Office 2010 All-in-One For Dummies E-Book

Peter Weverka

• Herausgeber: John Wiley & Sons
• Kategorie: Wissenschaft und neue Technologien
• Sprache: Englisch
• Veröffentlichungsjahr: 2010

Seitenzahl: 1104

Beschreibung

The leading book on Microsoft Office, now fully updated for Office 2010 Microsoft Office, the world's leading productivity suite, has been updated with new tools. Veteran Office users as well as newcomers will need the comprehensive information in this bestselling All-in-One guide. With a self-contained minibook devoted to each Office application plus minibooks on how Office works together and how you can expand its usefulness, Office 2010 All-in-One For Dummies gets you up to speed and answers the questions you'll have down the road. * Microsoft Office is the office productivity suite used around the globe; nearly every business worker encounters it daily * The 2010 revision will affect all applications in the suite * Eight minibooks cover Word, Excel, PowerPoint, Outlook, Access, Publisher, common Office tools, and ways to expand Office productivity * Also covers the new online versions of Word, Excel, and PowerPoint as well as changes to the interface and new tools and techniques Office 2010 All-in-One For Dummies makes it easy to learn to use Office and gets you up and running on all the changes and enhancements in Office 2010.

Leseprobe

Office 2010 All-in-One For Dummies®

Table of Contents

Introduction

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 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

Entering Text Quickly with the AutoCorrect Command

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

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

Translating 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, columns, and 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

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

Annotating a chart

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

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

Creating a Diagram from Scratch

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

Connecting 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

Inserting a Whole File into a Document

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)

“Eye-balling 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 heading 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

Getting Word’s help with cover letters

Dropping In a Drop Cap

Watermarking for the Elegant Effect

Landscape Documents

Printing on Different Sizes of 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: Outlook

Book III: Chapter 1: Getting Acquainted with Outlook

What Is Outlook, Anyway?

Navigating the Outlook Folders

Wrestling with the Navigation Pane and To-Do Bar

Getting a Better View of Items in a Folder

Categorizing Items

Creating a category

Assigning items to categories

Arranging items by category in folders

Searching for Stray Folder Items

Conducting an instant search

Refining a search

Conducting an advanced search

Deleting E-Mail Messages, Contacts, Tasks, and Other Items

Finding and Backing Up Your Outlook File

Importing E-Mail and Addresses from Another Program

Cleaning Out Your Folders

Archiving the old stuff

Running the Mailbox Cleanup command

Book III: Chapter 2: Maintaining the Contacts Folder

Maintaining a Happy and Healthy Contacts Folder

Entering a new contact in the Contacts folder

Changing a contact’s information

Contact Groups for Sending Messages to Groups

Creating a contact group

Addressing e-mail to a contact group

Editing a contact group

Finding a Contact in the Contacts Folder

Printing the Contacts Folder

Different ways to print contact information

Changing the look of printed pages

Book III: Chapter 3: Handling Your E-Mail

Addressing and Sending E-Mail Messages

The basics: Sending an e-mail message

Addressing an e-mail message

Sending copies and blind copies of messages

Replying to and forwarding e-mail messages

Sending a file along with a message

Including a picture in an e-mail message

Choosing which account to send messages with

Postponing sending a message

Being Advised When Someone Has Read Your E-Mail

All about Message Formats

The three message formats

Choosing a format for your e-mail messages

Receiving E-Mail Messages

Getting your e-mail

Being notified that e-mail has arrived

Reading Your E-Mail in the Inbox Window

Handling Files That Were Sent to You

Saving a file you received

Opening a file you received

Techniques for Organizing E-Mail Messages

Flagging e-mail messages

Being reminded to take care of e-mail messages

Rules for earmarking messages as they arrive

All about E-Mail Folders

Moving e-mail messages to different folders

Creating a new folder for storing e-mail

Yes, You Can Prevent Junk Mail (Sort Of)

Defining what constitutes junk e-mail

Preventive medicine for junk e-mail

Book III: Chapter 4: Managing Your Time and Schedule

Introducing the Calendar

The Different Kinds of Activities

Seeing Your Schedule

Going to a different day, week, or month

Rearranging the Calendar window

Scheduling Appointments and Events

Scheduling an activity: The basics

Scheduling a recurring appointment or event

Scheduling an event

Canceling, Rescheduling, and Altering Activities

Book III: Chapter 5: Tasks, Reminders, and Notes

Tasks: Seeing What Needs to Get Done

Entering a task in the Tasks window

Examining tasks in the Tasks window

Handling and managing tasks

Reminders for Being Alerted to Activities and Tasks

Handling reminder messages

Scheduling a reminder message

Making reminders work your way

Making Notes to Yourself

Book IV:PowerPoint

Book IV: 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

Hidden Slides for All Contingencies

Hiding a slide

Showing a hidden slide during a presentation

Book IV: 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 IV: 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 IV: 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

Book IV: 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 V:Excel

Book V: 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 V: 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 V: 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 V: 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 V: 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 VI:Access

Book VI: Chapter 1: Introducing Access

What Is a Database, Anyway?

