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- Herausgeber: Packt Publishing
- Kategorie: Wissenschaft und neue Technologien
- Sprache: Englisch
Learn Microsoft Office 2019 provides a comprehensive introduction to the latest versions of Microsoft Word, Excel, PowerPoint, Access, and Outlook. With the help of illustrated explanations, this Microsoft Office book will take you through the updated Office 2019 applications and guide you through implementing them using practical examples.
You'll start by exploring the Word 2019 interface and creating professional Word documents using elements such as citations and cover pages, tracking changes, and performing mail merge. You'll then learn how to create impressive PowerPoint presentations and advance to performing calculations and setting up workbooks in Excel 2019, along with discovering its data analysis features. Later chapters will focus on Access 2019, assisting you in everything from organizing a database to constructing advanced queries. You'll then get up to speed with Outlook, covering how to create and manage tasks, as well as how to handle your mail and contacts effortlessly. Finally, you'll find solutions to commonly encountered issues and best practices for streamlining various workplace tasks.
By the end of this book, you'll have learned the essentials of Office business apps and be ready to work with them to boost your productivity.
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Seitenzahl: 650
Veröffentlichungsjahr: 2020
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Learn Microsoft Office 2019
Copyright © 2020 Packt Publishing
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Packt Publishing has endeavored to provide trademark information about all of the companies and products mentioned in this book by the appropriate use of capitals. However, Packt Publishing cannot guarantee the accuracy of this information.
Commissioning Editor: Richa TripathiAcquisition Editor:Karan GuptaContent Development Editor: Ruvika RaoSenior Editor: Afshaan KhanTechnical Editor:Gaurav GalaCopy Editor:Safis EditingProject Coordinator:Francy PuthiryProofreader: Safis EditingIndexer:Rekha NairProduction Designer:Nilesh Mohite
First published: May 2020
Production reference: 1290520
Published by Packt Publishing Ltd. Livery Place 35 Livery Street Birmingham B3 2PB, UK.
ISBN 978-1-83921-725-8
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Contributors
About the author
Linda Foulkes is an L&D trainer at Knights plc. She is also a Microsoft Office Master Trainer, Microsoft Certified Educator, and Microsoft Innovative Expert Educator and Trainer with over 25 years of experience. In 2015, Linda represented South Africa at the Microsoft Global Forum in Redmond. She has certified and coached students who competed at the Microsoft Office Specialist Championships in Texas. She has published five training manuals and courseware for the Microsoft Office Specialist Certification and the ICDL Foundation SA. She has presented at conferences and webinars for SchoolNet SA, hosted TeachMeets and MicrosoftMeets, and developed e-learning paths for the Microsoft Office suite of programs, owing to her interest in e-learning.
About the reviewers
Ambarish Tarte is a Mumbai-based Microsoft Certified Professional and a globetrotter who conducts corporate training for various corporate giants/multinational companies across the globe. With MS Office and Office 365 end user apps being his forte, he operates as a corporate training consultant with a team of associates in almost every major city. He began his corporate training stint in 2011 and has had the privilege of training delegates of over 20 nationalities in classroom and online sessions. Being able to add a bit of humor and always keep participants active during training is a unique selling point that Ambarish has developed over the years. Ambarish is also a YouTuber and runs various social media pages.
Omprakash Pandey, a Microsoft 365 Consultant, has been working with industry experts to understand project requirements and work on the implementation of projects for the last 20 years. He has trained more than 50,000 aspiring developers and assisted in the development of more than 50 enterprise applications, which have been his key achievements. He has offered innovative solutions on .NET development, Microsoft Azure, and other technologies. He has worked for multiple clients across various locations including Hexaware, Accenture, Infosys, and many more. He has been a Microsoft Certified Trainer for more than 5 years.
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Table of Contents
Title Page
Copyright and Credits
Learn Microsoft Office 2019
Dedication
About Packt
Why subscribe?
