Days of the previous month
and the next month are gray, but you can still select them in the Date Navigator. Bold
dates indicate days with scheduled appointments, meetings, or events.
You can display a specific day, week, or month in the Calendar pane by selecting it in the
Date Navigator. Use these techniques to work with the Date Navigator:
● To display a day, click that day.
If you’re displaying the calendar in Day, Work Week, or Week view, the day appears
and is highlighted in the current view. If you’re displaying the calendar in Month
view, the display changes to Day view.
● To display a week, click the margin to the left of that week. Or, if you display
week numbers in the Date Navigator and Calendar, click the week number to
display that week.
In any calendar view, selecting a week in the Date Navigator changes the display
to Week view.
Tip Specific weeks are referred to in some countries by number to simplify the communication of dates. (For example, you can say you’ll be out of the office “Week 24” rather than
“June 7-11.”) Week 1 is the calendar week in which January 1 falls, Week 2 is the following
week, and so on through to the end of the year. Because of the way the weeks are numbered, a year can end in Week 52 or (more commonly) in Week 53.
To display week numbers in the Date Navigator and in the Month view of the calendar,
select the Show Week Numbers... check box on the Calendar page of the Outlook
Options dialog box.
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● To display a month, click the Previous or Next button to scroll one month back or
forward, or click the current month name and hold down the mouse button to display a range of months, point to the month you want to display, and then release
the mouse button. To scroll beyond the seven-month range displayed by default,
point to the top or bottom of the month list.
In Month view, scrolling the month displays the entire month; in Day view it displays
the same date of the selected month, and in Week or Work Week view it displays the
same week of the selected month.
In every Outlook module, the Date Navigator is located at the top of the To-Do Bar. In
the Calendar module, if you close the To-Do Bar, the Date Navigator moves to the top
of the Navigation Pane. In either location, you can display additional months by increasing
the width or height of the area allocated to the Date Navigator. You can allocate up to
50 percent of the program window to the Navigation Pane or To-Do Bar.
Click to minimize Drag to resize Click to expand
Expanding the Date Navigator in the Navigation Pane.
When the Date Navigator displays more than one month, each month shows either five or
six weeks at a time—whichever is necessary to show all the days of the currently selected
month in a Sunday through Saturday calendar format and to match the height of any
other month displayed next to it. Only the first and last months include the days of the
preceding or following month (in gray).
Displaying Different Views of a Calendar 705
In this exercise, you’ll first display different periods of time in your calendar and reset a
customized view to its default settings. Then you’ll change the display of the Daily Task
List and of the To-Do Bar. Finally, you’ll navigate through your calendar by using the
Date Navigator, and display different levels of information about scheduled appointments and events.
SET UP You need the SBS Lunch with Jane and SBS Staff Meeting appointments
and the SBS Pay Day event you created in the previous exercises in this chapter. If
you did not complete those exercises, you can do so now, or use any appointments,
meetings, or events on your own calendar. Display the Calendar module in any
Calendar view, and then follow the steps.
1. On the Home tab, in the Arrange group, click the Work Week button.
Keyboard Shortcut Press Ctrl+Alt+2 to display your calendar in the Work Week
arrangement.
The Calendar pane displays your currently configured work week and highlights the corresponding days in the Date Navigator. The Daily Task List is
open at the bottom of the pane. The first time slot of your work day appears
at the top of the pane.
2. Scroll the Calendar pane to display one hour prior to the start of your work day.
Time slots within your work day are white; time slots outside of your work day are
shaded.
3. In the Go To group, click the Today button.
If the Calendar pane wasn’t previously displaying the current week, it does so
now. The times displayed remain the same. The current day and the current time
slot are highlighted.
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Work week time slots
Current time
Current day Non–work week time slots
Daily Task List
When the To-Do Bar is open, the Date Navigator appears at the top of the To-Do Bar and
not in the Navigation Pane.
4. On the View tab, in the Current View group, click the Reset View button.
A message box prompts you to confirm that you want to reset the view.
The Reset View command resets only the current view.
Displaying Different Views of a Calendar 707
5. In the Microsoft Outlook message box, click Yes.
The Calendar pane changes to display today’s schedule in the default Day arrangement,
with the Daily Task List open at the bottom of the pane.
6. On the View tab, in the Layout group, click the Daily Task List button, and then in
the list, click Minimized.
The Daily Task List changes to a single row at the bottom of the Calendar pane. The
minimized Daily Task List displays a count of your total, active, and completed tasks
for the day.
7. In the Layout group, click the To-Do Bar button, and then in the list, click Minimized.
The To-Do Bar changes to a single column at the right side of the program window. The minimized To-Do Bar displays your next appointment and the number
of tasks due today (from the To-Do Bar Task List).
Minimized Daily Task List Minimized To-Do Bar
When the To-Do Bar is minimized, the Date Navigator moves to the Navigation Pane.
708 Chapter 23 Manage Scheduling
8. In the Date Navigator, which now appears at the top of the Navigation Pane,
click a bold date to display your calendar for a day on which you have scheduled
appointments or meetings.
9. In the Date Navigator, point to the left edge of a calendar row that contains
one or more bold dates. When the cursor changes to point toward the calendar,
click once.
The Calendar pane displays the selected seven-day week.
The days shown in the Calendar pane are shaded in the Date Navigator.
10. On the Home tab, in the Arrange group, click the Month button (not its arrow).
Keyboard Shortcut Press Ctrl+Alt+4 to display your calendar in the Month
arrangement.
Displaying Different Views of a Calendar 709
Outlook displays your calendar for the month. Alternating months are shaded to
provide an obvious visual indicator of the change. The Daily Task List is not available in Month view.
You can display a different month by scrolling the Calendar pane, or by clicking the
month you want to view, in the Date Navigator.
11. In the Arrange group, click the Month arrow, and then click Show Medium
Detail.
The calendar changes to display only events as readable items; appointments
and meetings appear as horizontal lines, with the width of the line indicating
the amount of time scheduled for that item.
710 Chapter 23 Manage Scheduling
Week label Hidden appointment
In Medium Detail view, items assigned to color categories are represented by lines in the
category color.
12. In the Month list, click Show Low Detail to hide appointments and meetings
entirely.
The calendar changes to display only events; appointments and meetings are
hidden entirely.
13. Click one of the week labels that appear along the left edge of the Calendar pane.
Outlook displays the selected week in Week view. (If you had more recently displayed a Work Week view, the week would be shown in that view.) The calendar
item details are no longer hidden.
Displaying Different Views of a Calendar 711
14. To the left of the date range in the calendar header, click the Forward button.
The calendar moves forward one week.
15. Use any of the available navigation methods to display the week containing one of
the SBS Staff Meeting appointments.
16. On the View tab, in the Current View group, click the Change View button and
then in the gallery, click Preview.
The notes saved with the recurring appointment appear on the calendar.
17. Click the day label at the top of the day on which the SBS Staff Meeting appointment occurs.
Outlook returns to Day arrangement, but still displays the Preview view.
In Preview view, the calendar displays any notes saved with the appointment.
18. In the Change View gallery, click Calendar.
The Calendar pane returns to its default settings.
CLEAN UP Retain the SBS Lunch With Jane and SBS Staff Meeting appointments and
the SBS Pay Day event on your calendar for use in later exercises.
712 Chapter 23 Manage Scheduling
Key Points
● You can create and manage appointments and all-day events in your calendar.
● Other people in your organization can see whether you are free, busy, or out-ofoffice as a result of the appointments, events, and meetings scheduled in your
calendar.
● You can personalize the display of your available working hours, and mark
appointments as private to hide the details from other people.
● You can use Outlook to set up meetings, invite participants, and track their
responses.
● Outlook can identify a meeting time based on participants’ schedules.
● If your organization is running Exchange Server 2010 or Exchange Server 2007,
you can use the Scheduling Assistant features to quickly identify meeting times
of a specific duration during which your planned attendees are available.
● You can display many different views of your calendar. You can change the dates
and date ranges displayed in the Calendar pane by using the Date Navigator, by
using navigational buttons within the Calendar pane, or by using commands on
the ribbon.
Chapter at a Glance
Create tasks, page 716
Update tasks,
page 726
Remove tasks and
items from task
lists, page 729
Manage task
assignments,
page 730
Display different
views of tasks,
page 735
715
24 Track Tasks
In this chapter, you will learn how to
✔ Create tasks.
✔ Update tasks.
✔ Remove tasks and items from task lists.
✔ Manage task assignments.
✔ Display different views of tasks.
Many people keep one or more task lists going at all times, listing things to do, things to
buy, people to call, and so on. You might cross off tasks as you complete them, transfer
unfinished tasks to other lists, create multiple lists for multiple purposes, or follow a
specialized system designed by an efficiency expert. You probably write these task lists
on pieces of paper, even though you’ve undoubtedly experienced the pitfalls of that
age-old system. Paper crumples, tears, and frequently ends up in the lint tray of the
clothes dryer (even when you are sure you checked all the pockets before you put
your pants in the laundry).
If you use Microsoft Outlook 2010 on a daily basis, you might find it far easier to use
its built-in task list, called the To-Do List. You can add tasks, assign due dates, receive
reminders, and mark tasks as complete when you finish them. You can even assign
tasks to other people, and if those people use Outlook, you can view their progress
on assigned tasks as they track progress milestones.
You can view the task list associated with your default e-mail account in several locations
within Outlook, including the Tasks module, the To-Do Bar Task List, the Daily Task List
that appears in selected calendar views, and the Outlook Today page. You can view other
Outlook task lists in the Tasks module.
In this chapter, you’ll create tasks from scratch and learn how to delegate tasks to other
people and manage task assignments. You’ll also review different ways of arranging,
organizing, and locating tasks, and you’ll remove tasks from your list by marking them
as complete or deleting them.
716 Chapter 24 Track Tasks
Practice Files The exercises in this chapter use Outlook items you created in exercises in
previous chapters. If an exercise requires an item that you don’t have, you can complete
the exercise in which you create the item before beginning the exercise, or you can
substitute a similar item of your own. A complete list of practice files is provided in
“Using the Practice Files” at the beginning of this book.
See Also For information about the Daily Task List, see “Displaying Different Views of a
Calendar” in Chapter 23, “Manage Scheduling.” For information about the To-Do Bar and
the To-Do Bar Task List, see “Displaying Different Views of Tasks” later in this chapter.
Creating Tasks
If you use your Outlook task list to its fullest potential, you’ll frequently add tasks to it.
You can create one-time or recurring tasks from scratch in different ways, or you can
add an existing Outlook item (such as a message) to your task list. Regardless of how or
where you create a task, all tasks are available in the Tasks module and in the To-Do Bar
Task List. Only individual tasks are available in the Tasks List.
Tip Another way to add a task to your list is by accepting an assigned task. For more
information, see “Managing Task Assignments” later in this chapter.
You can attach files to task items, and you can include text, tables, charts, illustrations,
hyperlinks, and other content in the task window content pane by using the same
commands you use in other Outlook item windows and in other Microsoft Office 2010
programs, such as Microsoft Word. You can also set standard Outlook item options
such as recurrence, color categories, reminders, and privacy.
Tip You can maintain multiple task lists by creating folders to contain task items. For
information about creating task folders, see the sidebar “Finding and Organizing Tasks”
later in this chapter.
Creating Tasks from Scratch
You can create a task item from scratch by using one of several methods.
In the Tasks module:
● Click the New Task button on the Home tab, enter the task details in the task
window that opens, and then save and close the task.
● When you display your To-Do List, enter the task description in the Type A New
Task box at the top of the list, and then press Enter to create a task with the
default settings.
Creating Tasks 717
● When you display your Tasks List, enter the task description in the Click Here To Add
A New Task box, press Tab to move to subsequent fields, fill in other information,
and then press Enter.
Tip The fields available in the Tasks List vary based on the list view you’re displaying.
For information about the available views, see “Displaying Different Views of Tasks”
later in this chapter.
In any module:
● Click the New Items button on the Home tab and then, in the list, click Task.
● In the To-Do Bar, enter the task description in the Type A New Task box at the top
of the To-Do Bar Task List.
From any view of the task list, you can assign the task to a category, change the due date,
add a reminder, mark the task as complete, or delete the task entirely. To access these
commands, right-click the task name, category, or flag, and then click the option you want.
Tip By default, Outlook doesn’t automatically set a reminder for tasks as it does for calendar
items. You can turn on reminders from the Outlook Options dialog box. For more information
about Outlook 2010 features not covered in this book, refer to Microsoft Outlook 2010 Step by
Step by Joan Lambert and Joyce Cox (Microsoft Press, 2010).
Task Options
When you create a task item, the only information you must include is the subject. As with
many other types of Outlook items, you can set several options for tasks to make it easier
to organize and identify tasks.
● Start date and due date You can display tasks on the various Outlook task lists on
either the start date or the due date. The color of the task flag indicates the due date.
● Status You can track the status of a task to remind yourself of your progress. Specific
status options include Not Started, In Progress, Completed, Waiting On Someone, or
Deferred. You also have the option of indicating what percentage of the task is complete. Setting the percentage complete to 25%, 50%, or 75% sets the task status to In
Progress. Setting it to 100% sets the task status to Complete.
● Priority Unless you indicate otherwise, a task is created with a Normal priority
level. You can set the priority to add a visual indicator of a task’s importance. Low
priority displays a blue downward pointing arrow and High priority displays a red
exclamation point. You can sort and filter tasks based on their priority.
● Recurrence You can set a task to recur on a regular basis; for example, you might
create a Payroll task that recurs every month. Only the current instance of a recurring task appears in your task list. When you mark the current task as complete,
Outlook creates the next instance of the task.
718 Chapter 24 Track Tasks
● Category Tasks use the same category list as other Outlook items. You can
assign a task to a category to associate it with related items such as messages
and appointments.
● Reminder You can set a reminder for a task in the same way you do for an
appointment. The reminder appears until you dismiss it or mark the task as
complete.
● Privacy Marking a task as private ensures that other Outlook users to whom you
delegate account access can’t see the task details.
None of the options are required, but they can be helpful to you when sorting, filtering,
and prioritizing your tasks.
Creating Tasks from Outlook Items
You frequently need to take action based on information you receive in Outlook—for
example, information in a message or in a meeting request. You might want to add
information from another Outlook item to your task list, to ensure that you complete
any necessary follow-up work.
Depending on the method you use, you can either create a new task from an existing
item or simply transfer the existing item to your task list by flagging it.
To create a new task from a message, contact, or note:
● Drag the message to the Tasks button at the bottom of the Navigation Pane, pause
until the Navigation Pane changes to display the Tasks module content, and then
release the mouse button.
This method opens a task window that already has information filled in from the original
item. You can change settings, add information and attachments, assign the task to other
people, and so on.
To transfer an existing e-mail message to your task list without creating an individual task:
● Click the flag icon to the right of a message in the Mail pane. This method, referred
to as flagging a message for follow-up, adds the message to your task lists with the
default due date specified in the Quick Click settings, and adds an information bar
to the message. However, it does not create a separate task item, so to retain the
task, you must retain the message—you can move the message between mail
folders, but deleting the message deletes the task as well.
Creating Tasks 719
● Right-click the flag icon to the right of a message in the Mail pane, and then specify
a due date: Today, Tomorrow, This Week, Next Week, No Date, or Custom (which
allows you to set specific start and end dates).
Tip Flagged messages appear on your task list under the default due date header. You
can change the default due date either by setting the Quick Click flag in the Outlook
Options dialog box or by right-clicking the flag and then clicking Set Quick Click. In
the Set Quick Click dialog box, click the due date you want to appear by default, and
then click OK.
● Drag the message to the To-Do Bar Task List and drop it under the heading for
the due date you want to assign it to. (If the desired due date doesn’t already
have a heading in the To-Do Bar Task List, you need to drop the message under
another heading and then assign the due date you want.) This method also adds
the message to your task list but doesn’t create a separate task item.
You can flag a contact record for follow-up by clicking the contact record in the Contacts
pane and then clicking the Follow-Up button in the Tags group on the Home tab.
If you frequently want to create message-based tasks with special settings, such as a task
with the original message attached to it, with specific follow-up settings or categories,
and with specific assignments, you can create a Quick Step to accomplish all of these
steps with one click.
In this exercise, you’ll flag a message for follow-up and create tasks from the To-Do Bar
Task List and from the Tasks pane.
SET UP This exercise uses the SBS Tradeshow Schedule and SBS First Draft messages
you created in Chapter 21, “Send and Receive E-Mail Messages.” If you didn’t create
those messages, you can do so now, or you can substitute any messages in your
Inbox. Display your Inbox, and expand the To-Do Bar if it is minimized. Locate the
SBS Tradeshow Schedule message, and then follow the steps.
1. In the message list, to the right of the SBS Tradeshow Schedule message, click
the transparent Quick Click flag.
The Quick Click flag changes from transparent to red, and a task named SBS
Tradeshow Schedule appears in the Today category on your To-Do Bar Task List.
Tip For the purposes of this exercise, we assume that you haven’t yet created other
tasks and Today is the only due date heading in the To-Do Bar Task List at this time.
720 Chapter 24 Track Tasks
2. In the To-Do Bar Task List, point to the SBS Tradeshow Schedule task.
A ScreenTip appears displaying the start date, reminder time, due date, the folder
in which the message appears, and any categories assigned to the message.
The flagged message appears in the To-Do Bar Task List. Pointing to the message displays
additional information.
Troubleshooting The appearance of buttons and groups on the ribbon changes depending
on the width of the program window or item window. For information about changing
the appearance of the ribbon to match our screen images, see “Modifying the Display
of the Ribbon” at the beginning of this book.
3. In the To-Do Bar Task List, double-click the SBS Tradeshow Schedule task.
The flagged message opens in a message window. The message header indicates
that you need to follow up on this message. The start and due dates given
are today’s date.
Creating Tasks 721
Follow-up information
The ribbon of the flagged message includes only message commands; it does not have
additional task-related tabs or commands.
4. Close the message window.
5. In the message list, locate the SBS First Draft message. Drag the message from the
message list to the To-Do Bar Task List, and drop it under the Today heading.
In the message list, the Quick Click flag in the right margin of the SBS First Draft
message changes from transparent to red.
Tip If you can’t see all of your tasks, you can increase the height of the To-Do Bar Task
List by dragging the horizontal divider between the calendar information and the task
information upward.
6. In the To-Do Bar Task List, right-click (don’t click) the red flag to the right of the
SBS First Draft message.
Troubleshooting Clicking an active flag marks the item as complete in the Inbox, and
removes it from the To-Do Bar Task List. For more information, see “Removing Tasks and
Items from Task Lists” later in this chapter.
A list of due date options appears and, because a task has been activated, the Task
List contextual tab appears on the ribbon.
722 Chapter 24 Track Tasks
It’s easy to change the due date of a task or the follow-up date for a flagged message in the
To-Do Bar Task List.
7. In the list, click This Week.
Tip Flagging a task for completion This Week or Next Week sets the start date to the
first working day of the specified week and the due date to the last working day of
the week. The default work week is Monday through Friday but the start and due
dates reflect your own work week configuration.
A new This Week due date heading appears in the To-Do Bar Task List with the message under the heading. In the message list and in the To-Do Bar Task List, the Quick
Click flag to the right of the SBS First Draft message changes from red to light pink.
Troubleshooting If the This Week heading doesn’t automatically appear, click the Today
heading to refresh the list.
8. At the top of the To-Do Bar Task List, click Type a new task, enter SBS Order
Brochures, and then press Enter.
Tip The tasks you create while working through the exercises in this book begin with
SBS so that you can differentiate them from any real tasks you create.
The new task appears in the Today section of the To-Do Bar Task List.
9. In the Navigation Pane, click the Tasks button.
Creating Tasks 723
The Tasks module opens, displaying your active tasks in the To-Do List. The icon
preceding each item in the list indicates whether it is a standard task, a flagged
e-mail message, and so on. Message icons match those shown in the Inbox, indicating whether the message is read or unread and whether you’ve replied to or
forwarded the message.
10. In the To-Do List, click the SBS Tradeshow Schedule message.
The Reading Pane displays the flagged message contents.
Follow-up information
The To-Do List and Reading Pane of the Tasks module, displaying a flagged message.
11. In the To-Do List, click SBS Order Brochures.
The Reading Pane displays the task item contents. You can’t edit the task settings
directly in the Reading Pane.
Task item header information
The To-Do List and Reading Pane, displaying a task item.
12. At the top of the To-Do List, click Type a new task, enter SBS Dinner
Reservations, and then press Enter.
The task appears in the Today section of both the To-Do List and the To-Do
Bar Task List.
724 Chapter 24 Track Tasks
13. In the To-Do List, click the SBS Dinner Reservations task. Then on the Home tab,
in the Follow Up group, click Next Week.
In both task lists, the task appears under the Next Week heading. In the Reading
Pane, the due date changes to Friday of the next week.
Setting the due date to Next Week puts the task under the Next Week heading but assigns an
actual due date of the last working day of the next week.
14. Double-click the SBS Dinner Reservations task to open it in a task window.
15. In the notes pane, enter the following sentence:
Confirm that the restaurant has a private dining room available for the
Board Meeting.
As with other Outlook items, you can add many types of content to the notes pane
and format the text in the notes pane.
You can add notes, links, and attachments in the notes pane.
Creating Tasks 725
16. On the Task tab, in the Actions group, click the Save & Close button.
The task window closes.
17. On the Home tab, in the New group, click the New Task button.
An untitled task window opens.
18. In the Subject box, enter the following sentence:
SBS Send Dinner Invitations.
19. Click the Due date arrow.
A calendar appears.
On the calendar, a red outline indicates the current date.
20. On the calendar, click the Tuesday of the next week (not of the current week).
Tip You can’t assign to a task a due date that has already passed.
21. Select the Reminder check box, click the Reminder arrow, and then in the calendar,
click the Monday of the next week.
22. In the notes pane, enter the following sentence:
Invite all Board members and their spouses.
23. In the Actions group, click the Save & Close button.
Outlook adds the task to your task list, and it appears in the Next Week group in
both the To-Do Bar Task List and the To-Do List.
726 Chapter 24 Track Tasks
A bell next to a task name indicates that a reminder is set for the task.
CLEAN UP Retain the SBS Order Brochures, SBS Dinner Reservations, and SBS Send
Dinner Invitations tasks, and the flagged SBS Tradeshow Schedule and SBS First Draft
messages, for use in later exercises.
Updating Tasks
Tasks generally appear on the Outlook task lists by start date or due date. You can change
the details or dates of a task, or track the progress you’ve made on it.
To update the status of a task:
1. Open the task window.
2. In the % Complete list, type or select (by clicking the arrows) the percentage of the
project you estimate as complete.
Outlook changes the status to reflect your selection. Tasks that are 0% complete
are Not Started, tasks that are 1% to 99% complete are In Progress, and tasks that
are 100% complete are Completed.
Updating Tasks 727
3. If you want to manually change the task status—for example, to Waiting on
someone else or Deferred—click that option in the Status list.
4. Save and close the task.
Outlook updates the task both in your own task list and in the task originator’s
task list.
You can’t track the status of a flagged message.
In this exercise, you’ll update the status and due date of a task on your task list.
SET UP You need the SBS Dinner Reservations task you created earlier in this chapter
to complete this exercise. If you didn’t create that task, you can do so now, or you
can substitute any task in your default task list. Display your To-Do List in the Tasks
module, and then follow the steps.
1. In the Tasks pane, double-click the SBS Dinner Reservations task.
For the purposes of this exercise, assume that you are waiting for the banquet
manager to confirm whether a private dining room is available. You want to
update the task to reflect your progress, change the task due date, and also
remind yourself to call again if you don’t hear from her by the end of the day.
2. Click the Start date arrow, and then on the calendar, click Today.
3. Click the Status arrow, and then in the list, click Waiting on someone else.
4. In the % Complete box, type or select (by clicking the arrows) 25%.
5. In the notes pane, on a new line, type the following sentence:
Left message for banquet manager—will call back tomorrow.
6. Click the Due date arrow, and then on the calendar, click the next day.
The information bar at the top of the task header changes to reflect the new
due date.
7. Select the Reminder check box. Click the first Reminder arrow, and then on the
calendar, click the due date.
8. Click the second Reminder arrow, and then in the list, click 3:00 PM.
Outlook is set to display a reminder on the afternoon of the new due date.
728 Chapter 24 Track Tasks
You can easily update a task to reflect its current completion status.
9. On the Task tab, in the Actions group, click the Save & Close button.
In the To-Do List, the SBS Dinner Reservations task moves under the Tomorrow
heading.
The changes you made in the task window are reflected in the Reading Pane.
CLEAN UP Retain the SBS Dinner Reservations task for use in later exercises.
Removing Tasks and Items from Task Lists 729
Removing Tasks and Items from Task Lists
When you complete a task or follow up on a flagged item, you have three options for
managing its presence on your task list: marking the task or flagged item as complete,
removing the flag from a flagged item, or deleting the task or flagged item entirely.
Marking a task or flagged item as complete retains a record of the item on your task list.
Completed tasks are visible only in certain task list views.
To mark a task as complete:
● In the Tasks module, click the task to make it active, and then on the Home tab, in
the Manage Task group, click the Mark Complete button.
● In views that include a check box preceding the task subject (most list views), select
the check box to delete the task.
● In views that include a colored flag, click the flag once.
● In any view, right-click the task, and then click Mark Complete.
● In the task window, change the Status to Completed or the % Complete setting
to 100%.
Whichever method you use, in your task list, the completed task is crossed through,
the Complete check box is selected, and the flag changes to a check mark. In the task
window for the completed task, Status is set to Completed and % Complete is set to
100%. (In other words, doing any one thing accomplishes all the others.)
Completed tasks appear in certain views of your Tasks List but not in your To-Do List.
After you mark an instance of a recurring task as complete, Outlook generates a new
instance of the task at whatever interval you specified when creating the task.
Removing the flag from a flagged item such as a message or contact record retains the
item in its original location but removes it from your task list entirely.
730 Chapter 24 Track Tasks
To remove the flag from an item:
● Display the Tasks module, click the flagged item to select it, and then click the
Remove From List button in the Manage Tasks group on the Home tab.
● Click the flagged item in the To-Do Bar Task List and then click the Remove From
List button in the Manage Tasks group on the Task List contextual tab.
● Right-click the flagged item, click Follow-up, and then click Clear Flag.
Deleting a task or flagged item moves the task or the original item to the Deleted Items
folder; it is permanently deleted when you empty that folder. No record of it remains on
your task list or in its original location (such as your Inbox).
To delete a task or flagged item:
● In the Tasks module, click the task to make it active and then on the Home tab, in
the Delete group, click the Delete button.
● In any view, right-click the task, and then click Delete.
Managing Task Assignments
You can assign tasks from your Outlook task list to other people within your organization
and outside of your organization (and other people can assign tasks to you). Outlook
indicates assigned tasks in your task list by adding blue arrow pointing to a person on
the task icon, similar to that of a shared folder in Windows Explorer.
Tasks You Assign to Others
You can assign tasks to people on your Microsoft Exchange Server network, to people
on other Exchange Server networks, and to people running e-mail programs other than
Outlook.
● When you assign a task to a person on your Exchange Server network, Outlook
sends a task request, similar to a meeting request, to the person you designated.
The assignee can accept or decline the task assignment by clicking the corresponding button in the Reading Pane or in the task window header. Outlook
indicates the status of the task in your task list as Assigned.
● When you assign a task to a person who is on another Exchange Server network or
is using an e-mail program other than Outlook, Outlook sends a message that the
assignee can respond to manually. Until you change the task status, it is Waiting
For Response From Recipient, rather than Assigned.
Managing Task Assignments 731
When you assign a task, you can choose whether to keep a copy of the task on your own
task list or transfer it entirely to the assignee’s task list. Either way, the task remains on
your own task list until accepted, so you won’t lose track of it. (If the recipient declines
the task, you can return it to your task list or reassign it.)
Tip You can assign only actual task items; you can’t assign flagged messages that appear in
your task list.
After you assign a task to someone else, ownership of the task transfers to that person, and
you can no longer update the information in the task window. (The assignee becomes the
task owner and you become the task originator.) If you keep a copy of the task on your task
list, you can follow the progress as the assignee updates the task status and details, and
you can communicate information about the task to the owner by sending status reports.
Unless you choose otherwise, Outlook automatically sends you a status report on an
assigned task when the assignee marks the task as complete.
To delegate a task to another Outlook user:
1. In the task window, on the Task tab, in the Manage Task group, click the Assign Task
button.
2. In the To box that appears in the task header, enter the e-mail address of the person
you want to assign the task to.
3. In the task header, click the Send button. If a message box notifies you that the task
reminder has been turned off, click OK.
Outlook sends the task request, and notifies you when the assignee accepts or
declines the task.
You can view the status of tasks you have assigned to other people by displaying your
task list in Assignment view.
See Also For information about task list views, see “Displaying Different Views of Tasks” later
in this chapter.
If you assign a task and the assignee declines the assignment, the task doesn’t automatically return to your task list; you need to either reclaim it (return it to your own
task list) or reassign it.
To reclaim or reassign a declined task:
1. Open the declined task assignment (indicated in your Inbox by a task icon with a
red X).
The Manage Task group on the Task tab of the ribbon includes commands specific
to managing the declined task.
732 Chapter 24 Track Tasks
Declined task Task management options
When an assignee declines a task, you can reclaim or reassign it.
2. In the Manage Task group, click the Return To Task List button to reclaim the task,
or the Assign Task button to reassign it.
Tasks Other People Assign to You
When another person assigns a task to you, you receive a task assignment request.
To accept, decline, respond to, or reassign a task assignment request:
1. Open the task assignment request (indicated in your Inbox by a task icon with an
outstretched hand).
The Task tab of the ribbon includes commands specific to managing the task
assignment request.
Assigned task Task response options
You can respond in several ways to a task assignment.
Managing Task Assignments 733
2. Take one of the following actions:
❍ In the Respond group, click the Accept button to accept the task or the
Decline button to decline the task, and send the associated response to
the task owner.
❍ In the Respond group, click Reply to send a message to the task owner
without accepting or declining the task, or the Forward button to forward
the task content to another person without reassigning the task.
❍ In the Manage Task group, click the Assign Task button, and follow the process
described earlier in this topic to assign the task to another person.
You can update the details of a task assigned to you by someone else in the same way
that you do tasks that you create.
To send a status report about a task assigned to you by someone else:
1. Open the task window.
2. On the Task tab, in the Manage Task group, click the Send Status Report button.
Outlook generates an e-mail message with the task information in the Subject field
and message body.
3. Address the message to the people you want to send the report to, and then send
the message.
In this exercise, you’ll assign a task to another person.
SET UP You need the SBS Send Dinner Invitations task you created earlier in this
chapter to complete this exercise. If you didn’t create that task, you can do so now,
or you can substitute any task in your default task list. Choose a co-worker or other
e-mail contact to practice assigning tasks to, and let him or her know to expect a task
assignment. Then display your To-Do List in the Tasks module, and follow the steps.
1. In the Tasks pane, double-click the SBS Send Dinner Invitations task.
The task opens in a task window.
2. In the Manage Task group, click the Assign Task button.
A To box and Send button appear in the task header, and the Manage Task group
changes to display only the Cancel Assignment button.
3. In the To box, enter the e-mail address of the person to whom you want to assign
the task.
734 Chapter 24 Track Tasks
Note that the Keep An Updated Copy Of This Task On My Task List and Send Me A
Status Report When This Task Is Complete check boxes are selected by default.
When you assign a task, you have the option of keeping it on your task list or removing it.
4. In the task header, click the Send button.
A message box notifies you that the task reminder previously set for this task will
be turned off when you assign it to another person.
You don’t receive reminders when tasks you assigned to others are overdue.
5. In the Microsoft Outlook message box, click OK.
Outlook sends the task request. Your co-worker or contact receives a task assignment
request.
6. Ask your co-worker or contact to accept the task.
Outlook notifies you when the assignee accepts or declines the task.
CLEAN UP Retain the SBS Send Dinner Invitations task for use in later exercises.
Displaying Different Views of Tasks 735
Displaying Different Views of Tasks
Outlook 2010 makes it simple to keep your task list at your fingertips. You can view tasks
in several different locations, including the following:
● In the Tasks module, you can display either the To-Do List, which includes both tasks
and flagged messages, or the Tasks List, which includes only tasks. There are many
options for viewing and arranging each list.
● In any module, the expanded To-Do Bar displays the To-Do Bar Task List, where
tasks are grouped and sorted under due date headings. (You can also sort this list by
category, start date, folder, type, or importance, or you can create a custom arrangement.) You can scroll through the list to display all your tasks or collapse the groups
you don’t want to view. To increase the space available for your task list, you can
close the Date Navigator or show fewer or no appointments.
The minimized To-Do Bar displays only your next appointment (if you choose to
display appointments) and the number of incomplete tasks due today (if you choose
to display tasks). You switch between views of the To-Do Bar by clicking the Minimize
or Expand button on its header.
● In the Calendar module, the Daily Task List appears at the bottom of the Calendar
pane in Day, Work Week, or Week view. When expanded, the Daily Task List at displays
the tasks due, including the category and task type, during the displayed time period.
In Day view, the start date, due date, and reminder time also appear.
Tip If you don’t see the Daily Task List in Day, Work Week, or Week view, click the Daily
Task List button in the Layout group on the View tab, and then click Normal.
Like the Navigation Pane and the To-Do Bar, you can minimize the Daily Task List so
that it displays only the number of active and completed tasks and provides more
space for you to work. You can switch between views of the Daily Task List by clicking
the Minimize or Expand button on its header.
You can schedule a specific block of time to complete a task by dragging it from
the Daily Task List to your calendar. When you mark the task complete, Outlook
removes it from your calendar.
● On the Outlook Today page, the tasks due today are listed in the Tasks area. (This page
was previously the “home page” of Outlook. You display the Outlook Today page by
clicking your top-level account in the Navigation Pane.)
736 Chapter 24 Track Tasks
The Outlook Today page summarizes your activities for the current day.
So far in this chapter, we’ve been working in your To-Do List, which is the default Tasks
module view and displays both tasks and flagged messages. You can display more comprehensive information about the tasks on a task list by clicking the Tasks entry for that
account in the Tasks module Navigation Pane. As you can with your calendar, you can
display different views of your Tasks List and within each view, different arrangements of
the tasks.
You can change the view from the Change View gallery in the Current View group on the
Home tab, or from the Change View gallery in the Current View group on the View tab.
Tasks List views include:
● Active
● Assigned
● Completed
● Detailed
● Next 7 Days
● Overdue
● Prioritized
● Server Tasks
● Simple List
● Today
● To-Do List
Displaying Different Views of Tasks 737
The default view for the Tasks List is Simple List view, with tasks arranged by due date.
Not surprisingly, the default view for the To-Do List is To-Do List.
From the Arrangements gallery in the Arrangement group on the View tab, you can
select from the following standard arrangements of items within the To-Do List or a
Tasks List view:
● Assignment
● Categories
● Due Date
● Folder (Available in the To-Do List only, this view separates tasks and flagged
messages that are stored in different folders.)
See Also For information about organizing tasks in custom folders, see the sidebar
“Finding and Organizing Tasks” later in this chapter.
● Importance
● Modified Date
● Start Date
● Type
You can reorder the tasks in any list view by clicking the heading of the field you want to
sort on. You can add and remove fields from the list view by using the Field Chooser, in
the same way that you would from the list view of contact records.
See Also For information about adding and removing fields in a list view, see “Displaying
Different Views of Contact Records” in Chapter 22, “Store and Access Contact Information.”
Completed tasks remain in the Tasks List until you actually delete them, so they are
available there if you want to view them.
Tip The Tasks List views don’t by default display the Reading Pane. If you want, you can
display it at the bottom of the Tasks pane so that you don’t lose horizontal screen space and
obscure task details. Click the Reading Pane button in the Layout group on the View tab,
and then click Bottom.
In this exercise, you’ll look at different views of tasks and flagged messages within the
Tasks module.
SET UP This exercise uses the SBS Order Brochures, SBS Dinner Reservations, and SBS
Send Dinner Invitations tasks, and the SBS First Draft and SBS Tradeshow Schedule
flagged messages you created and assigned earlier in this chapter. If you didn’t create
those tasks and messages, you can do so now, or you can substitute any tasks and
flagged messages in your task list. Display the To-Do List in the Tasks module, in the
default To-Do List view, and then follow the steps.
738 Chapter 24 Track Tasks
1. With the To-Do List displayed in the Tasks pane, click the Change View button in
the Current View group on the Home tab.
The Change View gallery expands. The To-Do List button is selected to indicate the
current view.
The Change View gallery.
2. In the Change View gallery, click Detailed.
The To-Do List changes to a list view displaying many different task fields. The Reading
Pane, which by default is open to the right of the Tasks pane in To-Do List view, closes.
The To-Do List displayed in the Detailed view.
In this view, the To-Do List resembles the Tasks List.
3. In the Navigation Pane, click Tasks.
The Tasks List appears in the Tasks pane. Only the tasks appear in the list; the
flagged messages are absent.
Displaying Different Views of Tasks 739
The Tasks List, displayed in Simple List view and arranged by due date.
The Tasks List displays its default Simple List view rather than the Detailed view you
chose for the To-Do List. The arrow in the Due Date header indicates the current
arrangement.
4. On the View tab, in the Arrangement gallery, click the More button.
The gallery expands to display additional arrangements.
The Arrangement gallery.
5. In the Arrangement gallery, click Assignment.
The order of the tasks changes slightly, although it’s not entirely obvious how
or why.
6. In the Arrangement gallery, click Show in Groups.
The list changes to clearly distinguish tasks that you’ve assigned to other people
from tasks that you own. If you have assigned tasks to multiple people, each
assignee has a group.
740 Chapter 24 Track Tasks
You can group tasks by the current arrangement.
7. In the Current View group, in the Change View gallery, click Assigned.
The list changes to display only the task that you assigned in a previous exercise.
Although only one task is visible in the Tasks List, the To-Do Bar Task List still displays all the tasks and flagged messages, so you can feel confident that you’re
looking at a filtered view and haven’t accidentally deleted the other tasks.
You can filter a task list to display tasks that meet very specific criteria.
Displaying Different Views of Tasks 741
8. In the Change View gallery, click To-Do List.
The Tasks pane displays all the active tasks in the same format as the default To-Do
List. The arrangement changes to Due Date.
The Reading Pane is open by default in the To-Do List view of the Tasks pane.
Note, however, that this is not the real To-Do List—it doesn’t include the flagged
messages.
9. In the Navigation Pane, click To-Do List.
The flagged messages reappear in the Tasks pane.
CLEAN UP Return to the Tasks List, and change the view back to the default Simple
List view. Retain the SBS Order Brochures, SBS Dinner Reservations, and SBS Send
Dinner Invitations tasks, and the flagged SBS Tradeshow Schedule and SBS First Draft
messages, for use in later exercises.
742 Chapter 24 Track Tasks
Finding and Organizing Tasks
You can use the Outlook 2010 Search feature to quickly locate tasks by searching
on any text in the task or in a file attached to the task. Type the word or other information you want to find in the Search box at the top of the Tasks pane header,
in any view. Outlook filters the tasks as you type, displaying only those containing
the search criteria you enter, and highlighting the matching criteria in the tasks.
You can modify your search by using the tools on the contextual Search tab.
To help you organize your tasks, you can assign them to color categories in the
same way that you do any other Outlook item.
If your task list gets too big, or if you want to maintain separate task lists for different
purposes, you can organize tasks into separate folders. To create a task folder:
1. On the Folder tab, in the New group, click the New Folder button.
2. In the Create New Folder dialog box, enter the name and select the location
of the folder.
3. In the Folder Contains list, click Task Items, and then click OK.
You can then drag existing tasks into the folder.
Tip If you drag a task into a Mail, Calendar, Contact, or Note Items folder, a message,
meeting, contact, or note window opens with the task’s subject entered in the Subject
field and details of the task in the message body or notes pane.
Key Points 743
Key Points
● You can create tasks for yourself and assign tasks to other people.
● Outlook displays tasks in the Tasks pane, in the Daily Task List in the Calendar
pane, and on the To-Do Bar, which is available from any Outlook pane.
● You can organize tasks by grouping them in additional task folders or by
categorizing them.
● When you assign tasks, Outlook sends a task request to the designated person,
who can accept or decline the task. If you keep a copy of the assigned task, it is
automatically updated when the person you assigned the task to updates the
original.
● You can update tasks assigned to you and send status reports to the person who
assigned the task.
● A task can have a status of Not Started, Deferred, Waiting, Complete, or the
percentage completed.
● You can create one-time or recurring tasks. Outlook creates a new occurrence of a
recurring task every time you complete the current occurrence.
● You can set a reminder to display a message at a designated time before a task
is due.
● When you complete a task you can mark it as complete, remove it from your task
list, or delete it.
745
Part 7
Microsoft Access 2010
25 Explore an Access 2010 Database . . . . . . . . . . . . . . 747
26 Create Databases and Simple Tables . . . . . . . . . . . . 789
27 Create Simple Forms . . . . . . . . . . . . . . . . . . . . . . . . . 821
28 Display Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 845
Chapter at a Glance
Explore tables,
page 761
Explore forms,
page 768
Explore queries,
page 773
Explore reports,
page 777
747
25 Explore an Access
2010 Database
In this chapter, you will learn how to
✔ Work in Access 2010.
✔ Understand database concepts.
✔ Explore tables.
✔ Explore forms.
✔ Explore queries.
✔ Explore reports.
✔ Preview and print Access objects.
Microsoft Access 2010 is part of Microsoft Office 2010, so the basic interface—such as
the Quick Access Toolbar, the ribbon, the Backstage view, and dialog boxes—should be
familiar if you have used other Office 2010 programs. However, Access has more dimensions than many of those programs, so it might seem more complex until you become
familiar with it.
Tip If you are upgrading from an earlier version of Access, you should refer to the introduction
in Microsoft Access Step by Step, by Joyce Cox and Joan Lambert (Microsoft Press, 2010), to learn
about differences between earlier versions and Access 2010.
Throughout this book, you’ll be working with databases that contain information about
the employees, products, suppliers, and customers of a fictional company. As you complete the exercises in this book, you will develop an assortment of tables, forms, queries,
and reports, which are called database objects. These objects can be used to enter, edit, and
manipulate the information in a database in many ways.
In this chapter, you’ll explore the Access program window and learn about the concepts and
structure of data storage in Access, including types of databases, types of database objects,
and relationships between objects. You’ll look at objects in a working database, learning
about interesting features of Access as well as functionality that you’ll explore in more depth
in later chapters.
748 Chapter 25 Explore an Access 2010 Database
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice file you’ll use to complete the
exercises in this chapter is in the Chapter25 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
Working in Access 2010
As with all programs in Office 2010, the most common way to start Access is from the Start
menu displayed when you click the Start button at the left end of the Windows Taskbar.
When you start Access without opening a database, the program window opens in the
Backstage view, with the New page active. In the Backstage view, commands related to
managing Access and Access databases (rather than their objects) are organized as buttons
and pages, which you display by clicking the page tabs in the left pane. You can display the
Backstage view at any time by clicking the colored File tab in the upper-left corner of the
program window.
Clicking the File tab displays the Backstage view, where you can manage database files and
customize the program.
Working in Access 2010 749
From the New page of the Backstage view, you can create a blank database; or you can
create a new database based on a template that comes with Access, on a template downloaded from the Office.com Web site, or on a custom template saved on your computer
or on your network. From the Backstage view, you can also open a database you worked
in recently, or navigate to any database on your computer and open it.
When you create or open a database, it is displayed in the program window.
File tab Quick Access Toolbar
Status bar
Title bar Ribbon
Navigation pane
An Access database in the program window
Troubleshooting The appearance of buttons and groups on the ribbon changes depending
on the width of the program window. For information about changing the appearance of
the ribbon to match our screen images, see “Modifying the Display of the Ribbon” at the
beginning of this book.
750 Chapter 25 Explore an Access 2010 Database
The database interface is designed to closely reflect the way people generally work with
a database or database object. For those of you who are not familiar with this interface,
which was first introduced with Microsoft Office Access 2007, here is a quick survey of
the program window elements:
● The title bar displays the name of the active database. The designation (Access 2007)
after the database name indicates that the database is in the .accdb format introduced
with Access 2007. At the left end of the title bar is the Access icon, which you click
to display commands to move, size, and close the program window. The Minimize,
Restore Down/Maximize, and Close buttons at the right end of the title bar serve
the same functions as in all Windows programs.
See Also Windows 7 introduced many fun and efficient new window-management
techniques. For information about ways to work with the Access program window on
a Windows 7 computer, refer to Windows 7 Step by Step, by Joan Lambert Preppernau
and Joyce Cox (Microsoft Press, 2009).
● By default, the Quick Access Toolbar appears to the right of the Access icon at the
left end of the title bar, and displays the Save, Undo, and Redo buttons. You can
change the location of the Quick Access Toolbar and customize it to include any
command that you use frequently.
Tip If you create and work with complicated databases, you might achieve greater
efficiency if you add the commands you use frequently to the Quick Access Toolbar
and display it below the ribbon, directly above the workspace. For information about
Access 2010 features not covered in this book, refer to Microsoft Access 2010 Step by
Step by Joyce Cox and Joan Lambert (Microsoft Press 2010).
● Below the title bar is the ribbon. All the commands for working with your Access
database content are available from this central location so that you can work
efficiently with the program.
● Across the top of the ribbon is a set of tabs. Clicking the File tab displays the Backstage
view. Clicking any other tab displays a set of related commands represented by buttons
and lists. The Home tab is active by default.
Tip Don't be alarmed if your ribbon has tabs not shown in our screens. You might have
installed programs that add their own tabs to the Access ribbon.
● On each tab, commands are organized into named groups. Depending on your
screen resolution and the size of the program window, the commands in a group
might be displayed as labeled buttons, as unlabeled icons, or as one or more large
buttons that you click to display the commands within the group.
Working in Access 2010 751
● If a button label isn’t visible, you can display the command name and its keyboard
shortcut (if it has one) in a ScreenTip by pointing to the button.
Tip To control the display of ScreenTips, display the Backstage view, click Options
to open the Access Options dialog box, and change settings in the User Interface
Options area of the General page. You can also change the language of ScreenTip
content on the Language page.
● Some buttons include an integrated or separate arrow. If a button and its arrow
are integrated, clicking the button will display options for refining the action of
the button. If the button and its arrow are separate, clicking the button will carry
out the default action indicated by the button’s current icon. You can change the
default action by clicking the arrow and then clicking the action you want.
● Related but less common commands are not represented as buttons in a group.
Instead they are available in a dialog box or task pane, which you display by
clicking the dialog box launcher located in the lower-right corner of the group.
● To the right of the ribbon tab names, below the Minimize/Maximize/Close buttons, is the Minimize The Ribbon button. Clicking this button hides the commands
but leaves the tab names visible. You can then click any tab name to temporarily
display its commands. Clicking anywhere other than the ribbon hides the commands again. When the full ribbon is temporarily visible, you can click the button
at its right end, shaped like a pushpin, to make the display permanent. When the
full ribbon is hidden, you can click the Expand The Ribbon button to permanently
redisplay it.
Keyboard Shortcut Press Ctrl+F1 to minimize or expand the ribbon.
● Clicking the Access Help button at the right end of the ribbon displays the Access
Help window, in which you can use standard techniques to find information.
Keyboard Shortcut Press F1 to display the Access Help window.
See Also For information about the Help system, see “Getting Help” at the beginning
of this book.
