PUBLISHED BY Microsoft Press A Division of Microsoft Corporation One Microsoft Way Redmond, Washington 98052-6399 Copyright © 2008 by Online Training Solutions, Inc All rights reserved No part of the contents of this book may be reproduced or transmitted in any form or by any means without the written permission of the publisher Library of Congress Control Number: 2008920904 Printed and bound in the United States of America QWT Distributed in Canada by H.B Fenn and Company Ltd A CIP catalogue record for this book is available from the British Library Microsoft Press books are available through booksellers and distributors worldwide For further information about international editions, contact your local Microsoft Corporation office or contact Microsoft Press International directly at fax (425) 936-7329 Visit our Web site at www.microsoft.com/mspress Send comments mspinput@microsoft.com Microsoft, Microsoft Press, Access, Calibri, Excel, Outlook, Pivot Chart, Pivot Table, PowerPoint, SharePoint, SmartArt, SQL Server, Windows, and Windows Vista are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries Other product and company names mentioned herein may be the trademarks of their respective owners The example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious No association with any real company, organization, product, domain name, e-mail address, logo, person, place, or event is intended or should be inferred This book expresses the author’s views and opinions The information contained in this book is provided without any express, statutory, or implied warranties Neither the authors, Microsoft Corporation, nor its resellers, or distributors will be held liable for any damages caused or alleged to be caused either directly or indirectly by this book Acquisitions Editor: Juliana Aldous Developmental Editor: Sandra Haynes Project Editor: Maria Gargiulo Editorial Production: Online Training Solutions, Inc Technical Reviewers: Rob Carr, Joyce Cox, Barry Preppernau, and Joan Preppernau Cover: Turnstyle Body Part No X14-86383 Contents Taking a Microsoft Certified Application Specialist Exam xix The Microsoft Business Certification Program xix Selecting a Certification Path xx Test-Taking Tips xx Certification Benefits xxii For More Information xxii Using This Book to Study for a Certification Exam xxiii Features and Conventions of This Book .xxiv Additional Resources .xxiv Working in the Microsoft Office Fluent User Interface xxv Using the Companion CD xxvii CD Contents xxviii Minimum System Requirements xxxvi Installing the Practice Files xxxvii Using the Practice Files xxxviii Removing and Uninstalling the Practice Files xxxviii Getting Help xxxix Getting Help with This Book and Its Companion CD xxxix Getting Help with an Office Program xxxix More Information xl What you think of this book? We want to hear from you! Microsoft is interested in hearing your feedback so we can continually improve our books and learning resources for you To participate in a brief online survey, please visit: www.microsoft.com/learning/booksurvey/ iii iv Contents Exam 77-601 Using Microsoft Office Word 2007 Creating and Customizing Documents 1.1 Create and format documents Templates Borders and Backgrounds Themes 10 1.2 Lay out documents 13 Page Settings 13 Headers and Footers 14 Columns 16 1.3 Make documents and content easier to find 18 Properties 18 Tables of Contents 19 Indexes 22 Bookmarks 24 Cross-References 25 Hyperlinks 27 1.4 Personalize Word 2007 30 Common Settings 30 More Specialized Settings 33 Research Settings 35 Objective Review 37 Formatting Content 39 2.1 Format text and paragraphs .40 Character Formatting 40 Paragraph Formatting 43 Styles 47 Quick Styles 50 Style Sets 52 Line Breaks and Hyphenation 53 Tab Stops 55 Copying, Finding, and Clearing 57 2.2 Manipulate text 59 Copying and Moving 59 Paste Special 61 Finding and Replacing 62 Contents v 2.3 Control pagination 65 Page Breaks 65 Sections 66 Objective Review 67 Working with Visual Content 69 3.1 Insert illustrations 70 Pictures 70 Shapes 72 SmartArt Diagrams 73 Charts 75 Sizing and Positioning 77 3.2 Format illustrations 80 Text Wrapping 80 Cropping 81 Rotating 82 Stacking Order 83 Grouping 84 Aligning and Distributing 85 Styles 86 Color 87 3.3 Format text graphically 90 WordArt .90 Drop Caps 91 3.4 Insert and modify text boxes 93 Objective Review 95 Organizing Content 97 4.1 Structure content by using Quick Parts 98 Building Blocks Organizer 98 Custom Quick Parts 100 Fields 102 4.2 Use tables and lists to organize content 105 Tables 105 Tabular Lists 108 Bulleted and Numbered Lists 109 vi Contents 4.3 Modify tables 114 Table Structure 114 Table Formatting 118 Text Alignment 120 Calculations .121 4.4 Insert and format references and captions 122 Bibliographies .122 Reference Tables 124 Footnotes and Endnotes .126 4.5 Merge documents and data sources 128 Documents 128 Labels 131 Envelopes 132 Objective Review 135 Reviewing Documents 137 5.1 Navigate documents 138 Navigation Tricks 138 Multiple Views 142 5.2 Compare and merge document versions .144 5.3 Manage tracked changes 146 Tracking 146 Reviewing 148 5.4 Insert, modify, and delete comments 151 Objective Review 153 Sharing and Securing Content 155 6.1 Prepare documents for sharing 156 File Formats .156 Compatibility Checker .158 Document Inspector 159 6.2 Control document access 161 Editing and Formatting Restrictions 161 Passwords 163 Rights Management 164 Finalizing 165 6.3 Attach digital signatures 166 Objective Review 169 Contents Exam 77-602 Using Microsoft Office Excel 2007 Creating and Manipulating Data vii 171 175 1.1 Insert data by using Auto Fill 176 Filling Series 176 Copying Data 180 1.2 Ensure data integrity 182 Data Entry Restrictions 182 Input and Error Messages .185 Duplicate Rows .186 1.3 Modify cell contents and formats 188 1.4 Change worksheet views .190 Views 190 Zoom Level 191 Program Window Area 192 Freezing and Splitting 193 Multiple Windows 195 1.5 Manage