Contributors
About the author
About the reviewers
Packt is searching for authors like you
Preface
Who this book is for
What this book covers
To get the most out of this book
Download the example code files
Code in Action
Download the color images
Conventions used
Get in touch
Reviews
Section 1: Word
Exploring the Interface and Formatting Elements
Technical requirements
An overview of the interface features
The title bar
The QAT
Using tabs and groups
Using shortcut keys to access the ribbon
Accessing the rulers
Minimizing the ribbon
Adding items to the status bar
Using the help facility
Creating documents
Setting the printing options
Changing the page margins
Changing the page orientation
Changing the paper size
Changing the print options
Setting the collate and page options
Printing background colors and images
Setting pages to print
Inserting page breaks
Formatting text, styles, and paragraphs
Basic text formatting
Changing the font colors
Adding text effects
Removing text formatting
Changing the casing of text
Copying multiple formats
Formatting using font attributes
Changing the text alignment options
Applying a drop cap
Inserting special characters and symbols
Indenting paragraphs
Setting spacing before or after a paragraph
Adjusting the line spacing
Creating a new style
Modifying a style
Summary
Creating Lists and Constructing Advanced Tables
Technical requirements
Creating bulleted and numbered lists
Constructing a list automatically
Editing AutoFormat Options
Constructing a list manually
Modifying a bulleted or numbered list
Defining a new bullet symbol
Editing bulleted list font attributes
Inserting a custom picture as a bullet
Working with multilevel lists
Creating a multilevel list
Creating an outline (multilevel list) before typing a list
Creating an outline (multilevel list) after typing a list
Removing a multilevel list
Restarting numbering for a new list
LaTeX math
Working with tabbed lists
Selecting tab types
Typing a new tabbed list
Creating a list using the leader dot tab
Removing tabs in a document
Creating tables
Selecting skills
Editing and formatting tables
Merging cells
Splitting cells
Changing row/column height or width
Inserting rows or columns
Deleting rows or columns
Aligning cells in tables
Changing text direction
Distributing rows and columns evenly
Applying borders and shading
Customizing advanced tables
Converting a table to text
Defining the header row
Adding up cell values in a table
Sorting table contents
Summary
Creating Professional Documents
Technical requirements
Word-referencing features
Creating and updating the TOC
Using citations to build a bibliography
Adding citation sources
Generating the bibliography
Editing the citation style
Working with master documents or subdocuments
Constructing endnotes and footnotes
Inserting footnotes/endnotes
Converting footnotes into endnotes
Inserting links in a document
Performing a mail merge
Creating a mail merge manually
Creating a mail merge using the wizard
Constructing forms
Working with the Developer tab and form controls
Creating a basic form
Adding and modifying legacy form controls
Protecting a form
Customizing page layouts
Inserting a cover page quick part
Converting text into columns
Inserting and modifying section breaks
Viewing section breaks
Adding section breaks
Headers and footers
Inserting a header and footer
Inserting page numbers
Choosing a different first page
Numbering from a specific page number
Different header and footer sections
Summary
Versions, Restrictions, and Comparisons
Technical requirements
Recovering draft versions
Enabling the AutoSave and AutoRecover features
Recovering documents
Restricting access to documents and workbooks
Restricting access to document contents
Restricting access to workbook contents
Restricting changes to parts of a worksheet
Comparing and combining documents
Summary
Section 2: PowerPoint
The PowerPoint Interface and Presentation Options
Technical requirements
Introduction and new features
Creating presentation templates
Setting up slides and working with files
Setting slide size
Changing the slide orientation
Adding tags to a presentation
Searching using tags
Embedding fonts
Saving presentations in different formats
Saving presentation slides as pictures
Saving as a template
Saving a presentation as an outline
Saving as a presentation show
Exporting file types
Setting print options and layouts
Adjusting print settings
Previewing presentations
Using view and zoom options
Presentation Views using the ribbon
Using the status bar commands
Setting presentation zoom options
Switching between multiple presentations
Summary
Formatting Slides, Tables, Charts, and Graphic Elements
Technical requirements
Setting up slides and applying layouts
Adding new slides
Duplicating selected slides
Deleting multiple slides simultaneously
Copying non-contiguous slides to other presentations
Inserting an outline
Reusing presentation slides
Applying slide layouts
Changing slide layouts
Working with themes and text manipulation
Duplicating, moving, and pasting text
Inserting and formatting lists
Add headers and footers to slides
Applying and modifying themes
Applying a theme to selected slides
Creating your own custom theme
Working with text boxes
Formatting text boxes
Applying a theme fill color
Applying a gradient
Applying a picture
Changing the outline color and weight
Arranging and manipulating objects
Arranging objects
Sending an object forward or backward
Flipping an object
Rotating an object
Aligning objects
Aligning objects to the top
Using the selection and visibility pane
Grouping objects
Resizing objects
Resetting objects
Constructing and modifying tables
Inserting a table
Inserting an Excel spreadsheet
Setting table style options
Inserting and modifying charts
Selecting a chart type
Entering chart data
Changing chart style
Changing the chart's quick layout
Working with chart elements
Data labels
Adding a data table
Displaying the chart legend
Adding objects to a chart
Changing the chart's title
Inserting audio and video
Inserting a video clip
Applying styles to video content
Resizing and positioning video content
Applying a style to an audio clip
Adjusting playback options
Summary
Photo Albums, Sections, and Show Tools
Technical requirements
Creating and modifying photo albums
Adding picture captions
Inserting text
Removing images
Inserting pictures in black and white
Reordering pictures
Adjusting image rotation, brightness, and contrast
Changing album layout
Picture layout
Frame shape
Theme
Working with presentation sections
Formatting sections
Applying animations and transitions
Adding animation effects
Applying effect options