Tables, Queries, Forms, and Other Objects

Database tables for storing information

Forms for entering data

Queries for getting the data out

Reports for presenting and examining data

Macros and modules

Creating a Database File

Creating a blank database file

Getting the help of a template

Finding Your Way Around the Navigation Pane

Designing a Database

Deciding what information you need

Separating information into different database tables

Choosing fields for database tables

Deciding on a primary key field for each database table

Mapping the relationships between tables

Book VI: Chapter 2: Building Your Database Tables

Creating a Database Table

Creating a database table from scratch

Creating a database table from a template

Importing a table from another database

Opening and Viewing Tables

Entering and Altering Table Fields

Creating a field

All about data types

Designating the primary key field

Moving, renaming, and deleting fields

Field Properties for Making Sure That Data Entries Are Accurate

A look at the Field Properties settings

Creating a lookup data-entry list

Indexing for Faster Sorts, Searches, and Queries

Indexing a field

Indexing based on more than one field

Establishing Relationships between Database Tables

Types of relationships

Handling tables in the Relationships window

Forging relationships between tables

Editing table relationships

Book VI: Chapter 3: Entering the Data

The Two Ways to Enter Data

Entering the Data in Datasheet View

Entering data

Two tricks for entering data quicker

Changing the appearance of the datasheet

Entering the Data in a Form

Creating a form

Entering the data

Finding a Missing Record

Finding and Replacing Data

Book VI: Chapter 4: Sorting, Querying, and Filtering for Data

Sorting Records in a Database Table

Ascending versus descending sorts

Sorting records

Filtering to Find Information

Different ways to filter a database table

“Unfiltering” a database table

Filtering by selection

Filtering for input

Filtering by form

Querying: The Basics

Creating a new query

Viewing queries in Datasheet and Design view

Finding your way around the Query Design window

Choosing which database tables to query

Choosing which fields to query

Sorting the query results

Choosing which fields appear in query results

Entering criteria for a query

At last — saving and running a query

Six Kinds of Queries

Select query

Top-value query

Summary query

Calculation query

Delete query

Update query

Book VI: Chapter 5: Presenting Data in a Report

Creating a Report

Opening and Viewing Reports

Tweaking a Report

Book VII:Publisher

Book VII: Chapter 1: Introducing Publisher

“A Print Shop in a Can”

Introducing Frames

Creating a Publication

Redesigning a Publication

Choosing a different template

Choosing a font scheme

Choosing a color scheme

Setting up your pages

Getting a Better View of Your Work

Zooming in and out

Viewing single pages and two-page spreads

Going from page to page

Understanding and Using the Layout Guides

Making use of layout guides

Snapping objects to ruler and grid lines

Book VII: Chapter 2: Refining a Publication

Entering Text on the Pages

Making Text Fit in Text Frames

Fitting overflow text in a single frame

Making text flow from frame to frame

Filling out a text frame

Formatting Text

Making Text Wrap around a Frame or Graphic

Replacing the Placeholder Pictures

Inserting Frames on the Pages

Inserting a new frame

Changing the size and position of frames

Making Frames Overlap

Inserting, Removing, and Moving Pages

Book VII: Chapter 3: Putting on the Finishing Touches

Decorating the Text

Drawing a horizontal rule on a frame

Dropping in a drop cap

Techniques for Decorating Pages

Putting borders and color backgrounds on frames

Plugging in a page part

Experimenting with borders and accents

Taking advantage of attention getters

Backgrounds for pages

Master Pages for Handling Page Backgrounds

Switching to Master Page view

Changing the look of a master page

Creating another master page

Applying (or unapplying) a master page to publication pages

Running the Design Checker

Commercially Printing a Publication

Changing the commercial print settings

Preparing your file for a commercial printer

Book VIII:Office 2010: One Step Beyond

Book VIII: 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 VIII: 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

Sending Your File in an E-Mail Message

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 VIII: 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 Hard Drive 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 VIII: Chapter 4: Decorating Files with Clip Art

What Is Clip Art?