worksheets .196 Hiding and Displaying .196 Moving and Copying 196 Objective Review 197 Formatting Data and Content 199 2.1 Format worksheets .200 Themes 200 Gridlines and Headings .201 Worksheet Tabs 203 Worksheet Background 204 2.2 Insert and modify rows and columns 207 Inserting and Deleting 207 Formatting 210 Hiding 211 Height and Width 213 2.3 Format cells and cell content 216 Built-In Number Formats 216 Custom Formats 217 Hyperlinks 219 Merged Cells .220 Formatting 222 Cell Styles 224 viii Contents 2.4 Format data as a table .227 Tables 227 Table Styles 230 Total Row .232 Objective Review 233 Creating and Modifying Formulas 235 3.1 Reference data in formulas .236 Cell References 236 Cell Ranges 237 Worksheet References 238 Workbook References .239 Named Ranges 239 3.2 Summarize data by using a formula 242 3.3 Summarize data by using subtotals 246 3.4 Conditionally summarize data by using a formula 248 3.5 Look up data by using a formula 252 3.6 Use conditional logic in a formula .254 3.7 Format or modify text by using formulas 256 3.8 Display and print formulas 258 Objective Review 259 Presenting Data Visually 261 4.1 Create and format charts 262 Plotting Charts 262 Layouts and Styles 265 4.2 Modify charts 267 Moving and Sizing .267 Editing Data 269 Chart Elements 270 4.3 Apply conditional formatting 274 4.4 Insert and modify illustrations 278 Pictures 278 SmartArt Diagrams 280 Shapes 282 4.5 Outline data 284 4.6 Sort and filter data 287 Sorting 287 Filtering 289 Objective Review 293 Contents Collaborating and Securing Data ix 295 5.1 Manage changes to workbooks .296 Change Tracking 296 Comments .299 5.2 Protect and share workbooks 302 Passwords 302 Workbook Protection 303 Worksheet Protection 305 Workbook Sharing .306 5.3 Prepare workbooks for distribution 310 Properties 310 Document Inspector 311 Permissions 312 Digital Signatures 313 Finalizing 315 5.4 Save workbooks 316 File Formats 316 Compatibility Checker 318 5.5 Set print options for printing data, worksheets, and workbooks 319 Print Area 319 Page Breaks 320 Worksheet Layout 322 Headers and Footers 324 Objective Review 325 Exam 77-603 Using Microsoft Office PowerPoint 2007 Creating and Formatting Presentations 327 331 1.1 Create new presentations 332 Blank Presentations 332 Templates 332 Outlines 334 1.2 Customize slide masters 335 Slide Masters 335 Themes 338 Background .341 1.3 Add elements to slide masters .344 Layouts 344 Content Placeholders 344 Custom Elements 347 x Contents 1.4 Create and change presentation elements 348 Slide Orientation and Size 348 Transitions 349 1.5 Arrange slides 351 Adding and Deleting 351 Slide Order 353 Objective Review 355 Creating and Formatting Slide Content 357 2.1 Insert and format text boxes 358 Text Boxes 358 Size and Position 359 Shape Formatting 361 Text Layout 364 2.2 Manipulate text 367 Basic Editing 367 Bulleted and Numbered Lists 369 Basic Formatting 372 WordArt 375 2.3 Add and link existing content to presentations 378 Ready-Made Slides 378 Sounds 379 Movies 382 Other Types of Files 383 Links 384 2.4 Apply, customize, modify, and remove animations 388 Built-In Animations 388 Custom Animations 389 Objective Review 393 Working with Visual Content 395 3.1 Create SmartArt diagrams 396 Independent Diagrams 396 Diagrams from Bulleted Lists 398 3.2 Modify SmartArt diagrams .399 Design Changes 399 Shape Changes .400 758 properties properties See databases; documents; fields, in Access; presentations; tables, in Access; tables, in Word; workbooks Properties dialog box (Outlook), 561 Property Sheet button (Access), 620 Property Update Options button (Access), 626 proposing new meeting times, 509 Protect Document button (Word), 162 Protect Presentation button (PowerPoint), 432 Protect Shared Workbook dialog box (Excel), 309 Protect Structure and Windows dialog box (Excel), 304 Protect Workbook button (Excel), 304 protecting databases, 727–728 presentations, 432 workbooks, 303 worksheet cells, 303, 305 worksheets, 303, 305 publishing Calendar, to Office Online, 519 database objects, as XPS documents, 716 pyramid diagrams, in PowerPoint, 396 Q queries See also action queries; crosstab queries; database objects; select queries adding tables to, 687 aggregate functions in, 690 aliases in, 692 calculations as criteria in, 693 comparison operators, 682 creating, 678 creating calculated fields with, 693 creating new tables with, 683 criteria, adding, 681–682 criteria, changing each time, 688–689 data type, specifying, 689 export formats for, 712 fields, adding to, 680 finding duplicate fields with, 679 parameters, changing, 688 removing tables from, 687 running, 680 saving, as forms or reports, 717 sort order, default, 702 sort order, specifying, 680 sorting ascending/descending, 702 sorting results, 701 sorting results, on multiple fields, 702 sorting results, on single field, 701 subqueries, 685 summarizing data with, 693 wildcard characters in, 682 Query Builder, searching e-mail messages with, 574–575 Query Parameters dialog box (Access), 689 Quick Access Toolbar, xxv Quick Click category, 555 Quick Layout button (PowerPoint), 418 Quick Parts customizing, 100 deleting, 101 formatting, 100 inserting, 100 list of, 98 positioning, 100 properties, viewing, 99 saving, 101 saving document elements as, 101 sorting list of, 99–100 Quick Parts button (Word), 100–101 Quick Styles (Word) applying, 51 overview of, 50 previewing, 51 style sets See style sets Quick Styles button (PowerPoint), 419 Quick Styles gallery (Word), 47 adding styles to, 51 displaying, 50 removing styles from, 51 Quick Tables, 119 R radar charts, 262 See also charts, in Excel ranges, cell defining as print area, 319 named See named ranges overview of, 237 read receipts for e-mail messages, 483 Reading Pane (Outlook) closing, 455 displaying, 454–455, 487 previewing attachments in, 470 viewing messages in, 456 Recall This Message dialog box (Outlook), 463 recalling e-mail messages, 463 receipts for e-mail messages, 483 recipients, e-mail