Table of Contents
Introduction
Home and Student Edition
What’s in This Book, Anyway?
What Makes This Book Different
Easy-to-look-up information
A task-oriented approach
Meaningful screen shots
Foolish Assumptions
Conventions Used in This Book
Icons Used in This Book
Good Luck, Reader!
Book I: Common Office Tools
Book I: Chapter 1: Office Nuts and Bolts
A Survey of Office 2010 Home and Student Programs
Starting an Office Program
Finding Your Way around the Office Interface
The File tab
The Quick Access toolbar
The Ribbon and its tabs
Context-sensitive tabs
The anatomy of a tab
Live previewing
Mini-toolbars
Office 2010 for keyboard lovers
Saving Your Files
Saving a file
Saving a file for the first time
Declaring where you like to save files
Saving files for use in earlier versions of an Office program
Saving AutoRecovery information
Navigating the Save As and Open Dialog Boxes
Opening and Closing Files
Opening a file
Closing a file
Reading and Recording File Properties
Locking a File with a Password
Password-protecting a file
Removing a password from a file
Book I: Chapter 2: Wrestling with the Text
Manipulating the Text
Selecting text
Moving and copying text
Taking advantage of the Clipboard task pane
Deleting text
Changing the Look of Text
Choosing fonts for text
Changing the font size of text
Applying font styles to text
Applying text effects to text
Underlining text
Changing the color of text
Quick Ways to Handle Case, or Capitalization
Entering Symbols and Foreign Characters
Finding and Replacing Text
The basics: Finding stray words and phrases
Narrowing your search
Conducting a find-and-replace operation
Creating Hyperlinks
Linking a hyperlink to a Web page
Creating a hyperlink to another place in your file
Creating an e-mail hyperlink
Repairing and removing hyperlinks
Book I: Chapter 3: Speed Techniques Worth Knowing About
Undoing and Repeating Commands
Undoing a mistake
Repeating an action — and quicker this time
Zooming In, Zooming Out
Viewing a File through More Than One Window
Correcting Typos on the Fly
Opening the AutoCorrect dialog box
Telling Office which typos and misspellings to correct
Preventing capitalization errors with AutoCorrect
Book I: Chapter 4: Taking Advantage of the Proofing Tools
Correcting Your Spelling Errors
Correcting misspellings one at a time
Running a spell-check
Fine-tuning the spell checker
Checking for Grammatical Errors in Word
Researching a Topic inside an Office Program
Looking at the research services
Using the Research task pane
Choosing your research options
Finding the Right Word with the Thesaurus
Proofing Text Written in a Foreign Language
Telling Office which languages you will use
Marking text as foreign language text
Book I: Chapter 5: Creating a Table
Talking Table Jargon
Creating a Table
Entering the Text and Numbers
Selecting Different Parts of a Table
Aligning Text in Columns and Rows
Merging and Splitting Cells
Laying Out Your Table
Changing the size of a table, column, or rows
Adjusting column and row size
Inserting and deleting columns and rows
Moving columns and rows
Formatting Your Table
Designing a table with a table style
Calling attention to different rows and columns
Decorating your table with borders and colors
Using Math Formulas in Word Tables
Neat Table Tricks
Changing the direction of header row text
Using a picture as the table background
Drawing diagonal lines on tables
Drawing on a table
Book I: Chapter 6: Creating a Chart
A Mercifully Brief Anatomy Lesson
The Basics: Creating a Chart
Choosing the Right Chart
Ground rules for choosing a chart
Examining the different kinds of charts
Providing the Raw Data for Your Chart
Positioning Your Chart in a Workbook, Page, or Slide
Changing a Chart’s Appearance
Changing the chart type
Changing the size and shape of a chart
Relying on a chart style to change appearances
Changing the layout of a chart
Handling the gridlines
Changing a chart element’s color, font, or other particular
Saving a Chart as a Template So That You Can Use It Again
Saving a chart as a template
Creating a chart from a template
Chart Tricks for the Daring and Heroic
Decorating a chart with a picture
Displaying the raw data alongside the chart
Creating an overlay chart
Placing a trendline on a chart
Troubleshooting a Chart
Book I: Chapter 7: Making a SmartArt Diagram
The Basics: Creating SmartArt Diagrams
Choosing a diagram
Making the diagram your own
Creating the Initial Diagram
Creating a diagram
Swapping one diagram for another
Changing the Size and Position of a Diagram
Laying Out the Diagram Shapes
Selecting a diagram shape
Removing a shape from a diagram
Moving diagram shapes to different positions
Adding shapes to diagrams apart from hierarchy diagrams
Adding shapes to hierarchy diagrams
Adding shapes to Organization charts
Promoting and demoting shapes in hierarchy diagrams
Handling the Text on Diagram Shapes
Entering text on a diagram shape
Entering bulleted lists on diagram shapes
Changing a Diagram’s Direction