Previewing animations automatically
Applying an animation effect to multiple objects
Using the Animation Pane
Setting up advanced animations
Removing animations
Setting animation timing
Setting start options
Selecting delay or duration options
Working with 3D models and cube animations
Inserting a 3D model
Animating a 3D model
Attaching sound to an animation
Using the Animation Painter features
Reordering animations
Working with transitions
Modifying the transition effect
Adding a transition sound
Modifying transition duration
Setting manual or automatic time advance options
Using the Morph transition
Using hyperlinks, actions, and comments
Adding hyperlinks
Launching a hyperlink
Hyperlinking to a slide in the same presentation
Easy linking
Editing a hyperlink
Adding actions
Using Zoom
Inserting and editing comments
Editing comments
Showing or hiding markup
Deleting comments
Inking feature
Exploring slide show options and custom shows
Setting up a slide show
Playing narrations
Setting up the presenter view
Using timings
Showing media controls
Creating a custom slide show
Using master slides and hiding slides
Creating master slides
Hiding slides
Summary
Section 3: Excel
Formatting, Manipulating, and Presenting Data Visually
Technical requirements
Introducing the interface and setting options
Identifying rows, columns, and cells
Workbooks and worksheets
Name Box and Formula Bar
Status bar
Setting view options
Using the help facility
Proofing tools
Changing default options
Changing the default username
Changing the default document location
Changing the default number of workbooks
Saving automatically
Constructing and formatting an Excel worksheet
Inputting data efficiently
Entering data into a set range
Entering data in non-contiguous ranges
Using fill down
Using a data entry form
Using Alt + down arrow
Entering dates and times
Copying data using AutoFill
Incrementing values
Modifying cell formatting
Aligning text
Changing text orientation
Wrapping text
Merging cells
Hiding and showing rows and columns
Inserting and deleting rows and columns
Setting column widths and row heights
Using the Format Painter
Creating and applying cell styles
Applying number formats
Working with worksheets and sheet tabs
Inserting worksheets
Deleting worksheets
Moving or copying worksheets
Renaming worksheets
Applying coloring to worksheet tabs
Sorting and filtering data
Finding and replacing data
Sorting ascending or descending
Filtering data
Defining a filter
Applying a filter
Removing a filter
Applying conditional formatting
Icon sets, data bars, and color scales
Setting print options
Adjusting breaks in the worksheet
Inserting manual breaks into the worksheet
Constructing headers and footers
Setting the header and footer distance
Setting the worksheet orientation
Setting the worksheet scale
Checking the paper size
Setting page margins
Aligning data horizontally and vertically
Printing a single worksheet
Printing selected worksheets
Creating charts based on worksheet data
Plotting non-contiguous data
Selecting a chart
Resizing a chart
Changing chart placement
Changing the chart type
Changing the chart style
Changing the Quick Layout
Changing chart elements manually
Changing the chart and axis titles
Displaying gridlines
Displaying the legend
Adding data labels
Adding a data table
Deleting a data series
Adding a data series
Changing the chart scale
Formatting the chart background
Adding objects to a chart
Using the sunburst chart type
Using funnel charts
Summary
Applying Formulas and Functions
Technical requirements
Learning basic formula operations
Order of evaluation
Constructing a formula
Learning Excel functions
Using the Show Formulas command
Converting values and percentage increase
Working out the percentage change
Working out a percentage increase or decrease
Percentage increase
Percentage decrease
Getting results using the status bar
Using the Function Library
Using the formula composer (Insert Function icon)
Editing formulas
Understanding relative versus absolute
Applying dates in calculations
To insert the current date
To insert the current date and time
To separate the day from a date
To calculate the number of days, years, and months between two dates
Using mathematical functions
The INT and ROUND functions
The ROUNDUP and ROUNDDOWN functions
The SUMIF function
Using the COUNTIF statistical function
Using financial functions - PMT
Applying conditional logic in a formula
The IF function
The AND function
The OR function
Using text functions
The CONCAT function
The TRIM function
Investigating formula errors
Applying named ranges in a formula
Defining a named range
Naming a range of cells
Editing a named range
Creating a named range from selected cells
Using range names in a formula
Summary
Analyzing and Organizing Data
Technical requirements
Consolidating data and investigating macros
Creating a summary sheet
Creating a macro
Adding a macro to the ribbon for easy access
Adding a macro to the QAT
Adding the macro to the ribbon tab
Removing a macro from the personal macro workbook
Creating and managing PivotTables and PivotCharts
Creating a PivotTable
Adding PivotTable fields
Grouping with PivotTables
Using slicers and timelines
Creating a PivotChart in Excel
Working with the 3D Maps feature
Using tools for analysis in Excel
Analysis ToolPak
What-if analysis
Understanding data models
Summary
Section 4: Common Tasks
Exporting and Optimizing Files and the Browser View
Technical requirements
Exporting files by changing the file type
Exporting a file as a previous version
Checking the compatibility mode of a file
Converting a file using compatibility mode
Exporting a file in .csv format (Excel only)
Exporting files as a PDF
Exporting slides as image files (PowerPoint only)
Exporting presentations as a video (PowerPoint only)
Packaging a presentation for transfer
Document properties (metadata)
Inspecting a file
Packaging a presentation (PowerPoint only)
Sending handouts from PowerPoint to Word
Optimizing and compressing media in PowerPoint
Investigating the browser view options (Excel only)
Summary
Sharing and Protecting Files
Technical requirements
Sharing and collaborating in Office 2019
Sharing a file via email
Sending as an attachment
Sharing via an email link
Sharing as a PDF
Sharing via the Adobe Acrobat license (Adobe PDF)
Sharing a file to OneDrive
Sending a document as a blog post
Sending a copy of a document via instant messaging
Sharing workbooks with others (Excel only)
Presenting online
Presenting online via Skype for Business
Presenting online via the Office Presentation Service
Protecting files in Office 2019
Marking a file as final
Using Protected View