● On the left side of the program window, the Navigation pane displays lists of database objects. By default, it displays all the objects in the database by type of object,
but you can filter the list by clicking the pane’s title bar and then clicking the category or group of objects you want to display. You can collapse and expand the
752 Chapter 25 Explore an Access 2010 Database
groups in the list by clicking the chevrons in the section bars. If the Navigation pane
is in your way, you can click the Shutter Bar Open/Close button in its upper-right
corner to minimize it. To redisplay the Navigation pane, click the Shutter Bar
Open/Close button again. You can drag the right border of the pane to the left
or right to make it wider or narrower.
Keyboard Shortcut Press F11 to display or hide the Navigation pane.
● Across the bottom of the program window, the status bar displays information
about the current database and provides access to certain program functions.
You can control the contents of the status bar by right-clicking it to display the
Customize Status Bar menu, on which you can click any item to display or hide it.
● At the right end of the status bar, the View Shortcuts toolbar provides buttons for
quickly switching the view of the active database object.
The goal of all these interface features is to make working with a database as intuitive as
possible. Commands for tasks you perform often are readily available, and even those
you might use infrequently are easy to find.
In this exercise, you’ll take a tour of the command structure in the Access 2010 program
window.
SET UP You need the GardenCompany01_start database located in your Chapter25
practice file folder to complete this exercise, but don’t open it yet. Just follow the steps.
1. On the Start menu, click All Programs, click Microsoft Office, and then click
Microsoft Access 2010.
Access starts and displays the program window in the Backstage view. From this
view, you manage your Access database files, but you don’t work with the content
of databases. For example, you can create a database, but not a database object.
We’ll talk about the tasks you can perform in the Backstage view in other chapters
of this book.
2. In the left pane of the Backstage view, click Open. Then in the Open dialog
box, navigate to your Chapter25 practice file folder, and double-click the
GardenCompany01_start database.
The database opens in the program window. A security warning appears below
the ribbon.
Working in Access 2010 753
3. In the security warning bar, click Enable Content.
Important Be sure to read the sidebar “Enabling Macros and Other Database Content”
later in this chapter to learn about Access security options.
Let’s save the database so that you can explore it without fear of overwriting the
original practice file.
4. Click the File tab to display the Backstage view, click Save Database As, and then
in the Save As dialog box, save the database in your Chapter25 practice file folder
with the name GardenCompany01.
Tip In this book, we assume you will save files in your practice file folders, but you
can save them wherever you want. When we refer to your practice file folders in the
instructions, simply substitute the save location you chose.
In the program window, the title bar tells you that you can work with this database in
Access 2007 as well as Access 2010. On the left, the Navigation pane displays a list of
all the objects in this database. Spanning the top of the window, the ribbon includes
five tabs: File, Home, Create, External Data, and Database Tools. The Home tab is
active by default. Because no database object is currently open, none of the buttons
on the Home tab are available.
Tip Databases created with Access 2010 use the file storage format introduced with
Access 2007, and their files have the .accdb extension. You can open database files
created in earlier versions of Access (which have an .mdb extension) in Access 2010.
You can then either work with and save them in the old format or work with and save
them in the new format. If you convert them, you can no longer open them in versions
prior to Access 2007. For more information about the ACCDB format, search for accdb
in Access Help.
5. In the Navigation pane title bar, click All Access Objects, and then under Filter
By Group in the menu, click Tables.
The Navigation pane now lists only the tables in the database.
6. In the Navigation pane, under Tables, double-click Categories.
The Categories table opens on a tabbed page. Because a table is displayed,
two Table Tools contextual tabs (Fields and Table) appear on the ribbon. These
contextual tabs are displayed only when you are working with a table.
754 Chapter 25 Explore an Access 2010 Database
Ribbon tab names
Record
navigation bar
Contextual tab names Group names
Filtered
Navigation pane
Table on
tabbed page
View Shortcuts
toolbar
The record navigation bar at the bottom of the table page tells you how many records the
table contains and which one is active, and enables you to move among records.
Buttons representing commands related to working with database content are
organized on the Home tab in six groups: Views, Clipboard, Sort & Filter, Records,
Find, and Text Formatting. Only the buttons for commands that can be performed
on the currently selected database object—in this case, a table—are active.
Working in Access 2010 755
7. On the Home tab, click the Text Formatting dialog box launcher.
The Datasheet Formatting dialog box opens.
From this dialog box, you can access settings not available as buttons in the
Text Formatting group, such as Gridline Color and Border And Line Styles.
8. In the Datasheet Formatting dialog box, click Cancel.
9. Click the Create tab.
Buttons representing commands related to creating database objects are organized on this tab in six groups: Templates, Tables, Queries, Forms, Reports, and
Macros & Code.
The Create tab.
756 Chapter 25 Explore an Access 2010 Database
10. Double-click the Create tab.
Double-clicking the active tab hides the ribbon and provides more space for the
current database object.
The ribbon is hidden.
11. Click the External Data tab.
The ribbon temporarily drops down, with the External Data tab active. Buttons
representing commands related to moving information between a database and
other sources are organized on this tab in four groups: Import & Link, Export,
Collect Data, and Web Linked Lists.
Clicking any tab—in this case, the External Data tab—displays the ribbon temporarily.
Tip To make the graphics in this book readable, we are working in a program window
that is smaller than full-screen. As a result, the Collect Data and Web Linked Lists groups
are represented in this graphic as buttons. For more information, see “Modifying the
Display of the Ribbon” at the beginning of this book.
Working in Access 2010 757
12. Click anywhere in the open table.
The ribbon disappears again.
13. Double-click the Database Tools tab.
Double-clicking a tab permanently displays the ribbon and activates that tab.
Buttons representing commands related to managing, analyzing, and ensuring
data reliability are organized on the Database Tools tab in six groups: Tools,
Macro, Relationships, Analyze, Move Data, and Add-Ins.
The Database Tools tab.
14. To the right of the Categories table page tab, click the Close button to close the
table without closing the database.
Clicking this button closes the active object.
15. Click the File tab to display the Backstage view, and then click Close Database.
When you close a database without exiting Access, the New page of the Backstage
view is displayed so that you can open another database or create a new one.
Note that if you don’t close the active database before opening another one,
Access prompts you to save your changes and closes the active database for you.
You cannot have two databases open simultaneously in a single instance of Access.
If you want to have two databases open at the same time, you must start a new
instance of Access.
Tip You can close Access entirely by clicking the Close button in the upper-right corner
of the program window, or by clicking Exit in the Backstage view.
CLEAN UP Retain the GardenCompany01 database for use in later exercises.
758 Chapter 25 Explore an Access 2010 Database
Enabling Macros and Other Database Content
Some databases contain Microsoft Visual Basic for Applications (VBA) macros that
can run code on your computer. In most cases, the code is there to perform a
database-related task, but hackers can also use macros to spread a virus to your
computer.
When you open a database that is not stored in a trusted location or signed by a
trusted publisher, Access displays a security warning below the ribbon.
The security warning.
While the security warning is displayed, the macros in the database are disabled.
You can enable macros in three ways:
● By enabling the macros in the database for use in the current database session.
● By adding the database publisher to the list of trusted publishers. This option is
available only if the publisher’s digital signature is attached to the database.
Access will then automatically enable macro content in any database that is
also signed by that publisher.
● By placing the database in a trusted location. Access automatically enables
macro content in any database saved in that location. The trusted locations
you specify within Access are not also trusted by other Office programs.
To enable macros for the current database session only:
● In the Security Warning area, click Enable Content.
To add the publisher of a digitally signed database to the trusted publishers list:
1. In the Security Warning area, click Some Active Content Has Been Disabled.
Click For More Details.
Working in Access 2010 759
2. On the Information About page, click the Enable Content
button, and then click Advanced Options.
3. In the Microsoft Office Security Options dialog box, click Trust All From
Publisher, and then click OK.
Note that the Trust All From Publisher option is available only if the database
is digitally signed.
To add the location of a database to the trusted locations list:
1. Display the Backstage view, and then click Options.
2. In the left pane of the Access Options dialog box, click Trust Center, and then
click Trust Center Settings.
3. In the left pane of the Trust Center, click Trusted Locations.
4. On the Trusted Locations page, click Add New Location.
5. In the Microsoft Office Trusted Location dialog box, click Browse.
6. In the Browse dialog box, browse to the folder containing the current database,
and then click OK.
7. In the Microsoft Office Trusted Location dialog box, select the Subfolders Of
This Location Are Also Trusted check box if you want to do so, and then click
OK in each of the open dialog boxes.
If you prefer, you can change the way Access handles macros in all databases:
1. Display the Trust Center, and then in the left pane, click Macro Settings.
2. Select the option for the way you want Access to handle macros:
❍ Disable All Macros Without Notification If a database contains macros,
Access disables them and doesn’t display the security warning to give
you the option of enabling them.
❍ Disable All Macros With Notification Access disables all macros and
displays the security warning.
❍ Disable All Macros Except Digitally Signed Macros Access automatically enables digitally signed macros.
❍ Enable All Macros Access enables all macros (not recommended).
3. Click OK to close the Trust Center, and then click OK to close the Access
Options dialog box.
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Understanding Database Concepts
Simple database programs, such as the Database component of Microsoft Works, can store
information in only one table. These simple databases are often called flat file databases, or
just flat databases. More complex database programs, such as Access, can store information
in multiple related tables, thereby creating what are referred to as relational databases. If
the information in a relational database is organized correctly, you can treat these multiple
tables as a single storage area and pull information electronically from different tables in
whatever order meets your needs.
A table is just one of the object types you work with in Access. Other object types include
forms, queries, reports, macros, and modules.
Of all these object types, only one—the table—is used to store information. The rest
are used to enter, manage, manipulate, analyze, retrieve, or display the information
stored in a table—in other words, to make the information as accessible and therefore
as useful as possible.
Over the years, Microsoft has put a lot of effort into making Access not only one of the
most powerful consumer database programs available, but also one of the easiest to learn
and use. Because Access is part of Office 2010, you can use many of the same techniques
you use with Microsoft Word and Microsoft Excel. For example, you can use familiar
commands, buttons, and keyboard shortcuts to open and edit the information in Access
tables. And you can easily share information between Access and Word, Excel, or other
Office programs.
In its most basic form, a database is the electronic equivalent of an organized list of information. Typically, this information has a common subject or purpose, such as the list of
employees shown in the following table.
ID Last name First name Title Hire date
1 Anderson Nancy Sales Rep May 1, 2003
2 Carpenter Chase Sales Manager Aug 14, 2001
3 Emanuel Michael Sales Rep Apr 1, 1999
4 Furse Karen Buyer May 3, 2004
This list is arranged in a table of columns and rows. Each column represents a field—a
specific type of information about an employee: last name, first name, hire date, and so
on. Each row represents a record—all the information about a specific employee.
Exploring Tables 761
If a database did nothing more than store information in a table, it would be no more
useful than a paper list. But because the database stores information in an electronic
format, you can manipulate the information in powerful ways to extend its utility.
For example, suppose you want to find the phone number of a person who lives in your
city. You can look up this information in the telephone book, because its information is
organized for this purpose. If you want to find the phone number of someone who lives
further away, you can go to the public library, which probably has a telephone book for
each major city in the country. However, if you want to find the phone numbers of all the
people in the country with your last name, or if you want to find the phone number of
your grandmother’s neighbor, these printed phone books won’t do you much good,
because they aren’t organized in a way that makes that information easy to find.
When the information published in a phone book is stored in a database, it takes up far less
space, it costs less to reproduce and distribute, and, if the database is designed correctly,
the information can be retrieved in many ways. The real power of a database isn’t in its
ability to store information; it is in your ability to quickly retrieve exactly the information
you want from the database.
Exploring Tables
Tables are the core database objects. Their purpose is to store information. The purpose
of every other database object is to interact in some manner with one or more tables. An
Access database can contain thousands of tables, and the number of records each table
can contain is limited more by the space available on your hard disk than by anything else.
Tip For detailed information about Access specifications, such as the maximum size of a database or the maximum number of records in a table, search for “Access 2010 specifications”
(including the quotation marks) in Access help.
Every Access object has two or more views. For tables, the two most common views are
Datasheet view, in which you can see and modify the table’s data, and Design view, in which
you can see and modify the table’s structure. To open a table in Datasheet view, either
double-click its name in the Navigation pane, or right-click its name and then click Open.
To open a table in Design view, right-click its name and then click Design View. When a table
is open in Datasheet view, clicking the View button in the Views group on the Home tab
switches to Design view; when it is open in Design view, clicking the button switches to
Datasheet view. To switch to either of the two remaining table views (PivotTable view or
PivotChart view), you click the View arrow and then click the view you want in the list. You
can also switch the view by clicking one of the buttons on the View Shortcuts toolbar in
the lower-right corner of the program window.
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When you view a table in Datasheet view, you see the table’s data in columns (fields)
and rows (records). The first row contains column headings (field names). In this format,
the table is often simply referred to as a datasheet.
Field
Field names
Record
Field names, fields, and records in a table.
If two tables have one or more field names in common, you can embed the datasheet
from one table in another. By using an embedded datasheet, called a subdatasheet, you
can see the information in more than one table at the same time. For example, you might
want to embed an Orders datasheet in a Customers table so that you can see the orders
each customer has placed.
In this exercise, you’ll open existing database tables and explore the table structure in
different views.
SET UP You need the GardenCompany01 database you worked with in the preceding
exercise to complete this exercise. Open the GardenCompany01 database, ensure that
tables are listed in the Navigation pane, and then follow the steps.
1. In the Navigation pane, double-click Products. Then at the right end of the
Navigation pane title bar, click the Shutter Bar Close button so that you can
see more of the table’s fields.
Exploring Tables 763
The Products table is displayed in Datasheet view.
Each row in this table contains information about a product and each column contains one
field from each record.
2. In the row of field names at the top of the table, point to the right border of the
Product Name field name, and when the pointer changes to a double-headed
arrow, double-click the border.
Access adjusts the width of the field to accommodate its longest entry. Notice
that Product 1, Magic Lily, and Product 2, Autumn crocus, are assigned to the
Bulbs category.
3. Double-click the right border of the Category field name to adjust that field’s width.
Tip You can also resize a table column by pointing to the border and dragging it to the
left or right.
4. In the Navigation pane, click the Shutter Bar Open button, and then double-click
Categories.
Tip From now on, open the Navigation pane whenever you need to work with a
different object, but feel free to close it if you want to see more of the data.
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The Categories table opens on a new tabbed page in Datasheet view. The Categories
page is active, but the Products page is still open and available if you need it.
5. At the left end of the record for the Bulbs category, click the Expand button.
The Bulbs category expands to reveal a subdatasheet containing all the records
from the Products table that are assigned to the Bulbs category. This is possible
because a relationship has been established between the two tables.
Subdatasheet
You can display records from two related tables simultaneously.
See Also For information about relationships, see “Creating Relationships Between
Tables” in Chapter 26, “Create Databases and Simple Tables.”
6. To the left of the record for the Bulbs category, click the Collapse button to hide
the subdatasheet.
7. Click the Close button at the right end of the tab bar (not the Close button in the
upper-right corner of the program window) to close the Categories table.
8. Close the Products table, and when Access asks whether you want to save your
changes to this table, click Yes.
Exploring Tables 765
In steps 2 and 3, you changed the look of the table by changing the widths of
columns. If you want those changes to be in effect the next time you open the
table, you must save them.
9. In the Navigation pane, double-click the Orders table.
This table contains order-fulfillment information.
The record navigation bar at the bottom of the window indicates that this table contains 87
records, and that the active record is number 1 of 87.
10. On the record navigation bar, click the Next Record button several times.
The selection moves down the OrderID field, because that field is active.
Keyboard Shortcuts Press the Up Arrow or Down Arrow key to move the selection
one record at a time. Press the Page Up or Page Down key to move one screen at
a time. Press Ctrl+Home or Ctrl+End move the selection to the first or last field in the
table.
11. Click the record navigation bar, select the current record number, type 40, and
then press the Enter key.
The selection moves directly to record 40.
12. On the View Shortcuts toolbar, click the Design View button.
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The Orders table structure is displayed in Design view, and the Table Tools Design
contextual tab appears on the ribbon.
Datasheet view displays the data stored in the table, whereas Design view displays the
underlying table structure.
See Also For information about table structure, see “Refining Table Structure” in
Chapter 26, “Create Databases and Simple Tables.”
CLEAN UP Close the Orders table. Retain the GardenCompany01 database for use in
later exercises.
Tabbed Pages vs. Overlapping Windows
By default, Access 2010 displays database objects on tabbed pages in the program
window. If you prefer to display each object in a separate window rather than on a
separate page, you can do so.
To switch to overlapping windows:
1. Click the File tab to display the Backstage view, and then click Options.
The Access Options dialog box opens.
Exploring Tables 767
2. Display the Current Database page, and then in the Application Options area,
under Document Window Options, click Overlapping Windows.
3. Click OK.
A message tells you that you must close and reopen the current database to
put this change into effect.
4. Click OK. Then close and reopen the database.
When database objects are displayed on tabbed pages, a Close button appears at the
right end of the tab bar. When objects are displayed in overlapping windows, the window of each object has its own set of Minimize, Restore Down/Maximize, and Close
buttons at the right end of its title bar.
Two forms displayed in overlapping windows.
You can move object windows by dragging their title bars, and you can size them
by dragging their frames. You can also arrange windows by using the options available when you click the Switch Windows button in the Window group. (This group
is added to the Home tab when you select Overlapping Windows in the Access
Options dialog box.)
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Exploring Forms
Access tables are dense lists of raw information. Working directly with tables in a database
you create for your own use might be quite simple for you, but it might be overwhelming
for people who don’t know much about databases. To make it easier to enter, display, and
print information, you can design forms.
A form acts as a friendly interface for a table. Through a form, you can display and
edit the records of the underlying table, or create new records. Most forms provide an
interface to only one table, but if you want to use one form to interact with multiple
tables that are related through one or more common fields, you can embed subforms
within a main form.
Forms are essentially collections of controls that either accept information or display information. You can create forms by using a wizard, or you can create them from scratch by
manually selecting and placing the controls. Access provides the types of controls that
are standard in Windows dialog boxes, such as labels, text boxes, option buttons, and
check boxes. With a little ingenuity, you can create forms that look and work much like
the dialog boxes in all Windows programs.
As with tables, you can display forms in several views. The following are the three most
common views:
● Form A view in which you display and enter data.
● Layout A view in which you can work with the elements of the form to refine the way
it looks and behaves while also being able to see the data from the underlying table.
● Design A view that gives you more precise control over the look, placement, and
behavior of elements of the form but that hides the underlying data.
See Also For more information about forms, see Chapter 27, “Create Simple Forms.”
In this exercise, you’ll explore forms, subforms, and the available form controls.
SET UP You need the GardenCompany01 database you worked with in the preceding
exercise to complete this exercise. Open the GardenCompany01 database, and then
follow the steps.
1. In the Navigation pane, click the title bar to display the category list, and then
under Filter By Group, click Forms.
This group includes all the forms that have been saved as part of this database.
2. In the Navigation pane, double-click Products.
Exploring Forms 769
The Products form opens on a tabbed page.
This form is the interface for the Products table.
3. Click the arrow adjacent to the Supplier box.
Access displays a list of all the company’s suppliers.
This is an example of a list box control.
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4. In the Navigation pane, double-click Categories.
The Categories form opens on its own tabbed page. This form includes a main form
and a subform. The main form displays information from the Categories table, and
the subform, which looks like a datasheet, displays information for the current record
from the Products table.
Subform
This form is the interface for the Categories and Products tables.
5. On the record navigation bar, click the Next Record button a few times to display
the next few records.
Notice that the subform changes with each click to display the products in each
category.
Exploring Forms 771
6. In the Navigation pane, double-click Customers.
The Customers form opens in Form view.
The purpose of this form is to edit or create customer records.
7. On the Home tab, in the Views group, click the View button.
For forms, clicking the View button switches between Form view and Layout view.
8. In the Views group, click the View arrow, and then click Design View.
Access displays the Customers form in Design view, and adds three Form Design
Tools contextual tabs (Design, Arrange, and Format) to the ribbon. The contextual
tabs are available only when you are working on the design of the form in either
Layout view or Design view.
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In this view, you can add controls to a form.
9. Switch between Form view, Layout view, and Design view, noticing the differences
in the program window.
10. On the Design contextual tab, in the Controls group, display the Controls gallery.
Depending on the size of your program window, you might have to click the
Controls button or the More button to display this gallery.
You can use these controls to assemble custom forms for your database.
Exploring Queries 773
11. Click away from the gallery to close it.
12. Right-click the tab of the Customers form, and then click Close All.
All the open database objects close.
CLEAN UP Retain the GardenCompany01 database for use in later exercises.
Exploring Queries
You can locate specific information stored in a table, or in multiple tables, by creating
a query that specifies the criteria you want to match. Queries can be quite simple. For
example, you might want a list of all products in a specific category that cost less than
$10. Queries can also be quite complex. For example, you might want to locate all outof-state customers who have purchased gloves within the last three months. For the first
example, you might be able to sort and filter the data in the Products table fairly quickly
to come up with a list. For the second example, sorting and filtering would be very tedious.
It would be far simpler to create a query that extracts all records in the Customers table
with billing addresses that are not in your state and whose customer IDs map to records
that appear in the Orders table within the last three months and that include item IDs
mapping to records classified as gloves in the Products table.
You can create queries by using a Query wizard, and you can also create them from scratch.
The most common type is the select query, which extracts matching records from one or
more tables. Less common are queries that perform specific types of actions.
Processing a query, commonly referred to as running a query or querying the database,
displays a datasheet containing the records that match your search criteria. You can
use the query results as the basis for further analysis, create other Access objects (such
as reports) from the results, or export the results in another format, such as an Excel
spreadsheet.
If you create a query that you are likely to want to run more than once, you can save it. It
then becomes part of the database and appears in the list when you display the Queries
group in the Navigation pane. To run the query at any time, you simply double-click it
in the Navigation pane. Each time you run the query, Access evaluates the records in the
specified table or tables and displays the current subset of records that match the criteria
defined in the query.
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Don’t worry if this all sounds a bit complicated at the moment. When you approach
queries logically, they soon begin to make perfect sense.
In this exercise, you’ll explore two existing queries.
SET UP You need the GardenCompany01 database you worked with in the preceding
exercise to complete this exercise. Open the GardenCompany01 database, and then
follow the steps.
1. In the Navigation pane, display the Queries group.
The group includes all the queries that have been saved as part of this database.
2. In the Navigation pane, right-click the Delete Discontinued Products query,
and then click Object Properties.
Access displays the properties of the query, including a description of its
purpose.
The icon at the top of the General tab indicates that this is a select query.
Exploring Queries 775
3. In the Delete Discontinued Products Properties dialog box, click Cancel.
4. Right-click the Products By Category query, and then click Open.
Access runs the query.
This datasheet displays the results of running the Products By Category query.
The record navigation bar indicates that 171 records are displayed; the Products
table actually contains 189 records. To find out why 18 of the records are missing,
you need to look at this query in Design view.
5. On the View Shortcuts toolbar, click the Design View button.
Access displays the query in the Query Designer, and the Query Tools Design
contextual tab appears on the ribbon.
776 Chapter 25 Explore an Access 2010 Database
The Query Designer.
Two boxes in the top pane of the Query Designer list the fields in the tables this
query is designed to work with. The line between the boxes indicates that before
the query was created, a relationship was established between the two tables
based on the fact that the CategoryID field is present in both of them. The relationship enables this query to draw information from both tables.
See Also For more information about relationships, see “Creating Relationships
Between Tables” in Chapter 26, “Create Databases and Simple Tables.”
The query is defined in the design grid in the bottom pane of the Query Designer.
Each column of the grid refers to one field from one of the tables above. Notice
that <> Yes (not equal to Yes) is entered in the Criteria row for the Discontinued
field. This query finds all the records that don’t have a value of Yes in that field (in
other words, all the records that have not been discontinued).
6. As an experiment, in the Criteria row of the Discontinued field, replace <> with =.
Then on the Design contextual tab, in the Results group, click the Run button.
Tip You can also run a query by switching to Datasheet view.
This time, the query finds all the records that have been discontinued. The 18 discontinued products account for the difference between the number of records in
the Products table and the number of records displayed by the original query.
Exploring Reports 777
The new query results.
7. Close the Products By Category query. When a message asks whether you want
to save your changes to the query, click No.
CLEAN UP Retain the GardenCompany01 database for use in later exercises.
Exploring Reports
You can display the information recorded in your tables in nicely formatted, easily accessible
reports, either on your computer screen or on paper. A report can include items of information selected from multiple tables and queries, values calculated from information in the
database, and formatting elements such as headers, footers, titles, and headings.
You can look at reports in four views:
● Report view In this view, you can scroll through the information in the report without
being distracted by the page breaks that will be inserted when it is printed.
● Print Preview In this view, you see your report exactly as it will look when printed.
● Layout view This view displays the data in the report (similar to Print Preview) but
enables you to edit the layout.
● Design view In this view, you can manipulate the design of a report in the same
way that you manipulate a form.
778 Chapter 25 Explore an Access 2010 Database
In this exercise, you’ll preview a report as it will appear when printed. You’ll also examine
another report in Design view.
SET UP You need the GardenCompany01 database you worked with in the preceding
exercise to complete this exercise. Open the GardenCompany01 database, and then
follow the steps.
1. In the Navigation pane, display the Reports group.
The group includes all the reports that have been created and saved as part of this
database.
2. In the Navigation pane, right-click Customer Labels, and then click Print
Preview.
Troubleshooting If a message tells you that some data may not be displayed because
of column widths and spacing, for the purposes of this exercise, simply press OK to
continue.
The Customer Labels report opens, displaying a full page of labels in a view that is
much like Print Preview in other Office programs. The ribbon now displays only the
Print Preview tab.
Tip Access provides a wizard that can help you create a mailing label report. You can
also create labels like these by using the Customers table as a data source for the Word
2010 mail merge tool.
3. Move the pointer over the report, where it changes to a magnifying glass. Then
with the pointer over the middle label at the top of the report, click the mouse
button.
The zoom percentage changes to 100%, as indicated on the Zoom Level button
in the lower-right corner of the window. You can click this button to switch back
and forth between the current and previous zoom levels.
Exploring Reports 779
This report prints customer names and addresses in a mailing label format.
If the report is too small to read in Print Preview, you can adjust the zoom percentage by clicking the Zoom In button (the plus sign) at the right end of the Zoom
slider in the lower-right corner of the window, or by dragging the Zoom slider.
You can also click the Zoom arrow in the Zoom group on the Print Preview tab
and then click a specific percentage.
4. In the Navigation pane, right-click the Sales By Category report, and then click
Print Preview.
780 Chapter 25 Explore an Access 2010 Database
5. Use any method to zoom the page to 100 percent.
6. On the page navigation bar in the lower-left corner of the page, click the Last
Page button.
This report generates nine pages of information by combining data from the
Categories table and the Products table.
The magnified Sales By Category report.
7. Click the Previous Page button a few times to view a few more pages of the
report.
8. On the View Shortcuts toolbar, click the Design View button.
Exploring Reports 781
Access switches to Design view and displays four Report Design Tools contextual tabs
(Design, Arrange, Format, and Page Setup) on the ribbon. In this view, the report
looks similar to a form.
You create reports by using the same techniques you use to create forms.
CLEAN UP Close the open reports. Retain the GardenCompany01 database for use in
the last exercise.
782 Chapter 25 Explore an Access 2010 Database
Previewing and Printing Access Objects
Because Access is a Windows application, it interacts with your printer through standard
Windows dialog boxes and drivers. This means that any printer that you can use from
other programs can be used from Access, and any special features of that printer, such
as color printing or duplex printing, are available in Access.
The commands for printing database objects are available from the Print page of the
Backstage view. From this page, you can do the following:
● Print the active object with the default settings.
● Display the Print dialog box, where you can select the printer you want to use,
as well as adjust various other settings appropriate to the active object and the
current view.
● Display the active object in Print Preview.
In this exercise, you’ll explore the printing options for a table and a form.
SET UP You need the GardenCompany01 database you worked with in the preceding
exercise to complete this exercise. Open the GardenCompany01 database, and then
follow the steps.
1. In the Navigation pane, display the All Access Objects category.
2. In the Tables group, double-click the Employees table to open it in Datasheet
view.
This table contains information about nine employees. Some of the columns are
too narrow to display all their data, and even with the program window maximized,
depending on your screen resolution, some of the fields might not fit on the screen.
3. Adjust the widths of all the columns so that all the values in the fields are visible.
Access will not print data that is not visible.
4. Click the File tab to display the Backstage view.
Previewing and Printing Access Objects 783
5. In the left pane, click Print.
The Print page displays the available print options.
The Print page of the Backstage view.
6. In the right pane, click Print Preview.
The first page of the Employees table is displayed in Print Preview.
Tip This is the only way to preview a table, a query results datasheet, or a form.
There is no Print Preview command available when you right-click one of these
objects, and there is no Print Preview button on the View Shortcuts toolbar or in
the View button list, as there is for reports.
784 Chapter 25 Explore an Access 2010 Database
The Employees table in the default Portrait orientation.
7. On the navigation bar at the bottom of the window, click the Next Page button.
Then click the First Page button to move back to page 1.
If you print this datasheet with the current settings, it will print as two short,
vertically oriented pages.
8. On the Print Preview tab, in the Page Layout group, click the Landscape button.
Then click the Next Page button.
In Landscape orientation, the datasheet still fits on two pages, with only one field
on the second page.
9. In the Page Size group, click the Margins button, and then click Narrow.
On the page navigation bar, the buttons are now gray, indicating that the
Employee list fits on one page.
Tip You can set custom margins by clicking the Page Setup button in the Page
Layout group and then adjusting the Top, Bottom, Left, and Right settings on the
Print Options page of the Page Setup dialog box.
Previewing and Printing Access Objects 785
The Employees table in Landscape orientation with narrow margins.
10. In the Print group, click the Print button.
The Print dialog box opens.
In this dialog box, you can select the printer and set print options such as the pages
or records to print, and the number of copies.
786 Chapter 25 Explore an Access 2010 Database
11. Click Cancel to close the Print dialog box, and then in the Close Preview group, click
the Close Print Preview button.
12. In the Navigation pane, under Reports, double-click Alphabetical List of
Products.
The report opens in Report view.
13. Display the Backstage view, click Print, and then click Print Preview.
Access displays a preview of the information that will be printed.
14. On the Print Preview tab, in the Zoom group, click the Two Pages button.
Access displays the first two pages in the report side by side.
You can preview more than one page at a time.
15. On the View Shortcuts toolbar, click the Report View button to return to
that view.
CLEAN UP Save your changes to the Employees table, and close both the table and
the report. Then close the GardenCompany01 database.
Key Points 787
Key Points
● The basic Access interface objects work much the same as in other Office or
Windows programs.
● A database is the computer equivalent of an organized list of information.
● Tables are the core database objects. Access data is organized in tables made up
of columns and rows, called fields and records.
● In a relational database, tables can be related based on common fields, enabling
the retrieval of information from more than one table at the same time.
● The purpose of the other database objects—forms, reports, queries, macros, and
modules—is to interact with one or more tables.
● Every Access object has two or more views. For example, you view data in a table
in Datasheet view and define how the data is structured in Design view.
● If you want to print a database object, be sure the information you need is visible
on the screen before you print.
Chapter at a Glance
Create databases
from templates,
page 790
Create databases
and tables
manually, page 796
Refine table
structure,
page 808
789
26 Create Databases
and Simple Tables
In this chapter, you will learn how to
✔ Create databases from templates.
✔ Create databases and tables manually.
✔ Manipulate table columns and rows.
✔ Refine table structure.
✔ Create relationships between tables.
Creating the container for a database is easy. But an empty database is no more useful
than an empty document or worksheet. It is only when you fill a database with data in
tables (known as populating a database) that it starts to serve a purpose. As you add
forms, queries, and reports, it becomes a useful tool. If you customize it by adding a
startup page and organizing the various objects into categories and groups, it moves
into the realm of being a database application.
Not every database has to be refined to the point that it can be classified as an application.
Databases that only you or a few experienced database users will work with can remain
fairly simple. But if you expect someone without database knowledge to enter data or
generate their own reports, spending a little extra time in the beginning to create a solid
foundation will save a lot of work later. Otherwise, you’ll find yourself continually repairing
damaged files or walking people through seemingly easy tasks.
Microsoft Access 2010 takes a lot of the difficult and mundane work out of creating and
customizing a database by providing database applications in the form of templates that
you modify and populate with your own information. Access 2010 also provides templates
for common elements that you might want to plug into a database. These application
parts consist of sets of objects—a table and related forms, queries, or reports—that
together provide a complete, functioning part of a database. All you have to do is fill in
your data. If none of the templates meet your needs, you can create tables manually.
790 Chapter 26 Create Databases and Simple Tables
In this chapter, you’ll create a database from a template and create a table manually.
Then you’ll adjust the display of a data table to fit your needs. By the end of this chapter,
you’ll have a database containing a few tables and you’ll understand a bit about how
the tables in the databases you will use for the exercises in the remaining chapters of the
book were created.
Practice Files You don’t need any practice files to complete the exercises in this chapter.
For more information about practice file requirements, see “Using the Practice Files” at
the beginning of this book.
Creating Databases from Templates
A few years ago (the distant past, in computer time), creating a database structure involved
first analyzing your needs and then laying out the database design on paper. You would
decide what information you needed to track and how to store it in the database. Creating
the database structure could be a lot of work, and after you created it and entered data,
making changes could be difficult. Templates have changed this process, and committing
yourself to a particular database structure is no longer the big decision it once was.
A template is a pattern that you use to create a specific type of database. Access 2010
comes with templates for several databases typically used in business and education, and
when you are connected to the Internet, many more are available from the Microsoft
Office Online Web site at office.microsoft.com. By using pre-packaged templates, you
can create a database application in far less time than it used to take to sketch the
design on paper, because someone has already done the design work for you.
Using an Access template might not produce exactly the database application you want,
but it can quickly create something that you can customize to fit your needs. However, you
can customize a database only if you know how to manipulate its basic building blocks:
tables, forms, queries, and reports. Due to the complexity of these templates, you probably
shouldn’t try to modify them until you’re comfortable working with database objects in
Design view and Layout view. By the time you finish this book, you will know enough to be
able to confidently work with the sophisticated pre-packaged application templates that
come with Access.
In this exercise, you’ll create a database application based on the Tasks template. This
template is typical of those provided with Microsoft Access 2010, in that it looks nice
and demonstrates a lot of the neat things you can do in a database.
Creating Databases from Templates 791
SET UP You don’t need any practice files to complete this exercise. Close any open
databases, and then with the New page of the Backstage view displayed, follow
the steps.
1. In the Available Templates area, click Sample Templates.
Access displays a list of the templates that shipped with the program and are
installed on your computer.
2. Click the Tasks template icon.
In the right pane, you can assign a name to the database and browse to the location
where you want to store the database.
The Tasks template is supplied with Access.
3. In the File Name box, type MyTasks.
Tip Naming conventions for Access database files follow those for Windows files. File
names cannot contain the following characters: \ / : * ? “ < > |. By default, file name
extensions are hidden, and you shouldn’t type the extension in the File Name box.
(The extension for an Access 2010 database file is .accdb. For information about this
file format, which was introduced with Access 2007, search for accdb in Access Help.)
792 Chapter 26 Create Databases and Simple Tables
4. Click the adjacent Browse button, and then in the File New Database dialog box,
navigate to your Chapter26 practice file folder.
You use the same navigational techniques in this dialog box that you would use in
any Open or Save dialog box.
The File New Database dialog box.
5. With Microsoft Access 2007 Databases selected in the Save as type box,
click OK.
The path to the specified folder is displayed below the File Name box.
Tip By default, Access creates new databases in your Documents folder. You can change
the location when you create each database, as you did here, or you can change the
default save folder. To specify a different default folder, click the File tab to display
the Backstage view, click Options, and then on the General page of the Access Options
dialog box, under Creating Databases, click the Browse button to the right of Default
Database Folder. In the Default Database Path dialog box, browse to the folder you
want to be the default, and then click OK in each of the open dialog boxes.
Creating Databases from Templates 793
6. Click the Create button.
Access briefly displays a progress bar, and then the new database opens, with the
Task List form displayed in Layout view.
Tip Below the form name is a toolbar with commands created by embedded macros.
These commands are an example of what makes this a database application rather
than a simple database. The topic of macros is beyond the scope of this book. For
information, search for macros in Access Help.
7. If the Navigation pane is closed, click the Shutter Bar Open button at the right
end of its title bar to open it. Then if any of the groups are collapsed, click their
chevrons to open them.
The Navigation pane displays a custom Tasks Navigation category.
The custom category has custom Tasks, Contacts, and Supporting Objects groups.
Troubleshooting The appearance of buttons and groups on the ribbon changes depending
on the width of the program window. For information about changing the appearance of
the ribbon to match our screen images, see “Modifying the Display of the Ribbon” at the
beginning of this book.
794 Chapter 26 Create Databases and Simple Tables
8. In the Navigation pane, click the Tasks Navigation title bar, and then in the
category and group list, click Object Type to list all the objects in this database.
9. In the Tables group, double-click Contacts.
The empty Contacts table is displayed. You could now start entering data in this
table.
10. Right-click the Contacts tab, and click Close All.
11. On the Create tab of the ribbon, in the Templates group, click the Application
Parts button.
The Application Parts gallery appears.
The Application Parts gallery.
You can add various types of forms and several sets of related tables and other
database objects to this or any other database. These ready-made objects give
you a jump start on creating a fully functional database application.
12. Click away from the gallery to close it.
13. Continue exploring the objects that are part of the MyTasks database on
your own.
CLEAN UP Close the MyTasks database.
Creating Databases from Templates 795
Web Databases
Several of the templates in the Sample Templates gallery and many of the templates
available from the Microsoft Office Online Web site are designated as Web databases. A Web database is one that is compatible with the new Web publishing
capabilities of Access 2010.
If Access Services are installed on your organization’s Microsoft SharePoint server,
you can now publish a database to Access Services. Publishing converts tables to
SharePoint lists stored on the server and makes it possible to work with the database either in Access or in a Web browser.
You can create a Web database based on a Web template or build a new one from
scratch by choosing Blank Web Database on the New page of the Backstage view.
You can also publish a regular database as a Web database, although the tables in
the database must conform to Web database requirements for publication to be
successful. Because of these requirements, if you work for an organization where
future deployment of Access Services is a possibility, you might want to consider
creating a Web database to ensure that your database can be published to Access
Services in the future.
In a Web database, you can create two kinds of objects:
● Web objects These can be created and viewed in either a Web browser
or Access.
● Non-Web objects These can be created and viewed only in Access.
When you are working with a Web database from a browser, you are working with
the database on the server. When you are working with it from Access, you are
working with a local copy of the database that is synchronized with the database
on the server. For both types of objects, you can make design changes only in
Access and only when connected to the server.
These days, more and more companies have employees and clients in different
geographic locations, and more and more people are working away from company
offices. Web databases make it possible for people to access company databases
from wherever they are and from any computer, whether or not it has Access
installed.
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Creating Databases and Tables Manually
Suppose you need to store different types of information for different types of people.
For example, you might want to maintain information about employees, customers, and
suppliers. In addition to the standard information—such as names, addresses, and phone
numbers—you might want to track these other kinds of information:
● Employee identification numbers, hire dates, marital status, deductions, and pay rates
● Customer orders and account status
● Supplier contacts, current order status, and discounts
You could start with a template, add fields for all the different items of information to
a single Contacts table, and then fill in only the relevant fields for each type of contact.
However, cramming all this information into one table would soon get pretty messy. It’s
better to create a new database based on the Blank Database template and then manually create separate tables for each type of contact: employee, customer, and supplier.
When you create a new blank database or insert a new table into an existing database,
the table is displayed on a tabbed page in Datasheet view with one empty row that is
ready to receive data. Because the active object is a table, Access adds the Table Tools
contextual tabs to the ribbon so that you can work with the table.
A new table in a new database.
Creating Databases and Tables Manually 797
If you close the table at this point, it will disappear, because it contains no data and it has
no structure. The simplest way to make the table part of the database is to create at least
one record by entering data, which simultaneously defines the table’s structure.
Tip You can also define the structure of the table without entering data. For information about
table structure, see “Refining Table Structure” later in this chapter. For information about Access
2010 features not covered in this book, refer to Microsoft Access 2010 Step by Step by Joyce Cox
and Joan Lambert (Microsoft Press, 2010).
Obviously, to create a record, you need to know how to enter information in Datasheet view.
Primary key
Field waiting for data
Record selector, displaying New icon
The first record in a new table, before data is entered.
Every table has an empty row that is ready to receive a new record, as indicated by the New
icon (the asterisk) in the record selector at the left end of the row. By default, the first field
in each new table is an ID field designed to contain an entry that will uniquely identify the
record. Also by default, this field is designated as the table’s primary key. No two records
in this table can have the same value in this primary key field. Behind the scenes, the data
type of this field is set to AutoNumber, so Access will enter a sequential number in this
field for you.
Tip As you’ll see in a later exercise, the primary key field does not have to be the default
AutoNumber type. If you need to you create your own primary key field, then anything
meaningful and unique will work.
See Also For information about data types, see “Refining Table Structure” later in this chapter.
The first field you need to be concerned about is the active field labeled Click To Add.
You enter the first item of information for the new record in the first cell in this field,
and then press the Tab or Enter key to move to the first cell in the field to the right.
Access then assigns the value 1 to the ID field, assigns the name Field1 to the second
field, and moves the Click To Add label to the third field. The icon in the record selector
at the left end of the record changes to two dots and a pencil to indicate that this
record has not yet been saved, and the New icon moves to the record selector of the
next row.
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The first record in a new table, after data has been entered in the first field.
When creating a new table in Datasheet view, you need to save the first record after
entering the first item of data. If you don’t, Access increments the ID value for each field
you add to that record. For example, if you add seven fields, Access assigns the value 7 to
the ID field of the first record. To avoid this problem, you simply click the icon in the record
selector after you enter your first value in the first record. This saves the record with the
value 1 assigned to the ID field, and subsequent records will be numbered sequentially.
Having entered the first item of data and saved the record, you continue entering items
of information in consecutive cells and pressing Tab or Enter. When you finish entering the
last item for the first record, you click anywhere in the row below to tell Access that the
record is complete.
After you complete the first record of a new table, you will probably want to change the
default field names to something more meaningful. To rename a field, you simply doubleclick its field name and then type the name you want.
At any time while you are entering data in a new table, you can save the table by clicking
the Save button on the Quick Access Toolbar and naming the table. If you try to close the
table without explicitly saving it, Access prompts you to save the table. If you click No,
Access discards the table and any data you have entered.
After you have saved the table for the first time, Access automatically saves each record
when you move away from it. You don’t have to worry about losing your changes, but you
do have to remember that most data entries can be undone only by editing the record.
Databases almost always contain more than one table. You can create additional empty
tables by clicking the Table button in the Tables group on the Create tab of the ribbon.
If you need to create a table that is similar in structure to an existing one, you can copy
and paste the existing table to create a new one. When you paste the table, Access gives
you the option of naming the table and of specifying whether you want the new table to
have the existing table’s structure or both its structure and its data.
Creating Databases and Tables Manually 799
For some kinds of tables, Access provides Quick Start fields that you can use to add
common sets of fields or kinds of fields to a table. The Quick Start options take the
work out of defining these fields and can be very useful when you know exactly what
type of field you need.
In this exercise, you’ll create a blank database, enter information into the first record of
its default table, assign field names, add another record, and save and close the table.
Then you’ll copy that table to create a second one. Finally, you’ll create a new table and
experiment with Quick Start fields.
SET UP You don’t need any practice files to complete this exercise. Close any open
databases, and then with the New page of the Backstage view displayed, follow
the steps.
1. In the center pane of the New page, in the Available Templates area, click Blank
Database.
2. In the right pane, click the File Name box, and type MyTables. Then click the Browse
button, navigate to your Chapter26 practice file folder, and click OK.
Tip You can’t create a blank database without saving it. If you don’t provide a file name
and location, Access saves the file with the name Database followed by a sequential
number in the default location (your Documents folder, unless you have changed it).
3. In the right pane, click the Create button.
Access creates the blank database in the specified location, opens the database,
and displays a new blank table named Table1.
4. With the empty field below Click to Add selected, type Scott, and then press Tab
to move to the next field.
The icon in the record selector changes to indicate that this record has not yet
been saved. The value 1 appears in the ID field, the name of the second column
changes to Field1, and the Click To Add label moves to the third column.
5. Click the icon in the record selector to save the record before you move on.
Tip Clicking the record selector is necessary only after you enter the first value in a
new table. This action sets the ID field value to 1.
800 Chapter 26 Create Databases and Simple Tables
6. Click the cell under Click to Add, and type the following information into the next
seven cells, pressing Tab after each entry:
Gode
612 E. 2nd
Pocatello
ID
73204
USA
208 555-0161
As the cursor moves to the next cell, the name of the field in which you just entered
data changes to Field followed by a sequential number.
The first complete record.
Tip Don’t be concerned if your screen does not look exactly like ours. In this graphic,
we’ve scrolled the page and adjusted the widths of the columns so that you can see all
the fields. For information about adjusting columns, see “Manipulating Table Columns
and Rows” later in this chapter.
7. Double-click the ID field name (not the ID value in Field5), and then type
CustomerID to rename it.
Tip Field names can include spaces, but the spaces can affect how queries have to be
constructed, so it is best not to include them. For readability, capitalize each word and
then remove the spaces, or use underscores instead of spaces.
8. Repeat step 7 for the other fields, changing the field names to the following:
Field1 FirstName Field4 City Field7 Country
Field2 LastName Field5 State Field8 Phone
Field3 Street Field6 ZIP
The table now has intuitive field names.
Creating Databases and Tables Manually 801
The renamed fields.
Tip Again, don’t worry if your screen doesn’t look exactly like this graphic, because
we’ve made adjustments so that you can see all the fields.
9. Add another record containing the following field values to the table, pressing Tab
to move from field to field:
FirstName John City Montreal Country Canada
LastName Frederickson State Quebec Phone 514 555-0167
Street 43 rue St. Laurent ZIP (press Tab to skip this field)
10. At the right end of the tab bar, click the Close button.
11. When Access asks whether you want to save the design of the table, click Yes.
Important Clicking No will delete the new table and its data from the database.
Access displays the Save As dialog box.
You must save the table before closing it.
12. In the Table Name box, type Customers, and then click OK.
Access closes the table, which is now listed in the Tables group on the Navigation bar.
The database now contains one table.
802 Chapter 26 Create Databases and Simple Tables
Tip You can rename a table by right-clicking it in the Navigation pane and then clicking
Rename. You can delete a table by right-clicking it, clicking Delete, and then confirming
the deletion in the message box that appears. (You can also delete a table by selecting
it in the Navigation bar and then clicking the Delete button in the Records group on
the Home tab or pressing the Delete key.)
13. In the Navigation pane, click the Customers table to select it.
14. On the Home tab, in the Clipboard group, click the Copy button. Then click the
Paste button.
Keyboard Shortcuts Press Ctrl+C to copy data. Press Ctrl+V to paste data.
The Paste Table As dialog box opens.
If you need to create a table that is similar to an existing table, it is sometimes easier
to customize a copy than to create it from scratch.
15. In the Table Name box, type Employees. In the Paste Options area, click
Structure Only to capture the fields from the Customers table but none of
the customer information. Then click OK.
The new Employees table appears in the Navigation pane.
Tip You can also use the Copy and Paste commands to append the information in the
selected table to another existing table. In that case, in the Paste Table As dialog box,
type the name of the destination table in the Table Name box, click Append Data To
Existing Table, and then click OK.
16. Double-click Employees to open it in Datasheet view so that you can view its
fields. Then close the table again.
Creating Databases and Tables Manually 803
17. On the Create tab, in the Tables group, click the Table button.
Access creates a new table containing an ID field and a Click To Add field
placeholder.