Inserting a Clip-Art Image

Tinkering with a Clip-Art Image’s Appearance

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 VIII: Chapter 5: Note Taking with OneNote

Running OneNote

Introducing OneNote

Finding your way around the OneNote screen

Units for organizing notes

Creating Storage Units for Notes

Creating a notebook

Creating sections, section groups, and pages

Renaming and deleting groups, section groups, and pages

Writing Notes

Typing a note

Drawing with a pen or highlighter

Taking a screen-clipping note

Getting from Place to Place in OneNote

Finding and Keeping Track of Notes

Finding a stray note

Tagging notes for follow-up

Some Housekeeping Chores

OneNote and Other Office Programs

Using data from OneNote in other Office programs

Using data from other Office programs in OneNote

Book VIII: Chapter 6: 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

Reading a macro in the Code window

Editing the text that a macro enters

Deleting parts of a macro

Running a Macro from a Button on the Quick Access Toolbar

Book VIII: Chapter 7: 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

Converting a linked object to an embedded object

Embedding Data from Other Programs

Embedding foreign data

Editing embedded data

Book VIII: Chapter 8: Office Web Apps

Introducing Online Applications

A new concept

Advantages and disadvantages of online applications

Office Web Apps: The Big Picture

Getting Ready to Use the Office Web Apps

Signing In and Going to the SkyDrive Window

Managing SkyDrive Folders

Creating a folder

Going from folder to folder

Renaming and deleting folders

Creating and Editing Office Web App Files

Creating an Office Web App file

Opening Web App files

All about the File window

Editing an Office Web App file

Managing Your Files on SkyDrive

Uploading files to SkyDrive

Moving, copying, renaming, and deleting files

Downloading files from SkyDrive to your computer

Sharing and Co-Authoring Files

Choosing Share With permissions

Inviting others to a SkyDrive folder

Visiting a SkyDrive folder by invitation

Office 2010 All-in-One For Dummies®

by Peter Weverka

Office 2010 All-in-One For Dummies®

Published byWiley Publishing, Inc.111 River StreetHoboken, NJ 07030-5774www.wiley.com

Copyright © 2010 by Wiley Publishing, Inc., Indianapolis, Indiana

Published simultaneously in Canada

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Library of Congress Control Number: 2010922571

ISBN: 978-0-470-49748-7

Manufactured in the United States of America

10 9 8 7 6 5 4 3 2 1

About the Author

Peter Weverka is the bestselling author of many For Dummies books, including Office 2007 All-in-One Desk Reference for Dummies, as well as 35 other computer books about various topics. Peter’s humorous articles and stories — none related to computers, thankfully — have appeared in Harper’s, SPY, and other magazines for grown-ups.

Dedication

Aiko Sofia and Henry Gabriel.

Author’s Acknowledgments

This book owes a lot to many hard-working Indianapolis Colts fans at the offices of Wiley Publishing in Indiana. For the umpteenth time, I want to express my gratitude to Steve Hayes for his encouragement and the opportunity to write another For Dummies book.

Susan Christophersen knows the editing craft as well as any editor I have ever worked with. It was a pleasure — once again — to work with her.

Technical editor Lee Musick made sure that all the explanations in this book are indeed accurate, and I would like to thank him for his diligence and suggestions for improving this book. I would also like to thank Rich Tennant for the witty cartoons you will find on the pages of this book and Potomac Indexing, LLC for writing the index.

These people at the Wiley offices in Indianapolis gave their all to this book, and I want to acknowledge them by name:

Carl Byers, Ashley Chamberlain, Samantha Cherolis, Katherine Crocker, Joyce Haughey, Rebecca Denoncour, Bonnie Mikkelson

Finally, I owe my family — Sofia, Henry, and Addie — a debt for tolerating my vampire-like working hours and eerie demeanor at daybreak. How can I ever repay you?

Publisher’s Acknowledgments

We’re proud of this book; please send us your comments through our online registration form located at www.dummies.com/register/.