Applying file protection
Requiring a password to access a file
Removing a password from a file
Summary
Section 5: Access
Database Organization and Setting Relationships
Technical requirements
Introduction to Access and the settings options
Advantages of using a database
Planning the database design
Operating a database
Orientation in the Access environment
Learning about database objects
Investigating tables
Querying data
Presenting with forms
Creating reports
Creating a new database
Setting up Access options
Setting up tabbed mode
Switching objects
Setting Shutter Bar options
Renaming objects
Switching between view modes
Applying application parts
Constructing tables and manipulating data
Creating tables in Datasheet View
Creating tables using the design view
Inserting table fields and data types
Building relationships
Learning relationship types and rules
Defining the primary key, join type, and referential integrity
Defining primary keys
Using a primary key to create a relationship
Deleting or editing relationships
Discussing join types
Changing join types
Setting up referential integrity
Cascading and updating
Summary
Building Forms and Report Design
Technical requirements
Building forms
Using the form wizard
Working with form views
Adding a new record to a form
Navigating and deleting form records
Applying and editing form headers
Adding existing fields to a form
Searching for data on a form
Form customization and layout
Resizing and moving form fields
Inserting a form's background image
Changing the form's background color
Applying a theme to a form
Using the Position options on a form
The report design, controls, and output
The Report View modes
Creating a report based on a table or query
Calculating in a report
Formatting values on a report
Creating a report header or footer
Applying the report formatting options
Applying the report's page setup tab options
Summary
Constructing Queries to Analyze Data
Technical requirements
Constructing basic queries
Creating a Select query in Design View
Creating a Select query using the Query Wizard
Manipulating query fields and the Total row
Adding fields
Removing and rearranging fields
Sorting query data
Compiling query criteria
Using wildcards in queries
Calculating totals with a query
Constructing advanced queries
Creating a two-table query in Design View
Constructing a calculated query
Creating a Make Table query
Using an Update query to replace data
Adding new records using an Append query
Building a Crosstab query
How relationships affect a query result
Using a Delete query
Creating a Parameter query
Summary
Section 6: Outlook
Creating and Attaching Item Content
Technical requirements
Investigating the Outlook environment
Accessing the Mini toolbar
Using the To-Do Bar
Using the Message pane to display folder items
The Navigation Pane
The Peek bar
Creating a shortcut to an item
Previewing Outlook items
Previewing emails in the Message pane
Using the Reading Pane
Manipulating Outlook program options
Using the Focused inbox option
Investigating mail options
Manipulating item tags
Categorizing items
Renaming categories
Assigning categories to items
Setting up a Quick Click
Setting flags
Adding a flag to a message and contact
Sending out a flag for recipients
Marking mail items as read/unread
Checking for new messages
Working with views, filtering, and printing
Changing the view type
Using the Reminders Window
Applying search and filter tools
Printing Outlook items
Printing attachments
Printing calendars
Printing tasks, notes, and contacts
Creating and sending email messages
Specifying a message theme
Showing/hiding the From and Bcc... fields
Configuring message delivery options
Setting the level of importance
Configuring voting and tracking options
Sending a message to a contact group
Moving, copying, and deleting email messages
Replying to and forwarding email messages
Sorting email messages
Creating and managing Quick Steps
Attaching item content
Attaching an Outlook item
Attaching external files
Summary
Managing Mail and Contacts
Technical requirements
Cleaning up the mailbox and managing rules
Cleaning up the mailbox
Viewing the mailbox size
Saving message attachments
Saving a message in an external format
Ignoring a conversation
Using cleanup tools
Creating and managing rules
Modifying rules
Deleting rules
Changing Rule order
Managing junk mail and automatic message content
Allowing a specific message (not junk)
Filtering junk mail with Never Block Sender
Viewing the safe senders' list
Blocking senders
Managing signatures
Creating a signature
Specifying the font for new HTML messages
Specifying options for replies and forwards
Setting a default theme for all HTML messages, stationery, and fonts
Creating contact information and groups
Modifying a default business card
Forwarding a contact
Creating and manipulating contact groups
Creating a contact group
Managing contact group membership
Showing notes about a contact group
Deleting a contact group
Sending a meeting to a contact group
Searching for a contact
Summary
Calendar Objects, Tasks, Notes, and Journal Entries
Technical requirements
Working with the calendar, appointments, and events
Creating and manipulating appointments and events
Setting the appointment options
Printing the appointment details
Forwarding an appointment
Scheduling a meeting with someone who sent a message
Sharing a calendar
Modifying meeting requests and manipulating the calendar pane
Setting the response options
Updating a meeting request
Canceling a meeting or invitation
Proposing a new time for a meeting
Viewing the tracking status of a meeting
Editing a meeting series
Manipulating the calendar pane
Arranging the calendar view
Changing the calendar color
Changing the calendar's font settings
Displaying or hiding calendars
Creating a calendar group
Creating and managing tasks
Creating tasks
Managing the task details
Sending a status report
Assigning a task to another Outlook contact
Marking a task as complete
Accepting or declining a task assignment
Creating and manipulating notes and journal entries
Creating a note
Changing the current view
Categorizing notes
Working with journal entries
Tracking Outlook items and files
Setting out-of-office options
Summary
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Preface
Learn Microsoft Office 2019 is a step-by-step comprehensive journey through the Office 2019 applications, which includes visual and detailed explanations of concepts and the opportunity to practice throughout using workplace examples. It contains full coverage of the latest version of the Microsoft Word, Excel, PowerPoint, Access, and Outlook suite of programs.