creating contacts from, 540 within Exchange network, 458 multiple, 458, 460 Recolor button (PowerPoint), 408 recoloring pictures, 408 records, in Access copying, 660 copying from previous field, 659 deleting, 660–661 deleting, with query See delete queries editing, 660 entering, 659 removing navigating, 662 null, selecting, 682 saving, 659 selecting all with matching value, 681 unmatched, finding, 679 Recurrence button (Outlook), 528 recurring appointments and events, 496–497 recurring meetings, 499–500 deleting, 507 updating, 506 recurring tasks, 528 reference marks, 126 formatting, 127 references, cell See cell references, in Excel referential integrity enforcing, 602–603 overview of, 602 refining searches, 575 Rehearse Timings button (PowerPoint), 446 rehearsing presentations, 445–446 rejecting changes, 149–150, 298 See also reviewing changes; tracking changes relational databases 3NF (Third Normal Form), 596 analyzing performance, 724–725 backing up, 723 closing, 591 compacting and repairing, 724–725 controlling data format See input masks creating blank, 590 creating, with template, 614 decrypting, 728 design changes, preventing, 730 designing, 596, 598–599 documenting, 732, 734 forms See forms, in Access input masks See input masks linking to data in other program, 671 macros See macros, in Access maintenance, 724 metadata, 730 opening, 590 opening for exclusive use, 722–723 password protecting, 727 PivotCharts See PivotCharts primary keys See primary keys properties, entering, 730, 733 queries See queries referential integrity See referential integrity relationships in See relationships, in Access reports See reports, in Access saving, 594 saving in earlier file formats, 715 searching, 664 security warning, 590 sorting data in, 698 splitting into front-end and back-end, 608 startup options, bypassing, 730 structuring data in, 596 utilities, 724 validation rules See validation rules relationship diagrams, in PowerPoint, 396 Relationship Report button (Access), 605 relationships, in Access creating, 601 join type, changing, 603, 689 overview of, 600 printing, 605 referential integrity See referential integrity reports on, 604–605 types of, 600 Relationships button (Access), 601 relative cell references, 236–237 reminders, in Outlook on mobile devices, 493 setting, 481 sound for, 493 remote procedure calls (RPCs), 585 Remove Duplicates button (Excel), 187 Remove Duplicates dialog box (Excel), 187 removing Clipboard items, 60 comments, in PowerPoint, 426 comments, in Word, 152 controls, in Access, 644 custom cell formats, 218 data files, in Outlook, 561 database passwords, 728 digital signatures, 168, 314 e-mail messages, permanently, 568 e-mail messages, with rules, 579 fields, in Access, 622 holidays, from calendar, 513 hyperlinks, 220 named ranges, 241 page breaks, 65, 321 personal information, from Word documents, 159–160 Quick Parts, 101 records, in Access, 660–661 recurring meetings, 507 rules, 581 section breaks, 67 shapes, in PowerPoint, 398 slide layouts, 344 slides, 352 tab stops, 56 table rows or columns, 229 tables, in Access, 620 tables, in Word, 117 tasks, 529 worksheet rows and columns, 207 worksheets, 172 759 760 renaming renaming color categories, 556 fields, in Access, 622 slide layouts, 344 tables, in Access, 619 worksheet tabs, 203 worksheets, 172 REPLACE function, 256 replacing field values, in databases, 666 pictures, 279 text, 64 Reply button (Outlook), 462 Reply To All button (Outlook), 462 replying to e-mail messages, 462 all recipients, 462 automatically See auto-replies sender only, 462 setting up signature for, 465 Report button (Access), 637 Report Wizard (Access) creating reports with, 639 overview of, 638 reports, in Access See also database objects aggregate functions in, 637 charts in See charts, in Access column width, adjusting, 641 creating, 637 creating, in Layout view, 640 creating, with Report Wizard, 639 error checking, 640 export formats for, 712 formatting See AutoFormats (Access) grouping level, defining, 637 layout, 640 margins, setting, 641 overview of, 636–637 pictures in, 645 printing, 641 printing, with groups intact, 641 sorting, 637 requests, meeting declining, 507 for optional attendees, 500 overview of, 499 responding to, 508–509 responses to, 504–505 sending, 499 tracking responses to, 505 updating, 506 Required property (Access), 623 resending e-mail messages, 461 resetting pictures, 408 style sets, 53 Resize Table button (Excel), 228 resources, scheduling meetings including, 502 responding to meeting requests, 508–509 restoring archived e-mail messages, 565 placeholders, to slide masters, 346 restricting editing, 162 e-mail messages, 474 formatting, 162 permissions, 313, 432 worksheet entries, 182 reusing slides, 379 reviewer name See user name, changing reviewing changes, 148–149 See also accepting changes; tracking changes hiding one reviewer’s marks, 149 navigating changes when, 149 revision marks See tracking changes Ribbon, xxv, 192 Rich Text Format (RTF) e-mail messages, 582 Rich Text Format (RTF) files, 156 Right Indent marker (Word), 45 right tab stops, 55 rights management, 164 Rotate button (Excel), 205 Rotate button (PowerPoint), 364, 412 Rotate button (Word), 82 rotating pictures, 82, 412 shapes, in PowerPoint, 410 row headings, in Excel, 201–202 orientation, changing, 211 printing, 202 Row Height dialog box (Excel), 214 rows, table, in Excel deleting, 229 inserting, 229 rows, table, in Word deleting, 117 inserting, 117 selecting, 114 sizing, 116 rows, worksheet deleting, 207 duplicate, removing, 187 filtering to display specific, 290 freezing, 194 groups of See groups, in Excel height, autofitting, 214 height, changing, 214 height, default, 213 hiding, 211–212 inserting, 207–208 references, absolute, 237 selecting, 172 sizing, 214 sizing to fit contents, 172 summary, 285 sent messages transposing with columns, 188 unfreezing, 194 unhiding, 212 RPC over HTTP See Outlook Anywhere ruler, in PowerPoint, 372 rules