Some of the people who helped bring this book to market include the following:

Acquisitions, Editorial, and Media Development

Project and Copy Editor: Susan Christophersen

Executive Editor: Steve Hayes

Technical Editor: Lee Musick

Editorial Manager: Jodi Jensen

Editorial Assistant: Amanda Graham

Sr. Editorial Assistant: Cherie Case

Cartoons: Rich Tennant (www.the5thwave.com)

Composition Services

Project Coordinator: Katherine Crocker

Layout and Graphics: Carl Byers, Ashley Chamberlain, Samantha K. Cherolis, Joyce Haughey

Proofreaders: Rebecca Denoncour, Bonnie Mikkelson

Indexer: Potomac Indexing, LLC

Publishing and Editorial for Technology Dummies

Richard Swadley, Vice President and Executive Group Publisher

Andy Cummings, Vice President and Publisher

Mary Bednarek, Executive Acquisitions Director

Mary C. Corder, Editorial Director

Publishing for Consumer Dummies

Diane Graves Steele, Vice President and Publisher

Joyce Pepple, Acquisitions Director

Composition Services

Debbie Stailey, Director of Composition Services

Introduction

This book is for users of Office 2010 who want to get to the heart of the program without wasting time. Don’t look in this book to find out how the different programs in the Office suite work. Look in this book to find out how you can get your work done better and faster with these programs.

I show you everything you need to make the most of the different Office programs. On the way, you have a laugh or two. No matter how much or how little skill you bring to the table, the guidance of this book will make you a better, more proficient, more confident user of the Office programs.

What’s in This Book, Anyway?

This book is your guide to making the most of the Office programs. It’s jampacked with how-to’s, advice, shortcuts, and tips. Here’s a bare outline of the eight parts of this book:

♦ Part I: Common Office Tools: Looks into the many commands and features that are common to all or several of the Office programs. Master the material in Part I and you will be well on your way to mastering all the programs. Part I explains handling text, the proofing tools, charts, diagrams, and tables. It explores speed techniques that can make you more productive in most of the Office programs, as well as how to draw and manipulate lines, shapes, clip art, and other so-called objects.

♦ Part II: Word: Explains the numerous features in Office’s word processor, including how to create documents from letters to reports. Use the techniques described here to turn Word into a desktop-publishing program and quickly dispatch office tasks such as mass mailings. You also discover how to get Word’s help in writing indexes, bibliographies, and other items of interest to scholars.

♦ Part III: Outlook: Shows you how to send and receive e-mail messages and files, as well as track tasks, maintain an address book, and keep a calendar with Outlook. If you’re one of those people who receive numerous e-mail messages each day, you will be delighted to discover all the ways to track and manage e-mail — and junk e-mail — in Outlook.

♦ Part IV: PowerPoint: Demonstrates how to construct a meaningful presentation that makes the audience say, “Wow!” Included in Part IV are instructions for making a presentation livelier and more original, both when you create your presentation and when you deliver it.

♦ Part V: Excel: Shows the many different ways to crunch the numbers with the bean counter in the Office suite. Along the way, you find out how to design worksheets that are easy to read and understand, use data-validation rules to cut down on entry mistakes, and analyze your data. You find out just how useful Excel can be for financial analyses, data tracking, and forecasting.

♦ Part VI: Access: Describes how to create a relational database for storing information, as well as query the database for information and gather information into meaningful reports. Don’t be frightened by the word “database.” You will be surprised to discover how useful Access can be in your work.

♦ Part VII: Publisher: Shows how to create brochures, pamphlets, newsletters, and other publications with the “print shop in a can.”

♦ Part VIII: Office — One Step Beyond: For people who want to take full advantage of Office, Part VIII delves into customizing the Office programs, and recording and running macros. It looks into some auxiliary programs that come with Office, including OneNote, the Picture Manager, and the Clip Organizer. It also looks into alternative ways to distribute your work — in a blog or a Web page, for example, and devotes the final chapter to using Office Web Apps, which are the online versions of Word, Excel, PowerPoint, and OneNote. Online applications are the wave of the future, so be sure to check this chapter out.

What Makes This Book Different

You are holding in your hands a computer book designed to make mastering the Office programs as easy and comfortable as possible. Besides the fact that this book is easy to read, it’s different from other books about Office. Read on to see why.

Easy-to-look-up information

This book is a reference, and that means that readers have to be able to find instructions quickly. To that end, I have taken great pains to make sure that the material in this book is well organized and easy to find. The descriptive headings help you find information quickly. The bulleted and numbered lists make following instructions simpler. The tables make options easier to understand and compare.

I want you to be able to look down the page and see in a heading or list the name of the topic that concerns you. I want you to be able to find instructions quickly. Compare the table of contents in this book to the book next to it on the bookstore shelf. The table of contents in this book is put together better and presents topics so that you can find them in a hurry.