Choosing a Look for Your Diagram
Changing the Appearance of Diagram Shapes
Changing the size of a diagram shape
Exchanging one shape for another
Changing a shape’s color, fill, or outline
Changing fonts and font sizes on shapes
Book I: Chapter 8: Drawing and Manipulating Lines, Shapes, and Other Objects
The Basics: Drawing Lines, Arrows, and Shapes
Handling Lines, Arrows, and Connectors
Changing the length and position of a line or arrow
Changing the appearance of a line, arrow, or connector
Attaching and handling arrowheads on lines and connectors
Attaching and handling arrowConnecting shapes by using connectors
Handling Rectangles, Ovals, Stars, and Other Shapes
Drawing a shape
Changing a shape’s symmetry
Using a shape as a text box
WordArt for Bending, Spindling, and Mutilating Text
Creating a WordArt image
Editing a WordArt image
Manipulating Lines, Shapes, Art, Text Boxes, and Other Objects
Selecting objects so that you can manipulate them
Hiding and displaying the rulers and grid
Changing an object’s size and shape
Moving and positioning objects
Tricks for aligning and distributing objects
When objects overlap: Choosing which appears above the other
Rotating and flipping objects
Grouping objects to make working with them easier
Changing an Object’s Color, Outline Color, and Transparency
Filling an object with a color, picture, or texture
Making a color transparent
Putting the outline around an object
Book II: Word
Book II: Chapter 1: Speed Techniques for Using Word
Introducing the Word Screen
Creating a New Document
Getting a Better Look at Your Documents
Viewing documents in different ways
Splitting the screen
Selecting Text in Speedy Ways
Moving Around Quickly in Documents
Keys for getting around quickly
Navigating from page to page or heading to heading
“Browsing” around a document
Going there fast with the Go To command
Bookmarks for hopping around
Entering Information Quickly in a Computerized Form
Creating a computerized form
Entering data in the form
Book II: Chapter 2: Laying Out Text and Pages
Paragraphs and Formatting
Inserting a Section Break for Formatting Purposes
Breaking a Line
Starting a New Page
Setting Up and Changing the Margins
Indenting Paragraphs and First Lines
Clicking an Indent button (for left-indents)
“Eyeballing it” with the ruler
Indenting in the Paragraph dialog box
Numbering the Pages
Numbering with page numbers only
Including a page number in a header or footer
Changing page number formats
Putting Headers and Footers on Pages
Creating, editing, and removing headers and footers
Fine-tuning a header or footer
Adjusting the Space between Lines
Adjusting the Space between Paragraphs
Creating Numbered and Bulleted Lists
Simple numbered and bulleted lists
Constructing lists of your own
Managing a multilevel list
Working with Tabs
Hyphenating Text
Automatically and manually hyphenating a document
Unhyphenating and other hyphenation tasks
Book II: Chapter 3: Word Styles
All about Styles
Styles and templates
Types of styles
Applying Styles to Text and Paragraphs
Applying a style
Experimenting with style sets
Choosing which style names appear on the Style menus
Creating a New Style
Creating a style from a paragraph
Creating a style from the ground up
Modifying a Style
Creating and Managing Templates
Creating a new template
Opening a template so that you can modify it
Copying styles from different documents and templates
Modifying, deleting, and renaming styles in templates
Book II: Chapter 4: Desktop Publishing with Word
Making Use of Charts, Diagrams, Shapes, Clip Art, and Photos
Constructing the Perfect Table
Repeating header rows on subsequent pages
Turning a list into a table
Positioning and Wrapping Objects Relative to the Page and Text
Wrapping text around an object
Positioning an object on a page
Working with the Drawing Canvas
Choosing a Theme for Your Document
Putting Newspaper-Style Columns in a Document
Doing the preliminary work
Running text into columns
Working with Text Boxes
Inserting a text box
Making text flow from text box to text box
Sprucing Up Your Pages
Decorating a page with a border
Putting a background color on pages
Dropping In a Drop Cap
Watermarking for the Elegant Effect
Landscape Documents
Printing on Different Size Paper
Book II: Chapter 5: Getting Word’s Help with Office Chores
Highlighting Parts of a Document
Commenting on a Document
Entering a comment
Caring for and feeding comments
Tracking Changes to Documents
Telling Word to start marking changes
Telling Word how to mark changes
Reading and reviewing a document with change marks
Marking changes when you forgot to turn on change marks
Accepting and rejecting changes to a document
Printing an Address on an Envelope
Printing a Single Address Label (Or a Page of the Same Label)
Churning Out Letters, Envelopes, and Labels for Mass Mailings
Preparing the source file
Merging the document with the source file
Printing form letters, envelopes, and labels