18. With the Click to Add field active, on the Fields contextual tab, in the Add &
Delete group, click the More Fields button.
The More Fields gallery appears.
The Quick Start fields are at the bottom of the More Fields gallery.
19. If necessary scroll to the bottom of the gallery, and then under Quick Start,
click Name.
Access inserts ready-made LastName and FirstName fields.
20. Repeat steps 18 and 19 to add the Address fields from the Quick Start list.
Access inserts ready-made Address, City, State Province, ZIP Postal, and Country
Region fields.
21. Close the table, saving it with the name Shippers when prompted.
CLEAN UP Retain the MyTables database for use in later exercises.
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Database Design
In a well-designed database, each item of data is stored only once. If you’re capturing the same information in multiple places, that is a sure sign that you need
to analyze the data and figure out a way to put the duplicated information in a
separate table.
For example, an Orders table should not include information about the customer
placing each order, for two significant reasons. First, if the same customer orders
more than once, all his or her information has to be repeated for each order, which
inflates the size of the table and the database. Second, if the customer moves, his
or her address will need to be updated in the record for every order placed.
The way to avoid this type of problem is to put customer information in a Customers
table and assign each customer a unique identifier, such as a sequential number or
unique string of letters, in the primary key field. Then in the Orders table, you can
identify the customer by the unique ID. If you need to know the name and address
of the customer who placed a particular order, you can have Access use the unique
ID to look up that information in the Customers table.
The process of ensuring that a set of information is stored in only one place is
called normalization. This process tests a database for compliance with a set of
normalization rules that ask questions such as “If I know the information in the
primary key field of a record, can I retrieve information from one and only one
record?” For example, knowing that a customer’s ID is 1002 means you can pull
the customer’s name and address from the Customers table, whereas knowing
that a customer’s last name is Jones does not mean that you can pull the customer’s name and address from the table, because more than one customer
might have the last name Jones.
The topic of normalization is beyond the scope of this book. If you need to design
a database that will contain several tables, you should search for Database
design basics in Access Help to learn more about the normalization process.
Manipulating Table Columns and Rows 805
Manipulating Table Columns and Rows
In Chapter 25, “Explore an Access 2010 Database,” we showed you how to quickly adjust
the width of table columns to efficiently display their data. In addition to adjusting column
width, sometimes you might want to rearrange a table’s fields to get a better view of the
data. For example, if you want to look up a phone number but the names and phone
numbers are several fields apart, you will have to scroll the page to get the information
you need. You might want to rearrange or hide a few fields to be able to simultaneously
see the ones you are interested in.
You can manipulate the columns and rows of an Access table without affecting the underlying data in any way. You can size rows and size, hide, move, and freeze columns. You can
save your table formatting so that the table will look the same the next time you open it,
or you can discard your changes without saving them.
In this exercise, you’ll open a table and manipulate its columns and rows.
SET UP You need the MyTables database you worked with in the preceding exercise
to complete this exercise. Open the MyTables database, and then follow the steps.
1. In the Navigation pane, double-click the Customers table to open it in
Datasheet view.
2. In the field name row, point to the right border of the Street field name, and
when the pointer changes to a double-headed arrow, drag to the right until
you can see all of the street addresses.
3. Double-click the right border of any column that seems too wide or too narrow to
adjust the column to fit its contents.
This technique is particularly useful in a large table where you can’t easily determine
the length of a field’s longest entry.
4. Point to the border between any two record selectors, and drag downward.
When you release the mouse button, Access increases the height of all rows
in the table.
806 Chapter 26 Create Databases and Simple Tables
You cannot adjust the height of a single row.
5. On the Home tab, in the Records group, click the More button, and then click
Row Height.
The Row Height dialog box opens.
You can set the rows to the precise height you want.
6. In the Row Height dialog box, select the Standard Height check box, and then
click OK.
Access resets the height of the rows to the default setting.
7. Click anywhere in the FirstName field. Then in the Records group, click the More
button, and click Hide Fields.
The FirstName field disappears, and the fields to its right shift to the left.
Tip If you select several fields before clicking Hide Fields, they all disappear. You can
select adjacent fields by clicking the field name of the first one, holding down the Shift
key, and then clicking the field name of the last one. The two fields and any fields in
between are selected.
8. To restore the hidden field, in the Records group, click the More button, and then
click Unhide Fields.
Manipulating Table Columns and Rows 807
The Unhide Columns dialog box opens.
You can select and clear check boxes to control which fields are visible.
Tip If you want to hide several columns that are not adjacent, you can display the
Unhide Columns dialog box and clear their checkboxes.
9. In the Unhide Columns dialog box, select the FirstName check box, and then
click Close.
Access redisplays the FirstName field.
10. If you can see all of the fields in the table, for the purposes of this exercise, adjust
the size of the program window until some of the fields are no longer visible.
11. Point to the CustomerID field name, hold down the mouse button, and drag through
the FirstName and LastName field names. With the three columns selected, click the
More button in the Records group, and then click Freeze Fields.
12. Scroll the page to the right until the Phone field is adjacent to the LastName field.
The first three columns remain in view as you scroll.
13. In the Records group, click More, and then click Unfreeze All Fields to restore the
fields to their normal condition.
Tip The commands to hide, unhide, freeze, and unfreeze columns are also available
from the shortcut menu that appears when you right-click a field name.
808 Chapter 26 Create Databases and Simple Tables
14. Click the Phone field name to select that field. Then drag the field to the left,
releasing the mouse button when the thick black line appears to the right of the
LastName field.
15. Close the Customers table, clicking Yes to save the changes you have made to
the column widths and order. If you see a warning that this action will clear the
Clipboard, click Yes.
CLEAN UP Retain the MyTables database for use in later exercises.
Refining Table Structure
Although you can create the structure of a database in Datasheet view, some structural
refinements can be carried out only in Design view. When you are familiar with tables,
you might even want to create your tables from scratch in Design view, where you
have more control over the fields. You can open a new table in Design view by clicking
the Table Design button in the Tables group on the Create tab.
When you open an existing table in Design view, the tabbed page shows the underlying
structure of the table.
The table design page.
Refining Table Structure 809
This page has two parts. The top part consists of the following:
● Selector You can click the shaded box at the left end of a row to select the entire
field. You can then insert a row above the selected one, delete the row (thereby
deleting the field), or drag the row up or down to reposition its field in the table.
The selector also identifies the primary key field of the table by displaying the
Primary Key icon (a key with a right-pointing arrow).
Tip If you don’t want a table to have a primary key (for example, if none of the fields
will contain a unique value for every record), select the field designated as the primary
key, and on the Design contextual tab, in the Tools group, click the Primary Key button
to toggle it off. If you want to designate a different field as the primary key, select the
new field, and click the Primary Key button to toggle it on. (You don’t have to remove
the primary key from the current field first; it will happen automatically.)
● Field Name column This column contains the names you specified when you created
the table. You can edit the names by using regular text-editing techniques. You can
add a new field by typing its name in the first empty cell in this column.
● Data Type column This column specifies the type of data that the field can contain. By
default, the ID field in a new table is assigned the AutoNumber data type, and all other
fields are assigned the Text data type. With the exception of fields with the OLE Object
and Attachment data types, you can change the type of any field by clicking its Data
Type entry, clicking the arrow that appears, and clicking a new data type in the list.
The list of data types.
● Description column This column contains an optional description of the field.
810 Chapter 26 Create Databases and Simple Tables
The Field Properties area at the bottom of the design page displays the properties of the
field selected in the top part. Different properties are associated with different data
types. They can determine such things as the number of characters allowed in a field,
the value inserted if the user doesn't type an entry, and whether an entry is required.
Properties can also assess whether an entry is valid and can force the user to select
from a list of values rather than typing them (with the risk of errors).
All fields, no matter what their data type, can be assigned a Caption property that will
appear in the place of the field name in tables or in other database objects. For example,
you might want to use captions to display the names of fields with spaces, such as First
Name for the FirstName field.
See Also For a comprehensive list of data types and properties, search on data types in
Access Help.
In this exercise, you’ll open a table in Design view, add and delete fields, change a data
type, set field sizes, and add a caption.
SET UP You need the MyTables database you worked with in the preceding exercise
to complete this exercise. Open the MyTables database, and then follow the steps.
1. In the Navigation pane, right-click the Employees table, and then click Design
View.
Access opens the table with its structure displayed. Because you created this table
by copying the Customers table, you need to make some structural changes.
2. With CustomerID highlighted in the Field Name column, type EmployeeID, and
then press the Tab key twice.
3. In the Description column, type Unique identifying number.
4. Click the Country field’s selector, and then on the Design contextual tab, in the
Tools group, click the Delete Rows button.
5. In the empty row below the Phone field, click the Field Name cell, and type
Birthdate. Then click the Data Type cell.
Access assigns the default Text data type to the new field.
6. Click the arrow at the right end of the Data Type cell, and in the list, click
Date/Time.
7. Repeat steps 5 and 6 to add another Date/Time field named DateHired.
Refining Table Structure 811
8. Select the ZIP field name, change it to PostalCode, and then change its data type
to Text.
Tip If you use only five-digit ZIP codes, the Number data type is fine. But setting it to
Text allows you to enter ZIP+4 codes or the letter-number postal codes used in Canada
and other countries.
The properties in the Field Properties area at the bottom of the design page
change to those that are appropriate for this type of field.
The properties for the Text data type.
9. In the box to the right of Field Size, double-click 255, and type 10.
You are specifying that this field can contain no more than 10 characters.
10. Change the Field Size property of the following fields as shown:
FirstName 50 City 50 Phone 30
LastName 50 State 20
Tip Sometimes changing the field properties of a table that already contains data
can produce unanticipated results. If you make a change to a field property that
might cause data to be lost (for example, if you make the Field Size property smaller
than one of the field’s existing values), Access warns you of this problem when you
attempt to save the table.
812 Chapter 26 Create Databases and Simple Tables
11. Click the State field. Then in the Field Properties area, click the Caption box, and
type State or Region.
The Field Name remains State, but in Datasheet view, the column heading will be
State or Region.
You have changed the Field Size and Caption properties of the State field.
12. On the Design tab, in the Views group, click the View button to switch to
Datasheet view.
Access tells you that you must save the table before leaving Design view.
13. In the message box, click Yes to save the table.
Access saves the table and displays it in Datasheet view.
14. With the table displayed in Datasheet view, click the LastName field name. Then
on the Fields contextual tab, in the Add & Delete group, click the Text button.
A new field called Field1 that has the Text data type is inserted to the right of the
LastName field.
Tip You can also create a new field with a specific data type by clicking the Click To Add
label to the right of the last field in the field name row. Then in the list that appears, you
can click the data type you want.
Creating Relationships Between Tables 813
15. With Field1 selected, type Title, and press Enter.
16. Click the Title field name. Then in the Properties group, in the Field Size box, click
255 to select it, type 50, and press Enter.
17. Type the following information in the first record:
FirstName Karen
LastName Berg
Title Owner
The Employees table is now ready for you to start entering data.
The first record of the Employees table.
CLEAN UP Close the Employees table. Retain the MyTables database for use in the
last exercise.
Creating Relationships Between Tables
In Access, a relationship is an association between common fields in two tables. You can
use this association to link the primary key field in one table to a field that contains the
same information in another table. The field in the other table is called the foreign key.
For example, if customer accounts are assigned to specific sales employees, you can
establish a relationship by linking the primary key EmployeeID field in the Employees
table with the foreign key EmployeeID field in the Customers table. Each customer
account is assigned to only one employee, but each employee can manage many
customer accounts, so this type of relationship—the most common—is known as
a one-to-many relationship.
Similarly, if every order is associated with a customer, you can establish a relationship
by linking the primary key CustomerID field in the Customers table and foreign key
CustomerID field in the Orders table. Each order is placed by only one customer, but
each customer can place many orders. So again, this is a one-to-many relationship.
814 Chapter 26 Create Databases and Simple Tables
Less common relationships include:
● One-to-one In this type of relationship, each record in one table can have one and
only one related record in the other table. This type of relationship isn’t commonly
used because it is easier to put all the fields in one table. However, you might use
two related tables instead of one to break up a table with many fields, or to track
information that applies to only some of the records in the first table.
● Many-to-many This type of relationship is really two one-to-many relationships
tied together through a third table. You might see this relationship in a database
that contains Products, Orders, and Order Details tables. The Products table has one
record for each product, and each product has a unique ProductID. The Orders table
has one record for each order placed, and each record in it has a unique OrderID.
However, the Orders table doesn’t specify which products were included in each
order; that information is in the Order Details table—the table in the middle that
ties the other two tables together. Products and Orders each have a one-to-many
relationship with Order Details. Products and Orders therefore have a many-tomany relationship with each other. In plain language, this means that every product
can appear in many orders, and every order can include many products.
The most common way of creating a relationship between two tables is to add the
tables to the Relationships page displayed when you click the Relationships button in
the Relationships group on the Database Tools tab. You then drag a field in one table
to the common field in the other table and complete the relationship definition in the
Edit Relationships dialog box. In this dialog box, you are given the opportunity to impose a restriction called referential integrity on the data, which means that an entry
will not be allowed in one table unless it already exists in the other table.
After you have created a relationship, you can delete it by deleting the line connecting
the tables on the Relationships page. You can clear all the boxes from the page by
clicking the Clear Layout button in the Tools group on the Relationship Tools Design
contextual tab.
Creating Relationships Between Tables 815
Tip The coverage of relationships in this topic is deliberately simple. However, relationships
are what make relational databases tick, and Access provides a number of fairly complex
mechanisms to ensure the integrity of the data on either end of the relationship. For a good
overview, search for Guide to table relationships in Access Help.
In this exercise, you’ll create relationships between one table and two other tables.
Then you’ll test the referential integrity of one of the relationships.
SET UP You need the MyTables database you worked with in the preceding exercise
to complete this exercise. Open the MyTables database, and then follow the steps.
1. On the Create tab, in the Tables group, click the Table button to create a new
table.
Before we add fields to this table, let’s save it.
2. On the Quick Access Toolbar, click the Save button, name the table Orders, and
click OK.
3. To the right of Click to Add, click the arrow, and in the data type list, click
Number. Repeat this step to create a second field with the Number data type.
4. Double-click Field1, and type CustomerID. Then double-click Field2, and type
EmployeeID.
Each order in the Orders table will be placed by one customer and will be handled
by one employee. Let’s create relationships between the Orders table and the
Customers and Employees tables so that we don’t create records for orders from
customers who don’t exist or that seem to have been handled by employees who
don’t exist.
5. Close the Orders table.
Tip You cannot create a relationship for an open table.
6. On the Database Tools tab, in the Relationships group, click the Relationships
button.
The Show Table dialog box opens so that you can indicate the tables for which
you want to create a relationship.
816 Chapter 26 Create Databases and Simple Tables
The Tables page of the Show Table dialog box.
Troubleshooting If the dialog box doesn’t open automatically, click the Show Table
button in the Relationships group on the Design contextual tab.
7. With Customers selected on the Tables page, click Add. Then double-click
Orders, and click Close.
Access displays the Relationships page and adds a Relationship Tools contextual tab
to the ribbon.
The two boxes list all the fields in their respective tables.
Creating Relationships Between Tables 817
8. In the Customers field list, click CustomerID, and drag it down and over
CustomerID in the Orders field list, releasing the mouse button when two
little boxes, one containing a plus sign, appear below the pointer.
The Edit Relationships dialog box opens.
At the bottom of the dialog box, Access indicates that this will be a one-to-many relationship.
9. Select the Enforce Referential Integrity check box, and then click Create.
Access creates the link between the primary key in the Customers table and the
foreign key in the Orders table, and a line now connects the two field lists on
the Relationships page.
The symbols at each end of the line indicate that each Customer ID value appears only once
in the Customers table but can appear many times in the Orders table.
818 Chapter 26 Create Databases and Simple Tables
10. On the Design contextual tab, in the Relationships group, click the Show Table
button. Then in the Show Table dialog box, double-click the Employees table, and
click Close.
Access adds a box listing all the fields in the Employees table to the Relationships
page.
11. On the page, drag the title bars of the three field lists to arrange them so that
they are side by side and equidistant.
12. In the Employees field list, click the EmployeeID field, and drag it down and over
the EmployeeID field in the Orders field list. Then in the Edit Relationships dialog
box, select the Enforce Referential Integrity check box, and click Create.
13. After Access draws the relationship line between the primary key and the foreign
key, close the Relationships page, clicking Yes to save its layout.
14. Open the Orders table. Then in the CustomerID field of the first record, type 11,
and click below the record to complete it.
Access displays a message box telling you that you cannot add the new record to
the table.
The value in the CustomerID field in the Orders table must match a value in the primary key
CustomerID field in the Customer table.
15. Click OK. Then change the value to 1, and click below the record to complete it.
This time, Access accepts the value because there is a record with the value 1 in the
primary key CustomerID field of the Customers table.
CLEAN UP Close the Orders table, and then close the My Tables database.
Key Points 819
Key Points
● Access 2010 includes templates to help you create databases and application parts
to help you add related tables and other database objects.
● Rather than storing all information in one table, you can create different tables for
each type of information, such as customers, orders, and suppliers.
● You can create a simple table structure by entering data and naming fields in
Datasheet view. You can also set the data type and certain properties.
● You can manipulate or hide columns and rows without affecting the data.
● In Design view, you can modify any table, whether you created it manually or as
part of a template.
● Data types and properties determine what data can be entered in a field, and how
the data will look on the screen. Caution: changing some properties might affect
the data.
● You can create a relationship between the primary key field of one table and the
foreign key field of another so that you can combine information from both tables.
Chapter at a Glance
Create forms by using the
Form tool, page 822
Change the look of
forms, page 829
Change the
arrangement
of forms, page 837
821
27 Create Simple Forms
In this chapter, you will learn how to
✔ Create forms by using the Form tool.
✔ Change the look of forms.
✔ Change the arrangement of forms.
A database that contains the day-to-day records of an active company is useful only if it is
kept current and if the information stored in it can be found quickly. Although Microsoft
Access 2010 is fairly easy to use, entering, editing, and retrieving information in Datasheet
view is not a task you would want to assign to someone who’s not familiar with Access. Not
only would these tasks be tedious and inefficient, but working in Datasheet view leaves far
too much room for error, especially if details of complex transactions have to be entered
into several related tables. The solution to this problem is to create and use forms.
A form is an organized and formatted view of some or all of the fields from one or more
tables. Forms work interactively with the tables in a database. You use controls in the form
to enter new information, to edit or remove existing information, or to locate information.
The controls you will use most frequently in an Access form are:
● Text box controls You can view or enter information in these controls. Think of a text
box control as a little window through which you can insert data into the corresponding
field of the related table or view information that is already in that field.
● Label controls These tell you the type of information you are looking at in the
corresponding text box control, or what you are expected to enter in the text box
control.
Tip An Access form can also include a variety of other controls, such as list boxes, that transform
the form into something very much like a Windows dialog box or wizard page. For information
about Access 2010 features not covered in this book, refer to Microsoft Access 2010 Step by Step
by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
822 Chapter 27 Create Simple Forms
In this chapter, you’ll discover how easy it is to create forms to view and enter information.
You’ll also modify forms to suit your needs by changing their appearance and the arrangement of their controls.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter27 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
Creating Forms by Using the Form Tool
Before you begin creating a form, you need to know the following:
● Which table the form should be based on
● How the form will be used
After making these decisions, you can create a form in the following ways:
● By clicking the table you want in the Navigation bar, and then clicking the Form button in the Forms group on the Create tab. This method creates a simple form that
uses all the fields in the table.
● By using a wizard. This method enables you to choose which of the table's fields
you want to use in the form.
● Manually in Layout view where you can see the underlying data or Design view
where you have more control over form elements.
See Also For information about manipulating forms in Layout view, see the other two
topics in this chapter.
Tip When creating forms for a Web database, you must use Layout view. You can use
Layout view or Design view for non-Web databases.
You will usually want to start the process of creating forms that are based on tables by
using the Form tool or a wizard—not because the manual process is especially difficult,
but because it is simply more efficient to have the tool or a wizard create the basic form
for you and then refine that form manually.
In this exercise, you’ll use the Form tool to create a form based on a table. You will then
enter a couple of records by using the new form and refresh the table to reflect the
new entries.
Creating Forms by Using the Form Tool 823
SET UP You need the GardenCompany03_start database located in your Chapter27
practice file folder to complete this exercise. Open the GardenCompany03_start
database, and save it as GardenCompany03. Then follow the steps.
Important The practice file for this exercise contains tables that look similar to those in the
practice file for Chapter 25. However, to simplify the steps, we have removed the relationships
between the tables. Be sure to use the practice database for each chapter rather than continuing
on with the database from an earlier chapter.
1. In the Navigation pane, display All Access Objects, and then in the Tables group,
double-click Customers.
The Customers table opens in Datasheet view.
The record navigation bar shows that there are 108 records in this table.
Notice the CustomerID field, which contains a unique identifier for each customer and
is the primary key field. In this case, the unique identifier is not an auto-generated
number, but the first three letters of the customer’s last name combined with the first
two letters of his or her first name.
2. On the Create tab, in the Forms group, click the Form button.
824 Chapter 27 Create Simple Forms
Access creates a simple form based on the active table and displays the form in
Layout view. In this view, you can make adjustments to the layout and content of
the form by clicking the buttons on three Form Layout Tools contextual tabs.
Tip You don’t have to open a table to create a form based on it. You can simply click the
table in the Navigation pane to select it and then click the Form button in the Forms
group on the Create tab. But it is sometimes useful to have the table open behind the
form so that you can verify the form contents against the table contents.
The first record in the table, displayed in Layout view.
Troubleshooting The appearance of buttons and groups on the ribbon changes depending
on the width of the program window. For information about changing the appearance of
the ribbon to match our screen images, see “Modifying the Display of the Ribbon” at the
beginning of this book.
The Form tool has configured all the field names in the table as labels and all the
fields as text boxes. In the header at the top of the form, the name of the table
appears as a title, and the form icon appears as a placeholder for a logo.
3. Move the mouse pointer over the form, and click any label or text box control.
In Layout view, you can adjust the controls on the form, so any control you click
becomes selected, ready for manipulation.
Creating Forms by Using the Form Tool 825
4. On the View Shortcuts toolbar, click the Form View button. Then move the
mouse pointer over the form, and click the City label.
In Form view, the Form Layout Tools contextual tabs are no longer displayed.
Clicking a label doesn’t select the label for manipulation; instead it selects the
entry in the adjacent text box, ready for editing.
The first record, displayed in Form view.
5. In the record navigation bar at the bottom of the form, click the Next Record
button.
Access displays the second record in the table.
6. Use the record navigation bar to display a few more records.
Tip You can easily compare the information shown in the form to that in the table by
alternately clicking the Customers table tab and the Customers form tab to switch back
and forth between their pages.
7. At the right end of the record navigation bar, click the New (Blank) Record
button.
Access displays a blank Customers form, ready for you to enter information for a
new customer.
826 Chapter 27 Create Simple Forms
The record navigation bar shows that this will be record number 109.
8. Click the CustomerID label.
The text box to the right now contains the cursor.
9. Type ASHCH, and press Tab.
When you start typing, the icon that indicates a record is receiving data (two dots
and a pencil) appears in the bar to the left. When you press Tab or Enter, the cursor
moves to the next text box.
10. Type the following information, pressing the Tab key to move to the next text box.
FirstName Chris
LastName Ashton
Address 89 Cedar Way
City Redmond
Region WA
PostalCode 88052
Country USA
PhoneNumber (425) 555-0191
11. When you finish entering the phone number, press Enter.
Creating Forms by Using the Form Tool 827
Because you just typed the last field value in the record, Access displays another
blank record. The record navigation bar now shows that this will be the 110th
record in the table.
12. Type the following information, pressing the Tab key to move from text box to
text box.
CustomerID BERJO
FirstName Jo
LastName Berry
Address 407 Sunny Way
City Kirkland
Region WA
PostalCode 88053
Country USA
PhoneNumber (425) 555-0187
13. When you finish entering the phone number, press Enter. Then in the record
navigation bar, click the Previous Record button.
Access cancels the new record and displays the record you just created.
The information you entered for record number 110.
828 Chapter 27 Create Simple Forms
14. Click the Customers table tab, and on the record navigation bar, click the Last
Record button.
The two records you entered in the form do not appear at the bottom of the
table, and the record navigator bar indicates that there are only 108 records in
the table.
15. On the Home tab, in the Records group, click the Refresh All button.
Access synchronizes the form data input with the table, updates the record navigator
bar to show 110 records, and displays the top of the table.
The two new records now appear in alphabetical order based on their CustomerID field
values.
16. Close the Customers table.
17. On the Quick Access Toolbar, click the Save button. Then in the Save As dialog
box, click OK to accept Customers as the form name.
Access saves the form. The Forms group appears on the Navigation bar, listing
Customers as the only form in the database.
CLEAN UP Close the form. Retain the GardenCompany03 database for use in later
exercises.
Changing the Look of Forms 829
Changing the Look of Forms
When you create a form by using the Form tool, as you did in the previous exercise, the
form includes every field in the table on which it is based. Each field is represented on
the form by a text box control and its associated label control. The form is linked, or
bound, to the table, and each text box is bound to its corresponding field. The table is
called the record source, and the field is called the control source.
Forms and their controls have properties that determine how they behave and look.
A form inherits some of its properties from the table on which it is based. For example,
each text box name on the form reflects the corresponding field name in the source
table. The text box label also reflects the field name, unless the field has been assigned
a Caption property, in which case it reflects the caption. The width of each text box is
determined by the Field Size property in the table.
Even though a form is bound to its table, the properties of the form are not bound to
the table’s properties. After you have created the form, you can change the properties
of the form’s fields independently of those in the table. You might want to change these
properties to improve the form’s appearance—for example, you can change the font,
font size, alignment, fill color, and border.
One of the quickest ways to change the look of a form is to change the theme applied
to the database. A theme is a combination of colors and fonts that controls the look of
certain objects. In the case of a form, it controls the color and text of the header at the
top of the form and the text of the labels and text boxes. By default, the Office theme is
applied to all databases based on the Blank Database template and their objects, but
you can easily change the theme by clicking the Themes button in the Themes group
on the Design contextual tab, and then making a selection from the Themes gallery.
While the gallery is displayed, you can point to a theme to display a live preview of
how the active database object will look with that theme’s colors and fonts applied.
If you like the colors of one theme and the fonts of another, you can mix and match
theme elements. First apply the theme that most closely resembles the look you want,
and then in the Themes group, change the colors by clicking the Colors button or the
fonts by clicking the Fonts button.
Tip If you create a combination of colors and fonts that you would like to be able to use with
other databases, you can save the combination as a new theme by clicking Save Current Theme
at the bottom of the Themes gallery.
830 Chapter 27 Create Simple Forms
If you like most of the formatting of a theme but you want to fine-tune some elements,
you can do so in Layout view. In this view, you can see the records from the table to which
the form is bound, so when you make adjustments, you can see the impact on the data.
(Changes to the data can be made only in Form view.) You might also want to add your
organization’s logo or a small graphic that represents the form’s contents.
In this exercise, you’ll change the form properties that control its colors and text attributes.
You’ll also add a logo to the form.
SET UP You need the GardenCompany03 database you worked with in the preceding
exercise and the Logo graphic located in your Chapter27 practice file folder to complete
this exercise. Open the GardenCompany03 database, and then follow the steps.
1. In the Navigation pane, under Forms, right-click Customers, and then click
Layout View.
The Customers form opens in Layout view.
2. On the Design contextual tab, in the Themes group, click the Themes button.
The Themes gallery appears.
Each thumbnail represents a theme. By default, the Office theme is applied to this database.
3. Point to each thumbnail in turn, pausing to see its name in the ScreenTip that
appears and the live preview of the form header and text.
Changing the Look of Forms 831
4. Click the Austin thumbnail to apply that theme.
5. On the Design tab, in the Header/Footer group, click the Logo button.
6. With the contents of your Chapter27 practice file folder displayed in the Insert
Picture dialog box, double-click the Logo picture.
The logo replaces the form icon to the left of the title in the form header.
The form now has a custom logo.
Now let’s experiment with individual properties.
7. On the Customers form, click the CustomerID label (not its text box).
The label is surrounded by a thick orange border.
8. On the Format contextual tab, in the Font group, click the Font Size arrow, and
then in the list, click 8.
The label text is now significantly smaller.
9. Click the CustomerID text box (not its label), and then on the Design contextual
tab, in the Tools group, click the Property Sheet button.
Keyboard Shortcut Press Alt+Enter to display the Property Sheet.
832 Chapter 27 Create Simple Forms
The Property Sheet for this form opens and displays the properties for the object
whose name appears in the text box at the top of the pane. Above the box, the type
of object is identified. The properties are organized below the box on four pages:
Format, Data, Event, and Other. You can display all the properties on one page by
clicking the All tab.
The Data properties of the CustomerID text box control.
Tip Don’t change the properties on the Data page until you know more about controls
and their sources.
10. In the Property Sheet, click the Format tab.
All the commands available in the Font group on the Format tab of the ribbon
(plus a few more) are available on this page of the Property Sheet.
Changing the Look of Forms 833
The Format properties for the CustomerID text box control.
11. On the Format page, click Font Size, click the arrow to the right of the adjacent
property, and in the list, click 8.
12. Set the Font Weight property to Bold.
On the form, the entry in the CustomerID text box reflects your changes.
Tip Sometimes the Property Sheet might obscure your view of the controls on the form.
You can change the width of the Property Sheet or of any task pane by dragging its left
border to the left or right. You can undock the Property Sheet from the edge of the
window and move it elsewhere by dragging its title bar. Double-click the title bar to
dock it again.
13. At the right end of the box at the top of the Property Sheet, click the arrow, and
then in the object list, click Label3.
The FirstName label is now selected. You can display the properties of any object
on the form, including the form itself, by clicking the object you want in the
object list.
834 Chapter 27 Create Simple Forms
14. Repeat step 11 to change the font size of the FirstName label to 8 points.
You have now made changes to three controls on this form.
You have applied character formatting to the CustomerID label and text box control, and to
the FirstName label.
These different ways of selecting a control and changing its properties provide some
flexibility and convenience, but it would be a tedious way to make changes to several
controls in a form. The next two steps provide a faster method.
15. In the upper-left corner of the dotted frame surrounding all the controls on the
form, click the Select All button.
All the controls within the dotted frame are now surrounded by thick orange
borders to indicate that they are selected. In the Property Sheet, the selection
type is Multiple selection, and the box below is blank. Only the Format settings
that are the same for all the selected controls are displayed. Because the changes
you made in the previous steps are not shared by all the selected controls, the
Font Size and Font Weight settings are now blank.
Changing the Look of Forms 835
16. Repeat steps 11 and 12 to set the Font Size and Font Weight properties of the
selected controls to 8 and Bold.
17. With the controls still selected, set the Back Style property to Normal.
Although you can’t see any change, the background of the labels is no longer
transparent.
18. Click the Back Color property, and then click the Ellipsis button at the right
end of the property.
This Ellipsis button has different names and serves different purposes for different
properties. In this case, clicking the Ellipsis button displays a color palette.
The colors in this palette reflect the color scheme that is part of the Austin theme.
19. Under Theme Colors in the palette, click the third box (Light Green, Background 2).
The background of all the controls changes to light green.
Tip If the Back Color palette doesn’t include a color you want to use, click More
Colors at the bottom of the gallery, select a color on the Standard or Custom page of
the Colors dialog box, and then click OK to set the color and add it to the list of recent
colors at the bottom of the gallery.
20. Set the Special Effect property to Shadowed, and the Border Color property to
the fifth box under Theme Colors in the color palette (Green, Accent 1).
836 Chapter 27 Create Simple Forms
21. In the form, click away from the selected controls to release the selection.
You can now see the results.
Applying a color and shadow to the labels and text boxes makes them stand out.
22. In the form, click the FirstName label. Then in the Property Sheet, click the
Caption property, change FirstName: to First Name, and press Enter.
23. Repeat step 22 to change LastName to Last Name and PhoneNumber to
Phone.
Tip Changing the Caption property of the form does not affect the Caption property of
the table.
24. On the Quick Access Toolbar, click the Save button to save the design of the
Customers form, and then close it.
The Property Sheet attached to the form also closes.
CLEAN UP Retain the GardenCompany03 database for use in the last exercise.
Changing the Arrangement of Forms 837
Changing the Arrangement of Forms
Forms generated with the Form tool are functional, not fancy. By default, they are arranged
in the Stacked layout, which arranges all the label controls in a single column on the left
and all their corresponding text box controls in a single column to their right. All the boxes
of each type are the same size, and in the boxes, the text is left-aligned.
If it suits the needs of your data better to display records in a tabular layout much
like that of a table in Datasheet view, you can click Tabular in the Table group on the
Arrange contextual tab.
If the default layout doesn’t suit your needs or preferences, you can customize it. Most of
the rearranging you are likely to want to do can be accomplished in Layout view, where
you can see the impact on the underlying data. If you want to make more extensive
changes to the layout of a non-Web database, you can switch to Design view.
In Layout view, you can do the following to improve the form’s layout and make it
attractive and easy to use:
● Add and delete a variety of controls
● Change the size, color, and effects of controls
● Move controls
● Change text alignment
● Change control margins
Tip The order in which you make changes can have an impact on the results. If you don’t see
the expected results, click the Undo button on the Quick Access Toolbar to reverse your
previous action, or click the Undo arrow, and click an action in the list to reverse more than
one action.
In this exercise, you’ll size, align, and rearrange the label and text box controls in
a form.
838 Chapter 27 Create Simple Forms
SET UP You need the GardenCompany03 database you worked with in the preceding
exercise to complete this exercise. Open the GardenCompany03 database, and then
follow the steps.
1. In the Navigation pane, under Forms, right-click Customers, and click Layout
View.
Because the Property Sheet was open when you last closed the form, it opens with
the form.
2. Click the CustomerID label (not its text box), and on the Arrange contextual tab,
in the Rows & Columns group, click the Select Column button.
Tip You can also point above the selected control, and when the pointer changes to a
single downward-pointing arrow, click to select the column of controls.
3. With all the labels selected, on the Format page of the Property Sheet, set the
Text Align property to Right.
All the labels are right-aligned in their boxes. The Property Sheet indicates that by
default, the Width property of the labels is 1.0611".
You can efficiently adjust the alignment of multiple controls by changing the Text Align
property in the Property Sheet.
Changing the Arrangement of Forms 839
4. Point to the right border of the CustomerID label, and when the pointer changes
to a two-headed horizontal arrow, drag to the left until CustomerID just fits in
its box.
5. In the Property Sheet, adjust the Width property to 0.8", and press Enter.
Tip It is often easier to adjust the size of controls visually and then fine-tune them in
the Property Sheet than it is to guess what property settings might work.
6. Select the CustomerID text box (not its label), and change its Width property
to 1.5".
Tip Throughout this book, we refer to measurements in inches. If your computer is set
to display measurements in centimeters, substitute the equivalent metric measurement.
As long as you are entering the default units, you don’t have to specify the unit type.
The width of all the text box controls is adjusted, not just that of the CustomerID
text box.
In a Stacked layout, all the controls in each column are the same width.
Notice that the controls are different heights. We’ll fix that next.
840 Chapter 27 Create Simple Forms
7. Above the upper-left corner of the dotted border that surrounds all the controls,
click the Select All button to select all the controls within the border. Then in the
Property Sheet, set the Height property to 0.25".
8. On the Arrange contextual tab, in the Position group, click the Control Margins
button, and then click Narrow.
Now all the controls are the same height and width and have the same interior
margins.
You can control not only the size of the controls but also the distance from the control’s
border to its text.
9. Click the Phone label (not its text box), and on the Arrange contextual tab, in the
Rows & Columns group, click the Select Row button.
Tip You can also point to the left of the selected control, and when the pointer changes
to a single right-pointing arrow, click to select the row of controls.
Changing the Arrangement of Forms 841
10. Point anywhere in the selection, and drag upward, releasing the mouse button
when the insertion line sits below the Last Name label or text box.
The Phone label and text box move to their new location. As you can see, it is
easy to move controls within the structure of the Stacked layout. But suppose
you want to rearrange the form so that some controls are side by side instead
of stacked.
11. Point to the selected label and text box, and try to drag it to the right of the Last
Name controls above.
The controls will not move out of their columns. They are confined by the Stacked
layout applied to the form. To make more extensive layout adjustments, you need
to remove the layout from the form.
12. Above the upper-left corner of the dotted border, click the Select All button. Then
right-click the selection, click Layout, and click Remove Layout.
The dotted border disappears, and the form is no longer constrained by the
Stacked layout.
13. Click the Last Name label, and then press the Delete key.
14. Click the LastName text box, point to the A in Ackerman, and when the pointer
is shaped like a four-headed arrow, drag up and to the right until the pointer sits
slightly to the right of the FirstName text box.
When you release the mouse button, the control snaps to an invisible grid that
helps maintain consistent spacing on the form.
15. In the Property Sheet, adjust the Left property to 2.7".
16. Hold down the Shift key, and click the two adjacent controls to add them to the
selection. Then top-align the controls by setting the Top property to 0.6".
17. Click the First Name label, and change the label’s Caption property to Name.
18. Rearrange the remaining controls in logical groupings on the form, and then close
the Property Sheet.
We adjusted the position of the phone controls and then grouped and sized the
address controls.
842 Chapter 27 Create Simple Forms
In Layout view, this kind of arrangement can be achieved only if you remove the default
layout, which constrains the controls in columns.
Tip If you rearrange controls or add new controls to a form and then find that pressing
Tab jumps around erratically instead of sequentially from one control to the next, you
can change the tab order. When working in Layout view, you click the Other tab in the
Property Sheet and set the Tab Index property for each control in the tab order you
want. When working in Design view, you click the Tab Order button in the Tools group
on the Design tab to display the Tab Order dialog box, where you can drag fields into
the correct order.
19. Close the Customers form, clicking Yes when prompted to save its layout.
CLEAN UP Close the GardenCompany03 database.
Key Points 843
Key Points
● The quickest way to create a form that includes all the fields from one table is
by using the Form tool. You can then use the form to view and enter records.
● A form that is based on a table is bound to that form. The table is called the
record source.
● By default, the form displays one text box control and its associated label control
for each field in the table.
● Each text box control is bound to its field, which is called the control source.
● Each control has several properties that you can change in Layout view or
Design view to improve the look and layout of the form.
Chapter at a Glance
Sort information in
tables, page 846
Filter information
in tables, page 851
Filter information by
using forms, page 855
Locate information that matches
multiple criteria, page 859
845
28 Display Data
In this chapter, you will learn how to
✔ Sort information in tables.
✔ Filter information in tables.
✔ Filter information by using forms.
✔ Locate information that matches multiple criteria.
A database is a repository for information. It might contain only a few records or thousands
of records, stored in one table or multiple tables. No matter how much information a database contains, it is useful only if you can locate the information you need when you need it.
In a small database, you can find information simply by scrolling through a table until you
find what you are looking for. But as a database grows in size and complexity, locating and
analyzing information becomes more difficult.
Microsoft Access 2010 provides a variety of tools you can use to organize the display of
information stored in a database. For example, you can organize all the records in a table
by quickly sorting it based on any field or combination of fields. You can also filter the
table so that information containing a combination of characters is displayed or excluded
from the display.
In this chapter, you’ll first sort information in a table based on one and two columns. Then
you’ll explore three ways to filter tables and forms to display only the records that meet
specific criteria.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice file you’ll use to complete the
exercises in this chapter is in the Chapter28 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
846 Chapter 28 Display Data
Sorting Information in Tables
You can sort the information stored in a table based on the values in one or more fields, in
either ascending or descending order. For example, you could sort customer information
alphabetically by last name and then by first name. This would result in the order found
in telephone books.
Last Name First Name
Smith Brian
Smith Denise
Smith Jeff
Taylor Daniel
Taylor Maurice
Sorting a table groups all entries of one type together, which can be useful. For example,
to qualify for a discount on postage, you might want to group customer records by postal
code before printing mailing labels.
Access can sort by more than one field, but it always sorts sequentially from left to right.
You can sort by the first field, and if the second field you want to sort by is to the right
of the first, you can then add the next field to the sort. If you want to sort by more than
one field in one operation, the fields must be adjacent, and they must be arranged in
the order in which you want to sort them.
See Also For information about moving fields, see “Manipulating Table Columns and Rows” in
Chapter 26, “Create Databases and Simple Tables.”
Tip You can sort records while viewing them in a form. Click the field on which you want to
base the sort, and then click the Sort command you want. You can’t sort by multiple fields at
the same time in Form view, but you can sort by one field and then the next to achieve the
same results.
In this exercise, you’ll sort records first by one field, and then by multiple fields.
SET UP You need the GardenCompany04_start database located in your Chapter28
practice file folder to complete this exercise. Open the GardenCompany04_start
database, and save it as GardenCompany04. Then follow the steps.
1. With All Access Objects displayed in the Navigation pane, under Tables, doubleclick Customers.
The Customers table opens in Datasheet view.
2. Click the arrow to the right of the Region field name.
A list of sorting and filtering options appears.
Sorting Information in Tables 847
The list at the bottom includes check boxes for every unique value in the field.
3. Click Sort A to Z.
Access rearranges the records in alphabetical order by region.
The upward-pointing arrow at the right end of the Region field name indicates that the table
is sorted in ascending order on this field.
848 Chapter 28 Display Data
4. To reverse the sort order by using a different method, on the Home tab, in the
Sort & Filter group, click the Descending button.
The sort order reverses. The records for customers living in Washington (WA) are
now at the top of the list, and the arrow at the right end of the field name is pointing
downward.
In both sorts, the region was sorted alphabetically, but the City field was left in a
seemingly random order. Suppose you want to see the records arranged by city
within each region. You can do this by sorting the City field and then sorting the
Region field.
5. Click the arrow to the right of the City field name, and then click Sort A to Z.
Access sorts the records alphabetically by city.
6. To finish the process, right-click anywhere in the Region column, and then click
Sort A to Z.
The two fields are now sorted so that the cities are listed in ascending order within
each region.
Both the City and Region field names have upward-pointing arrows.
7. On the Home tab, in the Sort & Filter group, click the Remove Sort button to
clear the sort from both fields.
Sorting Information in Tables 849
The table reverts to the previously saved sort order. Now let’s sort both columns
at the same time.
8. Click the City field name, hold down the Shift key, and click the Region field name.
Then in the Sort & Filter group, click the Ascending button.
Because the City field is to the left of the Region field, Access cannot achieve the
result you want.
The City sort is overriding the Region sort.
9. Clear the sort, and then click away from the City and Region fields to clear the
selection.
10. Click the Region field name, and drag the field name to the left of the City field
name, releasing the mouse button when a heavy black line appears between the
Address and City field names.
11. With the Region field selected, hold down the Shift key, and click the City field
name to include that field in the selection.
12. In the Sort & Filter group, click the Ascending button.
Access arranges the records with the regions in ascending order and the cities in
ascending order within each region.
850 Chapter 28 Display Data
13. Experiment with various ways of sorting the records to display different results.
Then close the Customers table, clicking No when prompted to save the table
layout.
CLEAN UP Retain the GardenCompany04 database for use in later exercises.
How Access Sorts
The concept of sorting seems quite intuitive, but sometimes the way Access sorts
numbers might seem puzzling. In Access, numbers can be treated as either text
or numerals. Because of the spaces, hyphens, and punctuation typically used in
street addresses, postal codes, and telephone numbers, the data type of these
fields is usually Text, and the numbers are sorted the same way as all other text.
In contrast, numbers in a field assigned the Number or Currency data type are
sorted as numerals.
When Access sorts text, it sorts first on the first character in the selected field in
every record, then on the next character, then on the next, and so on—until it runs
out of characters. When Access sorts numbers, it treats the contents of each field
as a single value, and sorts the records based on that value. This tactic can result
in seemingly strange sort orders. For example, sorting the list in the first column of
the following table as text produces the list in the second column. Sorting the same
list as numerals produces the list in the third column.
Original Sort as text Sort as numerals
1 1 1
1234 11 3
23 12 4
3 1234 11
11 22 12
22 23 22
12 3 23
4 4 1234
If a field with the Text data type contains numbers, you can sort the field numerically
by padding the numbers with leading zeros so that all entries are the same length.
For example, 001, 011, and 101 are sorted correctly even if the numbers are
defined as text.
Filtering Information in Tables 851
Filtering Information in Tables
Sorting the information in a table organizes it in a logical manner, but you still have the
entire table to deal with. For locating only the records containing (or not containing)
specific information, filtering is more effective than sorting. For example, you could
quickly create a filter to locate only customers who live in Seattle, only items that were
purchased on January 13, or only orders that were not shipped by standard mail. When
you filter a table, Access doesn’t remove the records that don’t match the filter; it simply
hides them.
The Filter commands are available in the Sort & Filter group on the Home tab, on the menu
displayed when you click the arrow at the right end of a field name, and on the shortcut
menu displayed when you right-click anywhere in a field’s column. However, not all Filter
commands are available in all of these places.
To filter information by multiple criteria, you can apply additional filters to the results of
the first one.
Tip You can filter records while displaying them in a form by using the same commands as
you do to filter records in a table.
In this exercise, you’ll filter records by using a single criterion and then by using multiple
criteria.
SET UP You need the GardenCompany04 database you worked with in the preceding
exercise to complete this exercise. Open the GardenCompany04 database, and then
follow the steps.
1. In the Navigation pane, under Tables, double-click Customers to open the
Customers table in Datasheet view.
2. In the City field, click any instance of Vancouver.
3. On the Home tab, in the Sort & Filter group, click the Selection button, and then
in the list, click Equals “Vancouver”.
Access displays a small filter icon shaped like a funnel at the right end of the City
field name to indicate that the table is filtered by that field. The status bar at the
bottom of the table has changed from 1 of 110 to 1 of 6 because only six records
have the value Vancouver in the City field. Also on the status bar, the Filter status
has changed to Filtered.
852 Chapter 28 Display Data
Only the six records for customers who live in Vancouver are displayed in the table.
Tip In the list displayed when you click the arrow to the right of a field name (or the
Filter button in the Sort & Filter group) are check boxes for all the unique entries in
the active field. Clearing the Select All check box clears all the boxes, and you can then
select the check boxes of any values you want to be displayed in the filtered table.
In the Sort & Filter group on the Home tab, the Toggle Filter button is now active.
You can use this button to quickly turn the applied filter on and off.
4. In the Sort & Filter group, click the Toggle Filter button.
Access displays all the records. If you click the Toggle Filter button again, the filter
will be reapplied.
Now let’s display a list of all customers with postal codes starting with 880.
5. Click the arrow to the right of the PostalCode field name, and point to Text Filters
in the list.
Filtering Information in Tables 853
A list of criteria appears.
You can specify criteria for the text you want to find.
Tip The sort and filter options displayed when you click the arrow to the right of a field
name (or when you click the Filter button in the Sort & Filter group) are determined by
the data type of the field. The PostalCode field is a Text field to allow for ZIP+4 codes. If
you display the sort and filter list for a field that is assigned the Number data type, the
sort and filter list includes Number Filters instead of Text Filters, and different options
are available.
6. In the list, click Begins With.
The Custom Filter dialog box opens.
The name of the text box is customized with the field name and the filer you chose.
7. In the PostalCode begins with box, type 880. Then click OK.
Access filters the table and displays only the records that match your criteria.
854 Chapter 28 Display Data
Only the 30 records for customers who live in postal codes starting with 880 are displayed in
the table.
8. In the Sort & Filter group, click the Toggle Filter button to remove the filter and
display all the records.
Now let’s display only the records of the customers who live outside of the United
States.
9. In the Country field, right-click any instance of USA, and then click Does Not
Equal "USA".