A task-oriented approach

Most computer books describe what the software is, but this book explains how to complete tasks with the software. I assume that you came to this book because you want to know how to do something — print form letters, create a worksheet, or query a database. You came to the right place. This book describes how to get tasks done.

Meaningful screen shots

The screen shots in this book show only the part of the screen that illustrates what is being explained in the text. When instructions refer to one part of the screen, only that part of the screen is shown. I took great care to make sure that the screen shots in this book serve to help you understand the Office programs and how they work. Compare this book to the next one on the bookstore shelf. Do you see how clean the screen shots in this book are?

Foolish Assumptions

Please forgive me, but I made one or two foolish assumptions about you, the reader of this book. I assumed that:

♦ You own a copy of Office 2010, the latest edition of Office, and you have installed it on your computer.

♦ You use a Windows operating system. All people who have the Windows operating system installed on their computers are invited to read this book. It serves for people who have Windows 7, Windows Vista, Windows XP, and Windows NT.

♦ You are kind to foreign tourists and small animals.

Conventions Used in This Book

I want you to understand all the instructions in this book, and in that spirit, I’ve adopted a few conventions.

Where you see boldface letters or numbers in this book, it means to type the letters or numbers. For example, “Enter 25 in the Percentage text box” means to do exactly that: Enter the number 25.

Sometimes two tabs on the Ribbon have the same name. To distinguish tabs with the same name from one another, I sometimes include one tab’s “Tools” heading in parentheses if there could be confusion about which tab I’m referring to. In PowerPoint, for example, when you see the words “(Table Tools) Design tab,” I’m referring to the Design tab for creating tables, not the Design tab for changing a slide’s appearance. (Book I, Chapter 1 describes the Ribbon and the tabs in detail.)

To show you how to step through command sequences, I use the ⇒ symbol. For example, on the Home tab in Word, you can click the Change Styles button and choose Style Set⇒Distinctive to change the look of a document. The ⇒ symbol is just a shorthand method of saying “Choose Style Set and then choose Distinctive.”

To give most commands, you can press combinations of keys. For example, pressing Ctrl+S saves the file you’re working on. In other words, you can hold down the Ctrl key and press the S key to save a file. Where you see Ctrl+, Alt+, or Shift+ and a key name or key names, press the keys simultaneously.

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.

Icons Used in This Book

To help you get the most out of this book, I’ve placed icons here and there. Here’s what the icons mean:

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.

Good Luck, Reader!

If you have a comment about this book, a question, or a shortcut you would like to share with me, send an e-mail message to me at this address: [email protected]. Be advised that I usually can’t answer e-mail right away because I’m too darned busy. I do appreciate comments and questions, however, because they help me pass my dreary days in captivity.