Before we turn our attention to the chapter details, let's consider the organization of the book. This book is a comprehensive guide containing six main parts, allowing the user to learn about the tools common to all Office applications. The parts include common tasks across all Microsoft Office 2019 applications, Word, PowerPoint, Excel, Access, and Outlook. You will definitely want to work through all parts of this book as it will provide you with a way to work more productively and learn everything you need to be proficient in the worlds of work, study, and home.
Who this book is for
The book is a step-by-step guide that assumes no prior knowledge, providing full coverage of the Office 2019 applications from the basics to analyzing data, including common challenges for working productively in the workplace or at home. Our audience is anyone who is willing to add valuable skills, whether as a complete starter or as someone looking to develop what they already know, to their professional development path. This book will ensure that the student is equipped with workplace skills, and would be useful for those undertaking certification exams in each of these applications. It will also suit the trainer, lecturer, or organization as a whole as it contains full coverage of Microsoft Word, Excel, PowerPoint, Access, and Outlook 2019.
What this book covers
Chapter 1, Exploring the Interface and Formatting Elements, will make it easy for you to create, manipulate, and work with documents using Microsoft Office 2019. You'll learn about the interface layout, ribbon elements, and how to customize the default behavior. We will delve into controlling font attributes, creating a style to speed up the file formatting process, changing the spacing of paragraphs, and looking at text alignment options. You will learn how to create and print professional-looking documents.
Chapter 2, Creating Lists and Constructing Advanced Tables, will teach you how to create bulleted, numbered, and tabbed lists using predefined or custom symbols and how to alter the layout of lists. You will be able to easily integrate tables in documents and to modify them in different ways. We will also cover some advanced features of table creation such as sorting operations, managing a table that spans multiple pages of a document, using formulas in a table, and converting text to a table.
Chapter 3, Creating Professional Documents, explains that Word 2019 includes an array of features that aid in creating attractive and professional documents. This chapter will teach you how to add references such as citations, a table of contents, and a bibliography, and perform a mail merge using different methods. We will construct a form using theQuick Parts feature, insert a cover page, and get to grips with navigation techniques and working with long documents. There is also a section on troubleshooting endnotes and footnotes, headers and footers, and links in a document.
Chapter 4, Versions, Restrictions, and Comparisons, explains all about setting editing restrictions and passwords on all or part of a document to prevent unwanted changes. After learning how to collaborate, we will compare and combine document revisions.
Chapter 5, The PowerPoint Interface and Presentation Options, teaches you how to personalize the Backstage view and set various options. You will navigate the interface and perform basic tasks, including creating, saving, printing, and viewing presentations in PowerPoint 2019.
Chapter 6, Formatting Slides, Tables, Charts, and Graphic Elements, explains how to easily add slides to a PowerPoint presentation and use predefined options to give the slides a particular look and feel. In this chapter, you'll learn how to set up a basic presentation, order a sequence of slides, apply a presentation theme and slide layout, and reuse slides. You will also learn how to work with tables and charts, which make data much easier to present and add to the impact of a presentation.
Chapter 7, Photo Albums, Sections, and Show Tools, covers how to set up a photo album, add photos and captions, and customize the order and appearance. You will also get to know how to navigate a presentation easily using sections and rename and remove sections in presentations. You'll learn how to set up and manage slide shows, control slide timing, and master the playback of audio narration. We also cover master slides, check the consistency throughout a presentation, and look at options for hiding or showing specific slides.
Chapter 8, Formatting, Manipulating, and Presenting Data Visually, shows how to personalize the Backstage view and set various spreadsheet options, and distinguish between spreadsheet elements. You will be taken on a journey through formatting elements to manipulate data, and will also learn how to print elements and set print options. You will learn how to enhance Excel 2019 with decorative, professional-looking charts such as the sunburst and funnel charts. You will gain all the skills you need to format, print, and present data professionally.
Chapter 9, Applying Formulas and Functions, explains how to create a formula and investigate the difference between a formula and a function. You'll also learn about operators and formula construction using the correct order of evaluation. After learning the different methods of constructing a formula, you will be introduced to a number of functions from different categories located in the function library. To end the chapter, we will highlight common formula errors and learn how to use named ranges in formula.
Chapter 10, Analyzing and Organizing Data, covers the tools that effectively analyze and organize data within Excel 2019. We will cover summarizing data using pivot tables and charts and how to access the Quick Analysis Tools, work with maps and the new 3D map feature, use Power Pivot to effectively build and use relational data sources inside an Excel workbook, consolidate workbook data by creating a summary sheet, build a relationship between datasets for easy reporting with Excel's data model, and take a look at macros.
