Teach Yourself VISUALLY™ Office 2013

Teach Yourself VISUALLY™ Office 2013

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Copyright © 2013 by John Wiley & Sons, Inc., Indianapolis, Indiana

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Library of Congress Control Number: 2012956423

ISBN: 978-1-118-51768-0

Manufactured in the United States of America

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FOR PURPOSES OF ILLUSTRATING THE CONCEPTS AND TECHNIQUES DESCRIBED IN THIS BOOK, THE AUTHOR HAS CREATED VARIOUS NAMES, COMPANY NAMES, MAILING, E-MAIL AND INTERNET ADDRESSES, PHONE AND FAX NUMBERS AND SIMILAR INFORMATION, ALL OF WHICH ARE FICTITIOUS. ANY RESEMBLANCE OF THESE FICTITIOUS NAMES, ADDRESSES, PHONE AND FAX NUMBERS AND SIMILAR INFORMATION TO ANY ACTUAL PERSON, COMPANY AND/OR ORGANIZATION IS UNINTENTIONAL AND PURELY COINCIDENTAL.

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Credits

Executive Editor

Jody Lefevere

Sr. Project Editor

Sarah Hellert

Technical Editor

Vince Averello

Copy Editor

Marylouise Wiack

Editorial Director

Robyn Siesky

Business Manager

Amy Knies

Sr. Marketing Manager

Sandy Smith

Vice President and Executive Group Publisher

Richard Swadley

Vice President and Executive Publisher

Barry Pruett

Project Coordinator

Sheree Montgomery

Graphics and Production Specialists

Noah Hart
Joyce Haughey
Jennifer Henry
Andrea Hornberger
Jennifer Mayberry

Quality Control Technician

Lauren Mandelbaum

Proofreader

BIM Indexing and Proofreading Services

Indexer

Potomac Indexing, LLC

About the Author

Elaine Marmel is President of Marmel Enterprises, LLC, an organization that specializes in technical writing and software training. Elaine has an MBA from Cornell University and worked on projects to build financial management systems for New York City and Washington, D.C. This prior experience provided the foundation for Marmel Enterprises, LLC to help small businesses manage the project of implementing a computerized accounting system.

Elaine spends most of her time writing; she has authored and co-authored more than 65 books about Microsoft Excel, Microsoft Word, Microsoft Project, QuickBooks, Peachtree, Quicken for Windows, Quicken for DOS, Microsoft Word for the Mac, Microsoft Windows, 1-2-3 for Windows, and Lotus Notes. From 1994 to 2006, she also was the contributing editor to monthly publications Inside Peachtree, Inside Timeslips, and Inside QuickBooks.

Elaine left her native Chicago for the warmer climes of Arizona (by way of Cincinnati, OH; Jerusalem, Israel; Ithaca, NY; Washington, D.C., and Tampa, FL) where she basks in the sun with her PC, her cross stitch projects, and her dog, Jack.

Author’s Acknowledgments

Because a book is not just the work of the author, I’d like to acknowledge and thank all the folks who made this book possible. Thanks to Jody Lefevere for the opportunity to write this book. Thank you, Vince Averello, for doing a great job to make sure that I “told no lies.” Thank you, Marylouise Wiack, for making sure I was understandable. And, thank you, Sarah Hellert; your top-notch management of all the players and manuscript elements involved in this book made my life easy and writing the book a pleasure.

Dedication

To Buddy (1995-2012), my constant companion for 17 ½ years. You brought me nothing but joy and I will sorely miss you.

How to Use This Book

Who This Book Is For

This book is for the reader who has never used this particular technology or software application. It is also for readers who want to expand their knowledge.

The Conventions in This Book

Steps

This book uses a step-by-step format to guide you easily through each task. Numbered steps are actions you must do; bulleted steps clarify a point, step, or optional feature; and indented steps give you the result.

Notes

Notes give additional information — special conditions that may occur during an operation, a situation that you want to avoid, or a cross-reference to a related area of the book.

Icons and Buttons

Icons and buttons show you exactly what you need to click to perform a step.

Tips

Tips offer additional information, including warnings and shortcuts.

Bold

Bold type shows command names or options that you must click or text or numbers you must type.

Italics

Italic type introduces and defines a new term.

Part I: Office Features

The Office 2013 applications share a common look and feel. You can find many of the same features in each program, such as the Ribbon, Quick Access Toolbar, program window controls, and File tab. Many of the tasks you perform, such as creating and working with files, share the same processes and features throughout the Office suite. In this part, you learn how to navigate the common Office features and basic tasks.

Chapter 1: Office Basics

Chapter 2: Working with Files

Chapter 3: Office Graphics Tools

Chapter 4: Working with Office Files Online

Chapter 1: Office Basics

Start and Exit Office Applications

Office 2013 runs on a 1-gigahertz (GHz) or faster x86- or x64-bit processor with 1 or 2 gigabytes of RAM, based on your processor speed. Your system must be running Windows 7, Windows 8, Windows Server 2008 R2, or Windows Server 2012. For additional requirements, visit http://technet.microsoft.com/en-us/library/ee624351%28v=office.15%29.aspx.

This section uses Access to demonstrate how to open a program from the Windows 8 Start screen. Once an Office program opens, its Start screen appears, helping you to find a document on which you recently worked or to start a new document. For other ways to open or start a new document, see Chapter 2.

Start and Exit Office Applications

On the Windows Start screen, click to zoom.

Note: You can start typing the name of the program and then skip to Step 3.

Windows zooms out so that you can see tiles for all installed programs.

Click any program tile on the right side of the Start screen.

