microsoft office 2007 all-in-one desk reference for dummies

by Peter Weverka Office 2007 ALL-IN-ONE DESK REFERENCE FOR DUMmIES ‰ 01_782793 ffirs.qxp 11/22/06 5:07 PM Page iii Office 2007 All-in-One Desk Reference For Dummies ® Published by Wiley Publishing, Inc. 111 River Street Hoboken, NJ 07030-5774 www.wiley.com Copyright © 2007 by Wiley Publishing, Inc., Indianapolis, Indiana Published by Wiley Publishing, Inc., Indianapolis, Indiana Published simultaneously in Canada No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permit- ted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600. Requests to the Publisher for permission should be addressed to the Legal Department, Wiley Publishing, Inc., 10475 Crosspoint Blvd., Indianapolis, IN 46256, (317) 572-3447, fax (317) 572-4355, or online at http:// www.wiley.com/go/permissions. Trademarks: Wiley, the Wiley Publishing logo, For Dummies, the Dummies Man logo, A Reference for the Rest of Us!, The Dummies Way, Dummies Daily, The Fun and Easy Way, Dummies.com, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates in the United States and other countries, and may not be used without written permission. Microsoft is a registered trademark of Microsoft Corporation in the United States and/or other countries. All other trademarks are the property of their respective owners. Wiley Publishing, Inc., is not associated with any product or vendor mentioned in this book. 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Library of Congress Control Number: 2006925911 ISBN: 978-0-471-78279-7 Manufactured in the United States of America 10 9 8 7 6 5 4 3 2 1 1B/RT/RS/QW/IN 01_782793 ffirs.qxp 11/22/06 5:07 PM Page iv About the Author Peter Weverka is the bestselling author of several For Dummies books, including PowerPoint 2007 All-in-One Desk Reference For Dummies and Microsoft Money For Dummies, as well as 30 other computer books about various topics. Peter’s humorous articles and stories — none related to computers, thankfully — have appeared in Harper’s, SPY, The Argonaut, and other magazines for grown-ups. 01_782793 ffirs.qxp 11/22/06 5:07 PM Page v Dedication For Aiko Sofia and Henry Gabriel. Author’s Acknowledgments Many hard-working people at Wiley Publishing in Indiana had a hand in this book, and I would like to thank all of them. I am especially grateful to Steve Hayes for giving me the opportunity to write this and other For Dummies books. Many thanks as well go to Jean Rogers, this book’s project editor, for her dili- gence and grace under pressure, and Jennifer Riggs and Mary Lagu for their copy editing skills. Technical editors Joyce Nielsen and Lee Musik made sure that all the explanations in this book are indeed accurate, and I would like to thank them for their excellent work and suggestions for improving this book. I would also like to give a special thanks to Joe Stockman for his work in Book VI about Access. I would also like to thank Rich Tennant for the witty car- toons you will find on the pages of this book and Richard Shrout for writing the index. Many other people at the Wiley office in Indianapolis gave their all to this book; their names are listed on the following page in the publisher’s acknowledgements. Finally, I owe my family — Sofia, Henry, and Addie — a debt for tolerating my vampire-like working hours and eerie demeanor at the breakfast table. How will I ever repay you? 01_782793 ffirs.qxp 11/22/06 5:07 PM Page vii Publisher’s Acknowledgments We’re proud of this book; please send us your comments through our online registration form located at www.dummies.com/register/. Some of the people who helped bring this book to market include the following: Acquisitions, Editorial, and Media Development Associate Project Editor: Jean Rogers Acquisitions Editor: Steven Hayes Copy Editors: Jennifer Riggs, Mary Lagu Technical Editors: Joyce Nielsen, Lee Musick Editorial Manager: Kevin Kirschner Media Development Specialists: Angela Denny, Kate Jenkins, Steven Kudirka, Kit Malone Media Development Coordinator: Laura Atkinson Media Project Supervisor: Laura Moss Media Development Manager: Laura VanWinkle Media Development Associate Producer: Richard Graves Editorial Assistant: Amanda Foxworth Sr. Editorial Assistant: Cherie Case Cartoons: Rich Tennant ( www.the5thwave.com) Composition Services Project Coordinator: Erin Smith Layout and Graphics: Claudia Bell, Joyce Haughey, Stephanie D. Jumper, Barbara Moore, Heather Ryan, Rashell Smith Proofreaders: John Greenough, Sossity R. Smith, Melba Hopper, Brian H. Walls Indexer: Richard Shrout Anniversary Logo Design: Richard Pacifico Publishing and Editorial for Technology Dummies Richard Swadley, Vice President and Executive Group Publisher Andy Cummings, Vice President and Publisher Mary Bednarek, Executive Acquisitions Director Mary C. Corder, Editorial Director Publishing for Consumer Dummies Diane Graves Steele, Vice President and Publisher Joyce Pepple, Acquisitions Director Composition Services Gerry Fahey, Vice President of Production Services Debbie Stailey, Director of Composition Services 01_782793 ffirs.qxp 11/22/06 5:07 PM Page viii Contents at a Glance Introduction 1 Book I: Common Office Tools 7 Chapter 1: Office Nuts and Bolts 9 Chapter 2: Wrestling with the Text 35 Chapter 3: Speed Techniques Worth Knowing About 61 Chapter 4: Taking Advantage of the Proofing Tools 69 Chapter 5: Creating a Table 87 Chapter 6: Creating a Chart 107 Chapter 7: Making a SmartArt Diagram 129 Chapter 8: Drawing and Manipulating Lines, Shapes, and Other Objects 151 Book II: Word 2007 177 Chapter 1: Speed Techniques for Using Word 179 Chapter 2: Laying Out Text and Pages 195 Chapter 3: Word Styles 217 Chapter 4: Desktop Publishing with Word 231 Chapter 5: Getting Word’s Help with Office Chores 249 Chapter 6: Tools for Reports and Scholarly Papers 267 Book III: Outlook 2007 287 Chapter 1: Getting Acquainted with Outlook 289 Chapter 2: Maintaining the Contacts Folder 305 Chapter 3: Handling Your E-Mail 315 Chapter 4: Managing Your Time and Schedule 349 Chapter 5: Tasks, Reminders, and Notes 359 Book IV: PowerPoint 2007 367 Chapter 1: Getting Started in PowerPoint 369 Chapter 2: Fashioning a Look for Your Presentation 393 Chapter 3: Entering the Text 409 Chapter 4: Making Your Presentations Livelier 425 Chapter 5: Delivering a Presentation 437 02_782793 ftoc.qxp 11/22/06 5:07 PM Page ix Book V: Excel 2007 455 Chapter 1: Up and Running with Excel 457 Chapter 2: Refining Your Worksheet 475 Chapter 3: Formulas and Functions for Crunching Numbers 489 Chapter 4: Making a Worksheet Easier to Read and Understand 509 Chapter 5: Analyzing Data 525 Book VI: Access 2007 535 Chapter 1: Introducing Access 537 Chapter 2: Building Your Database Tables 553 Chapter 3: Entering the Data 581 Chapter 4: Sorting, Querying, and Filtering for Data 591 Chapter 5: Presenting Data in a Report 611 Book VII: Publisher 2007 617 Chapter 1: Introducing Publisher 619 Chapter 2: Refining a Publication 631 Chapter 3: Putting On the Finishing Touches 641 Book VIII: Office 2007 — One Step Beyond 651 Chapter 1: Customizing an Office Program 653 Chapter 2: Ways of Distributing Your Work 661 Chapter 3: Handling Graphics 669 Chapter 4: Decorating Files with Clip Art 685 Chapter 5: Note Taking with OneNote 697 Chapter 6: Collaborating with SharePoint Services 709 Chapter 7: Automating Tasks with Macros 715 Chapter 8: Linking and Embedding in Compound Files 727 Index 737 02_782793 ftoc.qxp 11/22/06 5:07 PM Page x Table of Contents Introduction 1 What’s in This Book, Anyway? 1 What Makes This Book Different 2 Easy-to-look-up information 2 A task-oriented approach 3 Meaningful screen shots 3 Foolish Assumptions 3 Conventions Used in This Book 4 Icons Used in This Book 4 Good Luck, Reader! 