Book II: Chapter 6: Tools for Reports and Scholarly Papers
Alphabetizing a List
Outlines for Organizing Your Work
Viewing the outline in different ways
Rearranging document sections in Outline view
Generating a Table of Contents
Creating a TOC
Updating and removing a TOC
Customizing a TOC
Changing the structure of a TOC
Indexing a Document
Marking index items in the document
Generating the index
Editing an index
Putting Cross-References in a Document
Putting Footnotes and Endnotes in Documents
Entering a footnote or endnote
Choosing the numbering scheme and position of notes
Deleting, moving, and editing notes
Compiling a Bibliography
Inserting a citation for your bibliography
Editing a citation
Changing how citations appear in text
Generating the bibliography
Book III: PowerPoint
Book III: Chapter 1: Getting Started in PowerPoint
Getting Acquainted with PowerPoint
A Brief Geography Lesson
A Whirlwind Tour of PowerPoint
Creating a New Presentation
Advice for Building Persuasive Presentations
Creating New Slides for Your Presentation
Inserting a new slide
Speed techniques for inserting slides
Conjuring slides from Word document headings
Selecting a different layout for a slide
Getting a Better View of Your Work
Changing views
Looking at the different views
Hiding and Displaying the Slides Pane and Notes Pane
Selecting, Moving, and Deleting Slides
Selecting slides
Moving slides
Deleting slides
Putting Together a Photo Album
Creating your photo album
Putting on the final touches
Editing a photo album
Book III: Chapter 2: Fashioning a Look for Your Presentation
Looking at Themes and Background Styles
Choosing a Theme for Your Presentation
Selecting a theme
Tweaking a theme
Creating Slide Backgrounds on Your Own
Using a solid (or transparent) color for the slide background
Creating a gradient color blend for slide backgrounds
Placing a clip-art image in the slide background
Using a picture for a slide background
Using a texture for a slide background
Changing the Background of a Single or Handful of Slides
Using Master Slides and Master Styles for a Consistent Design
Switching to Slide Master view
Understanding master slides and master styles
Editing a master slide
Changing a master slide layout
Book III: Chapter 3: Entering the Text
Entering Text
Choosing fonts for text
Changing the font size of text
Changing the color of text
Fun with Text Boxes and Text Box Shapes
Controlling How Text Fits in Text Frames and Text Boxes
Choosing how PowerPoint “AutoFits” text in text frames
Choosing how PowerPoint “AutoFits” text in text boxes
Positioning Text in Frames and Text Boxes
Handling Bulleted and Numbered Lists
Creating a standard bulleted or numbered list
Choosing a different bullet character, size, and color
Choosing a different list-numbering style, size, and color
Putting Footers (and Headers) on Slides
Some background on footers and headers
Putting a standard footer on all your slides
Creating a nonstandard footer
Removing a footer from a single slide
Book III: Chapter 4: Making Your Presentations Livelier
Suggestions for Enlivening Your Presentation
Exploring Transitions and Animations
Showing transitions between slides
Animating parts of a slide
Making Audio Part of Your Presentation
Inserting an audio file on a slide
Telling PowerPoint when and how to play an audio file
Playing audio during a presentation
Playing Video on Slides
Inserting a video on a slide
Fine-tuning a video presentation
Recording a Voice Narration for PowerPoint
Testing your computer’s microphone
Recording a voice narration in PowerPoint
Book III: Chapter 5: Delivering a Presentation
All about Notes
Rehearsing and Timing Your Presentation
Showing Your Presentation
Starting and ending a presentation
Going from slide to slide
Tricks for Making Presentations a Little Livelier
Wielding a pen or highlighter in a presentation
Hiding and erasing pen and highlighter markings
Blanking the screen
Delivering a Presentation When You Can’t Be There in Person
Providing handouts for your audience
Creating a self-running, kiosk-style presentation
Creating a user-run presentation
Packaging your presentation on a CD
Creating a presentation video
Book IV: Excel
Book IV: Chapter 1: Up and Running with Excel
Creating a New Excel Workbook
Getting Acquainted with Excel
Rows, columns, and cell addresses
Workbooks and worksheets
Entering Data in a Worksheet
The basics of entering data
Entering text labels
Entering numeric values
Entering date and time values
Quickly Entering Lists and Serial Data with the AutoFill Command
Formatting Numbers, Dates, and Time Values
Conditional Formats for Calling Attention to Data
Establishing Data-Validation Rules
Book IV: Chapter 2: Refining Your Worksheet
Editing Worksheet Data
Moving around in a Worksheet
Getting a Better Look at the Worksheet
Freezing and splitting columns and rows
Hiding columns and rows
Comments for Documenting Your Worksheet
Selecting Cells in a Worksheet
Deleting, Copying, and Moving Data
Handling the Worksheets in a Workbook