Chapter 11,Exporting and Optimizing Files and the Browser View, teaches you how to export Office 2019 documents, presentations, and workbooks using different formats. We will compress images and optimize presentation compatibility with different systems. You will also save workbooks in comma-delimited format and work with Browser View.
Chapter 12, Sharing and Protecting Files, explains that Office 2019 includes several features for sharing and collaborating on documents, presentations, and worksheets. In this chapter, you'll learn how to share files via different share methods and locations. We will look at the Share with People option, saving files to OneDrive, the different methods of sharing directly through email using PDF, and the attachment options. We will also look at sharing options for Skype for Business and how to present online, as well as via email and blog post.
Chapter 13, Database Organization and Setting Relationships, introduces database theory and distinguishes between database objects such as tables, queries, forms, and reports, and explains how to switch between them. You'll learn how to organize your table data and properties to set primary keys, thereby forming relationships between objects in a database. You will gain an understanding of the different relationship types and when they should be applied, and learn the rules for setting relationships between two or more tables in a database.
Chapter 14, Building Forms and Report Design, takes you on a journey through the creation of forms and reports. We will enter, modify, and format data on a form using the different views and see the impact of deleting records. You will create and modify report design, work with different report view modes, create reports based on table or query, and master report headers and footers and manipulate controls.
Chapter 15, Constructing Queries to Analyze Data, is the heart of Access 2019. They allow you to search and extract information from tables for analysis. In this chapter, you will learn how to construct queries using the design view to analyze data, and you will become knowledgeable about the different query types and their function.
Chapter 16, Creating and Attaching Item Content, takes you through the important parts of the Outlook 2019 interface and shows you how to configure objects such as mail, contacts, tasks, notes, and journals. We will set some advanced options, learn how to manipulate item tags, and arrange the content pane. Search, print, and filter tools, as well as how to configure send and delivery options to improve productivity in the Outlook application, are also covered here. Lastly, we will professionally format item content and learn how to attach content to an email.
Chapter 17, Managing Mail and Contacts, introduces you to best practices while working with message attachments and to keep your mailbox clean and streamlined. You will learn how to set up rules and manage junk mail options and create or modify signatures within the Outlook application. This chapter will also teach you to be proficient at creating business cards for contacts, and you will learn how to set up and manage contacts and contact groups.
Chapter 18, Calendar Objects, Tasks, Notes, and Journal Entries, explains how to work with calendars, appointments, and events, as well as explaining how to set meeting response options and arrange calendars and calendar groups. You will work with tasks and find out how to assign them to other Outlook users, as well as tracking them via the status report tool. A section on journal entries is included, which allow you to create and track items such as telephone calls, tasks, and documents relating to a specific client along a timeline.
To get the most out of this book
You will need the Pro version of Microsoft Office 2019 to run the code for all the applications covered in this book, as well as access to a OneDrive account if you would like to take advantage of the online sharing and collaboration features of the suite.
Software/hardware covered in the book
OS requirements
Microsoft Office Professional 2019 or the following individual applications
Windows 10 or macOS
Microsoft Word 2019
Windows 10 or macOS
Microsoft PowerPoint 2019
Windows 10 or macOS
Microsoft Excel 2019
Windows 10 or macOS
Microsoft Access 2019
Windows 10 or macOS
Microsoft Outlook 2019
Windows 10 or macOS
Alternatively, you can get Office 365 with the relevant apps as listed in the preceding table.
Download the example code files
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.
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We also have other code bundles from our rich catalog of books and videos available athttps://github.com/PacktPublishing/. Check them out!
Code in Action
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Conventions used
There are a number of text conventions used throughout this book.
CodeInText:Indicates code words in text, database table names, folder names, filenames, file extensions, pathnames, dummy URLs, user input, and Twitter handles.Here is an example:"Open the workbook called SSGRegions.xlsx."
Bold: Indicates a new term, an important word, or words that you see onscreen. For example, words in menus or dialog boxes appear in the text like this. Here is an example: "The Function Arguments dialog box will appear where the user is able to enter values as cell references to construct the formula."
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Section 1: Word
Microsoft Word 2019 is included in Microsoft's latest office desktop productivity suite, Microsoft Office 2019. This part of the book introduces end users to Word 2019, identifying its new features and demonstrating how to use it to create, format, and work with documents. You will cover everything you need to know to start using Word 2019 productively in the workplace, at home, or for certification purposes.
Beyond the basics, you will cover a range of tasks, from working with graphic elements and performing picture corrections to modifying tables and adding references, such as citations and a table of contents. This part of the book also covers the many ways that Word 2019 supports real-time collaboration and the sharing of documents.
Throughout, new features of the application will be highlighted for you, and you'll learn shortcuts to speed up everyday tasks. Once you reach the end of this content, you will have grown your knowledge and skills to an advanced level and will be a pro at creating Word 2019 documents.