Tip In this case, it is easy to right-click the text you want to base this filter on. If the text
is buried in a large table, you can quickly locate it by clicking the Find button in the Find
group on the Home tab, entering the term you want in the Find What box in the Find
And Replace dialog box, and then clicking Find Next.
Access displays the records of all the customers from countries other than the
United States (in this case, only Canada).
10. Remove the filter, and close the Customers table, clicking No when prompted to
save your changes.
11. Open the Orders table in Datasheet view.
12. In the EmployeeID field, right-click 7, and then click Equals 7.
Twenty records are displayed in the filtered table.
Filtering Information by Using Forms 855
13. In the OrderDate field, right-click 2/1/2010, and then click On or After 2/1/2010.
Tip To see a list of the available options for date filters, right-click any cell in the
OrderDate field, and then point to Date Filters.
You now have a list of the orders customers placed with the selected employee on or
after the specified date. You could continue to refine the list by filtering on another
field, or you could sort the results by a field.
14. Close the Orders table, clicking No when prompted to save the table layout.
CLEAN UP Retain the GardenCompany04 database for use in later exercises.
Filtering Information by Using Forms
When you want to filter a table based on the information in several fields, the quickest
method is to use the Filter By Form command, which is available from the Advanced Filter
Options list in the Sort & Filter group on the Home tab. When you choose this command
with a table displayed, Access displays a filtering form that resembles a datasheet. Each of
the cells in the form has an associated list of all the unique values in that field in the underlying table.
Using the Filter By Form command with a table.
856 Chapter 28 Display Data
For each field, you can select a value from the list or type a value. When you have finished
defining the values you want to see, you click the Toggle Filter button to display only the
records that match your selected criteria.
Using Filter By Form on a table that has only a few fields, such as the one shown above,
is easy. But using it on a table that has a few dozen fields can be cumbersome, and it is
often simpler to find information in the form version of the table. When you choose the
Filter By Form command with a form displayed, Access filters the form the same way it
filters a table.
)
Using the Filter By Form command with a form.
After you have applied the filter, you move between the matched records by clicking the
buttons on the record navigation bar at the bottom of the form page.
In this exercise, you’ll filter a form by using the Filter By Form command.
SET UP You need the GardenCompany04 database you worked with in the preceding
exercise to complete this exercise. Open the GardenCompany04 database, and then
follow the steps.
1. In the Navigation pane, under Forms, double-click Customers.
The Customers form opens in Form view.
Filtering Information by Using Forms 857
2. On the Home tab, in the Sort & Filter group, click the Advanced Filter Options
button, and then in the list, click Filter By Form.
The Customers form is replaced by its Filter By Form version, which has two pages:
Look For and Or. Instead of displaying the information for one record from the
table, the form now has a blank box for each field.
3. Click the second text box to the right of the Name label (the box that normally
displays the customer’s last name), type s*, and then press Enter.
The asterisk is a wildcard that stands for any character or string of characters. Access
converts your entry to Like “s*”, which is the proper format, called the syntax, for this
type of criterion.
See Also For information about wildcards, see the sidebar “Wildcards” following this
topic.
4. In the Sort & Filter group, click the Toggle Filter button.
Access displays the first record that has a LastName value starting with S.
The record navigation bar shows that six records match the filter criterion.
5. Click the Advanced Filter Options button and then click Filter By Form to redisplay
the filter form.
Your filter criterion is still displayed in the form.
858 Chapter 28 Display Data
Tip No matter what method you use to enter filter criteria, the criteria are saved as a
form property and are available until they are replaced by other criteria.
6. Click the second box to the right of the City/State/ZIP label (the box that normally
displays the state or region), click the arrow that appears, and then in the list, click CA.
You are instructing Access to find and display records that have both a Region
value of CA and LastName values starting with S.
Only records matching both of the criteria will be displayed.
7. Click the Toggle Filter button.
Access displays the first of three records that meet the filtering criteria.
8. Switch back to the filter form, and at the bottom of the form page, click the Or tab.
The criteria you entered on the Look For page are still there, but on this page, all the
fields are blank so that you can enter alternatives for the same fields.
Tip When you display the Or page, a second Or tab appears so that you can include a
third criterion for the same field if you want.
9. Type s* in the second Name box, and click WA in the list for the second City/
State/ZIP box.
You are instructing Access to find and display records that have either a Region
value of CA and LastName values starting with S, or a Region value of WA and
LastName values starting with S.
Locating Information That Matches Multiple Criteria 859
10. Click the Toggle Filter button.
11. Use the record navigation bar to view the six records in the filtered Customers form.
12. Click the Toggle Filter button to remove the filter. Then close the form.
CLEAN UP Retain the GardenCompany04 database for use in the last exercise.
Wildcards
If you want to filter a table to display records containing certain information but you
aren’t sure of all the characters, or if you want your filter to match variations of a base
set of characters, you can include wildcard characters in your filter criteria. The most
common wildcards are:
● * The asterisk represents any number of characters. For example, filtering the
LastName field on Co* returns records containing Colman and Conroy.
● ? The question mark represents any single alphabetic character. For example,
filtering the FirstName field on er?? returns records containing Eric and Erma.
● # The number sign represents any single numeric character. For example,
filtering the ID field on 1## returns any ID from 100 through 199.
Tip Access supports several other wildcards. For more information, search for wildcards
in Access Help.
When searching for information in a Text field, you can also use the Contains text
filter to locate records containing words or character strings.
Locating Information That Matches Multiple Criteria
As long as your filter criteria are fairly simple, filtering is a quick and easy way to narrow
down the amount of information displayed in a table or to locate information that matches
what you are looking for. But suppose you need to locate something more complex, such
as all the orders shipped to Midwestern states between specific dates by either of two
shippers. When you need to search a single table for records that meet multiple criteria,
or when the criteria involve complex expressions, you can use the Advanced Filter/Sort
command, available from the Advanced Filter Options list.
Choosing the Advanced Filter/Sort command displays a design grid where you enter
filtering criteria. As you’ll see, filters with multiple criteria are actually simple queries.
See Also For information about Access 2010 features not covered in this book, refer to
Microsoft Access 2010 Step by Step by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
860 Chapter 28 Display Data
In this exercise, you’ll filter a table to display the data for customers located in two states.
Then you’ll experiment with the design grid to better understand its filtering capabilities.
SET UP You need the GardenCompany04 database you worked with in the preceding
exercise to complete this exercise. Open the GardenCompany04 database, and then
follow the steps.
1. In the Navigation pane, under Tables, double-click Customers to open the
Customers table in Datasheet view.
2. On the Home tab, in the Sort & Filter group, click the Advanced Filter Options
button, and then in the list, click Advanced Filter/Sort.
The CustomersFilter1 page opens, displaying the Query Designer with the Customers
field list in the top pane and the design grid in the bottom pane.
Clicking the Advanced Filter/Sort button displays the Query Designer.
3. In the Customers field list, double-click LastName to copy it to the Field row of
the first column of the grid.
4. In the Criteria row of the LastName field, type s*, and then press Enter.
Because you have used the * wildcard, Access changes the criterion to Like “s*”.
5. In the Customers field list, double-click Region to copy it to the Field row of the
next available column of the grid.
Locating Information That Matches Multiple Criteria 861
6. In the Criteria row of the Region field, type ca or wa, and then press Enter.
Tip If you want to find the records for customers who live in California or Oregon, you
cannot type ca or or, because Access treats or as a reserved word. You must type ca or
“or” in the Criteria row. Anytime you want to enter a criterion that will be interpreted
as an instruction rather than a string of characters, enclose the characters in quotation
marks to achieve the desired results.
Your entry changes to “ca” Or “wa”. The query will now filter the table to display
the records for only those customers with last names beginning with the letter S
who live in California or Washington.
The grid with two criteria.
7. In the Sort & Filter group, click the Toggle Filter button to display only records
that match the criteria.
Access switches to the Customers table page and displays the filter results.
Six customers with last names beginning with S live in either California or Washington.
862 Chapter 28 Display Data
8. Click the CustomersFilter1 tab to switch to the filter page.
9. In the or row of the LastName field, type b*, and then press Enter.
We want to filter the table to display only the records for customers with last
names beginning with the letter S or B who live in California or Washington.
The design grid with three criteria.
10. In the Sort & Filter group, click the Toggle Filter button to apply the filter.
On the Customers table page, the result includes records for all customers with
last names that begin with S or B, but some of the B names live in Montana and
Oregon.
11. Click the CustomersFilter1 tab to switch to the filter page, and look carefully at
the design grid.
The filter first works with the two criteria in the Criteria row and searches for customers with names beginning with S who live in California or Washington. Then
it works with the criteria in the Or row and searches for customers with names
beginning with B, regardless of where they live. To get the results we want, we
need to repeat the criterion from the Region field in the Or row.
12. In the or row of the Region field, type ca or wa, and then press Enter.
13. Apply the filter.
Access switches to the Customers table page and displays only the records for
customers with last names beginning with S or B who are located in California
or Washington.
14. Close the Customers table, clicking Yes when prompted to save changes to the
design of the table.
CLEAN UP Close the GardenCompany04 database.
Tip If you are likely to want to use a filter again, you can save it as a query. On the Home tab,
in the Sort & Filter group, click the Advanced Filter Options button, click Save As Query, assign
the query an appropriate name, and click OK. Then you can run the query to display the filtered
results at any time.
Locating Information That Matches Multiple Criteria 863
Generating Reports
You generate and work with reports in ways that are similar to forms. However, unlike
forms, which are used to enter, view, and edit information, reports are used only to
extract information. And unlike filters and queries, whose results you usually view only
on the screen, reports are often intended to be printed.
Just as you can create a form that includes all the fields in a table by using the Form
tool, you can create a report that includes all the fields by using the Report tool, which
is located in the Reports group on the Create tab. But such a report is merely a prettier
version of the table, and it does not summarize the data in any meaningful way. You are
more likely to want to create a report based on only some of the fields, and that is a job
for the Report wizard.
The Report wizard leads you through a series of questions, including how you want to
group and sort the data. For example, in a report based on a Products table, you might
want to group products by category and then sort the products in each category alphabetically. After you finish specifying the report, the wizard creates the report layout,
adding a text box control and its associated label for each field you specified.
You can use the Report wizard to get a quick start on a report, but you will frequently
want to modify the report to get the result you need. As with forms, the report consists of text box controls that are bound to the corresponding fields in the underlying
table and their associated labels. You can adjust the layout and content of reports
in either Layout view or Design view. For simple adjustments, it is easier to work in
Layout view, where you can see the layout with live data, making the process more
intuitive. You can add labels, text boxes, images, and other controls, and you can format them, either by using commands on the ribbon or by setting their properties in
the report’s Property Sheet.
See Also For information about using Property Sheets, see “Changing the Look of Forms”
in Chapter 27, “Create Simple Forms.” For information about more advanced report modification techniques, refer to Microsoft Access 2010 Step by Step by Joyce Cox and Joan
Lambert (Microsoft Press, 2010).
Before printing a report, you will want to preview it, paying particular attention to
how the pages break. In a grouped report, you can control whether group headings
are allowed to appear at the bottom of a page with no data and whether groups are
allowed to break across pages. You can make changes to the margins and orientation
of your report pages from the Page Setup contextual tab in Layout view or from the
tab displayed when you switch to Print Preview. You can also click the Page Setup button to display the Page Setup dialog box, where you can change all these settings in
one place, as well as make additional refinements.
864 Chapter 28 Display Data
Key Points
● You can sort a table in either ascending or descending order, based on the values
in any field (or combination of fields).
● You can filter a table so that information containing a combination of characters
is displayed (or excluded from the display).
● You can apply another filter to the results of the previous one to further refine
your search.
● The Filter By Form command filters a table or form based on the information in
several fields.
● You can use the Advanced Filter/Sort command to search a single table for records
that meet multiple criteria.
865
Part 8
Microsoft
Publisher 2010
29 Get Started with Publisher 2010 . . . . . . . . . . . . . . . 867
30 Create Visual Interest . . . . . . . . . . . . . . . . . . . . . . . . . 899
31 Create Colorful Cards and Calendars . . . . . . . . . . . 949
Chapter at a Glance
Start new
publications,
page 868
Store personal and company
information, page 879
Preview and print
publications, page 887
867
29 Get Started with
Publisher 2010
In this chapter, you will learn how to
✔ Start new publications.
✔ Store personal and company information.
✔ Preview and print publications.
When you use a computer or typewriter to create text documents, you are word
processing. When you use a specialized computer program to create professional-quality
documents that combine text and other visual elements in non-linear arrangements, you
are desktop publishing. Microsoft Publisher 2010 is designed specifically to handle the
various desktop publishing needs of individuals and small organizations. Publisher makes
it easy to efficiently create a wide range of publications, from simple flyers to complex
brochures. Even novice users will be able to work productively in Publisher after only a
brief introduction.
In this chapter, you’ll first learn various ways to create blank publications and publications
based on existing content. You’ll then store standard contact information in Publisher for
later use. Finally, you’ll preview and print a publication.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter29 practice file folder. A complete list of practice
files is provided in “Using the Practice Files” at the beginning of this book.
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Starting New Publications
When you start Publisher without opening a publication, the New page of the Backstage
view is displayed. From this page, you can start a new publication either from scratch or
based on one of the many publication templates that are available.
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Publisher provides templates for almost anything you might want to create.
The New page of the Backstage view provides several options for starting a new publication,
including the following:
● If you need help designing the publication layout, you can base the publication on
one of the design templates that comes with Publisher. If none of these templates
meets your needs, you can download a sample publication from Microsoft Office
Online and then customize it. You can also base publications on your own custom
templates.
Starting New Publications 869
See Also For information about creating your own templates, see the sidebar “Custom
Templates,” later in this chapter.
Tip New publications are continually being added to Office Online, so visit the site
occasionally to see what’s new.
● If you have an existing publication that is close enough in content and design to be
a good starting point, you can save a copy of that publication as the starting point
for the new one.
● If your content is in a Microsoft Word document, you can import the document into
Publisher and then lay out the text as you want it.
● If you want to manually design the publication, you can create a blank publication
and specify the page size you want.
See Also For information about creating a blank publication, see “Working with Text
Boxes” in Chapter 30, “Create Visual Interest.”
Using Templates
Creating a publication from a blank page is time-consuming and requires quite a bit of
design skill and knowledge about Publisher. Even people with intermediate and advanced
Publisher skills can save time by capitalizing on the work someone else has already done.
On the New page of the Backstage view, you can choose a publication type, preview
thumbnails of the available designs of that type, and experiment with different color
schemes and font schemes.
Tip The templates that come with Publisher, as well as those that are available from Office
Online, have associated keywords. You can type a keyword in the Search For Templates box
at the top of the Getting Started window and then click the Search button (the green arrow
to the right of the search location list) to display thumbnails of templates to which that
keyword has been assigned.
When you create a publication based on a template, you are not opening the actual
template file; instead, you are creating a new file that includes all the placeholders,
graphic elements, and formatting of the template. You customize the publication with
your own information, typing text and placing graphics and other elements in the
placeholders provided. The new file is temporary until you save it.
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Custom Templates
Throughout Part 8 of this book, you’ll learn techniques for personalizing the content and layout of publications. If you create a special publication that you might
want to use as the basis for future publications, you can save the publication as a
custom template and then use it just as you would an installed or online template.
To save a publication as a template:
1. In the left pane of the Backstage view, click Save & Send.
2. In the File Types section of the Save & Send page, click Change File Type.
3. In the Publisher File Types section of the Save Publication list, click Template
(*.pub).
4. At the bottom of the Save Publication list, click the Save As button.
The Save As Template dialog box opens, displaying the contents of your
default Templates folder.
Important You can change the location in which you save your template, but if
you do so, it will not appear in the My Templates category of the New page in the
Backstage view. If you store a template in a different folder, you can create a publication based on the template by browsing to that folder in Windows Explorer
and double-clicking the template file.
5. In the File Name box, type a generic name for the publication template.
6. If you want to assign the template to a specific template category, click the
Change button. In the Template Category dialog box that opens, select
the category from the list. Then click OK.
Tip On the My Templates page, you can change the category of a template by
right-clicking the template and then clicking Edit Category.
7. In the Save As Template dialog box, click Save.
To create a new publication based on the custom template:
1. On the New page of the Backstage view, click My Templates.
The My Templates page displays templates stored in the default Templates
folder, organized by category.
2. In the center pane, click the template you want, and then click Create.
Publisher opens a new publication based on your custom template.
The simplest way to change a custom template after you save it is to create a publication based on the template, make the changes, and then save the revised publication
as a template with the original template name, overwriting the old one.
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Importing Word Documents
To import the text of a Word document into a publication, you click Import Word
Documents in the More Templates section of the New page and then choose a document design, page size, and column layout. (If you prefer, you can forego the design
and choose only a generic page size or a paper format such as those available from
Avery.) Publisher converts the document and inserts it into a new publication, adding
as many pages as necessary to hold the complete document. You can then add a title
and replace any other placeholders that are part of the design, or you can add new
elements to suit the purpose of the publication.
Tip You can create a simple publication directly from a Word document. In the Backstage
view, click the Open button. Then with All Publisher Files selected as the file type in the
Open Publication dialog box, locate and double-click the Word document you want to use.
The new publication contains the document text but doesn’t have a template applied.
In this exercise, you’ll create a publication based on a ready-made template that comes
with Publisher. You’ll also import a Word document.
SET UP You need the Importing document located in your Chapter29 practice file
folder to complete this exercise.
1. Click the Start button, click All Programs, click Microsoft Office, and then click
Microsoft Publisher 2010.
Publisher starts and displays the New page of the Backstage view.
Tip If you are already working on a publication, you can display the New page by
clicking the File tab to display the Backstage view, and then clicking New in the
left pane.
The page is divided into sections displaying blank publication templates, “most
popular” publication template categories, and other available template categories.
2. At the top of the New page, in the template location list under the Available
Templates heading, click Installed Templates.
Publisher displays only those templates that were installed on your computer when
you installed Publisher or the Microsoft Office Professional 2010 software suite.
3. In the More Templates section of the New page, click Quick Publications.
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The New page displays the publication templates in the Quick Publications
category. The category is shown on the gray bar near the top of the page.
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You can choose a color and font scheme, as well as a template, from the New page.
The left pane of the New page displays thumbnails of the publication templates
in the Quick Publications category. The selected publication is indicated by an
orange frame. The right pane displays a larger thumbnail of the selected template, and any available customization options.
4. In the left pane, click the Brocade thumbnail.
The right pane displays a larger thumbnail of the Brocade publication template
and the customization options that you can set before you create the publication.
See Also For information about creating information sets, see “Storing Personal and
Company Information” later in this chapter.
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From the Business Information list, you can select an information set to prepopulate
the publication with names, addresses, telephone numbers, and a logo.
5. In the right pane, under Options, click the Layout arrow (to the right of the Large
picture at top setting).
The Layout list displays available layout options for this template.
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When choosing a layout, consider the types of content you intend to include in the publication.
6. In the Layout list, click Large picture in the middle.
All the thumbnails change to show this layout option.
7. At the bottom of the right pane, click Create.
A one-page publication based on the selected template opens in the Publisher
program window. The picture placeholder shown in the template thumbnail is
not visible on the page.
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Until you save a new publication, Publisher assigns it a generic name such as Publication1.
Starting New Publications 875
Troubleshooting The appearance of buttons and groups on the ribbon changes depending
on the width of the program window. For information about changing the appearance of
the ribbon to match our screen images, see “Modifying the Display of the Ribbon” at the
beginning of this book.
8. Point to the center of the page, below the heading, where the picture placeholder
was shown in the template thumbnail.
A picture placeholder appears on the page.
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You can insert a graphic by clicking the picture placeholder.
9. On the Page Design tab, in the Template group, click Change Template.
From the Change Template window that opens, you can apply a different Quick
Publication template to the open publication, or you can switch to an entirely
different type of publication.
10. In the More Installed Templates section of the left pane, click Layers. Then in
the lower-right corner of the Change Template window, click OK.
The Change Template window closes.
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Troubleshooting In some instances, the Change Template dialog box opens. From
this dialog box, you can apply the selected template to the current publication or
create a new publication based on the selected template.
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If the Change Template dialog box opens, click Apply Template To The Current
Publication, and then click OK.
The fonts, colors, and arrangement of the existing content change to reflect the
new template.
11. Display the Backstage view and then, in the left pane, click New.
12. In the More Templates section of the New page, click Import Word
Documents.
The left pane of the New page displays thumbnails of document templates. The
right pane displays a larger thumbnail of the selected template, and the available
customization options.
13. In the Installed Templates list, click Crossed Lines.
14. Scroll down the right pane if necessary. In the Options section, click the Columns
arrow (to the right of the 1 option) and then, in the Columns list, click 2.
All the thumbnails change to show a two-column layout.
Starting New Publications 877
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When importing a document, the right pane displays options for text-intensive layouts.
15. In the Options section of the right pane, select the Include title page check box.
The Import Word Documents gallery changes to display the title page templates
associated with each template.
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You can choose a title page template other than the selected publication template.
878 Chapter 29 Get Started with Publisher 2010
16. At the bottom of the right pane, click Create.
The Import Word Document dialog box opens.
17. In the Import Word Document dialog box, navigate to your Chapter29 practice
file folder.
Because Publisher is searching for a Word document, the publications saved in this
folder are hidden.
18. In the Import Word Document dialog box, click the Importing document, and
then click OK.
19. For the purposes of this exercise, in the Microsoft Publisher dialog box that
opens, click Don’t Save.
Publisher creates a new publication, based on the Crossed Lines template, that
contains the text of the Importing document.
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The first page of the publication is a title page.
20. In the Page Navigation pane, click the Page 2 thumbnail.
Storing Personal and Company Information 879
Publisher has inserted the contents of the imported Word document in two
columns on the second page.
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Publisher flows the content to fit in each column, which doesn’t
always create the most appealing column breaks.
CLEAN UP Close the publication without saving your changes.
Storing Personal and Company Information
Many of the publications you create by using Publisher will include the same personal
or company contact information, such as a name, a mailing address, a telephone number,
and an e-mail address. Instead of entering this information for each new publication, you
can save it as an information set. Then whenever a new publication includes an item from
the information set, Publisher automatically pulls it from the stored record and inserts it
in the publication. Similarly, to update personal or company information throughout the
publication, you need only update it once, in the information set.
880 Chapter 29 Get Started with Publisher 2010
In this exercise, you’ll create two information sets and apply them to a publication.
SET UP You need the Logo image located in your Chapter29 practice file folder to
complete this exercise. Display the New page of the Backstage view, and filter the
page to display only installed templates. Then follow the steps.
1. On the New page, in the Most Popular section, click Business Cards.
Publisher displays the available business card templates.
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Publisher provides a wide selection of business card templates that you can customize.
2. In the Installed Templates section, double-click Marker.
Publisher creates a business card containing placeholders for standard information.
The user name you provided when first configuring Office or an Office program
might already be shown on the card.
Storing Personal and Company Information 881
Information icon Stored Office user information
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Pointing to a text box displays an Information icon if that information is pulled
from an information set.
3. Point to the text box containing the phone number, and click the information icon
that appears.
A list of information set options appears.
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Options for working with the information set.
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882 Chapter 29 Get Started with Publisher 2010
4. In the list, click Edit Business Information.
The Create New Business Information Set dialog box opens.
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This dialog box contains any information already available to Publisher, and
placeholders for other standard information.
Troubleshooting The Create New Business Information Set dialog box appears only
if you have not previously created an information set. If you already have an existing
information set, the Business Information dialog box appears. You can click New in the
Business Information dialog box to display the Create New Business Information Set
dialog box.
5. Fill in the information in all the boxes other than the Logo and Business Information
set name boxes. Delete the placeholder for any information that does not apply.
For example, if you are filling in personal information, delete the entries in the Job
Position Or Title and Organization Name boxes and remove the logo.
6. Below the Logo box, click Change.
The Insert Picture dialog box opens. You navigate in this dialog box the same way
you do in the Save As or Open dialog box.
7. Navigate to your Chapter29 practice file folder, and then double-click the Logo file.
The selected logo appears in the Logo preview pane.
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By including a logo in your business information set, it will automatically be
added to new publications.
8. In the Business Information set name box, replace Custom 1 with a name that
represents the information you just entered. (For example, you might enter Company
or Personal.) Then click Save.
The Business Information dialog box opens.
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If you have multiple information sets, you can display a specific information
set by clicking its name in the Select A Business Information Set list.
884 Chapter 29 Get Started with Publisher 2010
9. In the Business Information dialog box, review the information you just entered,
and then click Update Publication.
The business card now appears with your information in place.
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You can update the information set at any time.
10. Click the address block to activate it, and make a change to the address. (For example,
you could add a suite or apartment number.)
11. Click the information icon and then, in the list, click Save to Business Information Set.
The business card doesn’t change.
Tip After you insert an item into a publication from the information set, you can add to it
or delete parts of it without affecting the way it is stored in the information set. Similarly,
if an item such as a tagline or motto is not included in the information set, you can replace
the corresponding placeholder in a publication with text without affecting the saved
information set. Unless you click the Save To Business Information Set command, the
changes exist only in the specific publication and are not part of the information set.
12. Click the information icon and then, in the list, click Edit Business Information.
The Business Information dialog box opens. The information you changed directly on
the card is shown in the dialog box and is now part of the saved information set.
Tip From the Business Information dialog box, you can create, edit, or delete
information sets.
Storing Personal and Company Information 885
13. In the Business Information dialog box, click New.
The Create New Business Information Set dialog box opens. The dialog box contains
the information you supplied earlier in this exercise. Custom 1 appears in the Business
Information Set Name box.
14. In the Create New Business Information Set dialog box, enter a different set of
information, again deleting any elements that are not relevant.
For example, if you previously entered your company information, you might want
to enter personal information this time.
15. In the Business Information set name box, type an appropriate name, and then
click Save.
The Business Information dialog box reflects your changes.
16. In the upper-left corner of the dialog box, click the Select a Business Information
set arrow.
The two information sets you’ve created are available in the list.
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You can display any saved information set by selecting it in the list.
17. In the Business Information dialog box, click Close.
The information shown on the business card remains unchanged.
886 Chapter 29 Get Started with Publisher 2010
18. On the Insert tab, in the Text group, click the Business Information button.
The Business Information pane expands, displaying the information saved in the
current information set.
19. In the Business Information gallery, point to your name.
The selected information field is highlighted.
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You can insert an individual piece of information from an information
set into a publication by clicking it in the Business Information gallery.
Previewing and Printing Publications 887
20. At the bottom of the Business Information gallery, click Edit Business Information.
The Business Information dialog box opens.
Tip You can also edit the current information set from the Info page of the Backstage view.
21. In the Business Information dialog box, in the Select a Business Information
set list, click the name of the second information set you created. Then click
Update Publication.
Publisher updates the business card publication to reflect the new information set.
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You can easily update a publication by editing the associated information set.
CLEAN UP If you want to, save the publication with the name BusinessCard in your
Chapter29 practice file folder for later reference. Then close the publication without
exiting Publisher.
Previewing and Printing Publications
When you are ready to print a publication, you can print to your computer’s default
printer with the default settings by clicking the Print button on the Print page of the
Backstage view. From the same page, you can choose a different printer or change
the print settings.
See Also For information about print settings in Office 2010 programs, see Chapter 7,
“Preview, Print, and Distribute Documents.”
888 Chapter 29 Get Started with Publisher 2010
Checking Publications
In the right pane of the Print page of the Backstage view, Publisher displays a preview of
how your publication will look on paper when printed with the current print settings. You
can page through multipage publications by clicking the Next Sheet and Previous Sheet
buttons at the bottom of the preview pane.
In addition to visually checking your publication in the preview pane, you can locate
possible problems by using the Design Checker, which is available from the Info page
of the Backstage view.
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The Design Checker identifies issues with the placement and integrity of publication elements.
Working with Advanced Printer Settings
Usually the simple settings in the left pane of the Print page will meet your needs. When
you want to print only a few copies of a publication, using your own printer is quick and
easy. If you need many copies, you will often save time and money by going to a copy
shop or professional printer. If you’re preparing a publication for a professional printer,
you can access advanced settings by clicking Commercial Print Settings on the Info page
of the Backstage view.
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Check with your commercial printer for their specific requirements.
From the Commercial Print Settings menu you can choose any of the following commands:
● Choose Color Model In the Color Model dialog box, you can define the colors in
your publication as RGB colors, single color, spot colors, CMYK process colors, or a
combination of spot and process colors.
● Manage Embedded Fonts From the Fonts dialog box, you can embed fonts into the
publication so that the text of your publication will display the same on all computers.
● Registration Settings From the Publication Registration Settings dialog box, you
can add registration settings (marks that define the area to be printed and provide
other necessary information to commercial printers) to your publication.
890 Chapter 29 Get Started with Publisher 2010
In this exercise, you’ll run the Design Checker, preview a publication, and then print the
publication.
SET UP You need the Printing_start publication located in your Chapter29 practice
file folder to complete this exercise. Ensure that your computer is connected to
a printer. Open the Printing_start publication, and save it as Printing. Display the
Backstage view, and then follow the steps.
1. On the Info page of the Backstage view, click the Run Design Checker button.
The Design Checker task pane opens. Publisher checks the publication for possible
issues and displays two in the Select An Item To Fix list.
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By default, the Design Checker examines the publication only
for general types of errors. You can expand the search for errors
specific to commercial printing, Web display, and e-mail display.
Previewing and Printing Publications 891
2. In the Select an item to fix list, point to Object partially off page (Page 1), click
the button that appears, and then click Go to this Item.
In the lower-right corner of the first page of the publication, Publisher selects the
OTSI company logo.
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The inserted image depicting the logo has white space on both sides that runs off the side
of the page.
3. In the Select an item to fix list, point to Page has space below top margin
(Page 1), click the button that appears, and then click Go to this Item.
Publisher selects all the objects on the page so that if you wanted to, you could
move them upward to decrease the white space at the top of the page.
4. In the Design Checker task pane, select the Run web site checks check box.
Additional errors appear in the Select An Item To Fix list.
892 Chapter 29 Get Started with Publisher 2010
5. Scroll down the Select an item to fix list, point to Picture does not have
alternative text (Page 5), and then click the button that appears.
The menu of options includes a suggested fix for the problem.
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If Publisher can’t fix a problem for you, No Automatic Fix Available
appears on the menu in place of a suggestion.
Previewing and Printing Publications 893
6. On the menu, click Go to this Item.
Publisher selects the graphic on page 5 of the publication.
7. In the Select an item to fix list, point to Picture does not have alternative text
(Page 5), click the button that appears, and then click Fix: Add Alternative Text.
The Format Picture dialog box opens, displaying the Web page.
8. In the Alternative text box, enter Image depicting a variety of Microsoft
Office documents and features.
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When you create a Web publication, it’s a good idea to provide alternative
text for images; this alternative text appears in place of the image if the
viewer’s computer doesn’t support the display of the image.
9. In the Format Picture dialog box, click OK.
The selected error disappears from the Select An Item To Fix list.
10. Close the Design Checker task pane.
11. In the left pane of the Backstage view, click Print.
The Print page of the Backstage view displays information about the current
publication and printer.
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Dimensions along the left side and top of the page indicate the page size.
12. In the lower-right corner of the Print page, click the View Multiple Sheets
button. In the Multiple Sheets gallery that appears, point to the sheet icon at
the intersection of the second row and third column.
The Multiple Sheets gallery heading changes to 2 x 3 to reflect the selected
page view.
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You can display up to 25 pages in the Print Preview window.
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13. In the Multiple Sheets gallery, click the selected sheet icon.
The preview pane changes to display the six pages of the publication in the selected
layout. The page dimensions are indicated to the left and above the currently active
publication page.
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In the preview pane, pages are not specifically displayed in spreads as they are in the Page
Navigation pane.
Tip You can turn off the display of the dimensions by clicking the Ruler button located
at the top of the preview pane.
896 Chapter 29 Get Started with Publisher 2010
14. At the top of the preview pane, to the right of the slider, click the Show Page
Numbers button.
In the preview pane, a page number appears on each sheet of the publication.
Tip You can darken or lighten the page numbers by moving the slider.
15. Point to page 3, and when the pointer changes to a magnifying glass, click the
mouse button.
Publisher displays the part of page 3 that you clicked at a magnification level of
100 percent.
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When showing page numbers, the page number appears in the center of the
magnified page, but will not be printed.
16. Click the magnified page 3 to return to the previous view.
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Key Points 897
17. In the lower-right corner of the Print page, click the Fit to Sheet button.
The preview pane displays only page 1, which is currently active in Publisher.
18. In the Settings section of the left pane of the Print page, click Print All Pages
and then, in the list, click Print Custom Range.
The page range 1-6 appears in the Pages box.
19. In the Pages box, replace 1-6 with 2, and then press Tab or Enter.
Page 2 appears in the preview pane.
Important Because publications are usually carefully laid out before they are printed,
it is unlikely that you will want to change settings such as the paper size and orientation
from the Print page of the Backstage view. Instead you should change them from the
Page Design tab of the ribbon so that you can see the effects on your publication before
you print it.
20. If you have more than one printer available and you want to switch printers, click
the Printer arrow and then, in the list, click the printer you want to use.
21. In the Copies of print job box, change the setting to 2. Then click the Print
button.
Publisher prints two copies of the second page of the publication on the designated
printer.
Tip When you print multiple copies of the entire publication, you can choose to have
Publisher collate the copies (print one entire set of pages before printing the next) or
print the publication on both sides of the paper.
CLEAN UP Close the Printing document without saving your changes.
Key Points
● From the Backstage view, you can create a publication based on one of the many
purpose-specific templates that come with Publisher. You can specify fonts, colors,
and layout options before creating the publication.
● Publisher doesn’t have multiple views, but because publications often consist of
many different elements, it is important to know how to zoom in and out to check
details or to get an overview of the entire publication.
● You can store sets of personal and company information for Publisher to automatically
enter in all the appropriate places in your publications.
● You can check the placement of elements within your publication before printing
the publication.
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Chapter at a Glance
Work with text
boxes, page 900
Work with
WordArt,
page 908
Work with graphics,
page 919
Work with shapes,
page 931
Work with ready-made
visual elements, page 940
899
30 Create Visual
Interest
In this chapter, you will learn how to
✔ Work with text boxes.
✔ Work with WordArt.
✔ Work with graphics.
✔ Work with shapes.
✔ Work with ready-made visual elements.
Microsoft Publisher 2010 is specifically designed to make it easy to create publications that
contain a mixture of text and visual elements arranged on the page. Knowing basic techniques for inserting and manipulating visual elements such as photographs, illustrations,
and decorative images is key to quickly assembling impressive publications.
Publications are most effective when you achieve a balance of text and graphics that is
appropriate for your purpose. Some publications convey information through text and
include visual elements only to catch the reader’s eye or to reinforce or illustrate a point.
At the other end of the scale, some publications include almost no text and instead rely
on visual elements to carry the message.
In this chapter, you’ll first create a text object and see how to enhance the text with
color and formatting. Then you’ll use WordArt to create fancy, stylized text for those
occasions when regular formatting doesn’t quite meet your needs. Next, you’ll insert
clip art graphics and pictures, add borders, and change the size, color, and position of
the images. You’ll draw, connect, and group shapes. Finally, you’ll insert ready-made
design elements from the Building Block Library.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter30 practice file folder. A complete list of practice
files is provided in “Using the Practice Files” at the beginning of this book.
900 Chapter 30 Create Visual Interest
Working with Text Boxes
When you create a document by using a word processing program such as Microsoft Word,
you enter text on the page in the area defined by the margins. When you create a publication by using Publisher, however, you place a text box on the page and enter text into
the text box. The text box is an object that can be sized to fit the text it contains, and can
be moved with its contents intact. You can create text boxes or manipulate the text boxes
that are part of a Publisher template. You can type text directly into the text box, paste
text from another file, or insert the entire contents of another file.
Tip In Publisher, the text in a text box is called a story. A story is any discrete block of text
that occupies a single text box or a set of linked text boxes. It can be a single paragraph or
multiple paragraphs.
Manipulating Text Boxes
After you create a text box, or when you click a text box to make it active, you can move
it by dragging its frame.
Keyboard Shortcut To create a copy of a text box and its contents, hold down the Ctrl key
while you drag the text box to the location where you want the copy.
You can drag the handles of the frame to change the size or shape of the box. If you want
a specific size or shape, you can change the settings on the Drawing Tools Format contextual tab or the Text Box Tools Format contextual tab. On these tabs, you can also specify:
● The background color of the text box, whether it has a border, and the color of the
border.
● Whether the text box has a shadow or three-dimensional effects.
● The position of the text box on the page, and how text in adjacent frames flows
around this text box.
● The vertical text alignment, the margins, and whether Publisher can automatically
adjust the size of the text box to fit the amount of text you insert in it.
When a text box is active, a green rotating handle is attached to its upper-middle handle.
You can drag this handle to change the angle of the text box and the text within it.
Tip You can rotate a text box and its contents by clicking the Rotate button in the Arrange
group on the Drawing Tools Format contextual tab and then clicking the rotation option you
want. You can change the direction of only the text within the text box from horizontal to
vertical by clicking the Text Direction button in the Text group on the Text Box Tools Format
contextual tab.
Working with Text Boxes 901
Formatting Text for Visual Impact
Brief segments of text, such as those on a postcard or flyer, need to have more visual
impact than longer blocks of text, such as those in a newsletter. You can vary the look
of text by changing the character formatting. Here are some things about character
formatting to be aware of:
● All text is displayed in a particular font consisting of alphabetic characters, numbers,
and symbols that share a common design.
● Almost every font comes in a range of font sizes, which are measured in points
from the top of letters that have parts that stick up (ascenders), such as h, to the
bottom of letters that have parts that drop down (descenders), such as p. A point
is approximately 1/72 of an inch.
● Almost every font comes in a range of font styles. The most common are regular
(or plain), italic, bold, and bold italic.
● Fonts can be enhanced by applying font effects, such as underlining, small capital
letters (small caps), or shadows.
● You can choose from a palette of harmonious font colors, and you can also specify
custom colors.
● You can alter the character spacing by pushing characters apart or squeezing them
together.
Tip The instructions in the exercises assume that you’re working in a blank publication so
that you can focus on the techniques you’re learning. However, you can easily adapt the
instructions to any type of publication.
In this exercise, you’ll create a blank publication, add a text box, and then insert the
contents of an existing Word document. You’ll then format the text box by filling it
with color and format the text by changing its character formatting.
SET UP You need the Text document located in your Chapter30 practice file folder to
complete this exercise. Display the New page of the Backstage view, and then follow
the steps.
1. In the Home section of the New page, click More Blank Page Sizes.
2. On the More Blank Page Sizes page, under Standard, click the Letter (Portrait)
thumbnail. Then, in the right pane, click the Create button.
Publisher creates a blank publication of the selected size. Blue margin guides
designate the margins of the publication.
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By default, the page margins for the letter publication are set to a half inch on each side.
Troubleshooting The appearance of buttons and groups on the ribbon changes depending
on the width of the program window. For information about changing the appearance of
the ribbon to match our screen images, see “Modifying the Display of the Ribbon” at the
beginning of this book.
Tip Throughout this chapter, we work with letter-size publications, but you can choose
any size you want. You might want to try a different size for each exercise to see some
of the available options.
3. Save the publication as TextBox in your Chapter30 practice file folder.
4. On the Home tab, in the Objects group, click the Draw Text Box button.
Tip The Draw Text Box button is also available from the Text group on the Insert tab.
5. Move the cross-hair pointer over the blank page, and when the pointer is slightly
to the right of the left margin guide and slightly below the top margin guide, hold
down the mouse button, and drag to the right and down, without releasing the
mouse button.
Don’t release the mouse button yet.
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The white areas of the rulers indicate the height and width of the area you’ve defined.
As you drag, Publisher displays the exact coordinates of the upper-left corner
(the anchor point) of the text box and its exact dimensions at the left end of the
status bar.
Text box anchor point Text box dimensions
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The anchor point coordinates are expressed in relation to the upper-left corner of the page.
6. Release the mouse button when the text box dimensions are 5.00 x 2.00 in.
The Drawing Tools Format contextual tab and the Text Box Tools Format contextual
tab appear on the ribbon.
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A blinking cursor in the text box shows where any text you type will appear.
Tip We’ve minimized the Page Navigation pane so it’s less distracting.
7. Without clicking anything else, on the Insert tab, in the Text group, click the
Insert File button.
The Insert Text dialog box opens, displaying the contents of your Documents
library.
8. If necessary, navigate to your Chapter30 practice file folder. Then double-click the
Text document.
Publisher inserts the contents of the document into the text box.
9. On the View tab, in the Zoom group, click the 100% button.
The inserted text is now a legible size.
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The default alignment for text you insert in a text box is Top Left.
biu_InsertFile
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Working with Text Boxes 905
10. Point to the frame around the text box, and when the pointer changes to a fourheaded arrow, drag the frame down and to the right, releasing the mouse button
when the text box coordinates shown on the status bar are 2.00, 2.00 in.
Tip Publisher can display measurements in inches, centimeters, picas, points, or pixels.
You can change the unit of measure in the Display section of the Advanced page of the
Publisher Options dialog box.
11. With the text box still selected, on the Drawing Tools Format tab, in the Shape
Styles group, click the Shape Fill arrow. Then in the Standard Colors palette,
click the Orange square.
See Also For information about applying a different color scheme and using custom
colors, see “Creating Folded Cards” in Chapter 31, “Create Colorful Cards and Calendars.”
12. Click anywhere within the text in the text box. On the Home tab, in the Editing
group, click the Select button and then, in the Select list, click Select All Text in
Text Box.
Keyboard Shortcut Press Ctrl+A to select all the text in the active text box.
13. On the Home tab, in the Font group, click the Font arrow. Then scroll down the
Font list and click Verdana.
Keyboard Shortcut After expanding the Font list you can press the V key to scroll the
list to the fonts that begin with the letter V.
14. In the Font group, click the Increase Font Size button twice, to increase the font
size to 12 points.
Keyboard Shortcut Press Ctrl+> to increase the font size of the selected text.
Tip If the font is too big, you can click the Decrease Font Size button or press Ctrl+<.
You can select a specific point size by clicking the Font Size arrow and clicking the size
in the list, or by selecting the number in the Font Size box and then entering the font
size you want.
15. In the Font group, click the Font Color arrow, and in the Scheme Colors palette,
click the white square (Accent 5). Then click anywhere in the text box to release
the selection.
Tip To apply the color currently shown on the Font Color button, simply click the
button (not its arrow).
16. Drag the bottom handle (the square box in the center of the bottom frame) of the
text box frame upward, releasing the mouse button when the text box dimensions
shown on the status bar are 5.00 x 1.50 in.
The Fit Text button appears on the right side of the text box and the text box
handles turn red to indicate that it is too small to fit its contents. We’ll leave that
for now.
biu_ShapeFillArrow
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Troubleshooting If the dimensions don’t change but the coordinates do, you missed
the handle and moved the text box by dragging its frame instead of the handle. (When
dragging the handle, the cursor shape changes to a two-headed arrow. When dragging
the frame, the cursor shape changes to a four-headed arrow.) Click the Undo button
on the Quick Access Toolbar, and then try dragging the handle again.
17. Select the heading What Is Fourth Coffee? by dragging across or triple-clicking it.
18. In the Font group, click the Increase Font Size button five times to increase the
font size to 22 points. Then click the Bold button.
19. With the heading still selected, click the Font dialog box launcher.
The Font dialog box opens.
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The Font dialog box includes font formatting options that are not available
from the Font group on the Home tab.
biu_Bold
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Working with Text Boxes 907
The Sample pane shows the formatting applied to the selection. As you make changes
to settings in the dialog box, the sample changes to show how the selection will look if
you click Apply or OK. (Clicking Apply implements the current settings without closing
the dialog box; clicking OK implements the changes and closes the dialog box.)
20. In the Effects section, select the Small caps check box. Then click OK.
Tip You can use the commands in the Format group on the Home tab to change the
font style of text, but to apply font effects, you have to use the commands in the Font
dialog box. If you want to apply several attributes to the same text, it is often quicker
to open the dialog box and apply them all from there.
21. In the Font group, click the Character Spacing button and then, in the Character
Spacing list, click Very Loose.
Tip To copy the formatting of one word or phrase to another, select the text whose
formatting you want to copy, click the Format Painter button on the Standard toolbar,
and then select the text onto which you want to “paint” the formatting.
22. Click outside the text box.
The text box handles disappear.
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The text doesn’t currently fit within the text box.
23. Click anywhere in the text box to select it.
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24. On the Text Box Tools tab, in the Text group, click the Text Fit button and then,
in the Text Fit list, click Grow Text Box to Fit.
The text box expands vertically to fit its contents.
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To expand a text box horizontally, you need to drag the side handles.
CLEAN UP Save the TextBox publication, and then close it without exiting Publisher.
Working with WordArt
If you want to add a fancy title to a publication, and you can’t achieve the effect you want
with regular text formatting, you can use WordArt. With WordArt, you can visually enhance
text in ways that go far beyond changing a font or font effect, simply by choosing a style
from a set of thumbnail images arranged in a gallery.
Tip For the best results, use WordArt to emphasize short phrases, such as Customer Service,
or a single word, such as Welcome. Overusing WordArt can clutter your publication and draw
attention away from your message.
You add stylized text to a publication by clicking the WordArt button in the Text group on
the Insert tab. You then select a style from the WordArt gallery, enter your text, and apply
any additional formatting. Publisher inserts the text in your publication as a WordArt
object that you can size and move like any other object. You can also change the shape
of the object to stretch and form the letters of the text in various ways.
biu_TextFit
Working with WordArt 909
In this exercise, you’ll add a WordArt object to a publication and then modify the appearance
of the WordArt text.
SET UP You need the Blank_start publication located in your Chapter30 practice
file folder to complete this exercise. Open the Blank_start publication, and save it
as WordArt. Then follow the steps.
1. On the Insert tab, in the Text group, click the WordArt button.
The WordArt gallery opens, displaying the available styles.
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The WordArt gallery includes plain styles that format only letters and transform styles
that control the shape of text phrases.
2. In the WordArt Transform Styles section of the WordArt gallery, click the
Gradient Fill – Red, Curved icon (the second icon in the third row).
The Edit WordArt Text dialog box opens. The dialog box contains sample text
for you to replace with the text you want to format.
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You can’t format existing text in a text box as WordArt; WordArt objects are separate from
other objects, such as text boxes and images.
3. With the placeholder text selected, type Fourth Coffee, and then click OK.
The formatted text appears as an object in the center of the page.
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The WordArt Tools Format contextual tab appears on the ribbon.
Working with WordArt 911
4. Point to the word Fourth. When the pointer changes to a four-headed arrow, drag
the WordArt object up toward the top of the page until the top margin changes
from a light blue and white dotted line to a light blue and dark blue dotted line
that spans the entire page.
This indicates that the top of the WordArt object is aligned with the top margin
of the page.
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Until you release the mouse button, the WordArt object stays in its original location and a
shaded version represents the object in its new location.
5. Release the mouse button to move the object to the top of the page.
6. Point to the lower-left sizing handle of the WordArt object. When the pointer changes
to a diagonal double-headed arrow, drag the sizing handle to the left, until the dotted
line representing the left edge of the object is aligned with the left page margin.
Tip The pointer position is always shown on the horizontal and vertical rulers. When
dragging an object’s sizing handle, you can use the pointer position to align the sizing
handle with the ruler units.
7. Drag the lower-right sizing handle down and to the right, until the WordArt object
spans the full width of the page and is about two inches high.
It’s not necessary to set the height exactly; we’ll use another method to do so.
Tip To create a WordArt object consisting of existing text, select the text, click the
WordArt style you want, and then click OK in the Edit WordArt Text dialog box.
Publisher then creates a WordArt object separate from the original text.