Keeping Others from Tampering with Worksheets
Hiding a worksheet
Protecting a worksheet
Book IV: Chapter 3: Formulas and Functions for Crunching Numbers
How Formulas Work
Referring to cells in formulas
Referring to formula results in formulas
Operators in formulas
The Basics of Entering a Formula
Speed Techniques for Entering Formulas
Clicking cells to enter cell references
Entering a cell range
Naming cell ranges so that you can use them in formulas
Referring to cells in different worksheets
Copying Formulas from Cell to Cell
Detecting and Correcting Errors in Formulas
Correcting errors one at a time
Running the error checker
Tracing cell references
Working with Functions
Using arguments in functions
Entering a function in a formula
Book IV: Chapter 4: Making a Worksheet Easier to Read and Understand
Laying Out a Worksheet
Aligning numbers and text in columns and rows
Inserting and deleting rows and columns
Changing the size of columns and rows
Decorating a Worksheet with Borders and Colors
Cell styles for quickly formatting a worksheet
Formatting cells with table styles
Slapping borders on worksheet cells
Decorating worksheets with colors
Getting Ready to Print a Worksheet
Making a worksheet fit on a page
Making a worksheet more presentable
Repeating row and column headings on each page
Book IV: Chapter 5: Analyzing Data
Managing Information in Lists
Constructing a list
Sorting a list
Filtering a list
Forecasting with the Goal Seek Command
Performing What-If Analyses with Data Tables
Using a one-input table for analysis
Using a two-input table for analysis
Book V: OneNote
Book V: Chapter 1: Up and Running with OneNote
Introducing OneNote
Finding Your Way around the OneNote Screen
Navigation bar
Section (and section group) tabs
Page window
Page pane
Units for Organizing Notes
Creating a Notebook
Creating Sections and Section Groups
Creating a new section
Creating a section group
Creating Pages and Subpages
Creating a new page
Creating a new subpage
Renaming and Deleting Groups and Pages
Getting from Place to Place in OneNote
Changing Your View of a Page
Book V: Chapter 2: Taking Notes
Notes: The Basics
Moving and resizing note containers
Selecting notes
Deleting notes
Getting more space for notes on a page
Entering a Typewritten Note
Drawing on the Page
Drawing with a pen or highlighter
Drawing a shape
Changing the size and appearance of drawings and shapes
Converting a Handwritten Note to Text
Writing a Math Expression in a Note
Taking a Screen-Clipping Note
Recording and Playing Audio Notes
Recording an audio note
Playing an audio note
Attaching, Copying, and Linking Files to Notes
Attaching an Office file to a note
Copying an Office file into OneNote
Linking a Word or PowerPoint file to OneNote
Copying a note into another Office program
Formatting the Text in Notes
Docking the OneNote Screen
Book V: Chapter 3: Finding and Organizing Your Notes
Finding a Stray Note
Searching by word or phrase
Searching by author
Tagging Notes for Follow Up
Tagging a note
Arranging tagged notes in the task pane
Creating and modifying tags
Color-Coding Notebooks, Sections, and Pages
Merging and Moving Sections, Pages, and Notes
Book VI: Office 2010: One Step Beyond
Book VI: Chapter 1: Customizing an Office Program
Customizing the Ribbon
Displaying and selecting tab, group, and command names
Moving tabs and groups on the Ribbon
Adding, removing, and renaming tabs, groups, and commands
Creating new tabs and groups
Resetting your Ribbon customizations
Customizing the Quick Access Toolbar
Adding buttons to the Quick Access toolbar
Changing the order of buttons on the Quick Access toolbar
Removing buttons from the Quick Access toolbar
Placing the Quick Access toolbar above or below the Ribbon
Customizing the Status Bar
Changing the Color Scheme
Customizing Keyboard Shortcuts in Word
Book VI: Chapter 2: Ways of Distributing Your Work
Printing — the Old Standby
Distributing a File in PDF Format
About PDF files
Saving an Office file as a PDF
Saving an Office File as a Web Page
Choosing how to save the component parts
Turning a file into a Web page
Opening a Web page in your browser
Blogging from inside Word
Describing a blog account to Word
Posting an entry to your blog
Taking advantage of the Blog Post tab
Book VI: Chapter 3: Handling Graphics
All about Picture File Formats
Bitmap and vector graphics
Resolution
Compression
Choosing file formats for graphics
The All-Important Copyright Issue
Inserting a Picture in an Office File
Touching Up a Picture
Softening and sharpening pictures
Correcting a picture’s brightness and contrast
Recoloring a picture
Choosing an artistic effect
Selecting a picture style
Cropping off part of a picture
Removing the background
Compressing Pictures to Save Disk Space
Using Microsoft Office Picture Manager
Mapping the graphic files on your computer
Displaying the graphic file you want to work with
Editing a picture
Book VI: Chapter 4: Decorating Files with Clip Art
What Is Clip Art?