5 Book I: Common Office Tools 7 Chapter 1: Office Nuts and Bolts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9 A Survey of Office Programs 9 Starting an Office Program 10 Finding Your Way around the New Office Interface 12 The Office button 13 The Quick Access toolbar 13 The Ribbon and its tabs 14 Context-sensitive tabs 15 The anatomy of a tab 16 Live previewing 19 Mini Toolbars 19 Office 2007 for keyboard lovers 21 Saving Your Files 21 Declaring where you like to save files 22 Saving files for use in earlier versions of an Office program 23 Saving AutoRecovery information 24 Opening and Closing Files 26 Opening a file 26 Closing a file 29 Entering the Document Properties 29 Understanding the New Office XML Format 30 Locking a File with a Password 31 Password-protecting a file 31 Opening a file that requires a password 33 Removing a password from a file 33 02_782793 ftoc.qxp 11/22/06 5:07 PM Page xi Office 2007 All-in-One Desk Reference For Dummies xii Chapter 2: Wrestling with the Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35 Manipulating the Text 35 Selecting text 35 Moving and copying text 36 Taking advantage of the Clipboard task pane 36 Deleting text 38 Changing the Look of Text 38 Choosing fonts for text 39 Changing the font size of text 42 Applying font styles to text 42 Applying text effects to text 43 Underlining text 45 Changing the color of text 45 Quick Ways to Handle Case, or Capitalization 46 Entering Symbols and Foreign Characters 48 Finding and Replacing Text 49 Finding stray words and formats 49 Conducting a find-and-replace operation 55 Creating Hyperlinks 56 Linking a hyperlink to a Web page 56 Creating a hyperlink to another place in your file 58 Creating an e-mail hyperlink 59 Repairing and removing hyperlinks 59 Chapter 3: Speed Techniques Worth Knowing About . . . . . . . . . . . . . .61 Undoing and Repeating Commands 61 Undoing a mistake 61 Repeating an action — and quicker this time 62 Zooming In, Zooming Out 63 Viewing a File through More Than One Window 64 Correcting Typos on the Fly 64 Opening the AutoCorrect dialog box 65 Telling Office which typos and misspellings to correct 66 Preventing capitalization errors with AutoCorrect 66 Entering Text Quickly with the AutoCorrect Command 67 Chapter 4: Taking Advantage of the Proofing Tools . . . . . . . . . . . . . . .69 Correcting Your Spelling Errors 69 Correcting misspellings one at a time 70 Running a spell-check 70 Fine-tuning the spell checker 72 Checking for Grammatical Errors in Word 76 Researching a Topic inside an Office Program 77 Using the Research task pane 78 Choosing your research options 80 02_782793 ftoc.qxp 11/22/06 5:07 PM Page xii Table of Contents xiii Finding the Right Word with the Thesaurus 80 Proofing Text Written in a Foreign Language 82 Telling Office which languages you will use 82 Marking text as foreign language text 83 Translating Foreign Language Text 83 Chapter 5: Creating a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .87 Talking Table Jargon 87 Creating a Table 88 Entering the Text and Numbers 90 Selecting Different Parts of a Table 91 Aligning Text in Columns and Rows 91 Merging and Splitting Cells 91 Laying Out Your Table 93 Changing the size of a table, columns, and rows 93 Inserting and deleting columns and rows 96 Moving columns and rows 96 Formatting Your Table 97 Designing a table with a table style 97 Calling attention to different rows and columns 98 Decorating your table with borders and colors 98 Using Math Formulas in Word Tables 100 Neat Table Tricks 101 Changing the direction of header row text 101 Using a picture as the table background 102 Drawing diagonal lines on tables 104 Drawing on a table 105 Chapter 6: Creating a Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .107 A Mercifully Brief Anatomy Lesson 107 The Basics: Creating a Chart 109 Choosing the Right Chart 111 Providing the Raw Data for Your Chart 112 Positioning Your Chart in a Workbook, Page, or Slide 113 Changing a Chart’s Appearance 114 Changing the chart type 114 Changing the size and shape of a chart 115 Relying on a chart style to change appearances 115 Changing the layout of a chart 116 Handling the gridlines 119 Changing a chart element’s color, font, or other particular 120 Saving a Chart as a Template so You Can Use It Again 122 Saving a chart as a template 122 Creating a chart from a template 123 02_782793 ftoc.qxp 11/22/06 5:07 PM Page xiii [...]... 