Windows zooms in and enlarges all tiles to their regular size.

Click the tile of the program you want to open.

Note: This example uses Access 2013.

Windows switches to the Desktop and opens the program, displaying the program’s Start screen, which helps you open new or existing documents; see Chapter 2 for other ways to open documents.

A You can use this panel to open an existing document.

B You can use this area to start a new document.

C This area indicates whether you have signed in to Office Online.

D To exit from the program, click the Close button () after closing all documents.

Navigate the Program Windows

All Office programs share a common appearance and many of the same features, and when you learn your way around one Office program, you can easily use the same skills to navigate the others. These common features include scroll bars, a Ribbon, and a Quick Access Toolbar (QAT). The Ribbon contains commands that Microsoft Office determines that users use most often, and the QAT contains frequently used commands; you can customize both of these elements.

Take a moment to familiarize yourself with each program’s various on-screen elements so that you can learn to work quickly and efficiently while you create documents.

Work with Backstage View

You can click the File tab to display Backstage view, which resembles a menu. Backstage is the place to go when you need to manage documents or change program behavior. In Backstage view, you find a list of actions — you can think of them as commands — that you can use to, for example, open, save, print, remove sensitive information, and distribute documents as well as set Word program behavior options. You can also use Backstage to manage the places on your computer hard drive or in your network that you use to store documents and to manage your Office Online account.

Work with Backstage View

Click the File tab to display Backstage view.

A Commonly used file and program management commands appear here.

B Buttons you can click appear here.

C Information related to the button you click appears here. Each time you click a button, the information shown to the right changes.

Note: The New, Close, and Options commands do not display buttons or information, but take other actions. See Chapter 2 for details.

Click here to return to the open document.

Work with the Ribbon

In Office 2013, you use the Ribbon to select commands. On each Ribbon tab, you find groups of related command buttons. Each button performs a common task. Some tabs appear only when needed. For example, if you select a picture, the Ribbon displays the Picture Tools tab.

In all Office programs, you can customize the Ribbon. You can create your own Ribbon tab that contains the buttons you use most often; that way, you do not need to switch tabs to use a particular command.

Work with the Ribbon

Using the Ribbon

Click the tab containing the command you want to use.

Click the command.

A Buttons with arrows () display additional commands.

B You can click the dialog box launcher () to display a dialog box of additional settings.

Create a Ribbon Tab

Click the File tab.

Click Options to display the Options dialog box.

Click Customize Ribbon.

Click the tab you want to appear to the left of the new tab.

Click New Tab.

C Word creates a new tab and a new group on that tab. To reposition the tab, click it and click the arrows.

Click New Tab (Custom).

Click Rename to display the Rename dialog box.

Type a name for your tab and click OK.

Click New Group (Custom) and repeat Steps 7 and 8 to rename the group.

Add Buttons

Click the group on the tab you created.

Click a command.

D If the command you want does not appear in the list, click the list box arrow () and select All Commands.

Click Add.

E The command appears below the group you created.

Repeat Steps 2 and 3 for each button you want to add to the group.

Click OK.

F The new tab appears on the Ribbon. If you positioned your tab as the first tab, it will appear each time you open the program.

Customize the Quick Access Toolbar

The Quick Access Toolbar, or QAT, is located in the top-left corner of the program window above the File and Home tabs. It offers quick access to the frequently used Save, Undo, and Redo commands. If you want, you can customize this toolbar to include other commands you use often, such as the Quick Print command or the Print Preview command, or any other command you want.

You can also reposition the QAT so that it appears below the Ribbon instead of above it; and, if you change your mind, you can put the QAT back above the Ribbon.

Customize the Quick Access Toolbar

Click .

A You can click any of the common commands to add them to the toolbar.

B You can click Show Below the Ribbon if you want to display the toolbar below the Ribbon.

Click More Commands.

The Options dialog box appears.

Click the Choose commands from .

Click a command group.

Click the command that you want to add to the toolbar.

Click Add.

C Office adds the command.

You can repeat Steps 3 to 6 to move additional buttons to the toolbar.

Click OK.

D The new command appears on the Quick Access Toolbar.

Using an Office Program on a Tablet PC

If you are using Office 2013 with Windows 8 on a tablet PC, you need to know some basic touch gestures. Using a tablet PC is a different experience than using a computer with a keyboard and mouse, but Windows 8 was built with the tablet PC in mind, so the touch gestures are intuitive and easy to learn.

On a tablet PC, you use your fingers (or sometimes a stylus, if your tablet comes with one) to run applications, select items, and manipulate screen objects. This might seem awkward at first, but just a little practice of the gestures in this section will make your experience natural and easy.

Using an Office Program on a Tablet PC

Start a Program

Note: This section uses Word to demonstrate gestures.

Position your finger or the stylus over a blank spot toward the bottom of the Windows 8 Start screen.

Quickly move your finger or the stylus across the tablet screen — called swiping — from the right edge to the left edge of the tablet.

Windows 8 displays the tiles on the right side of the Start screen.

Tap the Word tile to switch to the Desktop and open Word to the Word Start screen.

Swipe the Screen

Click to switch to Word’s Read Mode view.

Note: See Chapter 8 for details.

Swipe left from the right edge of the tablet to read the next page.

Swipe right from the left edge of the tablet to read the previous page.

Move an Object

Position your finger or the stylus over the item you want to move.

Tap and hold the item and begin moving your finger or the stylus.

A The object moves along with your finger or the stylus, and an alignment guide helps you find a position for the object.

When the object appears where you want it, lift your finger or the stylus off the screen to complete the move and hide the alignment guide.