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The location and dimensions of the selected WordArt object are indicated on the status bar
and in the Size group on the WordArt Tools Format tab.
8. On the WordArt Tools Format tab, click the Size dialog box launcher.
The Format WordArt dialog box opens, displaying the Size page.
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You can precisely specify the size and location of a WordArt object in the Format WordArt
dialog box.
9. In the Size and rotate section of the Size page, replace the measurement in the
Height box with 2, and replace the measurement in the Width box with 7.5.
Then click the Layout tab.
The Layout page of the Format WordArt dialog box displays settings that
control the position of the WordArt object on the page in relation to other
page elements.
biu_DialogBox
Launcher
Working with WordArt 913
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You can set the location of the WordArt object and specify whether text near the object
wraps around the object or runs through it.
10. In the Position on page section of the Layout page, replace the measurements in
the Horizontal and Vertical boxes with 0.5. Then click OK.
Your changes are reflected in the Size group on the WordArt Tools Format tab.
The position that you specify on the Layout page of the Format WordArt dialog
box is the position of the upper-left corner of the WordArt object frame. Notice
that because of the curve of the letters, the left and right edges of the words
Fourth Coffee currently extend beyond the left and right page margins.
11. On the WordArt Tools Format tab, in the WordArt Styles group, click the
Change Shape button.
The Change Shape gallery displays a variety of shapes. The current shape, Arch
Down (Curve) is selected.
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You can form a WordArt object into any shape
shown in the Change Shape gallery.
12. In the Warp section of the Change Shape gallery, click the Triangle Up icon
(the third icon in the fifth row).
The shape of the WordArt object changes.
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The WordArt object now fits within the page margins.
Working with WordArt 915
Troubleshooting If you click outside the WordArt object, it is no longer active, and the
WordArt toolbar disappears. Click the WordArt object once to reactivate it and display
the toolbar.
13. On the WordArt Tools Format tab, in the WordArt Styles group, click the Shape
Fill button.
The Shape Fill gallery opens.
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You can fill a WordArt object with a solid color,
a picture, a gradient, a texture, or a pattern.
14. At the bottom of the Shape Fill gallery, click Gradient.
The Gradient gallery displays options for working with gradient fill colors. The
gallery currently displays one-color gradient options, with a single color (blue)
fading to white or black.
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A gradient fill can include one color that fades to white or black, or
two colors that fade into each other.
15. At the bottom of the Gradient gallery, click More Gradients.
The Fill Effects dialog box opens, displaying the Gradient page. The page displays
gradient settings based on the existing color of the selected WordArt object.
Working with WordArt 917
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You can select a gradient from the Gradient gallery or precisely
specify gradient attributes from the Fill Effects dialog box.
16. In the Colors section, click Two colors.
A Color 2 list appears below the Color 1 list.
17. Click the Color 1 arrow and then, in the top row of the Scheme Colors palette, click
the medium-blue Accent 3 icon (the fourth icon). Click the Color 2 arrow and then,
in the top row of the Scheme Colors palette, click the violet Followed Hyperlink
icon (the seventh icon).
As you select colors, the previews in the Variants pane update to display the effects
of your selections.
18. In the Shading styles area, click Horizontal. In the Variants box, click the lower-left
thumbnail. Then click OK.
The WordArt object reflects your changes.
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19. On the WordArt Tools Format tab, in the Shadow Effects group, click the Shadow
Effects button.
The Shadow Effects gallery displays options for applying standard shadows to the
letters of the WordArt object.
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You can choose a shadow color from the list at the bottom of the gallery.
20. In the Additional Shadow Styles section of the Shadow Effects gallery, click the
Shadow Style 17 icon (the fourth icon in the first row). Then click away from
the WordArt object to display the full effect.
The shadow appears below the WordArt object.
Working with Graphics 919
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When selecting a shadow effect, ensure that it fits within the page margins.
CLEAN UP Save the WordArt publication, and then close it without exiting Publisher.
Working with Graphics
Publisher 2010 provides access to hundreds of professionally designed pieces of clip art—
license-free graphics that often take the form of cartoons, sketches, or symbolic images,
but can also include photographs, audio and video clips, and more sophisticated artwork.
In a publication, you can use clip art to illustrate a point you are making or as eye-pleasing
accompaniments to text. For example, you might insert an icon of an envelope to draw
attention to an e-mail address, or a picture of mountains to set a “back to nature” tone.
To search for a clip art image, you display the Clip Art task pane and enter a keyword. You
can search a specific clip art collection in the Microsoft Clip Organizer; search for specific
media types, such as photographs; and search for images on the Microsoft Office Online
Web site.
Tip To open the Microsoft Clip Organizer, click Start, All Programs, Microsoft Office, Microsoft
Office 2010 Tools, and then Microsoft Clip Organizer; or enter clip in the Start menu Search box
and then, in the results list, click Microsoft Clip Organizer.
You can add illustrations created and saved in other programs or scanned photographs
and illustrations to your publications. Images such as these, saved as graphic files, are
referred to as pictures. Like clip art, pictures can be used to make your publications more
attractive and visually interesting. However, pictures can also convey information in a
way that words cannot. For example, you might display photographs of your company’s
products in a catalog or brochure.
920 Chapter 30 Create Visual Interest
After you insert a graphic into a publication, you can move and size it just as you can
any other object. When a graphic object is selected, Publisher displays the Picture Tools
Format contextual tab on the ribbon. You can use the commands on this tab to modify
the appearance of the selected graphic in various ways, including the following:
● Rotate the graphic to any angle.
● Crop away the parts of the graphic that you don’t want to show in the publication,
or crop the graphic into a shape. (The graphic itself is not altered—parts of it are
simply not shown.)
● Compress the image to minimize the file size.
● Adjust the brightness, contrast, and color of the image, and apply color variations
such as grayscale (shades of gray), sepia (to give the image an old-fashioned look),
and washout (muted shades of the original colors).
● Add a border, shadow, or preformatted frame effect.
● Make parts of the graphic transparent.
And if you decide you don’t like the changes you have made to a graphic, you can restore
the original image by clicking the Reset Picture button.
In this exercise, you’ll insert and modify a clip art image, and then insert and crop a
picture. Then you’ll decrease the file sizes of the two graphics by compressing them.
SET UP You need the Blank_start publication and BirthdayGirl image located in your
Chapter30 practice file folder, and an Internet connection, to complete this exercise.
Open the Blank_start publication, and save it as Graphics. Then follow the steps.
1. On the Insert tab, in the Illustrations group, click the Clip Art button.
Tip If you are designing the layout of a publication and know you will want to insert
some sort of graphic later, you can click Picture Placeholder to insert a graphic
placeholder.
The Clip Art task pane opens.
2. In the Search for box at the top of the Clip Art task pane, type birthday. Then
define the scope of your search, as follows:
❍ If All media file types doesn’t already appear in the Results should be
box, click the Results should be arrow and then, in the list, select the All
media types check box.
❍ If the Include Office.com content check box isn’t already selected,
select it.
biu_ClipArt
Working with Graphics 921
3. In the Clip Art task pane, click Go.
Thumbnails of clip art, photographs, movies, and sounds with the keyword
birthday appear in the task pane.
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You can locate specific images by searching for associated keywords.
Troubleshooting If you do not select the Include Office.com Content check box or
do not have an active Internet connection, your search might return zero results.
922 Chapter 30 Create Visual Interest
Icons indicate special properties of the images. For example, a yellow star icon in
the lower-right corner of a thumbnail indicates an animated image, and a globe
icon in the lower-left corner of a thumbnail indicates an image that is available
from the Microsoft Office Online Web site rather than from the clip art collection
stored locally on your computer.
4. In the Clip Art task pane, point to the first image.
A vertical button appears on the right side of the image, and a ScreenTip displays
information about the image.
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Pointing to an image displays the beginning of the list of keywords
associated with the image, its dimensions and file size, and its format.
Tip The file size of a publication that contains graphics can become quite large. You
can shrink the size of a graphic file (without affecting the displayed graphic) by using
the Compress Pictures feature. Depending on the resolution setting, you might lose
some visual quality when you compress a picture. You choose the resolution you want
for the pictures based on where or how the presentation will be viewed—for example,
on the Web or printed. You can also set other options, such as deleting cropped areas of
a picture, to achieve the best balance between quality and file size. This is especially
important when you intend to distribute a publication electronically, because the file
size affects how long it takes to transmit or download.
5. Click the button that appears on the right side of the active image.
A menu of actions you can take with the image appears.
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Copying an image to a clip art collection stores a copy of the image on your computer.
6. On the menu, click Edit Keywords.
The Keywords dialog box opens. From this dialog box, you can display the keywords
for all the clip art images currently returned by your search. The number of images is
shown above the Preview box.
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Searching for any of the words in the Keywords For Current Clip list will locate this image.
924 Chapter 30 Create Visual Interest
7. Below the Preview box, click the Next button several times to display other
images and their keywords. Then click Cancel.
Troubleshooting The Add, Modify, and Delete buttons are active only when viewing
the keywords for an image that is stored in your collection.
8. In the Clip Art task pane, enter birthday cake in the Search for box. Click the
Results should be arrow, clear the All media types check box, and select
the Illustrations check box. Then click Go.
The clip art shown in the task pane changes to display only drawings.
9. Scroll down the list, locate an image of a birthday cake that you like, and click
the image.
The image appears on the page, and the Picture Tools Format tab appears on the
ribbon.
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You can edit image aspects, such as the style and shadow effects, from this tab.
10. On the Picture Tools Format tab, in the lower-right corner of the Picture Styles
gallery, click the More button.
The Picture Styles gallery expands to display all the style options.
biu_More
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After applying a picture style, you can modify it.
11. Point to each of the thumbnails in the Picture Styles gallery to preview the effect
of applying that style to the clip art image.
Tip If necessary, move the image down on the page so you can see the effect when
previewing the styles.
12. In the Picture Styles gallery, click Picture Style 24 (the last style in the gallery).
A shaped, thick black frame appears around the image. Areas of the image that
don’t fit within the frame are not visible.
13. In the Picture Styles group, click the Picture Border arrow (not the button) and
then, on the menu below the color galleries, click Sample Line Color.
The cursor changes from an arrow to an eyedropper.
14. With the eyedropper, click a color in the birthday cake clip art image you chose.
The color of the shaped frame changes to the color you clicked, and the cursor
shape changes back to an arrow.
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15. On the Picture Border menu, click Dashes, and then on the Dashes submenu,
click Round Dot (the first dotted option).
The shaped frame changes to a dotted frame.
16. In the Arrange group, click the Align button.
Because no other objects are selected, only one alignment option is available.
17. In the Align list, click Relative to Margin Guides. Then click the Align button again.
All the alignment options are now available.
18. In the Align list, click Align Top. Then in the Align list, click Align Left. Then click
a blank part of the page to release the selection.
The modified clip art graphic is now located in the upper-left corner of the printable
area of the page.
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You can modify many aspects of a basic clip art image.
19. Experiment with other settings on the Picture Tools Format tab, and then close
the Clip Art task pane.
20. On the Insert tab, in the Illustrations group, click the Picture button.
The Insert Picture dialog box opens, displaying the contents of your Pictures
library.
Troubleshooting If you don’t release the selection before clicking the Picture button,
the picture will replace the clip art image.
21. Navigate to your Chapter30 practice file folder, and double-click the BirthdayGirl
photo.
The photo is inserted on the page, and the Picture Tools Format tab appears on the
ribbon. The photo occupies nearly the entire page.
22. On the Picture Tools Format tab, click the Size dialog box launcher.
The Format Picture dialog box opens, displaying the Size page.
biu_Align
biu_Picture
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The Size page of the Format Picture dialog box displays the current size
and scale of the selected object.
23. In the Scale section of the Size page, ensure that the Lock aspect ratio check
box is selected. Then change the Height to 50, and press Tab.
Because the aspect ratio is locked, the Width setting also changes to 50%.
24. In the Format Picture dialog box, click OK.
The photograph is resized to half its original height and width.
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The position of the upper-left corner of the photo remains constant when you rescale it.
928 Chapter 30 Create Visual Interest
25. In the Arrange group, click the Align button, and then click Distribute
Horizontally.
The photo moves to the horizontal center of the page.
26. In the Picture Styles group, click the Picture Shape button.
The Picture Shapes gallery expands.
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You can form a photo or other image into any shape in the gallery.
27. In the Basic Shapes section of the Picture Shapes gallery, click Heart (the fourth
icon from the right end of the second row).
The photo is shaded, and crop handles appear on its sides and corners. A clear
area in the center of the photo indicates the area that will be visible when you
apply the shape.
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While the crop handles are visible, you can move the photo within
the shape or change the dimensions of the shape.
28. Click a blank area of the page, and then point to the photo.
The photo appears to be cropped in the shape of a heart. Pointing to the cropped
photo displays the outline of the original photo.
29. Drag the heart-shaped photo to overlap the birthday cake.
Although the original photo still exists, the parts that have been cropped away are
not at all visible, and do not impede your view of the clip art image.
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When the sizing handles are visible, you can resize the image but
not change the relationship of the picture to the crop frame.
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30. With the photo still selected, click the Compress Pictures button in the Adjust
group on the Picture Tools Format tab.
The Compress Pictures dialog box opens.
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You can compress a single image or all images in the publication.
Notice the current size of the image files and the estimated size after compression
using the default settings.
Important Unless you select the Apply To Selected Pictures Only check box, Publisher
will compress all the pictures in the publication, not only the selected picture.
31. In the Target Output section of the dialog box, click Web.
The estimated size after compression changes to a much smaller size. The resolution
necessary for displaying graphics on the Web is much lower than the resolution for
printing.
32. In the Compress Pictures dialog box, click Compress. Then in the Microsoft
Publisher dialog box that opens, click Yes to apply picture optimization.
Publisher compresses the images and deletes the cropped parts of the photo. If
you were to save the file now, the compressed pictures would result in a smaller
file size.
CLEAN UP Save and close the Graphics publication without exiting Publisher.
biu_Compress
Pictures
Working with Shapes 931
Working with Shapes
Publisher provides tools for creating several types of shapes, including lines, arrows,
ovals, rectangles, stars, banners, and many more. With a little imagination, you will
discover countless ways to create drawings by combining shapes.
When you create a shape in Publisher, you drag the pointer across the page to define
the size of the shape. After you draw the shape, it is surrounded by a set of handles,
indicating that it is selected. (You can select a shape at any time by simply clicking it.)
When a shape is selected, the Drawing Tools Format contextual tab appears on the
ribbon. Using the commands on this tab, you can change an existing shape, add text
to the shape, apply a preformatted visual style, fill the shape with color, give the shape
a three-dimensional appearance, and apply other formatting options.
You can easily insert text within a shape. Simply select the shape by clicking it, and then
start typing. Publisher treats the text area of the shape as a text box. (A separate text box
is not created.) You can then format the text by selecting it and using the commands in
the Font group of the Text Box Tools Format contextual tab that appears.
Manipulating Shapes
You move and copy shapes just as you do other page elements. To move a shape from
one location to another on the same page, you simply point to the shape, and when
the pointer becomes a four-headed arrow, drag the shape to its new location, using the
coordinates shown on the status bar to position it precisely. (You can create a copy of a
selected shape by dragging it while holding down the Ctrl key.) You can also reposition
a shape by changing settings on the Layout page of the Format AutoShape dialog box.
Keyboard Shortcut Hold down the Shift key while moving a shape to restrict the position
change to a horizontal or vertical movement.
The handles around a selected shape serve the same sizing and rotating purposes as
those around any other object. You can use the dimensions shown on the status bar to
adjust the size precisely, or you can set the size of the shape in the Size group on the
Drawing Tools Format tab or on the Size page of the Format AutoShape dialog box.
You can rotate it by using the Rotate Or Flip command on the Arrange menu.
After drawing a shape, you can fill it with color, change the color and width of the border,
or apply a Shape Style by using the commands in the Shape Styles group on the Drawing
Tools Format tab.
932 Chapter 30 Create Visual Interest
Tip Having made changes to one shape, you can easily apply the same attributes to another
shape by clicking the shape that has the desired attributes, clicking the Format Painter button
in the Clipboard group on the Home tab, and then clicking the shape to which you want to
copy the attributes. If you want to automatically apply the attributes of a shape to all future
shapes in the same publication, right-click the shape, click Format AutoShape, and on the
Colors And Lines page of the Format AutoShape dialog box, select the Apply Settings To
New AutoShapes check box.
Connecting and Grouping Shapes
To show a relationship between two shapes, you can connect them with a line by joining
special handles called connection points. Moving a connected shape also moves the line,
maintaining the relationship between the connected shapes.
When you create a drawing composed of multiple shapes, you can group them so that
you can edit, copy, and move them as a unit. While shapes are grouped, you can still
change some of the attributes of an individual shape within the group by selecting only
that shape. You can ungroup the grouped shapes at any time and regroup them after
making changes.
In this exercise, you’ll draw several shapes of the same color. Then you’ll connect two
shapes and format the connection line. Finally, you’ll group the shapes.
SET UP You need the Blank_start publication located in your Chapter30 practice
file folder to complete this exercise. Open the Blank_start publication, and save it
as Shapes. Then follow the steps.
1. On the Insert tab, in the Illustrations group, click the Shapes button.
The Shapes gallery expands.
G31OP36
You can insert any shape from the gallery into your publication
and modify it by applying styles and inserting text.
biu_Shapes
Working with Shapes 933
Keyboard Shortcut To draw a circle or square, click the Oval or Rectangle shape, and
hold down the Shift key while you drag.
2. In the Basic Shapes section of the Shapes gallery, click Isosceles Triangle (the
eighth shape in the first row).
3. Move the pointer over the page, and starting about 1 inch below the top margin
guide, drag to draw a triangle about 1 inch tall and 0.5 inch wide.
Tip Use the rulers to determine the location of the pointer and size of the shape.
4. On the Drawing Tools Format contextual menu that appears, in the Arrange
group, click the Rotate button and then, on the menu that appears, click Flip
Vertical.
The triangle is now upside down.
G31OP37
You can resize the shape by dragging the light-blue shape handles, rotate it by dragging the
green rotation handle, or change its angle by dragging the yellow angle handle.
5. Click the Shape Styles dialog box launcher.
The Format AutoShape dialog box opens, displaying the Colors And Lines page.
biu_Rotate
biu_DialogBox
Launcher
934 Chapter 30 Create Visual Interest
G31OP38
You can more precisely format a shape from the Format AutoShape dialog box.
6. In the Fill section of the Colors and Lines page, click the Color arrow and then, in
the Standard Colors palette, click the Orange square.
7. At the bottom of the Colors and Lines page, select the Apply settings to new
AutoShapes check box. Then click OK.
8. On the Drawing Tools Format tab, in the Insert Shapes gallery, click the Oval
icon. Then hold down the Shift key, and drag to draw a circle above the triangle
with a diameter slightly smaller than the triangle’s side.
When you release the mouse button, Publisher fills the circle with the orange color
you specified for all shapes in this publication.
Working with Shapes 935
G31OP39
All shapes you draw in this publication will have the same fill color.
Tip If you click a shape icon in the Insert Shapes gallery and then change your mind,
you can release the shape by pressing the Esc key.
9. In the Insert Shapes gallery, click the Oval icon. Then drag to draw an oval about
1.5 inches wide to the right of the circle.
10. In the lower-right corner of the Insert Shapes gallery, click the More button.
The full Insert Shapes gallery expands.
11. In the Lines section, click Curved Connector (the seventh shape in the row).
12. Point to the triangle.
Because you have selected a connector, blue dots appear at the ends and midpoints
of each line of the triangle.
biu_More
936 Chapter 30 Create Visual Interest
G31OP40
When drawing a connection, the pointer shape changes from an arrow to a crosshair.
13. Drag to draw a line from the connection point at the upper-right corner of the
triangle to the connection point at the bottom of the oval.
Publisher joins the two shapes with a curved connecting line. Red handles appear
at each end of the line, indicating that the shapes are connected.
G31OP41
When a curved line is long enough to support it, a yellow diamond-shaped handle in the
center of the line provides a means to adjust its curve.
Working with Shapes 937
14. With the line selected, click the Shape Outline arrow (not the button) in the
Shape Styles group on the Drawing Tools Format tab.
15. On the Shape Outline menu, click Weight.
The Weight submenu displays examples of various line weights, or thicknesses.
G31OP42
The Shape Outline menu and line weight options.
16. On the Weight submenu, click 6 pt. Then on the Shape Outline menu, in the
Standard Colors palette, click the Orange square.
The color and weight of the curved connector changes.
17. Drag the oval shape to the left, close to the circle.
Publisher adjusts the length and curve of the connecting line.
18. Select the four shapes by holding down the Shift key as you click each one in turn.
Notice that each shape has its own set of handles.
biu_Shape
OutlineArrow
938 Chapter 30 Create Visual Interest
G31OP43
Select the individual shapes you want to group.
19. In the Arrange group, click the Group button.
Publisher groups the shapes together with only one set of handles around the
edge of the entire group.
G31OP44
When grouped objects are selected, the Ungroup Objects button is active.
biu_Group
Working with Shapes 939
20. Point to any shape in the group, and when the pointer changes to a four-headed
arrow, drag the grouped object to the upper-left corner of the page until the
Object Position on the status bar is 1.00, 1.00 in.
Tip If you have difficulty positioning the shape by dragging, you can set the position
on the Layout tab of the Format AutoShape dialog box.
The entire group moves.
21. Drag the lower-right handle of the group up and to the left until the Object Size
shown on the toolbar is 1.50 x 1.00 in.
Tip If you have difficulty resizing the shape by dragging, you can set the position on
the Size tab of the Format AutoShape dialog box or in the Size group on the Drawing
Tools Format tab.
22. Click a blank area of the page to see the results.
G31OP45
By combining shapes, you’ve created a cartoon waiter.
23. On the Insert tab, in the Basic Shapes section of the Shapes gallery, click
Trapezoid (the fourth shape in the first row).
24. Draw a small “cup” on top of the oval “tray.” Then hold down the Shift key, click
any of the other shapes, and click the Group button in the Arrange group.
Publisher adds the cup shape to the group.
940 Chapter 30 Create Visual Interest
G31OP46
To remove an individual shape from a group, click the Ungroup button, select all the shapes
other than the one you want to remove, and then click the Group button.
CLEAN UP Save and close the Shapes publication without exiting Publisher.
Working with Ready-Made Visual Elements
Publisher excels at helping you create visually exciting publications. One of the ways
it provides assistance is by offering hundreds of ready-made visual elements, called
building blocks, that you can insert in a publication with a couple of clicks.
To simplify the use of these visual elements, Publisher 2010 organizes them in categories
in the Building Block Library. Many of the elements have a common design and color
scheme to give your publications a consistent look. When you are more familiar with
color schemes and themes, you will be able to customize the colors of these elements,
but for now, we will show you how to use the default building blocks to add professional
touches to your publications.
See Also For information about applying a different color scheme and using custom colors, see
“Creating Folded Cards” in Chapter 31, “Create Colorful Cards and Calendars.”
You cannot add a customized element to the Building Block Library, even if you originally
inserted it in your publication from that gallery. If you want to reuse a customized building
block, or any other object, you can copy and paste it between publications.
Working with Ready-Made Visual Elements 941
In this exercise, you’ll insert ready-made elements from three categories of the Building
Block Library into a publication.
SET UP You need the Blank_start publication located in your Chapter30 practice
file folder to complete this exercise. Open the Blank_start publication, and save it
as Design. Then follow the steps.
1. On the Insert tab, in the Building Blocks group, click the Borders & Accents
button.
The Borders & Accents gallery expands, displaying some of the available preformatted
border options.
G31OP47
Only some of the available borders are shown in the gallery.
942 Chapter 30 Create Visual Interest
2. Below the Borders & Accents gallery, click More Borders and Accents.
The Building Block Library dialog box opens, displaying the Borders & Accents
page.
G31OP48
The border and accent options are divided into groups: Bars, Boxes, Emphasis, Frames, Lines,
and Patterns. Options that are available from the Microsoft Office Online site are shown at
the top of the page.
Tip The available borders and accents all depict a red, white, blue, and black color
scheme, but you can change the colors after you insert the object.
3. Scroll down the Borders & Accents page. In the Frames section, click the
Stacked Corners thumbnail. Then in the Building Block Library dialog box,
click Insert.
The Building Block Library dialog box closes and Publisher inserts an asymmetrical
border around the perimeter of the page.
Working with Ready-Made Visual Elements 943
G31OP49
Unlike other objects you insert, the border was not inserted in the center of the page.
4. With the border selected, press the Right Arrow and Down Arrow keys repeatedly
until the border is approximately centered within the blue margin guides.
The border consists of sets of overlapping rectangles. You can move the entire
border because all of its components are grouped to form one object that can be
treated as a single unit.
See Also For information about grouping objects, see “Connecting and Grouping
Shapes,” earlier in this chapter.
944 Chapter 30 Create Visual Interest
5. Repeat steps 1 and 2 to redisplay the Borders & Accents page of the Building
Block Library dialog box. In the Bars section, double-click Awning Stripes.
Publisher inserts the bar in the center of the page. The Awning Stripes bar consists
of a series of blue and white rectangles.
6. With the bar selected, drag one of its left corner handles to the left until a pink line
indicates that the left edge of the bar is at the left page margin. Then repeat this
step to extend the right edge of the bar to the right page margin.
The number of rectangles in the bar increases to fill the designated space.
G31OP50
The bar graphic overlaps the border graphic, hiding the border.
Working with Ready-Made Visual Elements 945
7. Select the bar graphic. On the Drawing Tools Format tab, in the Arrange group,
click the Send Backward button (not its arrow).
Tip You can send an object backward one layer at a time, or send it directly to the back
of the stack by clicking the Send Backward arrow and then clicking Send To Back.
The bar graphic moves behind the border graphic, so the entire border is visible.
8. On the Insert tab, in the Building Blocks group, click the Advertisements button.
The Advertisements gallery expands, displaying some of the available black-andwhite advertisement elements.
G31OP51
Only some of the available advertisements are shown in the gallery.
biu_SendBackward
946 Chapter 30 Create Visual Interest
9. Below the Advertisements gallery, click More Advertisements.
The Building Block Library dialog box opens, displaying the Advertisements page.
G31OP52
The advertisement options are divided into groups: Advertisements, Attention Getters, and
Coupons. Options that are available from the Microsoft Office Online site are shown at the
top of the page.
Tip You can switch between pages of the Building Block Library dialog box by clicking
Home at the top of the dialog box and then clicking the category of building blocks you
want to display: Advertisements, Borders & Accents, Business Information, Calendars,
Page Parts, or More Categories.
10. Scroll down the Advertisements page. In the Coupon section, click the Tilted
Box thumbnail.
The right pane displays a preview of the selected coupon and additional options.
11. In the Border list, click Cutout dots. Then click Insert.
The Building Block Library dialog box closes and Publisher inserts the coupon in the
center of the page.
12. Drag the coupon to the area below the border row you inserted earlier. Then drag
the corner handles to enlarge the coupon until it fills the available space.
By inserting the three ready-made objects from the Building Block Library, you
have created a basic flyer.
Key Points 947
G31OP54
You can customize the color and appearance of the placeholder text
and graphic elements as you want.
CLEAN UP Save and close the Design publication.
Key Points
● Creating and manipulating visual elements is a basic Publisher skill that you will
use when working in most publications.
● You can reposition most elements by dragging them, and you can resize elements
by dragging their sizing handles.
● You can group elements together to manipulate them as a single unit.
● Before you spend time creating graphics, check for publicly available clip art and
ready-made Building Block Library elements.
Chapter at a Glance
Create folded cards,
page 950
Create postcards,
page 963
Create calendars,
page 974
949
31 Create Colorful
Cards and
Calendars
In this chapter, you will learn how to
✔ Create folded cards.
✔ Create postcards.
✔ Create calendars.
Cards and calendars can be among the easiest publications to produce. Microsoft
Publisher 2010 provides dozens of attractive templates from which you can create and
personalize these items, perhaps to send to friends or clients. However, if you intend to
distribute a lot of them, you might need to do some advance planning. Several of the
decisions you need to make before creating cards and calendars for large-scale distribution revolve around the cost, in time and money, of printing the final product.
In this chapter, we discuss issues such as layout, color, paper, printing, and mailing, while
showing you how to produce a folded card, a postcard, and three types of calendars.
You also learn how to save time when creating a multipage publication by applying
formatting to the underlying master page.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter31 practice file folder. A complete list of practice
files is provided in “Using the Practice Files” at the beginning of this book.
950 Chapter 31 Create Colorful Cards and Calendars
Creating Folded Cards
The cards that you buy in a store are usually folded publications with text and graphic
elements on all sides. You can print cards that you create in Publisher on both sides of the
paper, or you can simulate this effect by printing the content on one side of the paper and
then folding it in four. Publisher 2010 comes with many templates for two types of folded
cards: Greeting Cards and Invitation Cards. In addition, five tent-fold templates are available in the Postcards category (along with dozens of flat card templates).
Tip Publisher 2010 includes templates that are specifically designed for pre-cut folded card
stock from paper manufacturers such as Avery. You can purchase card stock and then, from
the bottom of the Greeting Card, Invitation Card, or Postcard page of the Available Templates
window, select the card stock by its model number.
Choosing a Design or Layout
After you choose a publication type on the New page of the Backstage view, thumbnails
for two kinds of templates appear in the center pane:
● Design templates Templates such as the Thank You type of greeting card or the
Party type of invitation card are based on classic Publisher designs, such as Accent
Box, Capsules, or Quadrant. When you click one of these templates, the Page Size
and Layout settings under Options in the right pane are unavailable, so you cannot
change the design.
● Layout templates Templates such as the Birth Announcement type of greeting card
or the Birthday Party type of invitation card are based on a layout, such as Frames,
Portal, or Radius. When you click one of these templates, the Page Size and Layout
settings under Options in the right pane are available, so you can change them.
The Page Size option determines whether your publication will occupy a quarter page or
a half page, with the fold on the top or on the side. The Layout option determines which
page layout will be applied to the card. You can change the page size and customize the
layout after you create the card, but with so many options to choose from, you can save
time by choosing the template that is closest to the effect you want.
If you click a layout template and then change the Page Size option, most of the layout
thumbnails in the center pane change to reflect the size you selected. If you change the
Layout option, most of the thumbnails change to reflect the layout you selected. In this
way, you can get a good idea of the range of possibilities. (A few layout templates are
fixed and don’t change when you select a different option.)
Creating Folded Cards 951
Tip Each time you choose a template category from the New page of the Backstage
view, it displays the template thumbnails with the default settings. You can experiment
with changes to the color scheme, font scheme, page size, and layout until you find the
combination you want.
Every publication, even a blank one, has a color scheme, a font scheme, and a set of
information associated with it. You can change these options after you create a publication, but you can save time by specifying all three at the time of creation.
Changing the Color Scheme
A color scheme consists of eight complementary colors designed to be used for the
following elements of a publication:
● The Main color is for the text.
● The Accent 1 through Accent 5 colors are for objects other than text.
● The Hyperlink color is for indicating hyperlinks that have not been clicked.
● The Followed Hyperlink color is for indicating visited hyperlinks.
Understanding color schemes can help you create professional-looking publications
that use an appropriate balance of color. You are not limited to using the colors in a
publication's color scheme, nor are you limited to using the color schemes that come
with Publisher, but because they have been selected by professional designers based
on good design principles, using them ensures that your publications will be pleasing
to the eye.
The Color Scheme list in the Customize pane that appears when you select a publication
type displays four of the eight colors in each scheme—Accent 1 through Accent 4—to
give you an idea of the feeling evoked by that combination of colors. (By default, the
Main text color is always black.) When you select a color scheme in the Customize pane,
all the thumbnails in the center pane change to reflect that color scheme.
After you create a publication, you can switch to a different color scheme by clicking a
color scheme in the Schemes gallery on the Page Design tab.
Tip If the default color schemes don’t meet your needs, you can create your own by selecting
a starting color scheme (preferably one that is close to what you want), clicking Create New
Color Scheme at the bottom of the Schemes gallery, and then choosing colors in the Create
New Color Scheme dialog box. After you save the scheme with a name of your choosing, it
appears in the Schemes gallery, and you can apply it to any publication in the usual way.
952 Chapter 31 Create Colorful Cards and Calendars
Using Non–Color-Scheme Colors
Although working with the eight colors of a harmonious color scheme simplifies the
process of designing a publication, you might want to use a larger palette of colors.
You can add colors that are not part of the color scheme by selecting the element
whose color you want to change and then choosing from the almost infinite spectrum
of colors available from the Colors dialog box.
After you use a non–color-scheme color in a publication, it becomes available on all
the palettes that appear when you click buttons that apply color—for example, the
Font Color button. The color remains on the palettes associated with the publication—
even if you stop using the color or change the color scheme applied to the publication.
Choosing Text
Most publications that you create based on Publisher templates include placeholders for
text. The placeholder text might be suggested wording or simply indicate the type of
information to insert in that text box. When you create an invitation, Publisher suggests
text that is appropriate to the invitation template you choose. You can change the text
to your own words, or choose from suggested verses (divided into categories, including
business, personal, and holiday occasions) designed to adorn the cover and interior of a
folded card.
In this exercise, you’ll create a folded card based on a layout template. You’ll change
the color scheme before and after you create the publication, change the verse, apply
different colors, and change the stacking order of elements on the page.
SET UP You don’t need any practice files to complete this exercise. Display the New
page of the Backstage view, and select Installed Templates in the Available Templates
list. Then follow the steps.
1. In the More Templates section of the Available Templates page, click Invitation
Cards. Then scroll the center pane to see the range of invitation card templates
that are available.
2. In the Party category of the Invitation Cards page, click (don’t double-click) the
All Party folder.
Publisher displays the 72 invitation card templates that are installed with the
program. The templates are divided into five categories: Party, Theme Party,
Holiday Party, Birthday Party, and Housewarming.
3. In the Party category, click the Blends thumbnail.
Creating Folded Cards 953
In the Customize pane, the Page Size and Layout options are unavailable (dimmed),
indicating that this is a design template rather than a layout template.
G32OP01
In the Customize pane, you can also choose a color scheme and a font scheme.
4. Scroll down the Invitation Cards page. In the Theme Party category, click the
Dinner Party 2 thumbnail.
In the Customize pane, the Page Size and Layout options become available, indicating
that this is a layout template rather than a design template.
5. In the Options section of the Customize pane, click the Page size arrow and
then, in the Page size list, click Quarter-sheet top fold. Then click the Layout
arrow, scroll to the top of the Layout list, and click Juxtaposition.
The preview thumbnail at the top of the Customize pane and the Theme Party
category thumbnails change as you select each option.
954 Chapter 31 Create Colorful Cards and Calendars
6. Scroll up and down the Invitation Cards page.
Publisher has applied your choices to the thumbnails of all templates that do not
have a fixed layout.
G32OP03
Horizontally oriented thumbnails represent layout templates that do not have a fixed layout.
7. In the Customize pane, click the Color scheme arrow, and then scroll down the
Color scheme list, noting all the different options.
8. In the Color scheme list, click Oriel, and then scroll up and down the Invitation
Cards page.
Publisher has applied the Oriel color scheme to all the templates.
Creating Folded Cards 955
9. In the Party category, double-click the Blocks thumbnail.
Publisher creates an invitation card divided into four pages (the front of the card,
the inside spread, and the back of the card). The publication reflects the Oriel color
scheme you selected, but because Blocks is a design template, the publication is a
half-sheet side-fold card instead of the quarter-sheet top-fold orientation that you
selected in step 5.
Tip Although you cannot change the orientation and size of this design template from
the Customize pane of the New page, you can change them after you create the card
by setting the Orientation and Size from the Page Setup group on the Page Design tab.
Be aware however, that the layout of this design is tailored specifically to a vertical halfpage card. If you change the orientation or size, you will need to manually adjust the
layout to fit your selection.
G32OP04
If you have already saved text in an information set as we did in Chapter 29, “Get Started
with Publisher 2010,” your organization name appears on page 1 above the invitation text,
and on page 4.
Troubleshooting The appearance of buttons and groups on the ribbon changes depending
on the width of the program window. For information about changing the appearance of
the ribbon to match our screen images, see “Modifying the Display of the Ribbon” at the
beginning of this book.
956 Chapter 31 Create Colorful Cards and Calendars
Troubleshooting The information set does not automatically replace the placeholder
text in templates that you download from Microsoft Office Online. To replace or update a
placeholder with text or a logo saved in an information set, point to the placeholder, click
the action button that appears, and then click Update From Business Information Set.
See Also For information about information sets, see “Storing Personal and Company
Information” in Chapter 29, “Get Started with Publisher 2010.”
10. In the Page Navigation pane, click the Page 2 and Page 3 thumbnail to display
the interior spread.
11. On the Page Design tab, in the Template group, click the Options button.
The Suggested Verse dialog box opens.
G32OP05
Publisher includes suggested greeting card verses in 23 categories.
12. Click the Category arrow, and scroll up and down the Category list to see the
available categories of greeting card text categories. Click any category to see the
messages associated with that category. Then, in the Category list, click General
Party.
13. In the Available messages list, click We’ve worked hard.
Publisher displays the message text that will appear on the front page of the card
in the First Message Part pane, and the text that will appear inside the card in the
Second Message Part pane.
biu_Options
Creating Folded Cards 957
14. In the Suggested Verse dialog box, click OK.
The text on pages 1 and 3 change to reflect your choice.
G32OP06
You can customize the messages and the other text on the card to suit your needs.
15. In the Page Navigation pane, click the Page 4 thumbnail.
If you completed the exercise at the end of “Storing Personal and Company
Information” in Chapter 29, “Get Started with Publisher 2010,” the information
you stored in your information set is displayed on this page, which is the back
for the card.
16. On the Page Design tab, in the Schemes gallery, click various color schemes and
observe their effect on the card.
Notice that the first color in each scheme (Accent 1) is always assigned to the
vertical block at the right edge of the card, the second color (Accent 2) is
assigned to the middle block, and the fourth color (Accent 4) is assigned to
the left block.
958 Chapter 31 Create Colorful Cards and Calendars
17. In the Schemes group, click the More button in the lower-right corner of the
Schemes gallery.
The Schemes gallery expands to display all the available color schemes. The
Built-In section includes 21 color schemes, and the Built-In (Classic) section
includes an additional 71 color schemes.
G32OP07
With nearly 100 built-in color schemes to choose from, it’s likely that one will fit your needs.
18. In the Built-In (classic) section of the Schemes gallery, click Desert.
Publisher applies the selected color scheme to the publication.
biu_More
Creating Folded Cards 959
G32OP08
The color scheme coordinates with the company logo that is saved as part of the
information set.
19. Display the inside page spread. In the black rectangle, click Now, let’s party! Then,
if necessary, press Ctrl+A to select the entire sentence.
The Drawing Tools Format contextual tab and the Text Box Tools Format contextual
tab appear on the ribbon.
20. On the Text Box Tools Format tab, in the Font group, click the Font Color arrow
and then, on the Font Color menu, click More Colors.
The Colors dialog box opens, displaying the Standard page.
21. In the Colors spectrum, click the brown hexagon that is one to the right of the
lower-left corner of the spectrum.
biu_FontColorArrow
960 Chapter 31 Create Colorful Cards and Calendars
In the lower-right corner of the dialog box, you can compare your selection to the
current font color.
G32OP09
With color ranges grouped together, it’s easy to choose one
shade lighter or darker in the same color family.
22. In the Colors dialog box, click OK.
The color of the selected text changes.
23. With the text still selected, on the Home tab, in the Clipboard group, click the
Format Painter button once.
Tip Format Painter is a nifty tool that you can use to copy multiple formatting characteristics from one element to another. To copy formatting to only one element, click
the Format Painter button once. To copy formatting to multiple elements, doubleclick the Format Painter button. The feature will then remain active until you either
press the Esc key or click the Format Painter button again.
24. In the yellow rectangle, click anywhere in the phrase INVITATION TITLE.
The text changes to the same font, color, and size as the text in the right square.
biu_FormatPainter
Creating Folded Cards 961
25. In the Font group, click the Decrease Font Size button three times, and then click
a blank area of the publication to see the results.
26. In the center of the page spread, click the left edge of the yellow rectangle that
contains the invitation details.
Publisher selects the grouped objects on the page spread.
27. Click the left edge of the yellow rectangle a second time.
Publisher selects only the large square, as indicated by the gray handles.
G32OP10
You can now make changes to the Invitation Title box.
See Also For information about grouped objects, see “Working with Shapes” in
Chapter 30, “Create Visual Interest.”
28. On the Drawing Tools Format tab, in the Shape Styles group, click the Shape
Outline arrow.
The brown color you applied in step 22 from the Colors dialog box appears in the
Recent Colors section of the Shape Outline menu.
biu_DecreaseFont
biu_Shape
OutlineArrow
962 Chapter 31 Create Colorful Cards and Calendars
G32OP11
The selected non–color-scheme color is available
for use with all color formatting tools.
29. In the Recent Colors section of the Shape Outline menu, click the brown square.
A brown outline appears around the yellow rectangle.
30. On page 3, click an area of the gray square that is outside of the black square to
select the gray square.
31. In the Shape Styles group, click the Shape Fill arrow and then, in the Scheme
Colors gallery on the Shape Fill menu, click the Accent 3, Darker 25% square
(the second square from the bottom of the fourth column).
Tip Pointing to a color displays the purpose and the name or value of the color in a
ScreenTip.
The gray square changes to a light green square.
32. On the Drawing Tools Format tab, in the Arrange group, click the Ungroup
button.
The grouped objects on the page ungroup and become individually selected.
33. Click a blank area of the page to clear the selections, and then click an area of the
green square that is outside of the black square to select it.
34. In the Arrange group, click the Bring Forward button.
The green square overlaps the yellow rectangle.
biu_ShapeFillArrrow
biu_Ungroup
biu_BringForward
Creating Postcards 963
G32OP12
The text is now easier to read because it all appears on one background.
35. Use what you have learned about color to enhance the card in various ways. You
might also want to use the skills you learned in Chapter 30, “Create Visual Interest,”
to create eye appeal by adding graphic elements.
CLEAN UP Save the publication in your Chapter31 practice file folder as Invitation,
and then close it without exiting Publisher.
Creating Postcards
Postcards provide a simple format to send information to customers, club members,
family, or friends. Publisher comes with many templates for two-sided postcards. Most
are designed to occupy a quarter page, but a few have quarter-page or half-page
options. All have a primary side named Side 1 and a secondary side named Side 2.
Most of the layout options for Side 2 include space for an address and postage.
Using Mail Merge
If you communicate with customers or members of an organization by means of postcards and other marketing pieces that are sent to everyone on a mailing list, you might
want to use a process called mail merge. This process combines the static information
964 Chapter 31 Create Colorful Cards and Calendars
you enter in a publication with the variable information in a data source (a mailing list
or any other type of database) to create one copy of the merged publication for every
record in the data source.
The data source is a structured document, such as a Microsoft Word table, a Microsoft
Excel worksheet, a Microsoft Access database table, or a Microsoft Outlook contact list.
You can use an existing data source, or you can create a new one as part of the mail
merge process.
To tell Publisher what information to pull from the data source and where to put it,
you insert data fields into the publication. These fields correspond to the field names
(usually column headings) in the data source. For example, the address area of a postcard usually contains an address block consisting of fields for the name and address of
each recipient. After you enter the data fields in the publication, each field is enclosed
in chevrons—for example, «FirstName».
After you specify the data source you want to use and insert the appropriate data fields
into the publication, you can either send the merged publications directly to the printer
or you can merge them one after the other into a new publication, as separate pages. If
you merge to a new publication, you have another chance to review and, if necessary,
edit the merged copies before sending them to the printer.
This might sound like a complicated process, but Publisher makes it simple with the Mail
Merge Wizard, a three-step wizard that leads you through the mail merge process from
start to finish.
Using Catalog Merge
Publisher offers several booklet-style catalog templates into which you can insert product
information. If this information is stored in an Excel workbook or an Access database, you
can use catalog merge to merge the product information into the catalog publication at
printing time.
Catalog merge works pretty much the same way as mail merge. You can link to an
existing data source or create a new one. When using an existing data source, you
can filter the information or exclude specific records. This means you can tailor each
printing of the catalog—for example, for a particular occasion or season.
If you frequently use catalogs as a marketing tool, it is worth taking the time to set up
your product or service information in a workbook or database so that you can maintain
it in one location and avoid having to retype it every time you need it. You might even
consider storing information such as team or membership lists this way so that you can
use Publisher and catalog merge to produce professional-looking rosters.
Creating Postcards 965
In this exercise, you’ll create a postcard, insert data fields based on an existing data source,
and then perform a mail merge operation to create copies with preprinted names and addresses, ready for mailing.
SET UP You need the DataSource workbook located in your Chapter31 practice file
folder to complete this exercise. Display the New page of the Backstage view, and
then follow the steps.
1. In the Most Popular section of the Available Templates page, click the Postcards
thumbnail and then, in the Marketing section of the Postcards page, click the All
Marketing folder.
2. Scroll down the All Marketing page to see the available templates.
Tip The templates display the color scheme you applied most recently. If you completed
the previous exercise, the templates display the Oriel color scheme.
The postcard templates are divided into 13 categories: Informational, Special
Offer, Sale, Event, Invitation, Holiday Party Invitation, Holiday Greeting, Holiday
Thank You, Thank You, We’ve Moved, Announcement, Reminder, and Tent Fold.
G32OP13
Publisher installs nearly 150 postcard templates.
3. In the We’ve Moved category, click the Compass Point thumbnail.
966 Chapter 31 Create Colorful Cards and Calendars
A preview of and options for the selected postcard appear in the Customize
pane.
4. In the Color scheme list, click Sapphire, and in the Side 2 information list,
click Promotional text. Then, at the bottom of the Customize pane, click
Create.
Publisher creates the postcard with the specified settings.
G32OP14
If you have already created an information set, the saved information appears on both sides
of the postcard.
See Also For information about creating information sets, see “Storing Personal and
Company Information” in Chapter 29, “Get Started with Publisher 2010.”
5. In the Page Navigation pane, click the Page 2 thumbnail.
6. Click the Mailings tab.
The Mail Merge button is active (yellow) because this publication contains mail
merge fields.
Creating Postcards 967
7. On the Mailings tab, in the Start group, click the Mail Merge arrow and then, in
the Mail Merge list, click Step by Step Mail Merge Wizard.
The Mail Merge task pane opens, displaying step 1 of the Mail Merge Wizard.
G32OP15
Step 1 requires that you create or connect to a recipient list.
8. With the Use an existing list option selected under Create recipient list, click
Next: Create or connect to a recipient list at the bottom of the task pane.
The Select Data Source dialog box opens, displaying the contents of a folder,
named QUERIES, that was created when you installed Microsoft Office 2010
Professional.
9. In the Select Data Source dialog box, navigate to your Chapter31 practice file
folder and double-click the DataSource workbook.
The Select Table dialog box opens.
biu_MailMergeArrow
968 Chapter 31 Create Colorful Cards and Calendars
G32OP16
The workbook contains only one data table.
10. In the Select Table dialog box, with the Clients$ sheet and the First row of data
contains column headers check box selected, click OK.
The Mail Merge Recipients dialog box opens.
G32OP17
The data table contains five records.
Creating Postcards 969
If you use mail merge often, you will want to explore this dialog box to see how
you can refine the mail merge process. For the purposes of this exercise, we will
use the default settings.
11. In the Mail Merge Recipients dialog box, click OK.
The Mail Merge task pane displays step 2 of the Mail Merge Wizard.
G32OP18
Step 2 requires that you prepare the publication.
12. On page 2 of the postcard, click the sentence that begins Type address here.
Publisher selects all the text in the address area.