525 Sorting a list 526 Filtering a list 527 Forecasting with the Goal Seek Command .529 Performing What-If Analyses with Data Tables 530 Using a one-input table for analysis .531 Using a two-input table for analysis .532 xxiv Office 2007 All-in-One Desk Reference For Dummies Book VI: Access 2007 .535 Chapter 1: Introducing Access ... from Other Programs .733 Embedding foreign data 733 Editing embedded data 736 Index 737 xxx Office 2007 All-in-One Desk Reference For Dummies Introduction T his book is for users of Office 2007 who want to get to the heart of the program without wasting time Don’t look in this book to find out how the different programs in the Office suite work Look in this book to find... from slide to slide 440 xxii Office 2007 All-in-One Desk Reference For Dummies Tricks for Making Presentations a Little Livelier .442 Wielding a pen or highlighter in a presentation 443 Erasing pen and highlighter drawings .444 Blanking the screen 444 Delivering a Presentation When You Can’t Be There in Person 445 Providing handouts for your audience 445 Creating a... 489 Referring to cells in formulas 489 Referring to formula results in formulas 491 Operators in formulas 492 The Basics of Entering a Formula 494 Speed Techniques for Entering Formulas 494 Clicking cells to enter cell references 494 Entering a cell range 495 Naming cell ranges so that you can use them in formulas 496 Referring to cells in different... index 278 xviii Office 2007 All-in-One Desk Reference For Dummies Putting Cross-References in a Document 278 Putting Footnotes and Endnotes in Documents .280 Entering a footnote or endnote 281 Choosing the numbering scheme and position of notes .282 Deleting, moving, and editing notes .283 Compiling a Bibliography 283 Inserting a citation for your bibliography... graphic’s brightness and contrast .674 Recoloring a graphic 675 Cropping off part of a graphic 676 Compressing Graphics to Save Disk Space .677 xxviii Office 2007 All-in-One Desk Reference For Dummies Using Microsoft Office Picture Manager 678 Mapping the graphic files on your computer 679 Displaying the graphic file you want to work with 680 Editing a picture ... in the Tasks window .361 Handling and managing tasks 362 Reminders for Being Alerted to Activities and Tasks 362 Scheduling a reminder message .363 Making reminders work your way 364 Making Notes to Yourself 364 xx Office 2007 All-in-One Desk Reference For Dummies Book IV: PowerPoint 2007 .367 Chapter 1: Getting Started in PowerPoint 369... Excel can be for financial analyses, data tracking, and forecasting ✦ Book VI: Access 2007: Describes how to create a relational database for storing information, as well as query the database for information and gather information into meaningful reports Don’t be frightened by the word “database.” You’ll be surprised to discover how useful Access can be in your work ✦ Book VII: Publisher 2007: Shows... e-mail right away because I’m too darned busy I do appreciate comments and questions, however, because they help me pass my dreary days in captivity 6 Office 2007 All-in-One Desk Reference For Dummies Book I Common Office Tools Contents at a Glance Chapter 1: Office Nuts and Bolts 9 Chapter 2: Wrestling with the Text 35 Chapter 3: Speed Techniques Worth Knowing About 61 Chapter... Chapter 1: Office Nuts and Bolts In This Chapter ߜ Introducing the Office programs ߜ Running an Office program ߜ Exploring the new Office interface ߜ Saving and auto-recovering your files ߜ Opening and closing an Office file ߜ Recording a file’s document properties ߜ Looking at Office s new XML file format ߜ Clamping a password on a file C hapter 1 is where you get your feet wet with Office 2007 Walk . by Peter Weverka Office 2007 ALL-IN-ONE DESK REFERENCE FOR DUMmIES ‰ 01_782793 ffirs.qxp 11/22/06 5:07 PM Page iii Office 2007 All-in-One Desk Reference For Dummies ® Published by Wiley. Weverka is the bestselling author of several For Dummies books, including PowerPoint 2007 All-in-One Desk Reference For Dummies and Microsoft Money For Dummies, as well as 30 other computer books. Wiley, the Wiley Publishing logo, For Dummies, the Dummies Man logo, A Reference for the Rest of Us!, The Dummies Way, Dummies Daily, The Fun and Easy Way, Dummies. com, and related trade dress