See also conditional formatting for colors, 557 creating from existing rules, 580 creating from scratch, 276 deleting, 581 for deleting e-mail messages, 579 for forwarding e-mail messages, 580 for moving e-mail messages, 579 overview of, 578 running, 581 templates for, 578 for worksheets, 274–277 Rules And Alerts dialog box (Outlook), 571, 578 Run Rules Now dialog box (Outlook), 581 running queries, 680 S Safe Senders list, adding domains to, 570 Save & Close button (Outlook), 493 Save & New button (Outlook), 539 Save As dialog box (PowerPoint), 429, 436 Save As dialog box (Word), 157 Save Attachment dialog box (Outlook), 471 Save Current Theme dialog box (Excel), 201 Save Current Theme dialog box (Word), 12 Save Sent Item button (Outlook), 567 Saved Exports button (Access), 714 Saved Imports button (Access), 673 saving database objects, in XPS format, 716 databases, 594 documents, as document templates, documents, in earlier file formats, 156–157 e-mail attachments, 471 import specification in Access, 672 presentations, as Web pages, 435, 437 Quick Parts, 101 records, in Access, 659 sent messages, 567 slides, as pictures, 436 themes, 12 workbooks, in different formats, 317 scaling pictures, 412 slides, to fit paper, 441 worksheets, when printing, 323 scatter charts, 262 See also charts, in Excel Scheduling button (Outlook), 493, 500 scheduling e-mail message delivery, 482 scheduling meetings, 500–504 scrolling documents, 138 scrubbing a presentation, 430–431 761 Search Folders, 575–576 See also folders, in Outlook creating, 576 editing, 577 searching See also finding; Instant Search address books, 458 by category, 575 clip art, 402 databases, 664 mail folders, 572–573 narrowing results of, 574–575 previous search terms, 573 with wildcard characters, 665 section breaks, 66 deleting, 67 headers/footers and, 67 inserting, 66 security for documents See passwords for e-mail messages See encryption Security Properties dialog box (Outlook), 477–478 Select Attendees and Resources dialog box (Outlook), 503, 507 Select Browse Object button (Word), 140 Select Browse Object menu (Word), 140 Select Certificate dialog box (Outlook), 479 Select Data button (Excel), 264 Select Data Source dialog box (Excel), 263–264 Select Data Source dialog box (Word), 129 Select Folder dialog box (Outlook), 567 Select Members button (Outlook), 547 Select Members dialog box (Outlook), 547 select queries, 676–677 See also queries Select Recipients button (Word), 131 Select User dialog box (Outlook), 474 selecting bullet points, in PowerPoint, 330 cells, table, in Word, 114 columns, table, in Word, 114 pictures, 77, 413 rows, table, in Word, 114 slide text, 330 tables, in Excel, 173 tables, in Word, 114 text, WordArt, 90 worksheets, 172 Send A Sharing Invitation dialog box (Outlook), 519 Send Status Report button (Outlook), 532 Send To Back button (PowerPoint), 413 sending objects to back, 83 sensitivity, e-mail, 472 Sent Items folder (Outlook), 567 sent messages overview of, 567 saving in different folders, 567 turning off saving of, 567 762 series axis series axis, 417 Series dialog box (Excel), 179 server rules, 578 See also rules Set Database Password dialog box (Access), 727 Set Quick Click dialog box (Outlook), 555 Set Up Show dialog box (PowerPoint), 448 Set Up Slide Show button (PowerPoint), 449 shading, paragraph, 43, 46 Shape Effects button (PowerPoint), 363 Shape Fill button (PowerPoint), 363 Shape Outline button (PowerPoint), 363 Shapes button (PowerPoint), 404 shapes in Excel changing, 282 deleting, 281 drawing, 282 modifying, 283 overview of, 282 text, adding, 283 shapes, in PowerPoint changing to different shape, 400, 405 color, changing, 400 connecting, 405 connection points, 404–405 deleting, 398 drawing, 404–405 overview of, 404 positioning, 410 promoting/demoting, 398 rotating, 410 styles, applying, 400, 409 text, adding, 404–405 shapes, in Word aligning, 85 distributing evenly, 85 drawing, 72 drawing, on drawing canvases, 73 fill color, changing, 88 grouping, 84 inserting, 72 proportional height/width, 73 rotating, 82 setting as default, 88 sizing, 73 text, adding, 73 ungrouping, 84 Share Workbook button (Excel), 308 Share Workbook dialog box (Excel), 308 sharing Outlook Calendar, 515 workbooks, 306–308 workbooks, turning off, 308 Sheet Background dialog box (Excel), 205 shortcut menus, disabling in Access, 730 Show All Comments button (Excel), 300 Show Bcc button (Outlook), 461 Show Date Picker property (Access), 623 Show Detail button (Excel), 286 Show Fields dialog box (Outlook), 488 Show Formulas button (Excel), 258 Show Markup button (PowerPoint), 425, 445 Show Markup button (Word), 149 Show Table button (Access), 601, 679, 687 Show Table dialog box (Access), 679, 687 Show/Hide Comment button (Excel), 300 Sign dialog box (PowerPoint), 427 Signature button (Outlook), 544 signature lines, adding to documents, 168 Signature Setup dialog box (Word), 168 Signatures and Stationery dialog box (Outlook), 465, 544, 585 signatures, digital attaching to documents, 168 attaching to presentations, 427 deleting from workbooks, 314 in e-mail messages, 475, 477 in e-mail messages, as default, 477 overview of, 166–167 presentations and, 427 removing from documents, 168 removing from presentations, 427 in workbooks, 313–314 signatures, e-mail automatically including, 465 business cards as, 542, 544 creating, 465 manually inserting, 465 multiple, 464 overview of, 464 Size And Position dialog box (PowerPoint), 360, 411–412 Size And Properties dialog box (Excel), 268 Size button (Excel), 323 Size dialog box (Word), 78 sizing charts, in Excel, 268 charts , in PowerPoint, 416 comments, in Excel, 300 controls, in Access, 647, 649 form sections, 644 Navigation Pane (Outlook), 455 pictures, in PowerPoint, 411 pictures, in Word, 77–78 shapes, 73 slide text, 374 slides, 348 table columns, in Word, 116 table rows, in Word, 116 tables, in Word, 116 text boxes, in PowerPoint, 359–360 text boxes, in Word, 94 worksheet columns