13. Press the Delete key.
970 Chapter 31 Create Colorful Cards and Calendars
The address area of the postcard is now empty other than the end-of-line marker
(the placeholder character within a text frame or table cell, which is visible only
when hidden characters are displayed).
14. In the Mail Merge task pane, under More items, click Address block.
Tip You can also insert an address block by clicking the Address Block button in the
Write & Insert Fields group on the Mailings tab.
The Insert Address Block dialog box opens. From this dialog box, you can refine the
format of the fields that constitute the name and address.
G32OP19
The text in the Preview pane indicates that the fields in your recipient list match
those required for the address block.
15. In the Insert Address Block dialog box, above the Preview pane, click the Next
button.
The Preview pane displays information for the second recipient defined in the
recipient list you selected in step 1 of the wizard.
16. Notice the name and address options you can set. Then click the Previous button to
redisplay the first recipient, and in the Insert Address Block dialog box, click OK.
biu_MailMergeNext
biu_MailMerge
Previous
Creating Postcards 971
A field code that represents the address block appears in the address area of the
postcard.
G32OP20
Field codes that will be replaced in the merged publication by recipient information
are indicated by double chevrons.
17. Display page 1 of the postcard, and insert a text box below the We’ve Moved box
and to the right of the downward-pointing arrow.
See Also For information about inserting text boxes, see “Working with Text Boxes” in
Chapter 30, “Create Visual Interest.”
18. With the insertion point in the new text box, on the Mailings tab, in the Write &
Insert Fields group, click the Greeting Line button.
biu_GreetingLine
972 Chapter 31 Create Colorful Cards and Calendars
The Insert Greeting Line dialog box opens.
G32OP21
The text in the Preview pane indicates that the fields in your recipient
list match those required for the greeting line.
19. Under Greeting line format, click the arrow to the right of the first box, and
click (none). Then click the arrow to the right of the second box, scroll down the
list, and click Joshua.
20. In the Greeting line for invalid recipient names list, click (none). Then in
the Insert Greeting Line dialog box, click OK.
A field code that represents the greeting line appears in the text box.
21. On the Mailings tab, in the Preview Results group, click the Preview Results
button.
Publisher displays the greeting for the first recipient in the selected recipient list.
22. Click after the comma, press the Spacebar, and type don’t miss our Open House
on July 1! Then click away from the text box.
The postcard is now ready for merging.
biu_PreviewResults
Creating Postcards 973
23. At the bottom of the Mail Merge task pane, click Next: Create merged
publication.
Step 3 of the Mail Merge Wizard appears in the Mail Merge task pane.
G32OP22
Step 3 merges the selected recipient list and prepared publication.
24. In the task pane, click Merge to a new publication.
Publisher creates a new publication that includes two pages for each of the five
records in the selected recipients list.
25. Scroll through the publication pages to see the personalized postcards.
You can edit each copy as necessary in this publication before printing it. You can
also save the publication for future use.
CLEAN UP Close the merged publication without saving your changes. Then save
your postcard as Postcard, and close it without exiting Publisher.
974 Chapter 31 Create Colorful Cards and Calendars
Creating Calendars
Although various technologies are now available to track appointments and schedules
electronically, many people still prefer to use printed calendars to keep them organized
and on time. Calendars can be an excellent promotional item because they keep your
information in front of the recipient for the entire calendar period. You can include information about promotions and events, or if you create a calendar for friends and family
members, you can include information about personal events such as birthdays. You can
use Publisher to create a calendar for a single month, for a range of months, or for an
entire year. Various designs are available in full-page or wallet sizes, or you can build a
custom-sized calendar from a blank publication.
After you choose a calendar template from the New page of the Backstage view, you
can specify whether each calendar page displays a month or a year, and which months
or years the calendar includes. (If you don’t select a year, Publisher creates a calendar
for the current year.) Publisher creates a calendar consisting of one page specific to each
month or year in the selected range. For example, setting a starting month of January
and an ending month of June of the same year produces a six-page publication. You
can also add a Schedule Of Events section, which is a text box next to the calendar grid
on each page in which you can insert information, by selecting the Include Schedule Of
Events check box at the bottom of the Customize pane before you create the calendar.
You can change the Schedule Of Events text box header to represent information other
than events.
Tip You can insert a one-month calendar object from the Building Blocks Library into any
type of publication. For information, see “Working with Ready-Made Visual Elements” in
Chapter 30, “Create Visual Interest.”
Adding Captions, Credits, and Copyrights
Some calendar templates include placeholders for photographs or other artwork. If
you are creating a calendar for distribution to other people and you select one of these
templates, think carefully about the ownership of the artwork you plan on using. If you
insert your own photographs, do you want to indicate ownership in some way? If you
plan to use artwork created by other people, do you have the right to distribute those
materials without infringing on the owner’s rights?
Many people assume that if a graphic is available on the Web, it is part of the public
domain. However, it is wise to err on the side of caution whenever you use artwork in
your publications, unless you know it is not protected by a copyright. For example, the
Creating Calendars 975
clip art that comes with Publisher and that is available from Microsoft Office Online is
not copyrighted and can be used by anyone for any purpose. Materials that are copyrighted are usually accompanied by a variation of the following statement:
Copyright © 2010 by Online Training Solutions, Inc. All rights reserved.
If you want to use artwork that you have been given by someone else, it is wise to
acknowledge the source. Otherwise, hard feelings can result if it appears to the owner
that you are trying to claim credit for his or her work. You can add captions, credits,
and copyrights to your publications in unobtrusive text boxes, so don’t be tempted
to omit them only because you think they might detract from your design.
Changing Page Backgrounds
In Publisher, you can customize the background of any page by adding a solid color,
a color gradient, a texture, or even a picture. This type of formatting is particularly
effective in full-page publications such as calendars, because the background holds
the objects on the page together with a cohesive design element.
A color gradient is a visual effect in which a solid color gradually changes from light to
dark or dark to light. Publisher offers several gradient patterns, each with several variations.
You can also choose a preset arrangement of colors from professionally designed backgrounds in which different colors gradually merge.
Tip Be cautious when using preset color arrangements with calendars. It is important that
the background be subtle and that it not compete with the other objects for attention or
make them difficult to read.
If you want something fancier than a gradient, you can give the background a texture,
or you can even use a picture. Publisher comes with several textures that you can easily
apply to the background of your pages.
Working with Master Pages
When you create a publication, the pages take on the characteristics of the template on
which it is based. You can then make changes to individual pages. In a multipage publication, making the same change to the design of every page can be tedious. For efficiency
and precision, you can make the change to the publication’s master page instead.
The design of the master page controls the look of all the pages in the publication. Anything
that appears on the master page appears on every page. (For example, you might want to
add your company logo or a watermark to every page.) Most master page elements can
be changed only on the master page. (An exception is the background; you can override a
976 Chapter 31 Create Colorful Cards and Calendars
master page background on an individual publication page.) For this reason, most publications created with Publisher templates have a blank master page—the design elements are
individually inserted on each page so that you can easily change them.
To make changes to a publication’s master page, you click the Master Page button in the
Views group on the View tab to display the master page and the Master Page tab.
G32OP23
While the master page is displayed, you can choose commands from menus and click buttons on
the Home, Insert, Page Design, Review, and View tabs to insert and format the elements you want
to appear on every page of the publication.
By clicking buttons on the Master Page tab, you can do the following:
● Create additional one-page or two-page master pages.
● Change a one-page master page to a two-page master page (a spread) or vice versa.
● Apply a master page to one page, all pages, or a range of pages in the current
publication.
● Duplicate or rename the active master page, or delete it if there is more than one.
● Display and add content to the header and footer areas of the master page.
Creating Calendars 977
Clicking the Close Master Page button on the Master Page tab, or the Normal button
in the Views group on the View tab returns you to the publication so you can check
the effects of changes you make to the master page.
In this exercise, you’ll first create a full-page calendar for the entire year, with a custom
photograph and copyright statement. You’ll then change the background on the master
page, and change the background of the calendar object.
SET UP You need the Peaceful picture located in your Chapter31 practice file folder
to complete this exercise. Display the New page of the Backstage view, display only
the installed templates, and then follow the steps.
1. On the Available Templates page, in the Most Popular section, click Calendars, and
then scroll the Calendars page to see the broad range of available design templates.
The templates are divided into two categories: Full Page and Wallet Size.
Tip The templates display the color scheme you applied most recently. If you completed
the previous exercise, the templates display the Sapphire color scheme.
2. In the Full Page category, click Photo Album.
Publisher displays a preview of the Photo Album calendar, with the default settings,
in the Customize pane.
G32OP24
If you have saved an information set, it is available in the Business Information list.
978 Chapter 31 Create Colorful Cards and Calendars
3. In the Customize pane, set the Color scheme to Aqua. Under Options, change the
Page size to Portrait and the Timeframe to One year per page. Then click Create.
Publisher creates a full-page, vertical, 12-month calendar based on the selected
design template.
G32OP25
You can change the space occupied by the picture on the page by selecting the picture and
then dragging its resize handles or using the commands on the Picture Tools Format tab.
4. Save the publication as Calendar in your Chapter31 practice file folder.
5. On the View tab, in the Zoom group, click the 100% button. Then scroll to the
top of the page.
biu_100percent
Creating Calendars 979
6. Right-click the existing picture, click Change Picture, and then click Change Picture.
The Insert Picture dialog box opens, displaying the contents of your Pictures library.
7. In the Insert Picture dialog box, navigate to your Chapter31 practice file folder,
and double-click the Peaceful picture.
The selected picture replaces the original picture, and the Picture Tools Format
contextual tab appears on the ribbon.
See Also For information about inserting and manipulating pictures, see “Working
with Graphics” in Chapter 30, “Create Visual Interest.”
8. On the Picture Tools Format tab, in the Picture Styles group, click the Caption
button.
The Caption gallery expands, displaying many options for caption positions.
G32OP26
From the Caption gallery, you can attach a caption or copyright
notice to a picture that is inserted in a publication.
biu_Caption
980 Chapter 31 Create Colorful Cards and Calendars
9. Scroll down the Caption gallery to see the available options. Point to captions to display a preview of their effects on the selected photo. Then, in the Simple category,
click the Simple – Layout 2 thumbnail (the second thumbnail from the left).
Publisher inserts a generic caption in the selected location.
10. Click Picture caption to select the entire caption. Then type Copyright (c) 2010
by Alyssa Johnson. All rights reserved.
Tip When you press the Spacebar after typing (c), Publisher substitutes the copyright
symbol, because the Replace Text As You Type check box is selected in the AutoCorrect
dialog box. For information about AutoCorrect, see “Correcting Spelling and Grammatical
Errors” in Chapter 3, “Edit and Proofread Text.”
The caption runs over onto a second line.
G32OP27
The caption is an integral part of the photo.
Creating Calendars 981
11. Press Ctrl+A to select the entire caption. On the Home tab, in the Font group,
click the Decrease Font Size button twice. Then click an empty area of the page
to see the results.
The caption now fits on one line.
12. On the View tab, in the Views group, click the Master Page button.
The master page is currently blank.
13. On the Page Design tab, in the Page Background group, click the Background
button.
The Background gallery expands.
G32OP28
The colors displayed in the gallery are related to the colors
in the current page layout template.
biu_DecreaseFont
biu_MasterPage
982 Chapter 31 Create Colorful Cards and Calendars
14. In the Gradient Background section of the Background gallery, click the Accent 2
Vertical Gradient thumbnail (the second thumbnail in the second row).
The master page background changes.
15. On the Master Page tab, in the Master Page group, click the Apply To button
and then, in the Apply To list, click Apply to Current Page.
16. In the Close group, click the Close Master Page button.
The selected gradient has been applied to the page background, but not to the
calendar object in the center of the page.
G32OP29
The edges of the calendar object are visible against the gradient background.
17. Click a blank area of the calendar. On the Drawing Tools Format tab, in the
Shape Styles group, click the Shape Fill arrow, click Gradient, and then click
More Gradients.
The Fill Effects dialog box opens, displaying the Gradient page.
biu_ApplyTo
biu_CloseMasterPage
biu_ShapeFillArrow
Creating Calendars 983
18. In the Shading styles section, click Vertical.
In the Colors section, One Color is selected and the base color specified by the
color scheme appears in the Color 1 box.
G32OP30
The default one-color gradient is from the base color to black.
19. In the Colors area, move the slider all the way to the right (toward Light).
The thumbnails in the Variants area change to display gradients from aqua to white.
20. In the Variants area, click the lower-left thumbnail. Then click OK.
The calendar object background changes to match the page background.
984 Chapter 31 Create Colorful Cards and Calendars
G32OP31
Choosing colors that blend with objects you insert, such as this photo, creates a cohesive
appearance.
CLEAN UP Save and close the Calendar publication.
Key Points
● With so many templates to choose from, you can save time by selecting the one
that is closest in size and layout to the publication you want.
● Although all the templates come with a default color scheme, you can switch to a
different scheme at any time. And you can expand the scheme by adding custom
colors.
● Printing is a big consideration whenever you need more than just a few copies of
a publication. Design with the printing method—and your budget—in mind.
● If you need to send a publication to a large group of people, save time by merging
their contact information directly into the publication.
● Subtle backgrounds can unify a publication. In a multipage publication, the background
belongs on the master page.
985
Symbols &
Numbers
$ (dollar sign) in absolute references, 294
= (equal sign) in formulas, 286
##### error code, 301
#DIV/0! error code, 301
#NAME? error code, 301
#REF! error code, 301
#VALUE! error code, 301
[ ] (square brackets) in formulas, 289, 299
3-D borders, 128
35mm slides, 486
100% button (Publisher), 904, 978
A
A3 Paper slide size, 486
A4 Paper slide size, 486
absolute references in formulas, 307
changing to relative references, 294
dollar sign ($) in, 294
.accdb file extension, 753, 791
accent colors, 426
Accept button (Outlook), 733
accepting meeting requests, 698
accepting tasks, 733
Access 2010
closing, 757
starting, 748
Access Help button, 751
Access icon, 750
Access Options dialog box, 792
Access Services, 795
accessibility, checking, 219, 503
accounts. See e-mail accounts
active cells, 260
in cell group, 261
in filtering, 349
active document, closing, 48
Active view (Calendar), 701
ActiveSync icon (OneNote), 550
Add Holidays to Calendar dialog box, 686
add-ins (Word), 24
adding values together, 286
Address Block button (Publisher), 970
address blocks, 970
Address Book button, 648, 658-659
address books
accessing, 647
adding contacts to, 621
adding to default search list, 602
Contacts, 646
contacts, adding, 664
creating, 647
custom, 647
Global Address List (GAL), 648
Mobile Address Book, 646
organizing, 647
overview of, 646
printing, 667-668
search order, changing, 602
Suggested Contacts, 646
viewing, 659
views, selecting, 660
addressing e-mail messages, 605, 658
AutoComplete, 601, 615
comma-separating addresses, 601
adjusting columns to fit contents, 805
adjusting shapes, 470
Advanced Filter dialog box, 358-359
Advanced Filter Options button, 857, 860
Advanced Filter/Sort command, 859
Advanced View Settings dialog box, 661
advanced options (Word), 22
advertisement building blocks, 945
Advertisements button (Publisher), 945
AGGREGATE function, 357-359
Align button (Publisher), 926
Align Center button (Word), 155
Align Center Right button (Word), 156, 163
Align Text Left button (PowerPoint), 438
Align Text Right button (PowerPoint), 438
aligning borders, 943
aligning labels in forms, 838
aligning pictures, 926, 928
aligning WordArt, 911
aligning text, 121-122, 125-126, 438
around pictures, 169
with tab stops, 121
in tables, 155-156, 163
Index
alignment, cell, 318
alphabet bar, 662
alphabetical sorting, 846, 847
alt text in tables, 159
alternative words. See Thesaurus
And option in filters, 353
angle of text in text boxes, 394, 900
animation, turning off, 490
annotating graphics, 393
application parts, 789. See also templates
adding to databases, 794
viewing, 794
Application Parts button, 794
applications, database. See database applications
Apply To button (Publisher), 982
Apply To All button (PowerPoint), 481
Appointment button, 696
Appointment page, 691
Appointment Recurrence dialog box, 684, 689
appointments
availability during, marking, 680, 682
creating, 605
creating from e-mail messages, 688
defined, 680
editing, 682
location, setting, 682
moving, 681
private, 682
recurring, 680, 684
reminders for, 680, 682
scheduling, 680, 681
time zones, specifying, 681
appointment windows, 680-682
arguments, 296
defined, 288
error codes for, 301
Arrange All button, 59
Arrange Windows dialog box (Excel), 243, 251
arranging graphics in group, 945
arranging slides, 386
arranging workbook windows, 243
arrows
button, 8, 311, 751
filter, 348, 350-351
tracer, 301-302, 304-305
Artistic Effects button (Word), 173
Ascending button, 849
aspect ratio, 927
assigning tasks, 730-731, 733
Assign Task button, 731, 733
asterisk as wildcard, 857, 859
asterisk icon, 797
Attach File button (OneNote), 565, 575
Attach File button (Outlook), 615
attachments (OneNote)
inserting, 565, 572, 575
keyboard shortcut for, 565
attachments (Outlook)
business cards as, 621
contact records as, 621
forwarding e-mail messages as, 635
inserting, 615, 616
opening, 620, 626
pictures, resizing when sending, 617
previewing in Reading Pane, 620, 624
in replies, 639
saving to hard disk, 620
ScreenTips for, 623
viewing number of, 623
warning before previewing, 624
Word documents as, 615, 624
Attachments tab, 620
attendees (meeting requests)
adding, 693-695
availability, checking, 693
optional, 691
required, 695
attributes (PowerPoint), applying, 439
audio input devices, 585
audio notes (OneNote)
appearance of, 586
playing, 588
recording, 586, 587
rewinding, 588
searchability, activating, 585
Audio Search dialog box (OneNote), 586
Audio Search (OneNote), 585-586
Audio & Video Recording contextual tab
(OneNote), 586
auditing errors, 300
author name, viewing, 220
authors (OneNote), hiding names, 548
AutoCalculate, 355, 359
AutoComplete, 257, 615
AutoCorrect
adding to, 91
customizing, 406
fixing spelling errors with, 88-89
limitations of, 407
modifying, 409
options, setting, 20, 89
synonyms, 416
AutoCorrect dialog box (Word), 89, 136
AutoCorrect Options button (Excel), 275
AutoExpansion (Excel), 275
AutoFill (Excel)
defined, 257
entering data series, 256
986 alignment, cell
AutoFill Options button (Excel), 258, 260
AutoFilter, 348
AutoFit
changing default settings , 406
reducing text size with, 411
AutoFit Options button (PowerPoint), 406, 410
AutoFormatting options, 136
automatic slide shows, 491
AutoRecover options (Word), 20, 41
AutoText, 190
availability, marking, 680, 682
AVERAGE function, 287, 355
AVERAGEIF function, 297-298, 300
AVERAGEIFS function, 297, 299
averages
calculating, 297
viewing with AutoCalculate, 355, 359
B
B4 (ISO) Paper slide size, 486
B5 (ISO) Paper slide size, 486
Background button (Publisher), 981
Background Styles button (Excel), 430
Background Styles gallery (Excel), 430
backgrounds, document
appropriate use of, 176
color, applying, 176
gradients, applying, 177
overview of, 168
pictures as, applying, 179
textures, applying, 178
backgrounds, OneNote notebook, 571
backgrounds, publication
applying, 982
formatting, 975
textures for, 975
backgrounds, slide
applying, 433
changing , 429, 433
colors, 426
formatting placeholder, 436
backgrounds, worksheet
deleting images from, 341-342, 344
patterns, creating, 341, 343
repeating images in, 341, 343
watermarks, 341
Backspace key, 64, 390
Backstage view
displaying, 6
Backstage view (OneNote), 522
Backstage view (PowerPoint), 493, 502
Backstage view (Publisher), 868
displaying, 748, 750, 753
New page, 749
overview of, 748
Backstage view (Word), 18, 38, 43, 208, 217
displaying, 48
Help page, 16
Info page, 15
New page, 16
opening documents from, 46
Print page, 16
Recent page, 16
Share page, 16
banded rows in tables, 161
Banner slide size, 486
banners, 488
Bcc field, 658
bilingual dictionary, 83, 87
Bing decision engine, 270
birthday, adding to contact records, 653
bitmaps, 455
Black And White button (PowerPoint), 492
black and white, printing in, 492-493
black numbered steps in book, xx
black screen, removing from end of PowerPoint
presentation, 510
blank documents, creating, 38, 41
blank OneNote pages, 551, 558
Blank Page button (Word), 183
blank pages, inserting, 183
blind courtesy copies. See Bcc field
blocking content in Word, 25
blog posts, creating, 39
blue numbered steps in book, xx
Blue Pen (.05 mm) button (OneNote), 577
BMP file format, 455
Bold button (Word), 18-19, 113, 148
bolding text, 18-19, 113, 148, 311, 313, 439, 833
book exercise format, xviii, xxvi
book help, xxv
book practice files, xxi, xxix
booklets, printing, 208, 667
Borders button (Word), 123, 128, 162
Borders And Shading dialog box (Word), 124, 128,
162, 181
borders, document
3-D, 128
adding, 123-124, 128
around cells, 162
page, 181
borders, PowerPoint text box, 395, 398
borders, publication
adding to graphics, 920
aligning, 943
preformatted, 941, 942
borders, publication 987
borders, worksheet
adding to cells, 312, 314
adding to images, 340
Borders & Accents button (Publisher), 941
Borders & Accents gallery, 941
bound documents, previewing, 209
Breaks button (Word), 120, 125, 146, 216
breaks, column, 140, 146
breaks, line
inserting, 120, 125, 439
keyboard shortcut for, 121
breaks, page
deleting, 214
inserting, 212
keyboard shortcut for, 215
soft, 212
breaks, section
for columns, 140, 142
deleting, 214
formatting mark for, 214, 216
inserting, 214, 216
overview of, 214
brightness, adjusting, 171
Bring Forward button (Publisher), 962
Browse button, 792
Browse By Page button, 50
Browse dialog box (PowerPoint), 376
browsers. See Web browsers
browsing objects, 50
Building Block Library, 940
Building Block Library dialog box, 942, 946
building blocks. See also headers/footers;
Quick Parts
borders and accents, 942
cover pages, 183, 186
creating, 94, 194
defined, 93
deleting, 185
entering in existing text, 96
gallery of, 184, 190
inserting, 94, 942, 946
keyboard shortcuts for, 94
overview of, 93, 168, 940
page numbers, 183, 189, 190
properties, viewing, 185
saving, 95
sizing, 944
text boxes, 183, 191, 196
Building Blocks Organizer, 184, 190
bullet points in slides. See also subpoints
changing into diagrams, 462
collapsing on Outline tab, 402
converting to regular text, 442
bulleted lists in documents, 69, 71, 131-133.
See also lists
bulleted lists in messages
Bullets gallery, 607
creating, 607
demoting/promoting list items, 609
Bullets button (Outlook), 607
Bullets button (PowerPoint), 437, 442
Bullets button (Word), 131-132
Bullets gallery (Outlook), 607
Bullets gallery (PowerPoint), 437, 442
Business Card view (contact records), 660-661
business cards
as attachments, 621
in publications, 880
Business Information button (Publisher), 886
Business Information dialog box (Publisher),
883, 884
buttons. See also specific button names
adding to Quick Access Toolbar, 32, 244, 251
arrows on, 8, 311, 751
default action, changing, 8
inactive, 11
moving, 32
pictures of, xx
ScreenTips for. See ScreenTips
separator between, 32-33
C
Cached Exchange Mode, 633
Calculate Now button (Excel), 287
calculations. See formulas
calendar items, grouping, 701
Calendar module
day/week/month, displaying by, 702
default view, 701
details, displaying, 709
displaying current day, 705
holidays, adding, 686
switching arrangements, 702
view, resetting, 706
views in, 701
week numbers, displaying, 703
work week, displaying, 705
Calendar view, 701
calendars
backgrounds, applying, 982
background textures, 975
color schemes, setting, 978
creating, 974
font size, changing, 981
988 borders, worksheet
picture captions, setting, 979
pictures, inserting, 979
previewing, 977
templates for, 977
time range, specifying, 974
zooming in/out, 978
calling contacts, 657
Cancel Assignment button, 733
capitalization, 118-119. See also uppercase
changing, 439
searching for, 266
Caption button (Publisher), 979
captions, 812, 829, 836, 979
Card button, 662
card stock, printing cards on, 950
Card view (contact records), 660, 662
cards. See also postcards
color schemes, applying, 954, 957
creating, 952, 954
greeting lines, inserting, 972
layout, changing, 953
layout settings, 950
navigating, 956
orientation, changing, 955
page size, setting, 950
placeholder text, 956
printing contacts as, 667
printing on card stock, 950
size, changing, 955
suggested text, inserting, 956
templates for, 950, 952, 953
text formatting, 959
cascading workbook windows, 243, 251
case, 118-119
changing, 439
searching for, 266
catalog merge, 964
catalog templates, 964
categories. See galleries
category axes in charts, 463
Cc field, 599, 658
cell addresses, 463
cell groups, 261
Cell Margins button, 159
Cell Styles gallery, 316-317
cells, Word table
borders, 162
deleting, 153
inserting, 153
merging, 153, 155
setting width of, 159
shading, 162
splitting, 154
cells, worksheet. See also ranges
absolute references, 294, 307
active, 260-261, 349
aligning, 318
borders, 312, 314
contiguous, in formulas, 290
copying, 258, 261
deleting, 238, 240
deleting contents/formatting of, 311
entering data in, 256, 258
filtering. See filters, Excel
finding sum of, 286
formatting, copying, 258, 260
individual, selecting, 260
inserting, 238, 240
monitoring values in, 303, 304
moving, 238, 240
moving to, 260
noncontiguous, adding to formulas, 290
noncontiguous, formatting, 314
number formatting in, 319
pasting formulas in, 291
references, 294-295, 301
shading, 312-314, 324
visible, summarizing, 355, 357
Center button (PowerPoint), 438
Center button (Word), 125, 129, 143, 189, 198
Center Tab button (Word), 148
centering text, 121-122, 125, 143
with Click And Type, 121
in header/footers, 189
keyboard shortcut for, 121, 143
in tables, 155
in WordArt objects, 198
certification, xii, xvi
Change Case button (PowerPoint), 439
Change Colors button (PowerPoint), 460
Change Colors gallery (PowerPoint), 460
Change Shape button, 913
Change Shape gallery, 913
Change Styles button (Word), 101, 104
Change Template dialog box (Publisher), 876
Change View button, 622, 738
Change View gallery, 619, 736, 738
changes, redoing/undoing, 270, 402
chapter thumb tabs, xix
character formatting, 438. See also fonts; text
formatting
appropriate use of, 119
bolding, 18-19, 113, 148, 311, 313, 439
case, 118
clearing, 118, 439
copying, 114, 173, 258, 260
character formatting 989
character formatting (continued)
for individual characters, 439
in Publisher, 901
underlining, 113, 149
character spacing, 111
changing, 117, 439
Character Spacing button (Publisher), 907
Character Spacing list, 439
character styles, 100, 130. See also Quick Styles
characters, non-printing, 53, 56. See also
formatting marks
Chart button (PowerPoint), 462
charts
adding to slides, 462
associated Excel worksheets, 462
category axes, 463
copying Excel data, 466
data markers, 463
data points, 463
data series, 256-258, 276, 463
editing data, 467
entering data, 464
excluding data from, 466
hiding data, 466
legends, 463
selecting for automatic updates, 468
series axes, 463
sizing, 467
switching rows/columns, 469
tick-mark labels, 463
value axes, 463
chatting. See instant messages
Check Accessibility tool (PowerPoint), 503
Check Address dialog box, 656
Check Compatibility tool (PowerPoint), 503
Check Names dialog box, 600
checkerboard transition, 479
checking spelling, 42, 269, 272, 412, 415, 520
adding new words to dictionary, 269, 272
with AutoCorrect, 88-89
with shortcut menu, 88, 90
with Spelling and Grammar dialog box, 88
turning off, 412
typos, 63
Choose A File Or A Set Of Files To Insert dialog
box (OneNote), 575
Choose A SmartArt Graphic dialog box
(PowerPoint), 456
Choose Document To Insert dialog box
(OneNote), 572
circles, drawing, 933
CLEAN UP paragraphs, xx
Clear All Formatting button (PowerPoint), 439, 441
Clear Formatting button (Word), 118
clearing
filters, 350-353
formatting, 118, 439
table styles, 323
validation rules, 363
Click And Type
centering text with, 121
clip art. See also graphics; pictures
borders, adding, 925
free from Office.com, 448
icons for, 922
image information, viewing, 922
inserting, 168, 174, 920
inserting in notes, 569
inserting in slides, 448
keywords, editing, 923
overview of, 919
restricting searches for, 924
saving, 174
searching for, 174, 452, 919-920
styles, applying, 925
Clip Art button (PowerPoint), 448, 452
Clip Art button (Publisher), 920
Clip Art button (Word), 168, 174
Clip Art task pane (PowerPoint), 448, 452
Clipboard, 66, 72, 401, 405
clippings (OneNote), 579
adding to notebooks, 581
capturing, 581
displaying, 582
options for, 580
sending to new page, 581
cloning contact records, 645, 653
Close button, xxviii, xxxvi, 5, 757, 764, 801
Close button (Excel), 467
Close button (OneNote), 557
Close button (Word), 48, 51
Close Header and Footer button (Word), 190, 216
Close Master Page button (Publisher), 977, 982
Close Print Preview button, 786
Close Task Pane button (PowerPoint), 378
closing
Access 2010, 757
Clipboard task pane, 72
database objects, 773
databases, 757
dialog boxes, 12
documents, 48, 51
Help window, xxviii, xxxvi
master pages, 982
program window, 750
programs, 5
tables, 757, 764, 801
collaborating on OneNote notebooks, 543
990 character spacing
Collapse button (Access), 764
Collapse button (OneNote), 528, 559
Collapse Page Tabs button (OneNote), 529
Collapse Section button (PowerPoint), 385
collapsing
bullet points, 402
OneNote notebooks, 528
OneNote Page Tabs Bar, 529
OneNote subpages, 559
ribbon, 757
subdatasheets, 764
collating printed documents, 217, 493
Color button (Word), 171
Color gallery (Word), 171
color gradients, 429, 975
Color Model dialog box (Publisher), 889
color of pen, 509
color of Word user interface, 18
color palettes, 426
color scales, 335, 336
color schemes, 951
applying, 958
applying to cards, 954
applying to slides, 426
creating, 426, 444, 951
for calendars, 978
for cards, 957
in templates, 965
previewing, 951
switching, 951
viewing, 426
viewing all, 958
coloring backgrounds, 176, 426
coloring pictures, 171
coloring shapes, 934, 961-962
coloring text boxes, 905
colors
adding to publications, 952
changing, 835
Colors button (Access), 829
Colors button (PowerPoint), 427
Colors dialog box (Access), 835
Colors dialog box (Excel), 321
Colors dialog box (PowerPoint), 444
Colors dialog box (Publisher), 960
Colors gallery (PowerPoint), 426
column breaks, 140, 146
column headers, 261, 356
column width in views, 665
Columns button (Word), 141
Columns dialog box (Word), 144
columns, document, 139. See also table columns
applying to entire document, 141
formatting, 140
hyphenating text in, 141, 145
indenting text in, 145
justifying, 141-142
margins, 143
overview of, 140
section/column breaks in, 140, 142
separated by tab stops, 147-148
spacing, changing, 144
columns, form, 838
Columns gallery, 140, 141
columns, publication, 760
adjusting to fit contents, 805
hiding, 806, 807
resizing, 763
selecting multiple, 849
columns, table
deleting, 153
inserting, 153
resizing, 153
setting width of, 159
columns, worksheet
changing multiple, 237
copying, 261
deleting, 238
##### error code, 301
filtering. See filters
formatting, 312
hiding, 238-239
inserting, 237, 239
labels, and filtering, 349
labels, as range names, 283
labels, hiding, 249
moving, 261
selecting, 261
unhiding, 238
width, changing, 237
width errors, 301
combining cells, 153-155
commands. See also ribbon
adding to Quick Access Toolbar, 32, 244, 251
from previous versions, adding, 7
comments
in worksheet ranges, 282
printing, 493
commercial print settings, 888
Compact view (Inbox), 619
company contact information in Publisher, 879
creating, 882
editing, 884, 887
comparing worksheet values, 335-337
compatibility
checking, before distributing document, 219
with earlier versions of PowerPoint, 503
with earlier versions of Word, 44
Compatibility Mode, 45
completing records, 798
completing records 991
completing tasks. See marking tasks as complete
compressing graphics, 920, 922
compressing pictures, 930
Compress Pictures button, 930
Compress Pictures dialog box, 930
conditional formatting, 332-338
Conditional Formatting Rules Manager, 333,
335, 337
conditional formulas, 296
conditional functions, 297
conditions, setting. See validation rules
connecting shapes on slides, 478
connection points for shapes, 932, 935-937
connection points on slides, 478
contact cards
expanding, 631
overview of, 630
contact groups, 605
contact records
addresses, entering, 656
addresses, specifying default, 651
addressing e-mail messages from, 657
as attachments, 621
birthdays, adding, 653
cloning, 645, 653
creating, 649, 655
details, displaying, 652
Display As field, 649
e-mail addresses, entering, 650
filing order, 645
filling in, 649
filtering, 661
follow-up flags, assigning, 652
linking items to, 652
mailing address, specifying, 651
meeting requests, creating from, 657
overview of, 644
phone numbers, entering, 648
printing, 667, 668, 675
reordering, 645
saving, 652
searching, 661
sorting, 663
spouse/partner, adding, 652
types of information in, 644
views, customizing, 664
views, selecting, 660, 661
zooming in/out, 662
contacts
adding to address book, 664
addresses, mapping, 657
addressing e-mail messages to, 658
automatically adding, 646
creating, 605
displaying all communications with, 633
listing, 659
message recipients, adding as, 658
scrolling to, 658
tasks, creating from, 718
Contacts address book, 646
Contacts module, 660
content placeholders on slides, 448, 451
content templates (OneNote), 552, 556
contextual tabs, 609
contiguous cells, adding to formulas, 290
continuous slide shows, 490
contrast, adjusting, 171
contributors to OneNote notebooks, 548
Control Margins button, 840
controls. See also label controls; text box controls
moving, 841
overview of, 821
properties, changing, 835
resizing, 839
selecting, 824
selecting all, 834, 840
tab order, changing, 842
Controls button, 772
Controls gallery, 772
control source, 829
Conversation view, 627
Convert button, 45
Convert Text To Table dialog box (Word), 156
Convert To Text button (Word), 152
converting bullet points to regular text, 442
converting bulleted lists to diagrams, 462
converting Excel tables to ranges, 277
converting tables to text, 152
converting text to tables, 152, 156
converting Word documents to Web pages, 23
Copy button (Access), 802
Copy button (PowerPoint), 401, 466
Copy button (Word), 66, 70
copying
cells, 258, 261
character formatting, 114
chart data from Excel, 466
data, 263
formatting, 114, 173, 258, 260, 907, 960
formulas, 291, 294
pictures, 173
ranges, 261
shape formatting, 471, 478
shapes, 471, 931
slides from other presentations, 375
tables, 798, 802
text, 66-67, 401-402
text boxes, 394, 900
worksheet columns/rows, 261
worksheets, 233-235
992 completing tasks
copyrights, 448, 974
correcting mistakes automatically, 406
Corrections button (Word), 171
COUNT function, 287, 297
COUNTA function, 297
COUNTBLANK function, 297
COUNTIF function, 297
COUNTIFS function, 297, 299
counting entries, 287
counts, viewing with AutoCalculate, 355, 359
courtesy copies. See Cc field
Cover Page button (Word), 185
cover pages, 183, 186
Create button (Access), 793, 799
Create button (Publisher), 901
Create button (Word), 39
Create Names From Selection dialog box
(Excel), 283
Create New Building Block dialog box (Word),
94, 194
Create New Business Information Set dialog
box (Publisher), 882
Create New Color Scheme dialog box
(Publisher), 951
Create New Section button (OneNote), 559
Create New Theme Colors dialog box
(PowerPoint), 426
Create New Theme Fonts dialog box
(PowerPoint), 426
Create Notebook button (OneNote), 542, 547
Create tab, 755, 756
crediting pictures, 451
criteria, function, 299
Crop button (Word), 170
cropping pictures, 170, 920
currency, in Excel worksheets, 329, 331
cursor
function of, 38
keyboard shortcuts for, 47, 49
moving, 49-50
paging up or down with, 47
placing, 47
status bar display for, 47
Custom AutoFilter dialog box (Excel), 353
Custom Filter dialog box, 853
custom slide sizes, 486
custom themes, 830, 835
Custom XML Data check box, 506
CUSTOM.DIC dictionary, 412, 415
Customize Quick Access Toolbar button, 33
Customize Ribbon page, 27
Customize Status Bar menu, 8
Cut button (PowerPoint), 401, 404
Cut button (Word), 66, 70, 193
cutting text, 66, 70, 193, 263
vs. copying, 67
keyboard shortcut for, 67, 193, 402
cycle diagrams, 454
D
Daily Task List, 707
Daily Task List button, 707
data bars, 337
gradient fill in, 334
and negative values, 335
data entry
ensuring accuracy of, 361
in multiple cells, 257
techniques, summarized, 257
data entry tools
AutoComplete, 257
AutoFill, 256
AutoFill Options button, 258, 260
Fill Series, 256
overview of, 255
Pick From Drop-Down List, 257, 259
data fields for mail merge, 964
data markers, 463
data organization, 796
data points, 463
data series, 463
entering, 256-258
in Excel tables, 276
types of, 257
data source for mail merge, 964, 967
Data Type column, 809
data types, 348, 809-811
Data Validation dialog box (Excel), 361, 364
database application templates. See templates
database design, 804
database objects. See also forms; queries;
reports; tables
closing all, 773
creating, 755
defined, 747
groups of. See application parts
listing all, 794
printing, 782
uses for, 760
in Web databases, 795
databases. See also Web databases
adding to trusted locations, 759
closing, 757
creating, 749, 793, 799
default location of, 792
databases 993
databases (continued)
default name, 799
file extension for, 791
naming, 791
opening, 749, 752
overview of, 845
page setup, changing, 784
path, default, 792
populating, 789
printing, 782
structure of, 760, 761
publishing. See publishing databases
database templates. See templates
Database Tools tab, 757
Datasheet Formatting dialog box, 755
datasheets, 762. See also subdatasheets
Datasheet view (forms), 768
Datasheet view (tables), 761-762
date and time (OneNote), 584
Date Navigator
components of, 703
expanding, 704
month display in, 704
navigating in, 681, 703, 711
overview of, 703
dates
filtering, 348, 351, 855
in footers, 487
formatting, 329, 330
Day view (Calendar), 701
days, filling cells with series, 258
decimal alignment, 121, 127
Decimal Tab button (Word), 127
Decline button, 733
declining meeting requests, 698
declining tasks, 731, 733
Decrease Font Size button (PowerPoint), 438
Decrease Font Size button (Publisher), 905, 961, 981
Decrease Indent button (Word), 120, 129
Decrease List Level button (PowerPoint), 392
Default Database Path dialog box, 792
defining filter rules, 350
defining table structure, 797
delegating tasks. See assigning tasks
Delete button (Access), 802
Delete button (Word), 153
Delete dialog box (Excel), 238, 240
Delete key, 64
Delete Rows button (Access), 810
deleting
background images, 341, 344
building blocks, 185
cells, 238, 240
Clipboard items, 405
columns, 238
conditional formatting rules, 333
custom styles, 317
data, 311
fields, 810
flagged items from task lists, 730
page/section breaks, 214
ranges, 284
rows, 238
sections, 386
slides, 371
tab stops, 122
table rows/columns/cells, 153
tables, 802
text, 64, 66, 68, 71, 403
watches, 303, 307
worksheets, 234, 236
delivering presentations, 495, 512
demoting
list items, 609
text, 392
dependents, 302
Descending button, 848
Description column, 809
deselecting
text, 66
text boxes, 395
Design Checker (Publisher), 888, 890
Design contextual tab, 277, 766
design grid
filtering criteria, entering, 860-862
queries in, 776
design templates. See templates (OneNote);
templates (PowerPoint); templates
(Publisher); templates (Word)
Design View button, 765, 775, 780
Design view (forms)
creating forms in, 822
overview of, 768
switching to Form view from, 771
Design view (queries), 775-776
Design view (reports), 777, 780
Design view (tables), 761, 765, 808, 810
designing databases, 804
Details button, 652
diagrams
adding text, 457
changing colors, 460
creating from bulleted list, 462
cycle, 454
hierarchy, 454
moving, 456, 459
in notes pages, 498
opening Text pane, 458
predefined sets of formatting, 455
process, 454
994 database templates
relationship, 455
sizing, 456, 459
in slides, 455-456
viewing layouts, 459
dialog box launcher, 7, 751
dialog boxes
closing, 12
displaying, 7, 751
displaying errors in, 302
filtering criteria, 349
Help buttons, xxv
moving, 419
dictionaries
adding words to, 269, 272
bilingual, 83, 87
in PowerPoint, 412
supplemental, 412, 415
disability accessibility, 503
disabling macros, 759
Display As field in contact records, 649
display effects. See transitions
distributing documents
electronically, 219
in XPS format, 223
distributing pictures horizontally, 928
distribution lists. See contact groups
dividing cells, 154
dividing presentations into sections, 380
Dock to Desktop button (OneNote), 532
docking OneNote window, 532
docking Side Notes to desktop, 591
document format, setting default, 20
document headings, 51
document history, 16
Document Inspector (PowerPoint), 502, 505
Document Inspector (Word), 219, 221
document navigation, 78
document outlines, 52
Document Panel, 502
document properties, 15, 219-220
Document Properties panel, 229-231
document statistics, 93
document summaries, 221
Document Themes folder, 107
documents. See also saving documents
blank, creating, 41
blank, opening, 38
closing, 48, 51
compatibility with earlier versions, 44
creating, 38-41
default format, setting, 20
e-mailing, 615
formatting in columns, 141. See also columns,
document
full-screen display, 52, 56
inserting in other documents, 97
location, specifying, 23
maximizing, 59
moving to top, 55
navigating, 47, 56-57, 71
opening, 46, 48
printing with default settings, 34
read-only, opening as, 46
recently opened, 16, 46
renaming when saving, 43
repairing, 46
scrolling through, 47, 50
selecting, 65
sharing, 16
side-by-side display, 55
splitting into two panes, 53
switching between, 53, 59
translating, 84
viewing multiple, 59
zooming in/out, 53
Documents library, 46
.docx format, 43-45
dollar sign ($) in absolute references, 294
double-clicking tabs, 757
Draft button, 58
Draft view, 52
drafts
automatic deletion of, 605
resuming, 605, 607
save location, changing, 605
saving, 605
viewing, 606
Drafts folder, 605-606
drag-and-drop editing, 66, 71, 401
dragging in Excel
to copy formulas, 292
to fill cells, 256
to resize images, 340
to select cells, 260
Draw tab (OneNote ribbon), 520
Draw Text Box button (Publisher), 902
drawing objects, 167
drawing pictures in OneNote, 577
drawing shapes, 470, 933
drawing tables in Word, 151. See also tables
drawing text boxes, 196, 902-903
Drawing Tools Format contextual tab, 903,
931, 959
Drop Cap dialog box (Word), 202
drop caps, inserting, 202
drop shadows, 918
duplex printing, 217
duplicating shapes, 471, 474
duplicating slides, 375, 378
duplicating slides 995
E
Edit Data button (PowerPoint), 467
Edit Formatting Rule dialog box (Excel), 334-337
Edit Name dialog box (Excel), 284
Edit Relationships dialog box, 817
Edit Shape button (PowerPoint), 476
Edit WordArt Text dialog box, 909
editing meetings, 697
Effect Options button (PowerPoint), 481
effects. See text effects
Effects button (PowerPoint), 427
effects schemes, 427
efficiency, improving, 6, 227
e-mail accounts, 614
e-mail addresses for contacts, entering, 650
e-mail attachments. See attachments
e-mail etiquette, 635
e-mail headers. See headers, e-mail
e-mail messages. See also drafts; sent messages
addressing, 605, 658
Bcc field, 658
calendar items, creating from, 688
Cc field, 658
creating, 605
entering text, 607
flagging for follow-up, 718, 719
HTML format, 603
mail merging, 617
opening, 619, 626
personalizing, 603
Plain Text format, 603
recalling, 641
replacing, 641
resending, 641
RTF format, 603
saving as drafts, 604-605
scrolling through, 629
tasks, creating from, 718-719
unread, 619
viewing text of, 619
e-mail signatures. See signatures
e-mailing link to OneNote notebook, 546
embedded datasheets. See subdatasheets
embedded fonts in Word, 21
embedding fonts in publications, 889
Enable Content button, 759
Encarta dictionary, 270
enforcing referential integrity, 817
enhanced handouts, 501
entering data series, 256
entering Excel data, 255-256
entering ranges in formulas, 295
entering text, 41, 64
in OneNote, 565, 572
on Outline tab, 390
in Slide pane, 390
in text boxes, 394
equal sign (=) in formulas, 286
erasing slide markup, 511
errata page, xxv, xxxiii
Error button (Excel), 301
Error Checking dialog box (Excel), 302, 305
error codes
#####, 301
common, summarized, 301
#DIV/0!, 301
#NAME?, 301
#REF!, 301
#VALUE!, 301
error messages
adding icons to, 365
Cancel button, 366
displaying default, 366
displaying with validation rules, 363, 364
Retry button, 366
errors, Excel
auditing, 300
changing settings for, 302
deleting, 390
displaying custom messages, 298
displaying in dialog box, 302, 305
finding information about, 301, 305
ignoring, 302
ignoring in AGGREGATE function, 358
messages, 298
reference, 301
settings, changing, 302
tracing dependents to identify, 301
tracing precedents to identify, 301
ways to reduce, 412
errors, spelling, 42, 88-90
etiquette, e-mail, 635
Evaluate Formula dialog box (Excel), 303, 306
events
creating, 688-689
defined, 689
entering details, 689
private, 682
recurring, 689, 690
examining formulas, 303, 306
Excel 2007
data bars in, 334
icon sets in, 335
Excel 2010
data bars in, 334
ease of use, improving, 227
996 Edit Data button (PowerPoint)
file formats, 44
icon sets in, 335
online version, xi, xv
program window, customizing, 241
starting, 4, 227, 229
user interface, customizing, 241
Excel, earlier versions of. See also Excel 2007
Paste Options button , 261
pasting in, 261
Excel formats, 229
Excel Options dialog box
Customize The Quick Access Toolbar page, 244, 251
Customize The Ribbon page, 246, 252
Excel table styles. See table styles
Excel tables
AutoExpansion, 275
columns, adding/removing, 276
converting to range, 277
creating, 275, 277
data, adding, 275, 277
data series in, 276
Design contextual tab, 277
fill color, 324
filtering. See filters
formatting, 322
formulas in, 276, 277, 293
in formulas, 289
names, adding to formulas, 295
overview of, 255
renaming, 276, 278
resize handle, 276
rows, adding/removing, 276
summarizing data in, 276, 277
table style gallery, 275
Total row, 276
Excel workbooks
arranging multiple windows, 243, 251
copying worksheets, 233, 235
creating, 228, 230
default, 228
display font, changing, 313, 315
displaying side by side, 243
Document Properties panel, 229
filtering ranges, 284
properties, 229-232
saving, 229, 232
switching between, 227, 243, 251
themes. See themes, Excel
Excel worksheets
backgrounds, 341-344
columns. See columns, worksheet
copying, 233, 235
creating, 233
deleting, 234, 236
displaying, 233
filtering. See filters
hiding, 234, 235
images, adding, 339, 342
purpose of, 233
renaming, 233, 235
reordering, 234-235
rows. See rows, worksheet
searching, 264
tab color, changing, 234-235
unhiding, 234, 236
Exchange address list. See Global Address List (GAL)
exiting. See closing
Expand button (Access), 764
Expand button (Mini Translator), 87
Expand Contact Card button, 631
Expand Navigation Bar button (OneNote), 527
Expand Section button (PowerPoint), 386
Expand The Ribbon button, 8, 33, 751
expanding ribbon, 8, 33
exporting presentations as outlines, 380
extensions, file name, 617, 791
External Data tab, 756
external files, linking in OneNote, 565, 572
F
fancy effects. See WordArt objects
faxes, creating, 605
Field Chooser dialog box, 664
field codes for mail merges, 971
Field Name column, 809
field names, 829
Field Properties area, 810
fields
captions, changing, 812
customizing, 664, 666
data type, changing, 809-810
deleting, 810
description of, 809-810
filtering records by, 851
freezing, 807
hiding, 806
inserting, 812
moving, 808
naming, 809-810
naming conventions, 800
properties, viewing, 810
Quick Start, 799, 803
renaming, 798, 800
resizing, 805
selecting, 806-807, 809
fields 997
fields (continued)
size, specifying, 811
sizing to fit contents, 763
unfreezing, 807
unhiding, 806
file attachments. See attachments
file extensions, 617, 791
file formats
converting, 45
overview of, 44
saving Word documents as, 21
setting default, 20
file information
for documents, 15
for PowerPoint presentations, 502-506
for workbooks, 229-232
file locations of Word documents, specifying, 23
file name conventions, 791
file name extensions, 43-44
File New Database dialog box, 792
File Printout button (OneNote), 565-566, 572
File tab, 6, 15
files
inserting in documents, 97i
inserting in text boxes, 904
switching between, 53
fill color
adding to cells, 312, 314
adding to Excel table, 324
data bars, 334
Fill Days option, 258
Fill Effects dialog box (Word), 176
Fill Effects dialog box (Publisher), 916
fill handle, 256
controlling data series entry, 257
copying formulas with, 292
repeating values with, 257, 259
fill operations, 258
Fill Weekdays option, 258
FillSeries
defined, 257
entering data series, 256
filter arrows, 348, 350-351
Filter button, 852, 853
filter panel, 349
filtering
contact records, 661
Navigation pane, 753
OneNote page tabs, 518
ranges, 284
filtering records, 851
advanced options for, 857
customizing filters, 853
date filtering options, 855
in forms, 851
with forms, 855-857
on design grid criteria, 860-862
on multiple criteria, 859
options for, 853
specifying criteria for, 852-853
toggling filter, 852
with multiple criteria, 858
filters, 347-348
active cells in, 349
and AVERAGE function, 355
AutoFilter, 348
clearing, 350, 352-353
creating, 348, 353
and data types, 348
date, 348, 351
defined, 348
filter panel display, 349
for highest or lowest value, 349
labels in, 349
options menu, 348
removing, 350, 352-353
rules, defining, 350
Search box, 349, 352
search filter, defined, 349
and SUBTOTAL function, 357
and SUM function, 355
summarizing data, 355, 357
Top 10 filter, 349
turning off, 350
finalizing
documents, 219, 223
presentations, 503
Find And Replace dialog box, 48, 75, 264, 266, 854
clearing formatting from, 269
Go To tab, displaying, 48
options summarized, 265
Replace tab, displaying, 76
Find button (Access), 854
Find button (PowerPoint), 418
Find button (Word), 73, 76
Find dialog box (PowerPoint), 418
Find Format dialog box (Excel), 265, 267
Find text, 420
finding fonts, 420
finding formatting, 130
finding information about errors, 301
finding maximum/minimum value in
worksheets, 287
finding text, 73, 76, 418. See also Navigation
task pane
advanced options for, 74, 77
in bilingual dictionary, 83
keyboard shortcut for, 73
matching case when, 75
and replacing, 75, 78
998 file attachments
ScreenTips with page numbers for, 74
search direction, specifying, 75
sound-alikes, 75
wildcards in searches, 75
finding values, 854
finding worksheet data, 264-266
first line indent, 120
First Page button, 784
Fit Text button (Publisher), 905
fitting slides to page when printing, 493
flagging messages for follow-up, 718-719
flat databases, 760
flipping shapes, 473, 933
flying onto slide effect, 480
folded cards. See cards
folders
as address books. See address books
creating, when saving documents, 40, 43
for tasks, 742
follow-up flags, 729
followed hyperlink colors, 426
Font arrow (Publisher), 905
Font box, 438
Font button (Word), 114
font color, changing, 905
Font Color arrow (Publisher), 905, 959
Font Color button (PowerPoint), 426, 439-440, 444
Font Color button (Word), 117
Font dialog box (Publisher), 906
Font dialog box (Word), 112, 116
font effects. See text effects
Font gallery, 114
font schemes in PowerPoint, 426, 428
font size
changing, 111, 116, 313, 831
decreasing, 905
increasing, 905-906
incrementing, 116
keyboard shortcuts for adjusting, 116
Font Size arrow, 831
Font Size box, 438
font style, 111, 901
font weight, 833
fonts. See also character formatting
applying, 115
attributes for, 111
available, 111
changing, 319, 438, 905
color, 111, 117
default, 111
defined, 99
embedding in Word documents, 21
overview of, 901
replacing, 418, 420
in themes, changing, 109
Fonts button (Access), 829
Fonts button (PowerPoint), 428
Fonts gallery (PowerPoint), 426, 428
footers in slides, 487. See also header/footers in
documents
adding to notes pages, 499
adding to slides, 489
editing before printing, 493
excluding from title slide, 489
foreign keys, 813
foreign languages, specifying in Word, 21
Form button, 822-824
Form Design Tools contextual tabs, 771
Format As Table dialog box (Excel), 275, 277
Format AutoShape dialog box, 933
Format Background dialog box (PowerPoint), 431
Format Cells dialog box (Excel), 312, 316
Format Painter button, 114, 173, 317, 471, 478
Format Painter button (Publisher), 907, 932, 960
Format Picture dialog box, 926
Format Shape dialog box, 394
Format WordArt dialog box, 912
formats
Excel, 229
conditional, 332-338
default, setting, 20
Rich Text Format (RTF), 374, 380
formatting. See also character formatting; fonts;
text formatting; themes (Excel); themes
(PowerPoint); themes (Word)
alignment, 318
automatically, 136
in bold, 18-19, 113, 148, 311, 313, 439
buttons, 311-312
cell, 258, 260, 311
clearing, 269, 311
columns, 140, 312
conditional, 332-338
copying, 173, 317, 907, 960
currency, 329, 331
dates, 329-330
finding/replacing, 130
fonts, 313, 319
with Format Painter, 317
ignoring, in cell copying, 258
inserting and, 237, 239
italics, 314
labels, 309-310
Mini Toolbar, 312
noncontiguous cells, 314
numbers, 319, 327, 329, 331
OneNote notes, 569
pasting and, 263
phone numbers, 328, 331
placeholder backgrounds, 436
formatting 999
formatting (continued)
previewing, 10
retaining for reused slides , 378
row, changing, 312
searching for, 265, 267
shapes, 471, 478, 931-933
Special formats, 328
tables, 160
text, 901
text boxes, 900
time, in cells, 319
tools for, 311-312
WordArt, 912
formatting marks
displaying, 56
keyboard shortcut for, 68
section break indicator, 214, 216
showing/hiding, 68, 149
forms
aligning labels in, 838
basing on tables, 824
bound to tables, 829
control source, 829
creating, , 822, 824, 768
customizing layout, 837
default layout, 837
entering data in, 826
filtering records in, 851
filtering records with, 855-857
font size, changing, 831
font weight, changing, 833
in Layout view, 824, 830, 837
label captions, changing, 836
layout, removing, 841
Layout view, switching to, 838
margins, setting, 840
navigating, 825, 827-828
opening, 768
overview of, 768
printing, 786
properties in, 829, 832
Property Sheet, displaying, 832
record source, 829
saving, 828, 836
selecting all controls on, 834
selecting columns in, 838
shadow effects, 835
sorting records in, 846
Stacked layout, 837
subforms, 768
synchronizing with tables, 828
tabular layout, 837
viewing list of, 768
views for, 768, 771
tab order, changing, 842
for Web databases, 822
Form view, 768, 771, 825
Form View button, 825
Formula AutoComplete, 288, 295-296
formula bar
changing data in, 266
contents of, 260
Excel display font, changing, 313, 315
hiding, 249
formula box
editing formulas in, 286
phone numbers in, 328
Formula button (Word), 158
Formula dialog box (Word), 158
formulas, Excel
absolute references in, 307
conditional, 296
contiguous cells in, 290
copying and pasting, 291, 294
creating, 286, 288, 295
defined, 286
details, displaying, 303
displaying messages with, 296
editing, 286
entering ranges in, 295
equal sign (=) in, 286
erroneously treated as text, 286
errors. See errors, Excel
examining, 303, 306
Excel tables in, 289, 293, 295
in Excel tables, 276, 277
Formula AutoComplete, 288, 295-296
functions in, 286
ignoring values in, 357
making ranges available for, 282
multiple worksheets and, 243
noncontiguous cells in, 290
ranges in, 282, 288
relative references in, 291, 307
revising, 286
searching in, 266
square brackets in, 289
troubleshooting, 286
unrecognized text in, 301
formulas, Word, 158
constructing, 158
referencing cells in, 158
Forward button, 57, 639, 711, 733
forwarding e-mail messages
closing original message after, 635
prefix used by Outlook for, 639
1000 formatting marks
forwarding tasks, 733
framing pictures, 926
French dictionary, 412
freezing fields, 807
frequently misspelled words, correcting, 88
From button, 614
full name. See user name
Full Page View button (OneNote), 533-534
Full Screen Reading button, 56
Full Screen Reading view, 52, 56
Function Arguments dialog box (Excel), 296-297
functions
adding to formulas, 286
AGGREGATE, 357, 359
arguments, 296
arguments, defined, 288
and AutoCalculate, 355
automatic recalculation of, 354
AVERAGE, 287
AVERAGEIF, 297, 298, 300
AVERAGEIFS, 297, 299
conditional, 297
constructing, 158
COUNT, 287, 297
COUNTA, 297
COUNTBLANK, 297
COUNTIF, 297
COUNTIFS, 297, 299
defined, 286
IF, 296, 360
IFERROR, 297
MAX, 287
MIN, 287
multiple criteria in, 299
NOW(), 287
PMT(), 287
RAND, 354, 360
RANDBETWEEN, 354
SUBTOTAL, 355
SUM, 287, 295
SUMIF, 297
SUMIFS, 297, 299, 300
volatile, 354
funnel icon in filter arrow, 350
G
galleries
closing without making selection, 13
of thumbnails, 10
GIF file format, 455
Global Address List (GAL), 648
Go To Footer button (Word), 189
Gradient gallery, 435, 915
grammar checker, 91. See also spelling, checking
graphic placeholders, 920
graphics. See building blocks; clip art; drawing
objects; images (Excel); images (OneNote);
images (PowerPoint); images (Publisher);
images (Word); shapes; SmartArt graphics
graphics file formats
BMP, 455
GIF, 455
JPEG, 455
PNG, 455
TIFF, 455
grayed-out buttons, 11
grayscale
previewing before printing in, 492
printing in, 493
Grayscale button (PowerPoint), 492
greeting cards. See cards
Greeting Line button (Publisher), 971
greeting lines, inserting, 972
gridlines (OneNote), 571
Group button (PowerPoint), 476
Group button (Publisher), 938
grouping
calendar items, 701
images, 945
OneNote sections. See section groups (OneNote)
records, 846. See also sorting records
related data, 282
shapes, 476, 932, 937-938
groups, ribbon, 7
customizing, 27
removing, 30
Grow Font button (Word), 116
H
handles, 450
around shapes, 470
Handout masters, 495
handouts
creating in Word, 501
enhanced, 501
printing, 492
handwritten notes (OneNote), 520, 567, 577
hanging indent, 120,
adjusting, 126
in columns, adjusting, 145
Header And Footer dialog box (PowerPoint), 487,
488, 493, 499
Header button (Word), 188, 216
Header & Footer button (PowerPoint), 488, 499
Header & Footer button (PowerPoint) 1001
headers/footers in documents.