Book I

Common Office Tools

Contents at a Glance

Chapter 1: Office Nuts and Bolts

A Survey of Office Programs

Starting an Office Program

Finding Your Way Around the Office Interface

Saving Your Files

Navigating the Save As and Open Dialog Boxes

Opening and Closing Files

Reading and Recording File Properties

Locking a File with a Password

Chapter 2: Wrestling with the Text

Manipulating the Text

Changing the Look of Text

Quick Ways to Handle Case, or Capitalization

Entering Symbols and Foreign Characters

Finding and Replacing Text

Creating Hyperlinks

Chapter 3: Speed Techniques Worth Knowing About

Undoing and Repeating Commands

Zooming In, Zooming Out

Viewing a File through More Than One Window

Correcting Typos on the Fly

Entering Text Quickly with the AutoCorrect Command

Chapter 4: Taking Advantage of the Proofing Tools

Correcting Your Spelling Errors

Checking for Grammatical Errors in Word

Researching a Topic Inside an Office Program

Finding the Right Word with the Thesaurus

Proofing Text Written in a Foreign Language

Translating Foreign Language Text

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

Formatting Your Table

Using Math Formulas in Word Tables

Neat Table Tricks

Chapter 6: Creating a Chart

A Mercifully Brief Anatomy Lesson

The Basics: Creating a Chart

Choosing the Right Chart

Providing the Raw Data for Your Chart

Positioning Your Chart in a Workbook, Page, or Slide

Changing a Chart’s Appearance

Saving a Chart as a Template So That You Can Use It Again

Chart Tricks for the Daring and Heroic

Troubleshooting a Chart

Chapter 7: Making a SmartArt Diagram

The Basics: Creating SmartArt Diagrams

Creating the Initial Diagram

Changing the Size and Position of a Diagram

Laying Out the Diagram Shapes

Handling the Text on Diagram Shapes

Changing a Diagram’s Direction

Choosing a Look for Your Diagram

Changing the Appearance of Diagram Shapes

Creating a Diagram from Scratch

Chapter 8: Drawing and Manipulating Lines, Shapes, and Other Objects

The Basics: Drawing Lines, Arrows, and Shapes

Handling Lines, Arrows, and Connectors

... and more

Chapter 1: Office Nuts and Bolts

In This Chapter

Introducing the Office programs

Running an Office program

Exploring the Office interface

Saving and automatically recovering your files

Opening and closing an Office file

Recording a file’s document properties

Clamping a password on a file

Chapter 1 is where you get your feet wet with Office 2010. Walk right to the shore and sink your toes in the water. Don’t worry; I won’t push you from behind.

In this chapter, you meet the Office programs and discover speed techniques for opening programs and files. I show you around the Ribbon, Quick Access toolbar, and other Office program landmarks. I also show you how to open files, save files, and clamp a password on a file.

A Survey of Office Programs

Office 2010, sometimes called the Microsoft Office Suite, is a collection of computer programs. Why is it called Office? I think because the people who invented it wanted to make software for completing tasks that need doing in a typical office. When you hear someone talk about “Office” or the “Office software,” they’re talking about several different programs:

♦ Word: A word processor for writing letters, reports, and so on. A Word file is called a document (see Book II).

♦ Outlook: A personal information manager, scheduler, and e-mailer (see Book III).

♦ PowerPoint: A means of creating slide presentations to give in front of audiences. A PowerPoint file is called a presentation, or sometimes a slide show (see Book IV).

♦ Excel: A number cruncher for performing numerical analyses. An Excel file is called a workbook (see Book V).

♦ Access: A database management program (see Book VI).

♦ Publisher: A means of creating desktop-publishing files — pamphlets, notices, newsletters, and the like (see Book VII).

Office 2010 also comes with the Clip Organizer, for managing and inserting clip-art images in files and managing media files on your computer; the Picture Manger, for inserting and editing pictures; and OneNote 2010, a program for taking notes and brainstorming. These programs are explained in Book VIII.

If you’re new to Office, don’t be daunted by the prospect of having to study so many different computer programs. The programs have much in common. You find the same commands throughout Office. For example, the method of choosing fonts is the same in Word, Outlook, PowerPoint, Excel, Access, and Publisher. Creating diagrams and charts works the same in Word, PowerPoint, and Excel. Book I describes tasks that are common to all or most of the Office programs. Master one Office program and you’re well on your way to mastering the next.

Starting an Office Program

Unless you start an Office program, you can’t create a document, construct a worksheet, or make a database. Many have tried to undertake these tasks with mud and papier-mâché without starting a program first, but all have failed. Here are the various and sundry ways to start an Office program:

♦ The old-fashioned way: Click the Start button, choose All Programs⇒Microsoft Office, and then choose the program’s name on the submenu.

♦ The Start menu: Click the program’s name on the Start menu, as shown in Figure 1-1. The Start menu is the menu you see when you click the Start button. By placing a program’s name on the Start menu, you can open the program simply by clicking the Start button and then clicking the program’s name. To place an Office program on the Start menu:

1. Click the Start button and choose All Programs⇒Microsoft Office.

2. Move the pointer over the program’s name on the submenu, but don’t click to select the program’s name.

3. Right-click the program’s name and choose Pin to Start Menu on the shortcut menu that appears.

To remove a program’s name from the Start menu, right-click the name and choose Remove from This List.

Figure 1-1: Three of several ways to start an Office program.

♦ Desktop shortcut icon: Double-click the program’s shortcut icon (see Figure 1-1). A shortcut icon is an icon you can double-click to do something in a hurry. By creating a shortcut icon on the Windows desktop, you can double-click the icon and immediately start an Office program. To place an Office shortcut icon on the desktop:

1. Click the Start button and choose All Programs⇒Microsoft Office.

2. Move the pointer over the program’s name on the submenu, but don’t click the program’s name.

3. Right-click the program’s name and choose Send To⇒Desktop (Create Shortcut) on the shortcut menu that appears.

You can also right-click the name of a program you pinned to the Start menu and choose Send To⇒Desktop (Create Shortcut).

To remove a desktop shortcut icon from the Windows desktop, right-click it, choose Delete, and click Yes in the Delete Shortcut dialog box. Don’t worry about deleting a program when you delete its shortcut icon. All you do when you choose Delete is remove the program’s shortcut icon from the desktop and make your desktop a little less crowded.