and rows, 172, 214 slide backgrounds customizing, 341 modifying, 342 pictures in, 342 slides slide layouts deleting, 344 duplicating, 344 masters, inserting, 344 overview of, 344 renaming, 344 Slide Master view (PowerPoint), 336 closing, 337 switching to, 337 slide masters background style, applying, 342 date and time format, changing, 346 layouts, inserting, 344 overview of, 335–336 repeating information, displaying/hiding, 346 restoring placeholders to, 346 themes, 340 slide presentations See also slide shows colors in, 338 comments in See comments, in PowerPoint compatibility, checking, 436 creating, 332 creating from existing presentations, 333 creating from outlines, 334 digital signatures, 427 file formats, 434–435 fonts in, 339 handouts of See handouts marking as final, 434 marking up, 447 markup, saving, 445 moving slides between, 354 notes See speaker notes password protecting, 428–429 permissions, restricting, 432 preparing for delivery, 443 previewing, 442 printing, 440–441 printing, to files, 440 properties, 430 protecting, 432 rearranging, 353 rehearsing, 445–446 saving as earlier versions, 436 saving as Web pages, 435, 437 scrubbing, 430–431 size, reducing, 433 speaker notes See speaker notes templates for See templates, PowerPoint tracking information, removing, 430–431 viewable in Slide Show view only, 436 Slide Show view (PowerPoint), 328 saving presentations viewable in, 436 slide shows See also presentations custom See custom slide shows navigating, 445–447 packaging for CD, 449–450 timing of slides in See slide timings Slide Sorter button (PowerPoint), 354 Slide Sorter view (PowerPoint), 328 rearranging slides in, 354 slide text aligning, 365 AutoFit, 364, 366 color, changing, 374 converting to bullet points, 371 converting to numbered list, 371 copying, 368 direction, changing, 364 editing, 367 entering, 329 font, changing, 374 formatting, 372–373 formatting, copying, 375 indenting, 375 margins, setting, 366 moving, 368 pasting with formatting, 368 promoting/demoting, 329 selecting, 330 selecting all, 330 sizing, 374 spacing, changing, 375 style, changing, 374 slide timings applying to all slides, 446 overview of, 445 slide transitions adding, 350 applying to all slides, 350 overview of, 349 removing, 350 sound, adding, 350 speed, changing, 350 slides animations in, 388 annotating, 445, 447 backgrounds See slide backgrounds charts in See charts, in PowerPoint clip art, inserting, 403 comments in See comments, in PowerPoint deleting, 352 displaying, 330 drawing on, 445 duplicating, 351–352 framing, 441 hidden, printing, 441 hiding, 443–444 hyperlinks in, 386 inserting, 351–352 inserting, from outline, 352 jumping to, 447 links, adding, 384–385 marking up, 447 markup, saving, 445 movies in, 382 763 764 small caps slides (continued) moving among, 330 moving between presentations, 354 navigating, 330, 446–447 orientation, changing, 348 pen tool, 445, 447 pictures in, 402 pictures in, grouping, 413 pictures in, replacing, 402 printing, 442 printing individual, 440 rearranging, 353 reusing, 379 saving, as pictures, 436 scaling, to fit paper, 441 sizing, 348 sounds in, 379–381 text on See slide text themes for See themes, in PowerPoint timing between See slide timings transitions See slide transitions small caps, 40 smart cut and paste, 60 Smart Scheduling, 504 Smart Tags property (Access), 623 SmartArt button (Excel), 281 SmartArt diagrams See diagrams, in Excel; diagrams, in PowerPoint; diagrams, in Word solid fill in slide backgrounds, 341 Sort & Filter button (Excel), 288 Sort button (Word), 107, 112 Sort dialog box (Excel), 288 Sort dialog box (Word), 107 Sort Text dialog box (Word), 112 sorting Access data, 698 calendar items, by category, 558 contacts, by category, 558 e-mail messages, by category, 558 e-mail messages, by priority, 473 Excel data, 287 fields, in Access, 699 forms, in Access, 700 lists, 112 queries, ascending/descending, 702 query results, 701 Quick Parts list, 99–100 reports, in Access, 637 tables, in Access, 700 tables, in Word, 107 worksheets, on multiple columns, 288 worksheets, on single column, 288 sound clips in slides, 379, 381 sounds for Outlook reminders, 493 in slides, 379–381 Source Manager, 122 See also bibliographies sources, adding, 123 Source Manager dialog box (Word), 123 space bar, paging through e-mail messages with, 487 spam See junk mail speaker notes overview of, 438 printing, 442 Specify Relationship dialog box (Access), 634 Split button (Word), 142 Split Cells button (Word), 117 Split Form button (Access), 631 split forms, 631 splitting databases, 608 documents, 142 worksheet cells, 221 worksheet windows, 193–194 spreadsheets See worksheets stacking order for objects, 83, 413 Start Enforcing Protection dialog box (Word), 162 Start Mail Merge button (Word), 131 startup forms, specifying, 728–729 stationery for e-mail messages, 584 setting, 585 status reports on tasks, 532 stock charts, 262 See also charts, in Excel studying for exams, xxiii Style Area pane (Word), 48 displaying, 49 Style dialog box (Excel), 225 Style Pane Options dialog box (Word), 49 style sets attaching, 53 changing, 52 overview of, 52 previewing, 52 reverting to default, 53 reverting to template, 53 styles adding to Quick Styles gallery, 51 applying to objects, 86 for bibliographies, 123 changing globally, 49, 57 for charts, 265 clearing all instances of, 50 collections of See style sets creating, 48, 50 defined, 47 modifying, 50 overview of, 47–49 for pictures, 408 for PowerPoint text boxes, 361 previewing, 49 Quick Styles See Quick Styles (Word) removing from Quick Styles gallery, 51 for tables, 118, 120, 230 for visual objects, 86 for worksheet cells, 224–225 tables, in Word Styles list (Word), 48 Styles task pane (Word), 47 displaying, 49 subforms, in Access, 631 subpoints, in PowerPoint, promoting, 371 subqueries, 685 subscribing to Internet calendars, 522 SUBSTITUTE function, 256 Subtotal button (Excel), 247, 285 Subtotal dialog box (Excel), 247, 285 