See also footers in slides
centering text in, 189
closing, 190, 216
different first page, 216
editing, 216
hiding, 54
inserting, 188
moving to, 189
navigating between, 188
overview of, 183
settings inheritance, 183, 216
headers, column and row
changing formatting with, 312
displaying unique values, 359, 360
filter arrow in, 351
and SUBTOTAL function, 356
headers, e-mail
Attached box, 616
icons in, 618
information in, 618
headers, slide
adding to notes pages, 499
editing before printing, 493
headings, document, 51
height, row, 237, 806
Help button, xxv, xxxiii, 8, 751
Help, on Office Online Web site, xxvii, xxxv
Help page (OneNote Backstage view), 525
Help page (Word), 16
Help window
closing, xxviii, xxxvi
displaying, 8
navigating, xxviii, xxxvi
opening, xxvi, xxxiii, xxxiv
printing from, xxix, xxxvii
searching in, xxviii, xxxvi
showing all of topics, xxix, xxxvii
table of contents, displaying, xxvii, xxxv
topics, displaying, xxvii, xxxv
help with book, xxv, xxxiii
hidden characters, displaying, 53
hidden formatting marks, displaying, 68
hidden rows, ignoring in AGGREGATE function, 358
hidden text, clearing before distributing
document, 219
hidden worksheets, displaying, 234, 236
hiding
author names in OneNote, 548
columns, 238-239, 806-807
Document Properties panel, 230
fields, 806
formatting marks, 149
formula bar, 249
headers/footers in Word, 54
labels, 249
Mini Toolbar in Word, 18
non-printing characters, 56
ribbon, 59, 249
ribbon commands, 751
rows, 238
subdatasheets, 764
text, 53
tracer arrows, 302, 305-306
worksheets, 234-235
hierarchy diagrams, 454
highlighting during presentations, 509
highlighting objects. See selecting
highlighting text. See also selecting text
color selection for, 117
removing highlighting, 118
holidays, adding to calendar, 686
Home tab, 6
Home tab (Access), 753-754
Home tab (OneNote), 519
Home tab (Word), 10
horizontal scroll bar, 47
hyperlinks, 426
hyphenating text in columns, 141, 145
Hyphenation button (Word), 145
I
icon sets
in Excel, 335
rules, changing, 335, 337
ID field, 809
IF function, 296-297, 299, 360
IFERROR function, 297
ignoring errors, 302
IM. See instant messages
images (Excel)
attributes, changing, 340
background, 341-344
borders, adding, 340
moving, 343
position, changing, 340
resizing, 340, 343
shape, changing, 340
worksheets, adding to, 339, 342
images (OneNote)
attaching to files, 575
displaying ScreenTips, 576
inserting, 568, 572-574
opening, 576
resizing, 569
scaling, 568
images (Outlook), resizing
1002 headers/footers in documents
images (PowerPoint), 448
annotating, 393
crediting, 451
linking for automatic updating, 449
moving, 450
notes pages, adding to, 496
sizing, 450-451
slides, adding to, 448-449
images (Publisher)
aligning, 926, 928
aspect ratio, locking, 927
borders, adding, 925
brightness, adjusting, 920
captions, adding, 979
compressing, 920, 922, 930
copyright considerations, 974
cropping, 920
defined, 919
distributing horizontally, 928
file size, decreasing, 922
frame effects, adding, 920
inserting, 926
modifying, 920
optimizing for Web, 930
overview of, 919
placeholders for, 920
resizing, 927
rotating, 920
sending backwards in group, 945
sizing, 926
transparent, creating, 920
images (Word)
and line spacing, 169
artistic effects, adding, 173
as backgrounds, 179
brightness, adjusting, 171
contrast, adjusting, 171
copying, 173
correcting, 171
cropping, 170
incomplete display, 169
inserting, 168-169, 173
modifying, 168
overview of, 167
recoloring, 171
resizing, 170
styles, applying, 172
text alignment around, 169
troubleshooting, 169
Import Word Document dialog box (Publisher), 878
Import Word Documents gallery (Publisher), 877
Important paragraphs, xx
importing outlines, 374
importing publications from Word documents,
871, 876, 878
inactive buttons, 11
Inbox
Compact view, 619
icons in, 619
Preview view, 619, 622
Single view, 619, 622
viewing, 613
Increase Font Size button (PowerPoint), 438, 441
Increase Font Size button (Publisher), 906
Increase Indent button (Word), 120, 126, 133, 148
Increase List Level button (PowerPoint), 392
increasing/decreasing space between letters, 439
indent markers, 120, 126
indenting columns, 145
indenting lists, 132-133
indenting text
first line, 120
hanging indent, 120, 126, 145
left, 120, 126
right, 120, 126
Info page (OneNote Backstage view), 502, 522
information sets (Publisher)
creating, 882
editing, 883, 884, 887
initials. See user name
Insert Above button (Word), 153
Insert Address Block dialog box (Publisher), 970
Insert Below button (Word), 153, 155
Insert Cells dialog box (Word), 153
Insert Chart button (PowerPoint), 462, 465
Insert Chart dialog box (PowerPoint), 465
Insert dialog box (Excel), 238, 240
Insert File button (Publisher), 904
Insert File dialog box, 615, 616
Insert Function dialog box (Excel), 276, 286, 296
Insert Greeting Line button (Publisher), 972
Insert Left button (Word), 153
Insert Options button (Excel), 237, 239
Insert Outline dialog box (PowerPoint), 375
Insert Picture dialog box (Access), 831, 882
Insert Picture dialog box (Excel), 339, 342
Insert Picture dialog box (OneNote), 568, 573
Insert Picture dialog box (PowerPoint), 448, 449, 451
Insert Picture dialog box (Publisher), 926, 979
Insert Picture dialog box (Word), 169
Insert Picture From File button (PowerPoint),
448, 449
Insert Right button (Word), 153
Insert SmartArt Graphic button (PowerPoint),
455, 456
Insert tab (OneNote), 519
Insert tab (Word), 11
Insert Table dialog box (Word), 150
Insert Table gallery (Word), 150
Insert Text dialog box (Publisher), 904
Insert Text dialog box (Publisher) 1003
Insert Worksheet button (Excel), 233
inserting
cells, 238, 240
columns, 237, 239
line breaks, 439
rows, 237, 239
shapes, 932
slides, 448
text, 64
inspecting documents, 219, 221, 502, 505
instant messages, 636, 657
Instant Search, 661, 742
international languages, specifying in Word, 21
Internet Explorer. See Web browsers
Internet links, 426
invitation cards. See cards
invitations. See meeting requests
Italic button (PowerPoint), 440
italicizing text, 314, 439
J
jelly beans. See presence icons
journal entries, 657
JPEG file format, 455
Justify button (PowerPoint), 438
Justify button (Word), 125, 142
justifying text, 121, 125
in columns, 141, 142
keyboard shortcut for, 121, 142
in PowerPoint, 438
K
Keep On Top button (OneNote), 592
Keep Text Only button (Word), 87
Keyboard Shortcut paragraphs, xx
keyboard shortcuts
for attaching documents, 565
for bolding text, 113
for building blocks, 94
for centering text, 121, 143
for clearing formatting, 118
for copying text, 67
for creating blank OneNote pages, 558
for creating OneNote sections, 559
for creating OneNote subpages, 558, 559
for cursor movement, 47
for cursor placement, 49
for cutting text, 67, 193
for docking OneNote window, 532
for document navigation, 55, 71, 78
for editing text, 402
for finding text, 73
for Font dialog box display, 116
for font size, 116
for formatting marks, 68
for Go To tab of Find And Replace dialog box, 48
for Help window display, 8
for hiding/displaying rule lines in OneNote, 571
for inserting date and time, 584
for inserting documents in OneNote, 565
for inserting page breaks, 215
for justifying text, 121, 142
for left-aligning text, 121
for line breaks, 121
for minimizing/expanding ribbon, 8
for Month view in Calendar, 708
for moving to end of message, 609
moving cursor with, 47
for navigating, 765
for navigating OneNote, 534
for OneNote tags, 579
for opening OneNote windows, 518
for opening Side Notes, 591
for outline levels in OneNote, 570
for Page Tabs Bar, 518
for pasting text, 67
for printing, 208
for Property Sheet display, 831
for repeating editing, 67, 146
for replacing text, 76, 130
for Research task pane, 79
for rewinding audio/video notes, 588
for right-aligning text, 121
for saving document, 41
for Screen Clipping tool in OneNote, 581
for selecting all, 65, 142, 905
for sending e-mail messages, 605, 612
for underlining text, 113
for undoing editing, 67
for Work Week view in Calendar, 705
keywords, 221, 229, 231, 923
Keywords dialog box, 923
L
label controls, 821
labels
changing names, 836
creating, 778
font size, changing, 831
font weight, changing, 833
1004 Insert Worksheet button (Excel)
labels, row and column
in filters, 349
formatting, 309-310
hiding, 249
as range names, 283
Landscape button, 784
Landscape orientation, 208, 672, 784
Language button (PowerPoint), 413
Language dialog box (PowerPoint), 413
languages, specifying additional in Word, 21
languages, translating, 271, 273, 417
Last Page button, 780
Last Record button, 828
launcher, dialog box, 7
layout, form, 837, 841
layout, publication, 873, 876
layout, slide
applying, 374
changing existing slides, 372
diagram, 459
selecting from New Slide gallery, 371
Layout arrow (Publisher), 873
Layout button (PowerPoint), 374
Layout dialog box (Word), 200
Layout gallery (PowerPoint), 372
layout templates for cards, 950
Layout view (forms)
creating forms in, 822
opening forms in, 830
overview of, 824, 837
switching to, 838
theme customization, 830
Layout view (reports), 777
Ledger Paper slide size, 486
left indent, adjusting, 120, 126
Left Tab button (Word), 126
left-aligning text, 121
legacy commands, 7, 27
legacy compatibility, 44
legends, in charts, 463
Letter Paper slide size, 486
libraries, slide, 379
Line And Paragraph Spacing button (Word), 122
line breaks
inserting, 120, 125, 439
keyboard shortcut for, 121
line drawings. See shapes
line spacing
changing, 438
pictures and, 169
Line Spacing button (PowerPoint), 438, 442
Line Spacing button (Word), 127
lines, selecting, 65, 103
Link button (OneNote), 565
linking
to external files in OneNote, 565, 572
text boxes, 196
links, 426
links between tables. See relationships
list boxes. See galleries
List view (Calendar), 701
List view (contact records), 660
lists. See also bulleted lists; tabbed lists
converting text into, 131-132
ending, 131
indenting, 132-133
modifying, 131
multiple levels, creating, 131, 135
overview of, 130
sorting, 131, 135
undoing formatting of, 131
Live Preview, 10, 424
disabling, 18
Paste, 262
of styles, 316
loan payments, calculating with PMT() function, 288
local OneNote notebooks, 541
Location Information dialog box, 648
Logo button, 831
logos
changing, 882
inserting, 831
lowercase. See case
M
machine translator, 84
macros, 758-759, 793
magnification level, 249
adjusting, 53, 102
displaying multiple pages, 55, 209
to full page, 176
overview of, 242
by percentage, 56
specific zoom level, 242
mail merge, 967
for catalogs, 964
for e-mail messages, 617
overview of, 963
Mail Merge arrow (Publisher), 967
Mail Merge Recipients dialog box (Publisher), 968
Mail Merge Wizard (Publisher), 967, 969, 973
mailing addresses, specifying in contact records, 651
mailing label reports, 778
Mailings tab (Word), 14
managing ranges, 284
many-to-many relationships, 814
many-to-many relationships 1005
margins
changing, 206, 208, 211, 216
of columns, 143
in forms, 840
gallery of, 209
mirroring, 210
specifying, 119
in tables, 159
Margins button (Word), 12, 119, 216
Mark Complete button, 729
marking documents as final, 223
marking messages as read, 628-629
marking presentations as final, 503
marking slides, 509
marking tasks as complete, 717, 721, 729
Master Page button (Publisher), 976, 981
master pages in publications, 975
closing, 982
editing, 976
modifying, 976
switching to, 981
masters, 495
mathematical functions in tables. See formulas,
Excel; functions
MAX function, 287
Maximize button, 59
maximizing documents, 59
maximum field size, specifying, 811
maximum value in worksheets
advantage of identifying, 281
finding, 287
.mdb file extension, 753
Meeting button, 657
Meeting Properties dialog box (PowerPoint), 505
meeting requests
accepting, 698
Appointment page, 691
attendees, 691-695
checking availability for, 699
components of, 692, 695
creating, 694
declining, 698
editing, 697
overview of, 691
replying to, 637
required attendees, 695
responding to, 698-700
Room Finder, 693
scheduling, 693, 695
Scheduling Assistant page, 692-693, 695
sending, 696
suggesting times in, 693, 696, 698, 700
Tentative time, 693
meetings
creating from e-mail messages, 688
duration, changing, 693
private, 682
proposing new time for, 700
replying to e-mail messages with invitation, 634
start time, changing, 693
updating, 697
memos, printing contacts as, 667
Merge Cells button (Word), 153, 155-156
Merge List button (Word), 70
merging
bullet points, 71
cells, 153, 155
Message button, 623
message headers. See headers, e-mail
message list. See Inbox
message window, 605
messages, e-mail. See e-mail messages
messages, entry, 363-364
messages, error
adding icons to, 365
displaying custom, 298, 363-364
displaying default, 366
displaying with validation rules, 363-364
microphones, configuring, 585
Microsoft Access 2010. See Access 2010
Microsoft Bing decision engine, 270
Microsoft certification, xii, xvi
Microsoft Clip Organizer, 919
Microsoft Encarta dictionary, 270
Microsoft Excel 2010
data bars in, 334
ease of use, improving, 227
file formats, 44
icon sets in, 335
online version, xi
program window, customizing, 241
starting, 4, 227, 229
user interface, customizing, 241
Microsoft Knowledge Base, xxix, xxxvii
Microsoft Office 2010
common user interface, 3
compatibility with earlier versions, 44
online applications, xi
software suite comparison, xi
themes in, 322
Microsoft Office Clipboard, 66, 72, 401, 405
Microsoft Office Compatibility Pack, 45
Microsoft Office Online Web site
clip art images, 448
Help from, xxvii
templates on, 39
themes from, 107
1006 margins button
Microsoft Office Security Options dialog box, 759
Microsoft Office Specialist (MOS), xii, xvi
Microsoft Office Trusted Location dialog box, 759
Microsoft OneNote 2010. See also notebooks
(OneNote)
advanced options, 536
audio/video options, 536
Backstage view, 522
customizing, 535
display options, 536
docking to desktop, 532-533
docking window, 532
drawing pictures in, 577
entering text in, 572
external files, inserting, 572
Full Page View, 533
handwritten content, 520
Help, accessing, 525
inserting content in, 519
language options, 536
Navigation Bar, 517, 526-527
navigation keyboard shortcuts, 534
online version, xi
opening images from, 576
Page Tabs Bar, collapsing, 529
Page Tabs Bar, default location of, 526
Pages tab, expanding, 533
page titles, displaying, 529
paragraph formatting, 569
printing from, 525
product activation, 525
program window, 516, 521, 526, 527
proofing options, 536
ribbon, 519, 531
saving options, 536
saving pages, 524
screen clippings from, 579-582
sending items to, 580
sending pages to Outlook/Word, 524
Side Notes, 591
starting, 4, 526
storage structure, 516
tags, 578-579
translating content, 520
undocking, 533
Unfiled Notes section, 528
Microsoft Outlook dialog box, 665
Microsoft PowerPoint presentations, previewing in
Reading Pane, 624
Microsoft Press Technical Support, xxxiii
Microsoft Product Support Services, xxix, xxxvii
Microsoft Publisher 2010. See Publisher 2010
Microsoft SharePoint
file location, setting default, 20
sharing notebooks from, 545, 547
Microsoft Translator service, 84
Microsoft Update service, 10
Microsoft Visual Basic for Applications (VBA)
macros, 758, 759
Microsoft Word 2010. See also documents
compatibility with earlier versions, 44
file formats, 44
first time starting, 10
handouts, creating, 501
Help button, xxvi
Help window, opening, xxvi
OneNote pages, sending to, 524
online version, xi
starting, 4, 10
views in, 52
Microsoft Word Help button, xxxiv
MIN function, 287
Mini Toolbar, 65, 312, 439, 440
character formatting with, 111
hiding, 18
Mini Translator, 82, 84, 417
Minimize button, 5
Minimize The Ribbon button, 8, 59, 751
Minimize The To-Do Bar button, 613
minimizing
documents, 5
ribbon, 8, 59, 751
minimum value in worksheets
advantage of identifying, 281
finding, 287
mirroring margins, 210
misspellings. See spelling, checking
mistakes, correcting automatically. See AutoCorrect
Mobile Address Book, 646
mobile device messaging. See text messages
mobile devices, OneNote on, 593
monitoring values in cells, 303-304
monitors, multiple, 508
Month button, 708
Month view (Calendar), 702, 704, 708-709
months, entering series with AutoFill, 256
More button (Access), 772, 806
More button (PowerPoint), 424
More Fields button, 803
MOS (Microsoft Office Specialist), xii, xvi
Move or Copy dialog box (Excel), 233, 235
Move Up button (Word), 28
moving
cells, 238, 240
to cells, 260
diagrams, 456, 459
dialog boxes, 419
fields, 808
images, 343
pictures, 450
moving 1007
moving (continued)
program window, 750
shapes, 471, 931
slides, 384
tables, 152-153
text, 401
text boxes, 394, 397
worksheet columns, 261
Multilevel List button (Word), 131
multi-line text boxes, 393
multiple criteria in functions, 299
N
Name box, creating ranges with, 283, 285
Name Manager dialog box (Excel), 284-285
named ranges. See ranges
naming
databases, 791
documents, 43
fields, 809-810
OneNote pages/sections, 554-555
narration in slides, turning off, 490
national holidays, adding to calendar, 686
navigating
documents, 71
e-mail messages, 609
forms, 825, 827-828
Help window, xxviii, xxxvi
OneNote, 534
OneNote page tabs, 518
publications, 878
records, 765
reports, 780
tables, 152, 797, 799
Navigation Bar (OneNote), 517
collapsing, 517
default location of, 526
expanding, 517, 527
Navigation button (OneNote), 510
Navigation task pane, 77, 751, 753, 793. See also
finding text
displaying, 50, 752
editing while open, 74
filtering, 753
opening, 763, 793
Search tab, displaying, 73
navigation toolbar, 509-510
New (Blank) Record button, 825
New Column dialog box, 666
New Contact button, 649
New E-mail button, 605, 615
New Folder button (Word), 40, 43
New Formatting Rule dialog box (Excel), 333, 335
New icon, 797
New Items button, 605, 717
New Meeting button, 694
New Name dialog box (Excel), 282, 286
New page (Publisher), 871
New Page arrow (OneNote), 555, 559
New Page button (OneNote), 557
New page (OneNote Backstage view), 522, 541
New Side Note button (OneNote), 591
New Slide button (PowerPoint), 372-373, 375
New Slide gallery (PowerPoint), 371, 373
New Table Quick Style dialog box (Excel), 322, 323
New Task button, 716, 725
Next button (PowerPoint), 625
Next Page button, 47, 50, 56
Next Page button (OneNote), 534
Next Page button (Print Page), 493
Next Record button, , 765, 770
Next Slide button (PowerPoint), 497, 625
noncontiguous cells, adding to formulas, 290
nonprinting characters
displaying, 53
keyboard shortcut for, 68
section break indicator, 214, 216
showing/hiding, 56, 68, 149
nonstandard color schemes, 444
Normal button (PowerPoint), 382, 498
Normal view
creating slide sections in, 384
in PowerPoint, 53
Normal View button (OneNote), 533
normalization, 804
note containers (OneNote), 564
automatic creation of, 572
contents of, 564
inserting, 564
modifying, 564-565
object selectors for, 564
notebook headers, 518
notebooks (OneNote), 516. See also pages
(OneNote); sections (OneNote)
appearance of, 517
authors, 548
backgrounds, changing, 571
backup copies, opening, 522
closing, 518
collaboration on, 543
collapsing, 528
creating, 522, 540-542, 547
e-mailing link to, 546
entering text in, 565
green check mark icon, 550
hierarchy, displaying, 517
images, inserting, 568
local, creating, 541
1008 Multilevel List button (Word)
moving sections, 516
multiple, working with, 518
multiuser, 520
offline copies, 543
opening, 518, 522, 530, 546
organizing, 551
Personal, 516, 526
pinning to Recently Closed list, 530
populating, 540
printing, 525
properties, viewing, 522
red slashed circle icon, 550
saving, 524, 567
screen clippings, 579-582
scrolling pages in, 565
sending Web pages to, 579
settings, 530
setup of, 516
sharing, 520, 523, 540, 544-547
spelling/grammar checks, 520
storing, 540
synchronizing, 543, 549-550
templates, 552
Web sharing, 544, 547
yellow caution triangle icon, 550
Notes masters, 495
notes (OneNote)
audio, 585
clip art, inserting, 569
formatting, 569
handwritten, 577
images, inserting, 568
outline levels, 570
Tablet PC, entering with, 567
video, 585
from Web pages, 579-583
Notes Page button (PowerPoint), 495, 496
Notes Page view (PowerPoint), 53, 494
notes pages (PowerPoint)
adding to slides, 495, 497
adding diagrams, 498
adding headers/footers, 499
adding pictures, 496
handwritten, 567
printing, 492, 499
notes, PowerPoint. See notes pages (PowerPoint)
NOW() function, 287
numbered lists. See also lists
creating, 131, 133
numbering value, setting, 134
number style, changing, 132
restarting numbering, 133
numbered steps, xx
Numbering button (PowerPoint), 437
Numbering button (Word), 131, 133
numbers. See also values
adding text to values, 329, 332
currency, formatting, 329, 331
dates, formatting, 329, 330
displaying visually, 462
formatting, 319, 327, 329, 331
negative, and data bars, 335
negative, displaying, 329
phone numbers, formatting, 328, 331
sorting, 850
specifying in validation rules, 364
O
object commands. See contextual tabs
object selectors (OneNote), 564
Office 2010
common user interface, 3
compatibility with earlier versions, 44
online applications, xi, xv
software suite comparison, xi, xv
themes in, 322
Office Online Web site
clip art images, 448
Help from, xxvii, xxxv
templates on, 39
themes from, 107
Office Open XML formats, 44
Office Professional Plus, xi, xv
Office Standard, xi, xv
Office theme, 320, 829
Office Themes
copying worksheets, 234
Office Web Apps, xi, xv
one-to-many relationships, 813
one-to-one relationships, 814
OneNote 2010. See also notebooks (OneNote)
advanced options, 536
audio/video options, 536
Backstage view, 522
customizing, 535
display options, 536
docking to desktop, 532-533
docking window, 532
drawing pictures in, 577
entering text in, 572
external files, inserting, 572
Full Page View, 533
handwritten content, 520
Help, accessing, 525
inserting content in, 519
language options, 536
Navigation Bar, 517, 526-527
navigation keyboard shortcuts, 534
OneNote 2010 1009
OneNote 2010 (continued)
online version, xi, xv
opening images from, 576
Page Tabs Bar, collapsing, 529
Page Tabs Bar, default location of, 526
page titles, displaying, 529
Pages tab, expanding, 533
paragraph formatting, 569
printing from, 525
product activation, 525
program window, 516, 521, 526, 527
proofing options, 536
ribbon, 519, 531
saving options, 536
saving pages, 524
screen clippings from, 579-582
sending items to, 580
sending pages to Outlook/Word, 524
Side Notes, 591
starting, 4, 526
storage structure, 516
tags, 578-579
translating content, 520
undocking, 533
Unfiled Notes section, 528
OneNote icon, 581
action associated with, changing, 593
activating, 590
missing, 590
OneNote Mobile 2010, 593
OneNote Options dialog box, 535-536, 579, 590
OneNote Web App, 593
online applications, xi, xv
online bilingual dictionary, 83, 87
On-screen Show slide size, 486
Open button (Publisher), 871
Open dialog box, 46, 48, 752
Open Notebook button (OneNote), 518, 526
Open Notebook dialog box (OneNote), 526
Open page (OneNote Backstage view), 522
Open Publication dialog box (Publisher), 871
Open XML formats, 44
opening
Access 2010, 748, 752
databases, 749, 752
diagram Text pane, 458
documents, 46, 48
forms, 768
OneNote notebooks, 518, 522, 526, 530, 546
publications, 868
tables, 753, 761-762, 805, 808, 810
Trust Center, 759
optimizing pictures for Web publishing, 930
optional attendees, 691
Options button (Publisher), 956
Options dialog box, 7, 17
order of conditional formatting rules, 333
order of worksheets, 234-235
organizing OneNote notebooks, 551
orientation, page, 672
changing, 206, 208
orphans
defined, 212
setting options for, 212, 215
Out of Office, marking time as, 682
Outline button, 57
outline levels, assigning in OneNote, 570
outline, shapes, 435
Outline tab, 392
Outline view (Word), 52
outlines, PowerPoint
exporting presentations as, 380
importing into slides, 375
opening as presentations, 376
printing, 492
outlines, Word, importing to PowerPoint, 374
Outlining tab, 57
Outlook Mobile Service account, 646
Outlook Options dialog box, 645
Outlook Today page, 735
Overhead slide size, 486
overlapping windows, 766
overwriting documents when saving, 41
P
page borders, applying, 181
Page Borders button (Word), 181
Page Break button (Word), 215
Page Break Preview (Excel), 52
page breaks
deleting, 214
inserting, 212
keyboard shortcut for, 215
soft, 212
Page Color button (Word), 13, 176
page colors (Word), 13
Page Layout tab (Word), 11
Page Layout view (Excel), 52
page length, defining. See margins
Page Number button (Word), 189
page numbers
formatting, 190
inserting, 183, 189
in publications, 896
1010 OneNote icon
page orientation, changing, 206, 208, 672, 784
page setup, customizing, 671
Page Setup button (PowerPoint), 487
Page Setup dialog box (PowerPoint), 486-487
Page Setup dialog box (Word), 12, 206, 208
Page Tabs area (OneNote), 571
Page Tabs Bar (OneNote), 518, 554
collapsing, 529
collapsing/expanding, 518
default location of, 526
expanding, 554
keyboard shortcut for, 518
page tabs (OneNote)
filtering, 518
navigating, 518
ScreenTips on, 529
selecting, 529
truncating names on, 529
pages (OneNote)
blank, 551, 558
creating, 552, 555, 558
keyboard shortcuts for creating, 558
naming, 554-555
organizing, 551
subpages, creating, 558-559
templates, applying, 556
titles, entering, 554
pagination, 212, 215
paper size, changing, 206, 208
Paragraph dialog box (PowerPoint), 438, 442
Paragraph dialog box (Word), 212, 214
opening, 123
tab alignment, 122
paragraph formatting (OneNote), 569-570
paragraph formatting (Outlook), 607
paragraph formatting (PowerPoint), 437
paragraph formatting (Word)
aligning, 120-122, 125-126
borders, 123-124, 128
defined, 119
shading, 128
paragraph indenting
first line, 120
hanging indent, 120, 126, 145
left, 120, 126
right, 120, 126
paragraph marks, 56. See also non-printing
characters
paragraph spacing, 122, 127, 148, 438
paragraph styles, 100. See also Quick Styles
finding/replacing, 130
paragraphs
aligning, 121
first letter, formatting, 202
keeping lines together, 215
keeping with next, 212
overview of, 119
selecting, 65, 71
width, defining. See margins
partner, adding to contact records, 652
Paste All button (Word), 72
Paste button (Access), 802
Paste button (PowerPoint), 401, 404, 466
Paste button (Word), 66, 70
Paste gallery, 261
Paste Live Preview, 261-262
Paste Options button (Excel), 261-262
Paste Options button (PowerPoint), 402
Paste Options button (Word), 67
Paste Special dialog box (Excel), 262
Paste Table As dialog box, 802
pasting tables, 798, 802
pasting text, 66, 70, 263, 401
from Clipboard, 404-405
in earlier versions of Excel, 261
formulas in cells, 291
keyboard shortcut for, 67, 402
options for, 70
Paste Live Preview, 261
previewing, 261
specialized, 263
undoing, 262
without formatting, 191
paths, 792
pattern, background, 341, 343
Pause button (OneNote), 589
pausing video notes (OneNote), 589
Pen button (PowerPoint), 511
pen color, 509
pen tool (OneNote), 567, 577
pencil icon, 797
People Pane
expanding, 632
filtering item list, 633
toggling between simple/detailed view, 632
troubleshooting, 633
personal information, clearing before distributing
document, 219, 222
personal information in Publisher, 879
creating, 882
editing, 884, 887
Personal notebook (OneNote), 516, 526
Phone button, 663
phone directory, printing contacts as, 667
phone numbers
in contact records, 648
formatting, 328, 331
troubleshooting, 328
phone numbers 1011
Phone view (contact records), 660, 663
photos. See images (Excel); images (OneNote);
images (Outlook); images (PowerPoint);
images (Publisher); images (Word)
Pick From Drop-Down List
data entry, 257, 259
defined, 257
Picture Border arrow, 925
Picture button (OneNote), 568, 573
Picture button (PowerPoint), 448, 451, 496
Picture button (Publisher), 926
Picture button (Word), 168, 169
Picture Shape button, 928
Picture Styles gallery, 172, 924
Picture Tools Format contextual tab, 340
pictures. See images (Excel); images (OneNote);
images (Outlook); images (PowerPoint);
images (Publisher); images (Word)
pinning OneNote notebooks to Recently Closed
list, 530
placeholders in slides, 393
AutoFit settings, 406
content, 448
effects, 436
filling with color, 434
formatting, 434
formatting background, 436
outline, 435
selecting all text in, 441
size/position of, 393
sizing to fit text, 439
Play button (OneNote), 587-589
playing audio notes (OneNote), 588
points (font), 901
plus signs between keys, xx
PMT() function, 287
PNG file format, 455
points (unit of measure), 436
populating databases, 789
populating OneNote notebooks, 540
populating tables, 797-798, 800
Portrait orientation, 208
Position button (Word), 198
position of placeholders, 393
postcards
address blocks, inserting, 970
categories for, 965
color schemes, applying, 966
creating, 966
greeting lines, inserting, 972
mail merging, 967, 973
templates for, 963, 965
text, entering, 969
PowerPoint 2010
file formats, 45
online version, xi, xv
starting, 4
PowerPoint Options dialog box, 407
PowerPoint presentations. See presentations
practice files, xxi, xxix
precedents, Excel
defined, 301
tracing, to identify errors, 301
preformatted tables. See Quick Tables
preparing presentations for delivery, 491
presence icons, 630
presentations. See also templates (PowerPoint)
controlling audience view, 508
delivering, 495, 512
displaying properties, 503
dividing into sections, 380
exporting as outlines, 380
highlighting during, 509
looping continuously, 490
marking as final, 503
marking slides during, 509
preparing for delivery, 491
previewing, 495, 624
printing, 492, 495
rearrange, 384
removing ending black screen, 510
removing information from, 502, 506
saving as.rtf file, 380
themes, 423-425
transitions. See transitions
for Web page banners, 488
Presenter view, 495, 508
Preview Results button (Publisher), 972
Preview view (Calendar), 701
Preview view (Inbox), 619, 622
previewing
calendars, 977
Paste Live Preview, 261
color effects (Word), 13
cut or copied items before pasting, 402
documents, 52, 57, 207-210
OneNote templates, 552
presentations, 491, 495
printing, 672
publications, 888
table styles, 161
Word templates, 39
Previous Page button, 47, 780
Previous Record button, 827
Previous Screen button, 57
Primary Key button, 809
1012 Phone view (contact records)
Primary Key icon, 809
primary keys, 813
designating, 809
icon for, 809
overview of, 797
removing, 809
Print button, xxix, xxxvii, 217, 218, 492, 495, 673, 785
Print dialog box (OneNote), 525, 671, 674, 782, 785
Print Layout view, 52, 54, 207
Print page (Access Backstage view), 783
Print page (OneNote Backstage view), 493, 525
Print page (Word Backstage view), 208, 217
Print Preview (reports), 777-778
Print Preview (tables), 783
Print Preview And Settings dialog box
(OneNote), 525
Print Preview button (OneNote), 525
print previewing, 52, 57, 207-210
print quality, 493
printers, 217-218
printing
address books, 667-668
booklets, 208
cards, 950
collating, 217
contact records, 667-668
database objects, 782
databases, 782
with default settings, 217, 218
duplex, 217
forms, 786
frames around slides, 493
Help topics, xxix, xxxvii
keyboard shortcut for, 208
mail merged publications, 964
number of copies, setting, 218
OneNote items, 525, 580
pages per sheet, setting, 208
presentations, 491-492, 495
publications, 888-889, 893
from Quick Access Toolbar, 34
selected items, 675
settings for, 217
speaker notes, 499
Word documents, 34
Private button, 682
private calendar items, 682
process diagrams, 454
processing queries. See running queries
product activation (OneNote), 525
product support, xxix
professionally designed color schemes, 426
program icon, 5
program user. See user name
program window, 750
manipulating, 5
minimizing, 5
overview of, 5, 8, 10
resizing, 5
scrolling contents of, 47
program window (Excel)
customizing, 241
maximizing space, 249
programs
closing, 5
previous versions, adding commands from, 7
starting, 4
promoting list items, 609
promoting text, 392
proofreading, importance of, 87, 92
properties
for documents, 15
for fields, 810
for forms, 829, 832
for PowerPoint presentations, 502-506
for workbooks, 229-232
Properties dialog box, 221, 229, 231, 502
Property Sheet
displaying, 832
keyboard shortcut for, 831
resizing, 833
Property Sheet button, 831
Propose New Time dialog box, 700
proposing new meeting time, 700
protecting documents by marking as final, 223
Publication Registration Settings dialog box
(Publisher), 889
publications
addresses, inserting, 970
alternative text, adding, 892
backgrounds, formatting, 975
background textures, 975
basing on existing publications, 869
blank, creating, 869
business cards, 880
color schemes, 951, 958
colors, adding, 952
colors, defining, 889
company contact information in, 879
copying formatting, 960
creating, 901
design problems, fixing, 891
file types, changing, 870
fonts, embedding, 889
importing from Word documents, 869, 871, 876, 878
layout options, 873, 876
publications 1013
publications (continued)
logos, changing, 882
mail merge recipients, adding, 968
mail merging, 964, 967, 973
master pages, 975-976, 981-982
navigating, 878
objects off page, fixing, 891
objects, selecting, 961
opening, 868
page numbers, displaying, 896
personal information in, 879
picture captions, adding, 979
picture placeholders, inserting, 875
placeholder text, 952
previewing, 888
printing, 888-889, 893, 897
Quick Publications, 871
registration settings, 889
saving as templates, 870
shapes, coloring, 961, 962
size, selecting, 901
starting, 868
templates for, 869-870, 872, 875-876
text color, changing, 960
text formatting, 959
text size, changing, 961
title pages, including, 877
ungrouping objects, 962
Publisher 2010
Design Checker, 888
starting, 871
text, entering. See also text boxes (Publisher)
units of measurement, changing, 905
publishers, trusting, 758
publishing databases, 795
pull quotes. See quote boxes
Q
queries
creating, 773, 860, 861-862
in design grid, 776
in Design view, 775
list of, displaying, 774
overview of, 773
properties, displaying, 774
relationships and, 776
running, 773, 775
saving, 773
Query Tools Design contextual tab, 775
Query wizard, 773
question mark character in searches, 859
Quick Access Toolbar, 750
buttons, adding, 31-32, 244, 251
buttons, positioning, 245
customizing, 5, 32, 521
exporting customizations, 245
improving efficiency with, 6
legacy commands, adding, 7
location, 244
moving, 5
overview of, 3
printing from, 34
removing buttons, 245
resetting, 32-34, 245
specifying for active document, 33
Quick Parts. See building blocks
Quick Parts button (Word), 95, 190, 194
Quick Parts gallery, 194
Quick Print button, 34
Quick Publications, 871
Quick Start fields, 799, 803
Quick Styles, 100. See also style sets
applying, 103-104
changing style set, 100
live preview of, 102
Quick Styles button (Word), 200
Quick Styles gallery, 100
displaying, 103
navigating in, 102
Quick Tables. See also tables, Word
inserting, 164
overview of, 151, 163-164
Quick Tables gallery, 164
quote boxes
inserting, 191
replacing text in, 191
quotes (quotation marks) in text strings, 330-332
R
RAND function, 354, 360
RANDBETWEEN function, 354
random rows, selecting, 354
random values, generating, 354
ranges
cell, defined, 260, 282
changing definition of, 284
comments, 282
copying, 261
creating, 282-284
deleting, 284
displaying, 283
editing, 284-285
1014 Publisher 2010
filtering, 284
in formulas, 282, 295
managing, 284
names, in formulas, 283, 288
selecting, 260
setting availability of, 282
Reading Pane, 619
closing, 622
displaying, in task lists, 737
magnification level, changing, 627
marking messages as read, 628-629
previewing attachments in, 620, 624
scrolling in, 629
Single Key Reading, 629
Reading Pane dialog box, 629
Reading View button (Outlook), 621
Reading View button (PowerPoint), 482, 490
Reading view (Outlook), 621
Reading view (PowerPoint), 53
read-only, 503
opening documents as, 46
rearranging
presentations, 384
slides, 386
recalculation time, displaying/updating, 287
Recall This Message dialog box, 641
recalling e-mail messages, 641
Recent page, opening documents from, 46
recent Word documents, displaying, 16
recipients
adding contacts as, 658
invisible. See Bcc field
online status, 630
presence icons, 630
thumbnails for, 632
validating. See validating e-mail addresses
recoloring pictures, 171
Record Audio button (OneNote), 586
record selector icons, 797
record source, 829
Record Video button (OneNote), 588
recording notes. See audio notes (OneNote); video
notes (OneNote)
records
completing, 798
filtering. See filtering records
grouping, 846
incrementing ID value for, 798
jumping to, 765
marking as finished, 798
navigating, 765
removing sort, 848
saving, 798, 799
sorting, 846-849
Recurrence button, 684, 689
recurring appointments, 680, 684
recurring events, 689-690
recurring tasks, 729
red wavy lines under words, 42
Redo button, 5, 68, 402, 404, 750
redoing editing, 67, 270, 402
reducing text size using AutoFit, 411
reference materials, specifying, 81
references
absolute, 294, 307
errors, 301
relative, 291-294, 307
types of, 294-295
References tab (Word), 14
referential integrity, 814, 817
Refresh All button, 828
refreshing table data, 828
registration settings for publications, 889
related data, grouping, 282
relational databases, 760
relationship diagrams, 455
Relationship Tools contextual tab, 816
relationships
creating, 814-815
editing, 817-818
enforcing referential integrity, 817
many-to-many, 814
one-to-many, 813
one-to-one, 814
overview of, 813
Relationships button, 814, 815
Relationships page, 816
relative references, 307
changing to absolute references, 294, 295
defined, 291
usefulness of, 292
Reminder button, 682
reminders for tasks, 717
Remove Sort button, 848
removing. See deleting
Rename dialog box (Word), 30
Rename Section dialog box (PowerPoint), 382
renaming
Excel tables, 276, 278
fields, 798
sections, 382
tables, 802
tabs, 30
worksheets, 233, 235
repairing documents, 46
Repeat button (Word), 68, 113
Repeat Insertion button (Word), 146
repeating background images, 341, 343
repeating background images 1015
repeating editing, 68, 113, 146
repeating values with fill handle, 257, 259
Replace button (PowerPoint), 418, 420
Replace dialog box (PowerPoint), 418
Replace Font dialog box (PowerPoint), 418, 420
replacing data, 264, 268
replacing e-mail messages, 641
replacing fonts, 418
replacing text
keyboard shortcut for, 76, 130
options for, 76
in PowerPoint, 401, 418, 420
in Word, 75, 78
Reply button, 638, 733
replying to e-mail messages, 634, 638
closing original message after, 635
etiquette of, 635
with instant messages, 636, 657
with meeting invitation, 634
prefix used by Outlook for, 639
with voting buttons, 637
replying to task requests, 733
Report Design Tools contextual tabs, 780
Report view, 777
Report View button, 786
reports
in Design view, 780
list of, displaying, 778
navigating, 780
overview of, 777
in Print Preview, 778
views for, 777
zooming in, 778-779
Required Attendee icon, 695
required attendees (meeting requests), 695
Research button (PowerPoint), 417
Research button (Word), 80
Research Options dialog box (Word), 81
Research task pane, 79, 270, 412, 415, 417
Bing decision engine, 270
Encarta dictionary, 270
keyboard shortcuts for, 79
opening, 81, 86
Thesaurus, 270, 273
translation tools, 271, 273
researching information, 417
resending e-mail messages, 641
Reset View button, 706
resetting
Calendar view, 706
Quick Access Toolbar customization, 34
ribbon customization, 31
views, 665
resize handle, 276
resizing
columns, 763
controls, 839
fields, 805
images in Excel, 340, 343
images in OneNote, 569, 574
pictures, 170, 617, 927
program window, 5
rows, 805-806
shapes, 939
table elements, 153
tables, 152, 157
task panes, 833
text boxes, 900, 905
WordArt, 911-912
resolution. See screen resolution
resolving e-mail addresses. See validating e-mail
addresses
responding to meeting requests, 698-700
Restore Down/Maximize button, 5
restoring data, 270
resuming drafts, 605, 607