In this section, we will cover the following chapters:
Chapter 1
,
Exploring the Interface and Formatting Elements
Chapter 2
,
Creating Lists and Constructing Advanced Tables
Chapter 3
,
Creating Professional Documents
Chapter 4
,
Versions, Restrictions, and Comparisons
Exploring the Interface and Formatting Elements
Welcome to the first chapter of Learn Microsoft Office 2019. This chapter will show you how to create, manipulate, and work with documents using Microsoft Word 2019. You'll learn about the interface layout and the ribbon elements, as well as how to customize the default behavior.
We will look at controlling the font attributes, creating a style to speed up the document formatting process, changing the spacing of paragraphs, and looking at the text alignment options. In addition, you will learn how to use Word 2019 to create, print, and review professional-looking documents.
The following list of topics is covered in this chapter:
An overview of the interface features
Creating and opening documents
Selecting, rearranging, and duplicating text
Setting the printing options
Formatting text, styles, and paragraphs
The skills mentioned in this chapter are important for building up your confidence to work on the later chapters of this book.
Technical requirements
To understand the contents of this chapter, you should be able to locate and launch the Microsoft Office 2019 applications from the Windows environment.
To benefit from the contents of this book, it is imperative that you are able to follow along with and work through the examples demonstrated in each chapter. The examples used in this chapter can be accessed from https://github.com/PacktPublishing/Learn-Microsoft-Office-2019.
An overview of the interface features
In this overview, you will learn about the elements of the interface and be able to recognize some new features that have been incorporated into the latest update of the desktop versions of Word, PowerPoint, and Excel 2019.
This topic will focus on all three aforementioned applications. The reason for this is that most of their interface features and explanations are identical. Let's browse through the environment and learn about the different elements that make up Office 2019 applications.
The title bar
The title bar area is located at the very top of each program launched on the Windows environment. This bar displays the name of the file you currently have open. Normally, when you launch Microsoft Word, the blank page displayed is titled Document1. This means that you have not yet saved any elements that have been added to the document.
In the following screenshot, Document7 is printedin the title area as this is the seventhblank document that I have opened (this is the same as using the seventhpiece of paper from a notebook):
You need to save the current document to keep its changes. The title bar also houses the Quick Access Toolbar (QAT) and the program manipulation icons to the right of it.
The QAT
To the left of the title bar, you will find the QAT. This toolbar contains, by default, the save, undo, and redo icons. You can easily add frequently used icons to the QAT by clicking on the small arrow icon that is always present at the rightmost end of the QAT, as shown:
You can select the More Commands… option, which opens a dialog box that allows you to search for any additional icons from the comprehensive list of Office 2019 commands. The Show Below the Ribbon option is used to change the location of the QAT to display it below the ribbon (just above the ruler bar).
Using tabs and groups
The tabs are a list of words that you can use to access the program functions. They are located just underneath the title bar and span the Office 2019 environment from left to right. These are similar to the file divider tabs that you would use in an office. There are quicker ways to complete simple tasks, either by right-clicking your mouse button or using shortcut keys, but you will always find more comprehensive options when using the tabs.
Simply click on a tab with your mouse pointer to make it active, then use the icons it offers. Familiarize yourself with the contents of each of the tabs. Knowing exactly where to go to perform a certain action in the program is of the utmost importance when taking any certification exam:
You will find that when selecting a tab with a mouse click, various groups are defined on the ribbon via light separation lines that define boxes around groups of icons:
Most of the group sets in Office 2019 present a show dialog box arrow, where you can access more options relating to a group of related icons. For instance, to access the Page Setup dialog box within any of the Microsoft Office applications, click on the arrow, as shown:
In the next section, we will look at how to access ribbon commands if your mouse stops working or you prefer using the keyboard.
Using shortcut keys to access the ribbon
Pressing the Alt key on your keyboard grants you access to the shortcut keys available for each of the tabs. If you look at the tab shortcuts available (see the following screenshot), you will see that the Insert tab shows N as the shortcut key:
If you press theNkey on your keyboard, further shortcut keys will present themselves for each of the options available under that specific ribbon:
Using these shortcuts allows you to quickly access the various tabs and options without using the mouse.
Accessing the rulers
We use the ruler bars (vertical and horizontal) in Word 2019 to measure and set the distance between tabs, margins, the page layout, and the header and footer distances. You can adjust these settings using the mouse pointer or the relevant dialog box settings. Rulers can also be accessed on PowerPoint slides when you are working with bullet-pointed or numbered lists.
To remove or display the ruler bar, click on the View tab and then check or uncheck the checkmark option next to Ruler:
Minimizing the ribbon
To allow more space to work with documents, simply fold away or minimize the ribbon. This can be achieved in more than one way:
Use the
Collapse the Ribbon
option
(the tiny upward-facing arrow)
to the right of the ribbon to hide everything on the ribbon except the tabs. If you click on a tab, it will unfold the ribbon options for that particular tab:
After selecting the desired options from the tab, take your focus back to the document by clicking back on the document. The ribbon will fold away again.
To display the ribbon permanently, click on the ribbon display options icon to the left of the minimize icon on the title bar
:
This drop-down list also allows you to auto-hide the ribbon and to only show the tabs. Alternatively, you can click on any tab to select it and then double-click on the tab heading to hide the ribbon; then, double-click on the tab heading again to un-hide the ribbon. The ribbon display options icon provides another method of auto-hiding the ribbon and showing the tabs and commands.