subtotals, in Excel creating, 247 overview of, 246 SUM function, 242–243 SUMIF function, 248–249 SUMIFS function, 248–249 summary rows, in Excel, 285 grouping, 285 surface charts, 262 See also charts, in Excel swapping time zones, 512 Switch Row/Column button (Excel), 264 switching between documents, 142 system date and time See date and time system requirements, xxxvi T Tab button (Word), 56 tab leaders, 55 setting, 56 Tab Order button (Access), 650 Tab Order dialog box (Access), 650 tab stops custom, setting, 56 default placement of, 55 deleting, 56 leaders, setting, 56 moving, 56 types of, 55 Table Analyzer Wizard, 598–599 Table button (Access), 616 Table button (Excel), 228 Table button (PowerPoint), 420 Table button (Word), 107 Table Design button (Access), 616 Table Of Authorities dialog box (Word), 125 Table Of Contents button (Word), 21 Table Of Figures dialog box (Word), 125 Table Properties dialog box (Word), 116 tables, in Access See also database objects adding to queries, 687 aggregate calculations in, 620 analyzing for good design, 598–599 clearing sort order, 700 copying, 617 creating, 615–616 creating, from templates, 617 765 creating, in Datasheet view, 616 creating, in Design view, 616 creating, with query See make table queries deleting, 620 duplicate fields, checking for, 679 export formats for, 712 fields in See fields, in Access filters, removing, 703 join types, 689 labels, creating from, 643 links, repairing, 726 modifying, 618–619 navigating, 662 opening, 593 PivotCharts See PivotCharts primary keys See primary keys properties, changing, 620 property sheets, displaying, 620 records in See records, in Access relationships between See relationships, in Access removing from queries, 687 renaming, 619 saving, as queries, forms, or reports, 717 sorting, in Datasheet view, 700 sorting, saving order of, 700 Totals row, adding, 620 tables, in Excel converting into data ranges, 229 creating, 228 groups in See groups, in Excel looking up data in, 252 overview of, 227 range, changing, 228 selecting, 173 sorting, on single column, 288 styles, 230 Total row, adding, 232–233 tables, in PowerPoint entering data in, 420 formatting, 420 inserting, 420 overview of, 420 tables in Word aligning text in, 120 converting text into, 107 creating, 105–107 deleting, 117 drawing, 107 drawing pointer, turning off, 107 formatting, 107, 118 moving, 114 overview of, 105 properties, 116 selecting, 114 sizing, 116 sorting, 107 styles, 118, 120 totaling columns in, 121 766 tables of authorities tables of authorities, 124 See also citations creating, 125 tables of contents creating, 21 overview of, 19–20 updating, 21 tables of figures, 124–125 Tabs dialog box (Word), 55 tabs, worksheet, 203 tabular lists creating, 108 overview of, 108 setting up, 108 task list, creating tasks in, 527 Task Recurrence dialog box (Outlook), 528 task requests, 530 accepting, 532 declining, 532 tasks appointments based on, 493–494 assigning, 530–531 categories, assigning, 527 creating, 526 creating, from e-mail messages, 528 creating, in task list, 527 creating, in task window, 527 deleting, 529 due dates, assigning, 527 marking as complete, 529 overview of, 526–527 private, 529 recurring, 528 status reports, sending, 532 templates, Access, 613 creating databases from, 614 creating fields from, 622 creating tables from, 617 templates, PowerPoint creating presentations based on, 333 overview of, 332 templates, Word, 43 creating documents from, overview of, saving documents as, tentatively accepting meeting requests, 508 test-taking tips, xx text aligning, 43, 45 converting into table, 107 finding See finding text highlighting, 42 indenting, 43, 45 justifying, 43 saving as Quick Part, 101 selecting, selecting, with similar formatting, 57 size See font size on slides See slide text tab stops and See tab stops Text Align property (Access), 623 Text Box button (Excel), 283 Text Box button (PowerPoint), 358, 405 Text Box button (Word), 94 text boxes, in Excel, 283 text boxes, in PowerPoint alignment, setting, 365 arranging, 360 AutoFit, 364, 366 columns in, 366 default, setting, 364 effects, changing, 363 fill, changing, 363 formatting options, 361–362 inserting, 358 layout, specifying, 364 locking aspect ratio, 360 margins, setting, 364, 366 moving, 359–360 outline, changing, 363 overview of, 358 in shapes, 405 sizing, 359–360 styles, 361, 363 text boxes, in Word custom, 93–94 editing text in, 94 inserting, 94 linking, 95 overview of, 93 sizing, 94 unlinking, 95 Text data type, 597 Text Direction button (PowerPoint), 365 Text Direction button (Word), 120 text effects, in Word, 40 applying, 42 Text Effects button (PowerPoint), 377 text e-mail messages, 582 text files, importing Access data from, 671 Text Format property (Access), 623 text formatting, 40–43 See also styles of Access controls, 651 Text pane (PowerPoint), 397 Text pane (Word), 74 Text To Columns button (Excel), 257 text watermarks, text wrapping, 80 text wrapping breaks automatic, 54 characters representing, 53 defined, 53 inserting, 54 Text Wrapping button (Word), 78, 80 text wrapping in worksheet cells, 210–211 user name, changing Text-Only (*.txt) files, 156 texture in slide backgrounds, 341 Theme Effects button (Word), 11 Theme Or Stationery dialog box (Outlook), 585 themes, in Excel applying, 201 custom, 201 modifying, 201 overview of, 200 themes, in Outlook, 585 themes, in PowerPoint applying to slide master, 340 custom, creating, 340 overview of, 338–339 themes, in Word, 340 applying, 11 color sets, creating, 12 modifying, 11 overview of, 10–11 saving, 12 Themes button (Excel), 201 Themes button (PowerPoint), 340 Themes button (Word), 11 Third Normal Form (3NF) databases, 596 time See date and time Time Zone dialog box (Outlook), 512 time zones changing, 512 multiple, displaying, 512 overview of, 511 swapping, 512 timings, slide applying to all slides, 446 overview of, 445 title bar, in Excel, displaying only, 192 titles, chart, 270, 417 To-Do Bar (Outlook) closing, 455 customizing, 582 displaying, 454–455 expanding, 455 minimizing, 455 overview of, 582 Toggle Filter button (Access), 703 Toggle Full Screen button (Excel), 192 Top Align button (Excel), 211 Total row, 232–233 totaling table columns, 121 Totals button (Access), 620, 637, 693 Totals row, adding to tables, 620 Track Changes button (Excel), 298 Track Changes Options dialog box (Word), 147 tracking changes See also accepting changes; reviewing changes accepting/rejecting changes, 298 balloons, changing settings for, 147 default display in tables, 147 display, customizing, 147 767 to formatting, 147 hiding accepted changes when, 298 markup, selecting which displayed, 149 name assigned to, changing, 148 overview of, 146, 296–297 requiring in worksheets, 309 on separate worksheet, 298 turning on/off, 147, 298 transforming WordArt, 377 transitions, slide adding, 350 applying to all slides, 350 overview of, 349 removing, 350 sound, adding, 350 speed, changing, 350 transparent controls, 652 transparent pictures, 408 transposing worksheet rows and columns, 188 Trust Center dialog box (Outlook), 476–477, 479 U unbound controls, in Access, 644 adding, 645 underlining text, 40 Ungroup button (Excel), 286 ungrouping controls, in Access, 648 shapes, 84 worksheet data, 286 Unhide Columns dialog box (Access), 663 Unhide dialog box (Excel), 196 Unicode Compression property (Access), 624 unmatched records, finding, 679 Unread Mail folder (Outlook), 575 See also Search Folders Update button (Access), 685 Update button (Word), 104 Update Citations And Bibliography button (Word), 123 Update Labels button (Word), 131 Update Now button (Outlook), 548 update queries, 683 creating, 685 updating bibliographies, 123 cross-references, 26 e-mail distribution lists, 548 fields, 104 indexes, 24 meeting requests, 506 tables of contents, 21 UPPER function, 256–257 Use Control Wizards button (Access), 645 user name, changing, 148, 424 768 validating e-mail recipients V validating e-mail recipients, 458 validating worksheet data, 182 Validation Rule property (Access), 624 validation rules overview of, 626 setting, 627 Validation Text property (Access), 624 value axis, 417 video clips settings, changing, 383 in slides, 382–383 View Side By Side button (Word), 143 views, in Access, switching, 593 views, in Excel, switching, 190 views, in Outlook restoring, 488 switching, 457 visual objects See pictures; shapes, in Word; WordArt VLOOKUP function, 252 voting buttons in e-mail messages, 485–486 W watermarks picture, 10 text, as worksheet backgrounds, 205 Web pages, saving presentations as, 435, 437 white space, hiding, 142 widows and orphans, avoiding, 66 wildcard characters in searches, 665, 682 Windows Rights Management Services (RMS), 164 Windows XP, xxvi Word 2007 See also documents default font, 40 Normal document template, 43 prerequisites for, Quick Parts See Quick Parts Quick Styles See Quick Styles (Word) Word Options dialog box (Word), 30–31, 49 WordArt effects, adding, 377 formatting, 376 inserting, 91, 376 overview of, 90 selecting, 90 shape, changing, 377 WordArt button (PowerPoint), 376 WordArt button (Word), 91 work week default, 510 defining, 510 viewing, 510 workbooks digital signatures, 313–314 digital signatures, deleting, 314 distributing, 310 file formats, 316 formula references to, 239 marking as final, 315 opening second instance of, 195 password protecting, 302–303 permissions for, 312 properties, displaying, 310 protecting, 303 saving, in different formats, 317 sharing, 306–308 sharing, turning off, 308 tracking changes, requiring, 309 windows, protecting, 304 workday start and end time, 510 worksheet backgrounds customizing, 204–205 pictures in, 205 watermarks as, 205 worksheet references in different workbook, 239 in same workbook, 238 overview of, 238 worksheets cells in See cells, worksheet columns in See columns, worksheet conditional formatting, 274–277 copying, 196 deleting, 172 duplicate rows, removing, 187 entering data in, 174 exporting database objects to, 713 filling data in, 176–178 filling data in, without formatting, 179 filtering, 289–290 formula references to See worksheet references freezing windows, 193 headers/footers, pictures in, 279 hiding, 196 hyperlinks in, 219 importing Access data from, 670 inserting, 172 layout, 322 long numbers in, 174 margins, setting, 323 moving within workbooks, 196 named ranges See named ranges page orientation, changing, 323 page size, changing, 323 Paste Special command, 188 pictures in, 279 printing, 319 protecting, 303, 305 renaming, 172 rows in See rows, worksheet zooming scaling when printing, 323 selecting all content on, 172 sort level, deleting, 288 sorting, 287 sorting, on multiple columns, 288 sorting, on single column, 288 splitting windows, 193–194 tabs, 203 text, returning in specific case, 257 themes for See themes, in Excel tracking changes on See tracking changes unhiding, 196 validating data, 182 zooming in on, 191 Wrap Text button (Excel), 211 X XPS (XML Paper Specification) format, 156, 716 saving database objects in, 716 Y Yes/No data type, 597 Z Zoom box, 685 Zoom button (Excel), 191 Zoom dialog box (Access), 693 Zoom dialog box (Word), 142 Zoom In button (PowerPoint), 354 Zoom Level button (Word), 142 Zoom Out button (Excel), 191 Zoom Out button (PowerPoint), 354 zooming documents, 142 to specific percentage, 191 worksheets, 191 769 About the Authors Joyce Cox Joyce has 25 years’ experience in the development of training materials about technical subjects for non-technical audiences, and is the author of dozens of books about Microsoft Office and Windows technologies She is the Vice President of Online Training Solutions, Inc (OTSI) She was President of and principal author for Online Press, where 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 Joyce and her husband, Ted, live in downtown Bellevue, Washington, and escape as often as they can to their tiny, offline cabin in the Cascade foothills Joan Preppernau