Inserting a Clip-Art Image
Handling Media Files with the Clip Organizer
Knowing your way around the Clip Organizer
Locating the media file you need
Inserting a media file
Storing your own files in the My Collections folders
Book VI: Chapter 5: Automating Tasks with Macros
What Is a Macro?
Displaying the Developer Tab
Managing the Macro Security Problem
Recording a Macro
Enabling your files for macros
Ground rules for recording macros
Recording the macro
Running a Macro
Editing a Macro
Opening a macro in the Visual Basic Editor
Reading a macro in the Code window
Editing the text that a macro enters
Deleting parts of a macro
Book VI: Chapter 6: Linking and Embedding in Compound Files
What Is OLE, Anyway?
Linking and embedding
Pitfalls of linking and embedding
Linking to Data in a Source File
Establishing the link
Updating a link
Editing data in the source file
Embedding Data from Other Programs
Embedding foreign data
Editing embedded data
Book VI: Chapter 7: Office Web Apps
Introducing the Office Web Apps
Storing and Sharing Files on the Internet
Office Web Apps: The Big Picture
Getting Ready to Use the Office Web Apps
Signing In to Windows Live
Navigating to the SkyDrive Window
Managing Your Folders
Creating a folder
Going from folder to folder in SkyDrive
Deleting, moving, and renaming folders
Creating an Office File in SkyDrive
Opening and Editing Office Files Stored on SkyDrive
Opening and editing a file in an Office Web App
Opening and editing a SkyDrive file in an Office 2010 program
Managing Your Files on SkyDrive
Making use of the Properties window
Uploading files to a folder on SkyDrive
Downloading files from SkyDrive to your computer
Moving, copying, renaming, and deleting files
Ways of Sharing Folders: The Big Picture
Making Friends on Windows Live
The two types of friends
Fielding an invitation to be someone’s friend
Inviting someone to be your friend
Understanding the Folder Types
Types of folders
Knowing what kind of folder you’re dealing with
Public and shared folder tasks
Establishing a Folder’s Share With Permissions
Sharing on a Public or Shared Folder
Sharing with friends on Windows Live
Sending out e-mail invitations
Posting hyperlinks on the Internet
Writing File Comments and Descriptions
Coauthoring Files Shared on SkyDrive
When you can and can’t coauthor
Finding out who your coauthors are
Getting locked out of a shared file
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For Valentine Wannop.
This book owes a lot to many hard-working people at the offices of Wiley Publishing in Indiana. Once again, I want to thank Steve Hayes for giving me the opportunity to write a For Dummies book.
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Yet another way to give a command is to click a button. When I tell you to click a button, you see a small illustration of the button in the margin of this book (unless the button is too large to fit in the margin). The button shown here is the Save button, the one you can click to save a file.
Next to the Tip icon, you can find shortcuts and tricks of the trade to make your visit to Officeland more enjoyable.
Where you see the Warning icon, tread softly and carefully. It means that you are about to do something that you may regret later.
When I explain a juicy little fact that bears remembering, I mark it with a Remember icon. When you see this icon, prick up your ears. You will discover something that you need to remember throughout your adventures with Word, Excel, PowerPoint, or the other Office program I am demystifying.
When I am forced to describe high-tech stuff, a Technical Stuff icon appears in the margin. You don’t have to read what’s beside the Technical Stuff icons if you don’t want to, although these technical descriptions often help you understand how a software feature works.