Adding items to the status bar
The status bar is located at the bottom of the Office 2019 environment. It displays information about the current file you are working on and provides quick access to some tasks. Right-clicking on the status bar provides you with a shortcut menu to make changes to it. You can add or remove items from the status bar:
A tick to the left of an option identifies that it is already active. When we say active throughout this book, we mean already selected,visible,orselected. To add or remove an item from the status bar, simply click on the desired option in the shortcut menu:
Using the help facility
Office 2019's help function can be accessed by pressing the F1 keyboard key, which opens the Help pane to the right of the worksheet. You are able to select a topic of interest from the list provided, which offers further sub-topics until you find what you are looking for. Alternatively, you can search for a topic using the Tell me what you want to do feature located along the top of the ribbonat the end of the list of tabs:
Simply click to the right of the light bulb icon, located to the left of the empty placeholder (see the following screenshot).
Start typing a question and the feature will offer suggestions as you type:
Click to select a topic from the drop-down list to obtain the help topic you require.
Now that we have learned how to navigate the user interface, let's learn how to create documents in the next section.
Creating documents
Opening, saving, closing, and creating new documents from templates are very similar procedures in each of the Microsoft Office 2019 applications. The Backstage viewcan be accessed via the File tab in each of the applications and requires the same steps to complete these tasks. The Backstage view is where files are managed in terms of creating, saving, printing, sharing, inspecting, and setting the interface options and properties.
In the following table, you will find the introductory steps to work with documents in Office 2019 applications:
A blank document in Word 2019 is a template with predefined fonts and attributes, as well as margins and page orientation settings. There are two blank document templates available—the single-spaced blank and the blank document options. The only difference between the blank document template and the single-spaced blank template in Word 2019 is the line spacing and paragraph spacing settings. Both documents are empty and have no text or objects added to them.
The following diagram displays the difference in file extensions when saving a document as a template compared to saving it as a document:
When using Office 2019, you can search and download templates from the internet from within the application. Categories are available just below the search bar and guide the user when searching online. To search for templates online, you must have a working internet connection.
Setting the printing options
This section will show you how to select basic printing options for a document, specify pages to print, and set properties for a document prior to printing. There are numerous methods to achieve the same result in Word 2019. We will concentrate on the most productive methods when dealing with page setup.
Changing the page margins
Click on the
Layout
tab.
Click on the
Margins
icon located under the
Page Setup
group.
Select a format from the available predefined options (the default is the
Normal
setting):
Click on
Custom Margins...
at the bottom of the list to control the adjustment of the margins.
Adjust the margins by typing a value into the placeholder or using the spin arrows to move up and down to increase or decrease the margins in centimeters.
Changing the page orientation
There are two types of page orientation—Landscape and Portrait. When you create a new document, the page orientation is set to Portrait by default. The Landscape option is often used to accommodate large tables in Word documents or Excel reports with numerous columns:
To change the orientation, follow these steps:
Click on the
Layout
tab in Word 2019, or the
Page Layout
tab if using Excel 2019.
Choose
Orientation,
then select the desired layout—either
Portrait
or
Landscape
:
Changing the paper size
It is a good idea to check the paper size and make adjustments before creating or printing a document. Not doing so could lead to a number of formatting complications or problems when printing the document on the desired printer. Most printers use an A4 (210mm x 297mm) paper size and not Letter, as we will cover shortly. If your document does not print properly, always check this option first!
To change the paper size, follow these steps:
Click on the
Layout
tab. From the
Page Setup
group, click on the drop-down arrow below the
Size
text:
Choose the desired paper size from the list provided. In this case, we will choose an A4-sized paper. If you do not see your desired paper size in the list, choose
More Paper Sizes…
from the bottom of the list to access the
Page Setup
dialog box.
Changing the print options
Before printing a document, you should check the Print Layout view to see whether the page layout, margins, and document content looks professional:
Click on the
File
tab to access the Backstage view, then select
from the options
provided:
The settings on the
backstage are the same in all of the Office applications, with only a few changes depending on whether you are printing a document, presentation, workbook, or worksheet. These are explained in the chapters dedicated to each topic throughout this book.
Setting the collate and page options
Collating is the sequence that you want multiple copies of a document to be printed in. For instance, if a document consists of six pages and you would like two copies of the document, you may wish to print page 1 of the document six times, then page 2, and so on. Alternatively, you may want to print pages 1 through 6 and then 1 through 6 again:
Go to the Settings option to instruct the document to print on both sides of the paper. This option can be accessed by selecting the drop-down arrow next to the Print One Sidedheading. SelectManually Print on Both Sidesfrom the list provided. You can also set options through the specific printer that you choose by going to the printer's options or by using thePrintsettings list, which can be accessed by going to File |Print within Word 2019.
Depending on the type of printer that is connected, the options will differ slightly, such as offering you the choice of printing automatically on both sides of the paper or even using different terminology for this feature, such as duplex printing.