Starting a program along with your computer

Yet another way to start an Office program is to make the program start automatically whenever you turn on your computer. If you’re the president of the Office Fan Club and you have to run, for example, Outlook each time your computer starts, create an Outlook shortcut icon and copy it into the Startup folder. Note which Windows operating system you have, and copy the shortcut icon into the Startup folder in one of these locations:

* Windows 7 and Vista:C:\Users\Username\AppData\Roaming\Microsoft\Windows\Start Menu\Programs\Startup

* Windows XP:C:\Documents and Settings\Username\Start Menu\Programs\Startup

♦ Quick Launch toolbar (Windows Vista and XP only): Click a shortcut icon on the Quick Launch toolbar (refer to Figure 1-1). The Quick Launch toolbar appears on the Windows taskbar and is easy to find. Wherever your work takes you, you can see the Quick Launch toolbar and click its shortcut icons to start programs. Create a shortcut icon and follow these steps to place a copy of it on the Quick Launch toolbar:

1. Click the shortcut icon to select it.

2. Hold down the Ctrl key.

3. Drag the shortcut icon onto the Quick Launch toolbar.

To change an icon’s position on the toolbar, drag it to the left or the right. To remove an icon, right-click it and choose Delete.

Finding Your Way Around the Office Interface

Interface, also called the user interface, is a computer term that describes how a software program presents itself to the people who use it (and you probably thought interface meant two people kissing). These pages give you a quick tour of the Office interface and explain what the various parts of the interface are. You will be glad to know that the interface of all the Office programs is pretty much the same. Click along with me as I describe the interface and you’ll know what’s what by the time you finish reading these pages.

The File tab

In the upper-left corner of the window is the File tab, as shown in Figure 1-2. Go to the File tab to find commands for creating, opening, and saving files, as well as doing other file-management tasks. Notice the Options command. You can choose Options to open the Options dialog box and tell the program you are working in how you want it to work.

Figure 1-2: The File tab and Quick Access toolbar are always available.

To leave the File tab, click a different tab on the Ribbon — Home, Insert, or another tab. Be sure not to choose the Exit command on the File tab menu. Doing so closes the Office program you are working in.

The Quick Access toolbar

No matter where you travel in an Office program, you see the Quick Access toolbar in the upper-left corner of the screen (refer to Figure 1-2). This toolbar offers three necessary buttons: the all-important Save button, the trusty Undo button, and the convenient Repeat button. You can place more buttons on the Quick Access toolbar as well as move the toolbar lower in the window. I explain how to customize the Quick Access toolbar in Book VIII, Chapter 1.

By the way, Microsoft says that you can call the Quick Access toolbar the QAT, or “kwat,” but I don’t think you should do that. Others might think you have indigestion.

The Ribbon and its tabs

Across the top of the screen is the Ribbon, an assortment of different tabs; click a tab to undertake a task. For example, click the Home tab to format text; click the Insert tab to insert a table or chart. Figure 1-3 shows what you see in Word when you click the Home, Insert, and Page Layout tabs on the Ribbon. Each tab offers a different set of buttons, menus, and galleries.

Figure 1-3: The commands are different on each tab on the Ribbon.

Practically speaking, your first step when you start a new task is to click a tab on the Ribbon. Knowing which tab to click takes awhile, but the names of tabs — Home, Insert, View, and so on — hint as to which commands you find when you visit a tab.

To make the Ribbon disappear and get more room to view items on-screen, click the Minimize the Ribbon button (or press Ctrl+F1). This button is located on the right side of the Ribbon, to the left of the Help button. You can also right-click the Ribbon and choose Minimize the Ribbon on the shortcut menu, or double-click a tab on the Ribbon. To see the Ribbon again, click the Minimize the Ribbon button, press Ctrl+F1, double-click a Ribbon tab, or right-click a tab name or the Quick Access toolbar and deselect Minimize the Ribbon on the shortcut menu. While the Ribbon is minimized, you can click a tab name to display a tab.

How many buttons appear on some of the tabs depends on the size of your monitor screen. On narrow 800 x 600 screens, Office sometimes can’t find enough room to display all the buttons on a tab, so it presents you with a primary button to click in order to get to the other buttons. Throughout this book, I endeavor to tell you which button you click if your monitor has a narrow or a wide screen, but if the instructions in this book tell you to click a button and you don’t see it, you have to click a primary button first. Look around for the primary button and then click it to get to the secondary button.