Joan has worked in the training and certification industry for 12 years As President of OTSI, Joan is responsible for guiding the translation of technical information and requirements into useful, relevant, and measurable training, learning, and certification deliverables Joan is a Microsoft Certified Professional and Microsoft Certified Application Specialist, and the author or co-author of more than a dozen books about Windows and Office Joan has lived and worked in New Zealand, Sweden, Denmark, and various locations in the U.S during the past two decades, and is now happily ensconced in America’s Finest City—San Diego, California— with her husband, Barry, and their daughter, Trinity, who truly believes that “working on chapters” is what all mommies at night 771 772 About the Authors The Team This book would not exist without the support of these hard-working members of the OTSI publishing team: l Susie Bayers l Jan Bednarczuk l RJ Cadranell l Rob Carr l Jeanne Craver l Kathy Krause l Marlene Lambert l Jaime Odell l Barry Preppernau l Jean Trenary l Lisa 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 Maria Gargiulo, Juliana Aldous, Sandra Haynes, and Bill Teel provided invaluable support on behalf of Microsoft Press 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 [...]... Windows Vista or in one or more of the 2007 Office programs, including Microsoft Office Word 2007, Microsoft Office Excel 2007, Microsoft Office PowerPoint 2007, Microsoft Office Outlook 2007, and Microsoft Office Access 2007 l A Microsoft Certified Application Professional (MCAP) is an individual who has taken his or her knowledge of the 2007 Office system and of Microsoft SharePoint Products and Technologies... Using the Companion CD Minimum System Requirements This book includes discussions of the following programs in the 2007 Office system: l Microsoft Office Word 2007 l Microsoft Office Excel 2007 l Microsoft Office PowerPoint 2007 l Microsoft Office Outlook 2007 l Microsoft Office Access 2007 To install and run these programs, your computer needs to meet the following minimum requirements: l 500 megahertz... interface, this new set of features is available in Microsoft Office Word 2007, Microsoft Office Excel 2007, Microsoft Office Access 2007, Microsoft Office PowerPoint 2007, and Microsoft Office Outlook 2007 Special features of the Office Fluent user interface include: l The Office menu This menu, which appears when you click the Microsoft Office Button located in the upper-left corner of the program window,... Specialist Study Guide: 2007 Microsoft Office System Edition l Sample chapters from Microsoft Office Word 2007 Step by Step by Joyce Cox and Joan Preppernau l Sample chapters from Microsoft Office Excel 2007 Step by Step by Curtis Frye l Sample chapters from Microsoft Office PowerPoint 2007 Step by Step by Joyce Cox and Joan Preppernau l Sample chapters from Microsoft Office Outlook 2007 Step by Step by... been designed to guide you in studying the types of tasks you are likely to be required to demonstrate in the MCAS exams for Microsoft Office Word 2007, Microsoft Office Excel 2007, Microsoft Office Access 2007, Microsoft Office PowerPoint 2007, and Microsoft Office Outlook 2007 Each part of the book covers one exam The coverage for each exam is divided into chapters representing broad skill sets,... the Microsoft Office Fluent User Interface Many of the programs in the 2007 Microsoft Office system feature a new look and a new way of interacting with the program that is designed to make the commands you need, in the context of the task you are currently performing, easily available Called the Microsoft Office Fluent user interface, this new set of features is available in Microsoft Office Word 2007, ... you The Microsoft Business Certification Program The Microsoft Business Certification program is designed to assist employees in validating their Windows Vista skills and 2007 Microsoft Office program skills The following certification paths are available: l A Microsoft Certified Application Specialist (MCAS) is an individual who has demonstrated profiency in Windows Vista or in a 2007 Office program... Cox l Sample chapters from Microsoft Office Access 2007 Step by Step by Steve Lambert, Dow Lambert, and Joan Preppernau l Sample chapter and poster from Look Both Ways: Help Protect Your Family on the Internet (Linda Criddle, 2007) l Windows Vista Product Guide l Microsoft Computer Dictionary, Fifth Edition Important The companion CD for this book does not contain the 2007 Office system software You... Information To learn more about the Microsoft Certified Application Specialist exams, the Microsoft Certified Application Professional exams, and related courseware, visit: www .microsoft. com/learning/mcp/msbc/ Using This Book to Study for a Certification Exam The Microsoft Certified Application Specialist (MCAS) exams for individual programs in the 2007 Microsoft Office system are practical rather than... CD Exam 77-604: Using Microsoft Office Outlook 2007 Folder\Objective File Objective01 Managing Messages Design.pptx Objective02 Managing Scheduling Agenda.docx Objective03 Managing Tasks none Objective04 Managing Contacts and Personal Contact Information Contacts.xls FourthCoffee.png Sunset.jpg Objective05 Organizing Information none Exam 77-605: Using Microsoft Office Access 2007 Folder\Objective ... the 2007 Office programs, including Microsoft Office Word 2007, Microsoft Office Excel 2007, Microsoft Office PowerPoint 2007, Microsoft Office Outlook 2007, and Microsoft Office Access 2007. .. programs in the 2007 Office system: l Microsoft Office Word 2007 l Microsoft Office Excel 2007 l Microsoft Office PowerPoint 2007 l Microsoft Office Outlook 2007 l Microsoft Office Access 2007 To install... in the MCAS exams for Microsoft Office Word 2007, Microsoft Office Excel 2007, Microsoft Office Access 2007, Microsoft Office PowerPoint 2007, and Microsoft Office Outlook 2007 Each part of the