retaining formatting for reused slides, 378
Return To Task List button, 732
Reuse Slides task pane, 376
reusing slides, 375, 378
revealing hidden fields, 806
reversing changes, 402
Review tab (OneNote ribbon), 520
Review tab (Word), 14
revising formulas, 286
revisions, clearing before distributing document, 219
Rewind 10 Seconds button (OneNote), 588
rewinding audio notes (OneNote), 588
ribbon
button appearance, xiv, xxii
button separators, 32
character formatting with, 112
collapsing, 757
commands, adding to, 33
commands no longer on, 27
commands on, xiii, xxi
customizing, 3, 26-29, 32
decreasing width of, xiv, xxii
dynamic nature of, xiv, xxii
expanding, 8, 33, 531, 751
exporting customizations, 248
groups, 7, 750
groups, removing, 27-28, 30
hiding and displaying, 249
hiding commands, 751
legacy commands, 27
1016 repeating editing
location of, 5
Main Tabs, 246
minimizing, 8, 59, 751
moving commands on, 28
in OneNote, 519
overview of, xiii, xxi, 3, 750
resetting, 31, 245
restoring, 249
tabs, 6, 246-247, 252, 750
tabs, removing, 27-28
Tool Tabs, 246
ribbon tabs, 6
adding groups to, 247
changing groups on, 247
changing order of, 246, 252
customizing, 247, 252
hiding, 246
removing, 27-28
removing groups from, 247
Rich Text Format (RTF)
defined, 603
outlines, importing, 374
saving presentations as, 380
right indent, 120, 126
right-aligning labels, 838
right-aligning text, 121-122
Right Tab button (Word), 149
ripple slide transition, 479
Room Finder, 693
Rotate button (PowerPoint), 473
Rotate button (Publisher), 900, 933
rotating effect in slide transitions, 480
rotating graphics, 920
rotating shapes, 470, 473, 931, 933
rotating text, 394, 397
rotating text boxes, 900
row headings, 261
Row Height dialog box, 806
rows, Excel table
adding and removing, 276
creating, 275
rows, form, 840
rows, Word table
deleting, 153
inserting, 153
resizing, 153
setting properties of, 159
rows, worksheet
changing height, 237
changing multiple, 237
copying, 261
deleting, 238
filtering. See filters
formatting, 312
hidden, and SUM and AVERAGE functions, 355
hidden, in AGGREGATE function, 358
hiding, 238
inserting, 237, 239
labels, as range names, 283
labels, hiding, 249
random, selecting, 354
selecting, 261
unhiding, 238
RTF (Rich Text Format) files. See Rich Text
Format (RTF)
rule lines (OneNote), 571
Ruler check box, 450
rulers and gridlines
displaying, 53, 120
hiding, 56
markers on, 120
setting tab stops with, 121
rules
conditional formatting, 332-338
filter, defining, 350
rules, validation
creating, 361
entry messages with, 363, 364
error messages with, 363, 364
and existing data, 362
overview of, 361
requiring numeric values, 362
setting for multiple cells, 362
specifying minimum and maximum, 364
specifying whole numbers, 364
turning off, 363
validation circles, 362, 366
violations, displaying, 362, 366
Run button, 776
Run Design Checker button (Publisher), 890
running
Access 2010, 748, 752
Excel 2010, 4, 227, 229
OneNote 2010, 4, 526
PowerPoint 2010, 4
programs, 4
Word 2010, 4, 10
running heads, xix
running queries, 773, 775-776
S
sample data, creating with RANDBETWEEN
function, 354
sample templates, 39
Save As command, 41, 229, 231
Save As command 1017
Save As dialog box (Access), 801
Save As dialog box (Excel), 231
Save As dialog box (PowerPoint), 380
Save As dialog box (Word), 39, 42-43
Save As page (OneNote Backstage view), 524
Save As Type arrow (Word), 40
Save button (Access), 750, 798, 815
Save button (Outlook), 604
Save button (PowerPoint), 391
Save button (Word), 5, 39, 41-42
Save & Close button, 652, 683, 725, 728
Save & New arrow, 653
Save Current Theme dialog box (Excel), 322, 326
saving conditional formatting rules, 333
saving documents, 39, 42
automatically, 41
creating folders for, 43
as earlier format, 45
folders, creating for, 40
in new location, 40, 43
as new version, 41
keyboard shortcut for, 41
overwriting when, 41
saving e-mail messages, 605
saving forms, 828, 836
saving message drafts, 604
saving OneNote items, 524, 567
saving presentations, 380
saving publications, 870
saving queries, 773
saving records, 798, 799
saving tables, 798, 801, 815
saving themes, 107, 109, 829
saving workbooks, 229-232
scaling
OneNote images, 568
printed pages, 208
slides when printing, 493
Schedule view (Calendar), 702
Scheduling Assistant button, 695
Scheduling Assistant page, 692-693, 695
scheduling meeting requests, 693, 695
Schemes gallery, 958
Screen Clipping button (OneNote), 581
screen clippings from OneNote, 579
adding to notebooks, 581
capturing, 581
displaying, 582
options for, 580
sending to new page, 581
Screen Clipping tool, 569, 581
ScreenTips
for attachments, 623
for clip art, 922
customizing display of, 7, 751
displaying, xxv, 7, 10, 18
feature descriptions, hiding in, 19
language, specifying, 21
for OneNote images, 576
overview of, xxxiii
for search results, 74
viewing, 751
scroll bar, navigating with, 47
scrolling in Reading Pane, 629
scrolling pages in OneNote, 565
Search box, filtering and, 349, 352
searching. See also finding text
in audio notes, 585
for clip art images, 452, 919-920, 924
filters for, 349
in Help window, xxviii, xxxvi
for Publisher templates, 869
wildcards for, 75, 857, 859
for Word templates, 39
in worksheets, 264-266
section breaks
for columns, 140, 142
deleting, 214
formatting mark for, 214, 216
inserting, 214, 216
overview of, 214
Section button (PowerPoint), 381, 383
section groups (OneNote), 555
adding sections to, 560
creating, 559
opening, 560
section tabs (OneNote), 571
sections (OneNote)
color, changing, 555
creating, 555, 559
grouping. See section groups (OneNote)
keyboard shortcut for creating, 559
naming, 554-555
sections (PowerPoint)
creating in Slide Sorter view, 382
deleting, 386
dividing presentations into, 380, 384
rearranging, 386
sections (Word), changing margins, 208
security warnings, 752, 758
See Also paragraphs, xx
Select All button, 834, 840
Select Browse Object button, 48, 50
Select button (PowerPoint), 441
Select button (Publisher), 905
Select button (Word), 142, 153
Select Column button, 838
Select Data Source dialog box (Publisher), 967
1018 Save As dialog box (Access)
Select Location In OneNote dialog box, 582-583
Select Name dialog box, 658-659
Select Row button, 840
Select Table dialog box (Publisher), 967
Select & Type button (OneNote), 577
select queries, 773
selecting
adjacent fields, 806-807
all controls, 834, 840
cells, 260
controls, 824
fields, 809
multiple columns, 849
outline levels in OneNote, 570
ranges, 260
shapes, 931
tables, 153, 802
text, 905
text boxes, 907
WordArt, 915
worksheet columns/rows, 261
selecting all, 142
keyboard shortcut for, 65
in placeholders, 441
with Select button, 214
selecting text, 65, 68, 71, 141, 401
by line, 103
deselecting, 66
in tables, 155
selection area, 65
Selection button, 851
selections, creating ranges from, 283
selector, 809
Send Backward button (Publisher), 945
Send button, 605, 612, 696, 734
Send page (OneNote Backstage view), 524
Send Status Report button, 733
senders, creating contacts from, 655
sending e-mail messages, 605, 612, 614, 641
sending meeting requests, 696
Sent Items folder, 605, 613
sent messages
save location, changing, 605
viewing, 613
sentences, selecting, 65
series axis, 463
series, data, 463
entering, 256-258
in Excel tables, 276
types of, 257
Set Numbering Value dialog box (Word), 134
Set Quick Click dialog box, 719
SET UP paragraphs, xx
Set Up Show dialog box (PowerPoint), 487, 490, 508
Set Up Slide Show button (PowerPoint), 490
setting a watch, 303-304
setting up automatic slide shows, 491
setting up presentations, 491
setting workbook properties, 229, 231
Shading button (tables), 163
shading cells in Excel worksheets, 312, 314, 324, 334
shading cells in Word tables, 162
shading paragraphs, 128
shadow effects, 439
in forms, 835
for WordArt, 918
Shadow Effects button, 918
Shape Effects button (PowerPoint), 436
Shape Fill arrow (Publisher), 905, 962, 982
Shape Fill button (PowerPoint), 434
Shape Fill button (Publisher), 915
Shape Fill gallery, 915
Shape Outline arrow (Publisher), 937, 961
Shape Outline button (PowerPoint), 435
Shapes button (PowerPoint), 470-471
Shapes gallery (PowerPoint), 471
shapes, PowerPoint
adjusting, 470
connecting, 478
copying, 471, 473
copying formatting, 471, 478
drawing, 470
duplicating, 471, 474
effects, changing, 436
filling with color, 434
flipping, 473
formatting, 434, 471
grouping, 476
moving, 471
outline, changing, 435
rotating, 470, 473
setting default formatting, 471
sizing, 470, 474
text, adding, 471, 474
shapes, Publisher
applying to pictures, 928
circles, drawing, 933
coloring, 934, 961-962
connecting, 932, 935-936
connecting, changing line color when, 937
copying, 931
copying formatting to, 932
creating, 931
default settings, 932
drawing, 933
flipping, 933
shapes, Publisher 1019
formatting, 931, 933
grouping, 932, 937-938
inserting, 932
layout, changing, 931
line weight, changing, 937
moving, 931, 939
outlines, applying, 962
overview of, 931
resizing, 939
rotating, 931, 933
selecting, 931
sizing, 931
squares, drawing, 933
text in, 931
Shapes button (Publisher), 932
Shapes gallery, 932
Share button (OneNote), 546
Share page (OneNote Backstage view), 523
Share tab (OneNote ribbon), 520
Share This Notebook button (OneNote), 544
Shared Notebook Synchronization dialog box
(OneNote), 549
SharePoint
file location, setting default, 20
sharing notebooks from, 545, 547
sharing OneNote notebooks, 520, 523, 540, 544, 547
e-mailing link to, 546
from SharePoint, 545, 547
on internal network, 545, 547
on Web, 544, 547
sharing Word documents, 16
Sheet Background dialog box (Excel), 341, 343
shortcuts. See keyboard shortcuts
Show As button, 682
Show Hidden Icons button (OneNote), 590
Show/Hide ¶ button (Word), 53, 68, 149
Show Page Numbers button (Publisher), 896
Show Table button, 818
Show Table dialog box, 815, 818
Show Table of Contents button, xxvii, xxxv
Shrink Font button (Word), 116
shrinking text to fit text box, 395
Shutter Bar Open/Close button, 752
Shutter Close button, 762
shutter effect for slide transitions, 479
Shutter Open button, 763, 793
sidebars, Word
inserting, 192
resizing, 193
Side Notes
docking to desktop, 591
keeping on top, 592
keyboard shortcut for, 591
modifying, 591
opening, 591
resizing, 592
side-by-side page display, 55
signatures, e-mail, 604
Single Key Reading, 629
Single view (Inbox), 619, 622
single-line text boxes, 393
size of placeholders, 393, 439
size of slides, 486
size of text, 438
sizing
building blocks, 944
cards, 955
charts, 467
diagrams, 456, 459
pictures, 170, 450-451, 926
program window, 750
shapes, 470, 474, 931
slides, 488
text boxes, 394
slide backgrounds
applying, 433
changing , 429, 433
colors, 426
formatting placeholder, 436
slide layouts
applying, 374
changing existing slides, 372
diagram, 459
selecting from New Slide gallery, 371
slide libraries, 379
slide markup
erasing, 511
printing, 493
slide numbers in footers, 487
Slide Orientation button (PowerPoint), 488
Slide pane, adding text in, 390
Slide Show button (PowerPoint), 509-510
Slide Show view (PowerPoint), 485, 491
slide shows
looping continuously, 490
starting automatic, 491
slide size, changing, 486
Slide Sorter button (PowerPoint), 381, 482
Slide Sorter view (PowerPoint), 53, 482
creating sections in, 382
rearranging slides in, 385
slide transitions
adding to presentations, 479, 483
animating, 481
dynamic content, 480
exciting, 479
1020 Shapes button (Publisher)
removing animation, 481
sounds, adding, 482
subtle, 479
timing, 483
viewing, 482
slides
adding, 371, 374
applying color scheme to selected, 426
changing order within presentations, 386
charts in, 462
clip art images in, 448
copying from other presentations, 375
date/time in, 489
deleting, 371, 374
diagrams in, 455-456
displaying full screen, 509
displaying preview, 494
dividing into sections, 384
duplicating, 375, 378
footers, 489
highlighting during presentations, 512
importing outlines, 374, 375
in slide libraries, 379
libraries, 379
moving, 384
notes in. See notes pages (PowerPoint)
number, adding, 489
pictures in. See images (PowerPoint)
previewing, 494
printing, 492
rearranging, 386
rearranging in Slide Sorter view, 385
renaming sections, 382
reusing, 378
saving as pictures, 448
size, changing, 486
sizing, 488
text, adding, 390
titles, 390
Slides tab, 384
SmartArt button (PowerPoint), 455, 497
SmartArt graphics, 454. See also diagrams
SmartArt Styles gallery, 460
smart cut and paste, 69
SMS messages. See text messages
soft page breaks, 212
software support, xxix
Some Data May Not Be Displayed message, 778
Sort button (Word), 131, 135, 154
Sort Text dialog box (Word), 137
sorting
in Access, 850
contact records, 663
lists, 131, 135
tables, 154
text, 137
sorting records, 846, 848
alphabetically, 847
in descending order, 848
in forms, 846
on multiple fields, 846, 849
with numbers, 850
removing sort, 848
sounds, associating with slide transitions, 482
spaces, automatic insertion of, 69
spacing
character, 439
between columns, 144
paragraph, 122, 127, 148, 438
Spanish dictionary, 412
speaker notes
adding diagrams, 498
adding headers/footers, 499
adding to slides, 495, 497
preparing, 501
printing, 492, 499
Special formats (number), 328
special text. See text effects
Spelling And Grammar dialog box (Word), 88, 91
Spelling button (PowerPoint), 412, 414
spelling, checking, 42, 269, 272, 412, 415, 520
adding new words to dictionary, 269, 272
with AutoCorrect, 88-89
with shortcut menu, 88, 90
with Spelling and Grammar dialog box, 88
turning off, 412
typos, 63
Spelling dialog box (Excel), 272
Spelling & Grammar button (Word), 88, 91
Split Cells button (Word), 154
splitting cells, 154
splitting documents, 53
spouse, adding to contact records, 652
spreadsheets. See worksheets
square brackets [ ] in formulas, 289, 299
squares, drawing, 933
Stacked layout, 837
stacking
text, 394
windows, 59
Start button, 4, 748
Start menu, 4, 748
starting
Access 2010, 748, 752
Excel 2010, 4, 227, 229
OneNote 2010, 4, 526
starting 1021
starting (continued)
PowerPoint 2010, 4
programs, 4
publications, 868
Publisher, 871
Word 2010, 4, 10
statistics, document, 93
status bar
AutoCalculate on, 355
cursor location on, 47
customizing, 8, 752
default items on, 9
status reports, 733
Stop button (OneNote), 587, 589
stories (Publisher), 900
storing OneNote notebooks, 540
street addresses, entering in contact records, 656
strikethrough effect, 439
strings, text, 330-332
Style dialog box (Excel), 316-317
style sets. See also Quick Styles
changing, 100, 104
displaying list of, 101
live preview of, 101
styles, picture, 172
styles, table
adding to Cell Styles gallery, 317
applying, 316, 323
clearing, 323
creating, 316-317, 322-323
default, changing, 323
deleting, 317
overview of, 316
previewing, 161, 316
subdatasheets, 762, 764
subforms, 768
subpages (OneNote)
collapsing, 559
creating, 558
keyboard shortcut for, 558-559
SUBTOTAL function
and column headers, 356
and filters, 357
AVERAGE operation, 356
compared to AGGREGATE, 357
COUNT operation, 356
COUNTA operation, 356
function_num argument, defined, 355
ignoring in AGGREGATE function, 358
introduced, 355
limitations of, 357
MAX operation, 356
MIN operation, 356
operations, summarized, 356
PRODUCT operation, 356
STDEV.P operation, 356
STDEV.S operation, 356
SUM operation, 356
syntax, 355
VAR.P operation, 356
VAR.S operation, 356
SUM function, 287, 295, 355
SUMIF function, 297
SUMIFS function, 297, 299-300
summaries, viewing, 221
summarizing data. See also formulas, Excel;
functions
with AutoCalculate, 355, 359
in Excel tables, 276, 277
summary formulas and conditional formatting, 336
supplemental dictionaries, 412, 415
Switch Row/Column button (PowerPoint), 469
Switch Windows button (PowerPoint), 425
switching
documents, 59
effect of, 321
files, 53
presentations, 425
rows/columns in charts, 469
views, 765, 771
workbooks, 227
Sync Now button (OneNote), 550
synchronizing forms and tables, 828
synchronizing OneNote notebooks, 543, 549-550
synonyms, 412, 415-416. See also Thesaurus
defined, 79
displaying more, 416
searching for, 79, 85
T
tab bar, 233
Tab Index property, 842
Tab Order button, 842
Tab Order dialog box, 842
tab stops. See also tabbed lists
center-aligned, setting, 148
default, 121
deleting, 122
moving, 122
precisely placing, 122
right-aligned, setting, 149
setting, 121, 122
tabbed lists. See also tab stops
entering text for, 147
formatting text in, 148
overview of, 147
setting up, 147
1022 statistics, document
tabbed pages, 766
Table button (Access), 798, 803, 815
Table button (Outlook), 609
Table button (Word), 154, 164
table cells
borders, 162
deleting, 153
inserting, 153
merging, 153, 155
setting width of, 159
shading, 162
splitting, 154
table columns
deleting, 153
inserting, 153
resizing, 153
setting width of, 159
Table gallery, 609
Table Properties dialog box (Word), 159
table relationships. See relationships
table styles
adding to Cell Styles gallery, 317
applying, 316, 323
clearing, 323
creating, 316-317, 322-323
default, changing, 323
deleting, 317
overview of, 316
previewing, 161, 316
Table Styles gallery, 160-161, 611
Table Tools contextual tabs, 753, 796
tables, Access, 789. See also columns, tables;
fields; rows
closing, 757, 764, 801
copying/pasting, 798, 802
creating, 798, 815
creating forms from, 824
in Datasheet view, 762
defining structure of, 797
deleting, 802
in Design view, 808
fields, renaming, 798, 800
navigating, 797, 799
newly created, 796
opening, 753, 794, 762, 805
opening in Datasheet view, 761
opening, in Design view, 761, 808, 810
overview of, 761
populating, 797, 798, 800
primary key field, 797. See also primary keys
in Print Preview, 783
refreshing data in, 828
renaming, 802
saving, 798, 801, 815
selecting, 802
switching between, 825
undoing data entry, 798
views for, 761
tables, Excel. See also rows, Excel table
AutoExpansion, 275
columns, adding/removing, 276
converting to range, 277
creating, 275, 277
data, adding, 275, 277
data series in, 276
Design contextual tab, 277
fill color, 324
filtering. See filters
formatting, 322
formulas in, 276, 277, 293
in formulas, 289
names, adding to formulas, 295
overview of, 255
renaming, 276, 278
resize handle, 276
rows, adding/removing, 276
summarizing data in, 276, 277
table style gallery, 275
Total row, 276
tables of contents for Help window, xxvii, xxxv
tables, Outlook
entering text in, 610
formatting, 612
inserting, 609
layout, selecting, 609
printing contacts as, 667
style, changing, 611
tables, Word, 139. See also Quick Tables; rows,
Word table
aligning text in, 156, 163
alt text, entering, 159
banded rows, 161
borders around cells, 162
calculations in, 158
cell width, setting, 159
centering text in, 155
column width, setting, 157, 159
components of, 152
converting to/from regular text, 152, 156
creating, 150, 154
cutting and pasting, 153
deleting rows/columns/cells, 153
drawing, 151
entering text, 152, 155
formatting, 160
formatting text in, 155
tables, Word 1023
tables, Word (continued)
headings, rotating, 163
inserting rows/columns/cells, 153, 155-156
margin settings, 159
merging cells, 153, 155
move handle, 152, 153, 157
moving, 153
navigating in, 152
overview of, 149
previewing, 154
resizing, 153, 157
row properties, setting, 159
saving as Quick Tables, 165
selecting elements in, 153, 155
shading cells, 162
size handle, 152, 157
sorting, 154
splitting cells, 154
total rows, 161
width, setting, 159
Tablet PC, entering notes with, 567
tabs, 6, 750, 753, 757
contextual, 609
customizing, 26
keyboard, 56. See also nonprinting characters
Outline, 392
Overview pane, 392
removing, 27, 28
renaming, 30
Slides, 384
tabular layout, 837
Tag Image File Format (TIFF), 455
tagging documents, 221
tags (OneNote)
applying, 579
keyboard shortcuts for, 579
overview of, 578
task assignments, replying to, 637
task folders, 742
task lists. See also To-Do List
Daily Task List, 735
default view, 737
flagged messages in, 719
multiple, 716
Reading Pane, displaying, 737
viewing, 715
views, 736, 740
task panes
opening, 793
resizing, 833
task windows, 718
tasks
accepting, 733
assigning, 730, 731, 733
assigning to contacts, 657
Category, 718
colors, changing, 742
creating, 605, 716, 718-719, 725
declined, processing, 731
declining, 733
deleting, 717, 730
due date, 717, 719, 722-725, 727
due today, viewing, 735
filtering, 742
finding, 742
forwarding, 733
icons for, 723
information in, 717
Instant Search, 742
marking as complete, 717, 721, 729
notes, adding, 724
notes in, 727
opening, 720, 727
options, 717
Priority, 717
Privacy, 718
Quick Click flag, 719
recurrence, 717, 729
reminders, setting, 717-718, 725, 727
reordering, 737
start date, changing, 717, 722, 727
status, changing, 717, 726, 727
status reports, sending, 733
status, viewing, 731
view, changing, 738
Tasks button, 722
Tasks List
changing to, 736
fields in, 717
viewing, 735
Tasks module
creating tasks in, 716
opening, 723
views, switching, 736
technology certification, xii, xvi
telephone numbers. See phone numbers
Template Category dialog box (Publisher), 870
templates (Access)
creating databases from, 791
modifying, 790
overview of, 790
viewing, 791
1024 Tablet PC, entering notes with
templates (OneNote)
creating pages from, 552, 556
previewing, 552
templates (Publisher). See also application parts
for calendars, 977
for cards, 950, 952, 953
for catalogs, 964
color scheme applied to, 965
keywords for, 869
for postcards, 963, 965
for publications, 868-870, 872, 875-876
saving publications as, 870
searching for, 869
Templates task pane (OneNote), 552, 556
templates (Word)
displaying, 16
previewing, 39
recently used, 39
sample, installed with Word, 39
searching for, 39
Tentative availability, 693
text
aligning, 438, 838
applying attributes to, 439
capitalization, changing, 439
character spacing, changing, 439
color, changing, 439
deleting, 403
in diagrams, 457
direction, changing, 394
editing, 404
entering, 390
entering/editing in text boxes, 394
finding, 418
finding/replacing, 420
formatting effects, 444
formatting in columns, 140
line spacing, changing, 438
in numbers, 329, 332
outside of placeholders, 393
placeholders for, 393
promoting/demoting, 392
replacing, 418
rotating, 394, 397
selecting all in placeholder, 441
in shapes, 471, 474
shrinking to fit text box, 395
size, changing, 438
sizing to fit placeholder, 406
stacking, 394
in templates, 437
wrapping in text boxes, 395
Text Box button, 393, 396, 451, 474
text box controls
overview of, 821
properties of, 829
resizing, 839
Text Box Tools Format contextual tab, 903, 959
text boxes, 393
adding borders, 395, 398
adding to slides, 451
angle, changing, 900
changing effect, 436
changing outline, 435
character spacing, changing, 907
coloring, 905
copying, 394, 900
creating, 400, 902-903
default font,changing, 400
deselecting, 395
drawing, 196
entering/editing text, 394
filling with color, 434
font color, changing, 905
font effects, applying, 907
fonts, changing, 905
formatting, 900
inserting, 191
inserting files in, 904
linking, 196
manipulating, 394
moving, 394, 397, 900
multi-line, 393
overview of, 183, 900
positioning, 196
replacing text in, 191
resizing, 900, 905
rotating, 900
saving to Quick Parts Gallery, 194
selecting, 907
selecting text in, 825, 905
sidebars, inserting, 192
sidebars, resizing, 193
single-line, 393
sizing, 394
stories in, 900
text direction, changing, 900
wrapping text within, 395
text boxes (OneNote). See note containers
(OneNote)
Text button, 812
text colors, 426
Text Direction button (Publisher), 900
Text Direction button (Word), 163
text effects, 901, 907. See also WordArt
applying, 101, 105, 116
live preview of, 105
text effects 1025
Text Effects button (Word), 101, 105
text, entering, 41, 64
in OneNote, 565, 572
on Outline tab, 390
in Slide pane, 390
in text boxes, 394
Text Fit button (Publisher), 908
Text Formatting dialog box launcher, 755
text, hiding, 53
Text Highlight Color arrow (Word), 34
Text Highlight Color button (Word), 117
text messages, forwarding e-mail messages as, 635
Text Pane button (PowerPoint), 457
text, selecting, 65, 68, 71, 141, 401
by line, 103
deselecting, 66
in tables, 155
text size
changing, 111, 116, 313
incrementing, 116
keyboard shortcuts for adjusting, 116
text strings, quotation marks in, 330, 332
text wrapping
in text boxes, 395
around WordArt, 199
textured backgrounds, 178, 430
Theme Colors button (Word), 107
theme colors (Word)
changing, 107, 117
previewing effects of, 13
Theme Fonts button (Word), 108
themes (Access)
applying, 831
changing, 829
customizing, 830, 835
mixing and matching, 829
overview of, 829
saving, 829
Themes button (Access), 829-830
Themes button (Word), 13, 106-107
themes (Excel)
active, and available colors, 321
applying, 320
changing, 322, 326
colors in palette, 321
creating, 322
default, 320
defined, 320
in other Office programs, 322
Office theme, 320
switching, effect of, 321
Themes gallery, 424
themes (PowerPoint), 423
applying different, 425
live previews of, 424
switching , 424
themes (Word)
applying, 106, 107
color set, changing, 108
font set, changing, 109
from Microsoft Office Online Web site, 107
gallery of, 13
live preview of, 107
mixing and matching, 107
overview of, 106
saving, 107, 109
Thesaurus, 270, 273, 412, 416
finding synonyms in, 85
overview of, 79
Thesaurus button (PowerPoint), 415
Thesaurus button (Word), 79, 85
threaded message view. See Conversation view
three-dimensional borders, 128
thumb tabs, xix
thumbnails, 384
galleries of, 10
tick-mark labels in charts, 463
TIFF file format, 455
time
in footers, 487
formatting cells for, 319
in OneNote, inserting, 584
time of recalculation, using NOW() function to
display, 287
time zones, specifying for appointments, 681
Tip paragraphs, xx
title bars, 5, 750
title pages for publications, 877
titles
document, 220
slide, 390
To-Do Bar. See also task lists
closing, 613
creating tasks in, 717, 722
dragging messages to, 719, 721
minimizing, 707
Task List, 715
views, switching, 735
To-Do Bar button, 707
To-Do Bar Tasks List, 735
To-Do List
creating tasks in, 716
overview of, 715
resizing, 721
viewing, 735
1026 Text Effects button (Word)
Today button, 705
Toggle button, 632
Toggle Filter button, 852, 854, 857, 861
toggling filters, 852
Toolbar, Mini, 65, 312, 439, 440
character formatting with, 111
hiding, 18
toolbar, navigation, 509-510
Toolbar, Quick Access
buttons, adding, 31-32, 244, 251
buttons, positioning, 245
customizing, 5, 32, 521
exporting customizations, 245
improving efficiency with, 6
legacy commands, adding, 7
location, 244
moving, 5
overview of, 3
printing from, 34
removing buttons, 245
resetting, 32-34, 245
specifying for active document, 33
tools, data entry
AutoComplete, 257
AutoFill, 256
AutoFill Options button, 258, 260
FillSeries, 256
overview, 255
Pick From Drop-Down List, 257, 259
tools, formatting. See formatting
tools, research, 270. See also Research task pane
Top 10 AutoFilter dialog box (Excel), 349, 352
Top 10 filter, 349
total rows in tables, 161, 276
totals, viewing with AutoCalculate, 355, 359
tracer arrows, 301-302, 304, 306
hiding, 302, 305-306
tracing dependents to identify errors, 302
tracing precedents to identify errors, 301, 304
transitions
adding to presentations, 479, 483
animating, 481
dynamic content, 480
exciting, 479
removing animation, 481
sounds, adding, 482
subtle, 479
timing, 483
viewing, 482
Translate button (PowerPoint), 417
Translate button (Word), 82, 86
translating text, 271, 273, 417
entire documents, 84
in Excel, 271
in OneNote, 520
options for, 86
in Word, 82, 86
Translation Language Options dialog box
(Word), 84
transparencies, 486
transparent graphics, 920
transposing data in paste operations, 263
troubleshooting formulas, 286
Troubleshooting paragraphs, xx
troubleshooting People Pane, 633
Trust Center (Access), 759
Trust Center dialog box (Word), 25
Trust Center (Word), 24-25
trusted locations, setting, 25, 758-759
turning effect in slide transitions, 479
two monitors, 508
typos. See spelling, checking
U
Underline button (Word), 113
underlining text, 113, 439
undo actions, changing default number of, 403
Undo button, 5, 68, 70, 270, 353, 402, 404, 750
undocking OneNote, 533
undoing editing
keyboard shortcut for, 67, 402
procedure for, 68, 70, 270, 402, 837
undoing table data, 798
Unfiled Notes section (OneNote), 528
unfreezing fields, 807
Ungroup button (Publisher), 962
ungrouping publication objects, 962
ungrouping shapes, 478
Unhide Columns dialog box, 807
Unhide dialog box (Excel), 234, 236
unhiding fields, 806
unhiding rows/columns, 238
unique identifiers, 823. See also primary keys
unique values
displaying, 358, 359
and headers, 359, 360
units of measurement, 905
unread messages, 619
updating charts automatically, 468
updating meetings, 697
updating pictures automatically, 449
updating task status, 726
uppercase. See case
user-defined fields, 666
user input in exercises, xx
user input in exercises 1027
user input, validating. See validation rules
user interface. See also ribbon
color scheme, changing, 18
common to Office programs, 3
customizing, 241
elements, navigating, 48
user interface objects in text, xx
user name
AutoText for, changing, 190
common to Office programs, 3
entering, 10
setting, 19
V
validating e-mail addresses
address book search order, customizing, 602
keyboard shortcut for, 599
validation circles
displaying, 362, 366
hiding, 363, 366
validation rules
creating, 361
entry messages with, 363-364
error messages with, 363-364
and existing data, 362
minimum and maximum, specifying, 364
overview of, 361
requiring numeric values, 362
setting for multiple cells, 362
turning off, 363
validation circles, 362-363, 366
violations, displaying, 362, 366
whole numbers, specifying, 364
value axes in charts, 463
values. See also numbers
adding together, 286
average, viewing with AutoCalculate, 355, 359
comparing , 334-337
count, viewing with AutoCalculate, 355, 359
filtering for highest or lowest, 349, 353
finding, 854
ignoring in calculations, 357
maximum and minimum, 281, 287
monitoring, 303, 304
replacing, 264
searching for, 264
searching in, 266
sum of, 286
testing, 332-338
total, viewing with AutoCalculate, 355, 359
unique, displaying, 358-359
VBA macros, 758, 759
vertical scroll bar, 47
video notes (OneNote)
appearance of, 586
manipulating video in, 585
pausing, 589
playing, 588
recording, 585, 588
rewinding, 588
searchability, activating, 585
View arrow, 761
View button, 771, 812
View Multiple Sheets button (Publisher), 894
View Ruler button (Word), 120
View Shortcuts toolbar, 9, 52, 752, 761
View Sync Status button (OneNote), 549
View tab (Excel), 242
View tab (OneNote), 521
View tab (Word), 14, 52
viewing color schemes, 426
viewing workbook properties, 229
views
advanced settings for, 661
column width, changing, 665
customizing, 661, 664
resetting, 665
switching, 761, 765, 771
views, Normal
creating slide sections in, 384
in PowerPoint, 53
views, Notes Page, 53, 494
views, Reading, 53, 482, 490
views, Slide Sorter, 53, 482
creating sections in, 382
rearranging slides in, 385
views, Web Layout, 52
visible cells, summarizing, 355, 357
volatile functions, 354
Vote button, 637
voting buttons, 637
W
watch
deleting, 303, 307
setting, 303-304
Watch Window
defined, 303
deleting a watch, 303, 307
setting a watch, 303, 304
watermarks as background images, 341
Web App (OneNote), 593
1028 user input, validating
Web Apps (Office), xi
Web browsers, previewing documents in, 52, 57
Web databases, 795
creating, 795
forms for, 822
objects in, 795
publishing databases as, 795
Web Layout button, 57
Web Layout view (Word), 52
Web notes (OneNote), 579
capturing, 583
creating, 583
default location for, 581
options for, 580
Web page banner presentations, 486, 488
Web Page button, 657
Web pages
converting Word documents into, 23
sending to OneNote notebooks, 579
Week view (Calendar), 702, 703, 708
white space between Word pages, hiding, 54
wide margins, 210, 216
widows
defined, 212
setting options for, 212, 215
width, column, 237
wildcards in searches, 75, 857, 859
Windows Live Translator, 84
Windows Photo Viewer, 576
windows, overlapping, 766
windows, stacking, 59
windows, workbook
arranging multiple, 243, 251
cascading, 243, 251
wipe transition effect, 479
Word 97-2003, saving documents as, 21
Word 2010. See also Word documents
compatibility with earlier versions, 44
file formats, 44
first time starting, 10
handouts, creating, 501
Help window, opening, xxvi, xxxiv
OneNote pages, sending to, 524
online version, xi, xv
starting, 4, 10
views in, 52
word choice, researching, 270
word count, 93
Word Count button (Word), 93
Word Count dialog box (Word), 93
Word documents. See also saving documents
blank, creating, 41
blank, opening, 38
closing, 48, 51
compatibility with earlier versions, 44
creating, 38-41
default format, setting, 20
e-mailing, 615
formatting in columns, 141. See also columns,
document
full-screen display, 52, 56
inserting in other documents, 97
location, specifying, 23
maximizing, 59
moving to top, 55
navigating, 47, 56-57, 71
opening, 46, 48
printing with default settings, 34
read-only, opening as, 46
recently opened, 16, 46
renaming when saving, 43
repairing, 46
scrolling through, 47, 50
selecting, 65
sharing, 16
side-by-side display, 55
splitting into two panes, 53
switching between, 53, 59
translating, 84
viewing multiple, 59
zooming in/out, 53
Word Options dialog box (Word), 17, 19
AutoRecover settings, 41
Recent page options, changing, 16
Word outlines, importing to PowerPoint, 374
Word tables, 139. See also Quick Tables
aligning text in, 156, 163
alt text, entering, 159
banded rows, 161
borders around cells, 162
calculations in, 158
cell width, setting, 159
centering text in, 155
column width, setting, 157, 159
components of, 152
converting to/from regular text, 152, 156
creating, 150, 154
cutting and pasting, 153
deleting rows/columns/cells, 153
drawing, 151
entering text, 152, 155
formatting, 160
formatting text in, 155
headings, rotating, 163
inserting rows/columns/cells, 153, 155-156
margin settings, 159
merging cells, 153, 155
move handle, 152, 153, 157
Word tables 1029
Word tables (continued)
moving, 153
navigating in, 152
overview of, 149
previewing, 154
resizing, 153, 157
row properties, setting, 159
saving as Quick Tables, 165
selecting elements in, 153, 155
shading cells, 162
size handle, 152, 157
sorting, 154
splitting cells, 154
total rows, 161
width, setting, 159
WordArt button, 198, 908-909
WordArt gallery, 909
WordArt objects
aligning, 911
best practices for, 908
centering, 198
colors, setting, 917
converting text into, 197
editing text, 909
formatting, 912
gradient fill, adding, 915
inserting, 197-198, 908-909
layout, modifying, 913
moving, 911
overview of, 197, 908
page position, modifying, 913
positioning, 198
resizing, 911, 912
selecting, 915
shading styles, 917
shadow effects, 918
shape, changing, 913, 914
starting new lines in, 198
styles, applying, 200, 909
text wrapping, 199
words
adding to dictionary, 269, 272
selecting, 65, 68
Work Week button, 705
Work Week view (Calendar), 702, 705
workbooks
arranging multiple windows, 243, 251
copying worksheets, 233, 235
creating, 228, 230
default, 228
display font, changing, 313, 315
displaying side by side, 243
Document Properties panel, 229
filtering ranges, 284
properties, 229-232
saving, 229, 232
switching between, 227, 243, 251
themes. See themes, Excel
worksheet cells. See also ranges
absolute references, 294, 307
active, 260-261, 349
aligning, 318
borders, 312, 314
contiguous, in formulas, 290
copying, 258, 261
deleting, 238, 240
deleting contents/formatting of, 311
entering data in, 256, 258
filtering. See filters, Excel
finding sum of, 286
formatting, copying, 258, 260
individual, selecting, 260
inserting, 238, 240
monitoring values in, 303, 304
moving, 238, 240
moving to, 260
noncontiguous, adding to formulas, 290
noncontiguous, formatting, 314
number formatting in, 319
pasting formulas in, 291
references, 294-295, 301
shading, 312-314, 324
visible, summarizing, 355, 357
worksheet columns
changing multiple, 237
copying, 261
deleting, 238
##### error code, 301
filtering. See filters
formatting, 312
hiding, 238-239
inserting, 237, 239
labels, and filtering, 349
labels, as range names, 283
labels, hiding, 249
moving, 261
selecting, 261
unhiding, 238
width, changing, 237
width errors, 301
worksheets, Excel
backgrounds, 341-344
columns. See columns, worksheet
copying, 233, 235
creating, 233
deleting, 234, 236
1030 WordArt button
displaying, 233
filtering. See filters
hiding, 234, 235
images, adding, 339, 342
purpose of, 233
renaming, 233, 235
reordering, 234-235
rows. See rows, worksheet
searching, 264
tab color, changing, 234-235
unhiding, 234, 236
Wrap Text button (Word), 199
wrapping text
in text boxes, 395
around WordArt, 199
X
XML data, removing before distributing
document, 222
XML file formats, 44
XPS format
printing documents to, 223
Y
y-axis, 463
Z
zeros in number formatting, 329
ZIP codes, 811
Zoom arrow, 779
Zoom button (Word), 9, 53, 55, 56, 209
Zoom control, 242
Zoom dialog box (Excel), 242, 250
Zoom dialog box (Word), 55, 56, 209
Zoom In button (PowerPoint), 494
Zoom In button (Word), 56
Zoom Level button (Word), 176, 185
Zoom Out button (Word), 56, 102, 191
Zoom Slider, 9, 385
Zoom To Page button (PowerPoint), 494
Zoom To Selection button (Excel), 242, 249
zooming effect in slide transitions, 479
zooming in/out, 249
adjusting, 53, 102
of contact records, 662
displaying multiple pages, 55, 209
to full page, 176
overview of, 242
by percentage, 56
in Publisher, 904
in Reading Pane, 627
in reports, 778-779
specific zoom level, 242
zooming in/out 1031
About the Authors
Joyce Cox
Joyce has 30 years’ experience in the development of training materials
about technical subjects for non-technical audiences, and is the author
of dozens of books about Office and Windows technologies. She is the
Vice President of Online Training Solutions, Inc. (OTSI).
As President of and principal author for Online Press, she developed
the Quick Course series of computer training books for beginning and
intermediate adult learners. She was also the first managing editor of
Microsoft Press, an editor for Sybex, and an editor for the University
of California.
Joan Lambert
Joan has worked in the training and certification industry for more
than a decade. As President of OTSI, Joan is responsible for guiding
the translation of technical information and requirements into useful,
relevant, and measurable training and certification tools.
Joan is a Microsoft Office Master (MOM), a Microsoft Certified Application
Specialist (MCAS), a Microsoft Certified Technology Specialist (MCTS), a
Microsoft Certified Trainer (MCT), and the author of more than two dozen
books about Windows and Office (for Windows and Mac).
Curtis Frye
Curtis Frye is a writer, speaker, and performer living in Portland, Oregon.
He is the sole or lead author of more than 20 books, including
Microsoft Excel 2010 Plain & Simple, Microsoft Access 2010 Plain &
Simple, and Excel 2007 Pocket Guide. In addition to his writing, Curt
presents keynote addresses on Excel and motivational topics.
The Team
This book would not exist without the support of these hard-working members of the
OTSI publishing team:
● Kathleen Atkins
● Jan Bednarczuk
● Jenny Moss Benson
● Rob Carr
● Susie Carr
● Jeanne Craver
● Patty Gardner
● Elizabeth Hansford
● Kathy Krause
● Marlene Lambert
● Patty Masserman
● Brianna Morgan
● Jaime Odell
● Jean Trenary
● Liv Trenary
● Elisabeth Van Every
We are especially thankful to the support staff at home who make it possible for our
team members to devote their time and attention to these projects.
Devon Musgrave and Joel Panchot provided invaluable support on behalf of Microsoft
Learning.
Online Training Solutions, Inc. (OTSI)
OTSI specializes in the design, creation, and production of Office and Windows training
products for information workers and home computer users. For more information
about OTSI, visit:
www.otsi.com
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