Context-sensitive tabs

Sorry for dropping the term context-sensitive on you. I usually steer clear of these horrid computer terms, but I can’t help it this time because Microsoft calls some tabs context-sensitive, and by golly, I have to call them that, too.

To keep the Ribbon from getting too crowded with tabs, some tabs appear only in context — they appear on the Ribbon after you insert or click something. In Figure 1-4, for example, I inserted a table, and two additional tabs — the Design tab and the Layout tab — appear on the Ribbon under the heading “Table Tools.” These context-sensitive tabs offer commands for designing and laying out tables. When I click the (Table Tools) Design tab, as Figure 1-4 shows, I see commands for putting colors and borders on tables. The idea behind context-sensitive tabs is to direct you to the commands you need and exclude all other commands.

Figure 1-4: After you insert or select an item, context-sensitive tabs appear on the Ribbon.

If you’re looking for a tab on the Ribbon but can’t find it, the tab is probably context-sensitive. You have to insert or select an item to make some tabs appear on the Ribbon. Context-sensitive tabs appear on the right side of the Ribbon under a heading with the word Tools in its name.

Context-sensitive tab names can be confusing because sometimes they repeat the names of other tabs. When I refer to a context-sensitive tab name in this book, I include its Tools heading in parentheses in case there is any confusion about which tab I’m referring to. In PowerPoint, for example, the Design tab that always appears on the Ribbon is the Design tab, but the context-sensitive Design tab is the (Table Tools) Design tab.

The anatomy of a tab

All tabs are different in terms of the commands they offer, but all are the same insofar as how they present commands. On every tab, you find groups and buttons. Some tabs also offer galleries. Groups, buttons, galleries — what’s up with that?

Groups

Commands on each tab are organized into groups. The names of these groups appear below the buttons and galleries on tabs. For example, the Home tab in Excel is organized into several groups, including the Clipboard, Font, Alignment, Number, Styles, Cells, and Editing group, as shown in Figure 1-5.

Figure 1-5: Each tab is organized into groups; some groups offer group buttons.

Groups serve two purposes:

♦ Groups tell you what the buttons and galleries above their names are used for. On the Home tab in Excel, for example, the buttons in the Font group are for formatting text. Read group names to help find the command you need.

♦ Many groups have a group button that you can click to open a dialog box or task pane (officially, Microsoft calls these little buttons dialog box launchers, but let’s act like grownups, shall we?). Group buttons are found to the right of group names (refer to Figure 1-5). Moving the pointer over a group button opens a pop-up help box with a description and picture of the dialog box or task pane that appears when the button is clicked.

As with tabs on the Ribbon, group buttons are context-sensitive (there’s that term again!). Whether you can click a group button to open a dialog box or task pane depends on the context in which you’re working. Sometimes the buttons are grayed out because they don’t pertain to the task you’re currently doing.

Buttons

Go to any tab and you find buttons of all shapes and sizes. Square buttons and rectangular buttons. Big and small buttons. Buttons with labels and buttons without labels. Is there any rhyme or reason to these button shapes and sizes? No, there isn’t.

What matters isn’t a button’s shape or size, but whether a down-pointing arrow appears on its face:

♦ A button with an arrow: Click a button with an arrow and you get a drop-down list with options you can select.

♦ A button without an arrow: Click a button without an arrow and you complete an action of some kind.

♦ A hybrid button with an arrow: Some buttons serve a dual purpose as a button and a drop-down list. By clicking the symbol on the top half of the button, you complete an action; by clicking the arrow on the bottom half of the button, you open a drop-down list. On the Home tab, for example, clicking the top half of the Paste button pastes what is on the Clipboard into your file, but clicking the bottom half of the button opens a drop-down list with Paste options.

You can find out what clicking a button does by moving the pointer over it. You see a pop-up description of what the button is for.

Galleries

Built into some tabs are galleries like the one shown in Figure 1-6. The gallery in the figure pertains to charts: The Chart Styles gallery is for formatting charts. A gallery presents you with visual options for changing an item. When you move the pointer over a gallery choice, the item on your page or slide — the table, chart, or diagram, for example — changes appearance. In this way, you can preview different choices before you click to select the choice you want.

Figure 1-6: Galleries present you with visual choices.

To view and make choices on a gallery:

♦ Move the pointer over gallery choices and watch how the item or items on-screen change.

♦ Click a scroll arrow to see more gallery choices on the tab.

♦ Click the More button (refer to Figure 1-6) to open the gallery choices in a drop-down list and see many choices simultaneously.

♦ Click a gallery choice to apply it.

Live previewing

Thanks to live previewing,