Microsoft Office 2010 On Demand

Steve Johnson has written more than 50 books on a variety of computer software, including Adobe Photoshop CS4, Adobe Flash CS4, Adobe Dreamweaver CS4, Adobe InDesign CS4, Adobe Illustrator CS4, Microsoft Windows 7, Microsoft Office 2007, Microsoft Office 2008 for the Macintosh, and Apple Mac OS X Snow Leopard. In 1991, after working for Apple Computer and Microsoft, Steve founded Perspection, Inc., which writes and produces software training. When he is not staying up late writing, he enjoys playing golf, gardening, and spending time with his wife, Holly, and three children, JP, Brett, and Hannah. Steve and his family live in Pleasanton, California, but can also be found visiting family all over the western United States.

Introduction xxi

 

Chapter 1  Getting Started with Office     1

Starting an Office Program     2 New!

Viewing an Office Program Window     3

Using the Ribbon 4     New!

Choosing Commands     5 New!

Working with the Ribbon and Toolbars     6 New!

Choosing Dialog Box Options     8

Using the Status Bar     9

Creating a Blank Office Document     10

Creating a Document Using a Template     11

Opening an Existing Office Document     12 New!

Converting an Existing Office Document     14

Using Task and Window Panes     15

Arranging Windows     16

Switching Views     18

Documenting Properties     19

Getting Help While You Work     20

Saving an Office Document     22

Saving an Office Document with Different Formats     24

Checking Compatibility     26

Checking Accessibility     27 New!

Recovering an Office Document     28 New!

Maintaining and Repairing Office     30

Getting Updates on the Web     31

Closing a Document and Exiting Office     32

 

Chapter 2  Using Shared Office Tools 33

Editing Text     34

Copying and Moving Text     36 New!

Finding and Replacing Text     38

Correcting Text Automatically     40 New!

Inserting Information the Smart Way     42 New!

Checking Spelling     44

Changing Proofing Options     45

Using Custom Dictionaries     46

Inserting Symbols     47

Finding the Right Words     48

Inserting Research Material     49

Translating Text to Another Language     50 New!

Using Multiple Languages     51 New!

Undoing and Redoing an Action     52

Zooming the View In and Out     53

Previewing a Document     54 New!

Printing a Document     55 New!

Creating a Template     56

 

Chapter 3  Adding Art to Office Documents     57

Locating and Inserting Clip Art     58 New!

Inserting a Picture     59

Inserting a Picture Screen Shot     60 New!

Adding an Artistic Style to a Picture     61 New!

Adding a Quick Style to a Picture     62

Applying a Shape to a Picture     63 New!

Applying a Border to a Picture     64

Applying Picture Effects     65

Modifying Picture Size     66

Compressing a Picture     68 New!

Correcting a Picture     69 New!

Recoloring a Picture     70 New!

Cropping and Rotating a Picture     72 New!

Removing a Picture Background     74 New!

Creating WordArt Text     75

Formatting WordArt Text     76

Applying WordArt Text Effects     78

Modifying WordArt Text Position     79

Creating SmartArt Graphics     80 New!

Formatting a SmartArt Graphic     82

Modifying a SmartArt Graphic     84

Adding Pictures to a SmartArt Graphic     85 New!

Creating an Organization Chart     86

Inserting and Creating a Chart     87

Changing a Chart Layout and Style     88 New!

Changing Chart Labels     89

Formatting Line and Bar Charts     90

Editing Chart Data     91 New!

Saving a Chart Template     92

 

Chapter 4  Adding Shapes to Office Documents     93

Drawing and Resizing Shapes     94

Adding Text to a Shape     96

Creating and Editing Freeforms     97

Adding a Quick Style to a Shape     98

Adding a Quick Style to Shape Text     99

Applying Color Fills     100

Applying Picture or Texture Fills     102

Applying Gradient Fills     103

Applying Shape Effects     104

Aligning and Distributing Objects     106

Aligning Objects to Grids and Guides    108 New!

Changing Stacking Order     110

Rotating and Flipping Objects     111

Grouping and Ungrouping Objects     112

Selecting Objects Using the Selection Pane     114

 

Chapter 5  Formatting Office Documents     115

Formatting Text     116

Changing Alignment     118

Using the Format Painter     120

Adding Custom Colors     121

Understanding Themes     122

Viewing and Applying a Theme     123 New!

Creating Theme Colors     124

Choosing Theme Fonts     126

Choosing Theme Effects     128

Creating a Custom Theme     129

Choosing a Custom Theme     130

 

Chapter 6  Creating a Document with Word     131

Viewing the Word Window     132

Moving Around in a Document     133

Changing Document Views     134

Reading a Document     136 New!

Navigating a Document     138 New!

Setting Up the Page     139

Setting Up the Page Margins     140

Creating an Outline     142

Selecting Text     143

Checking Spelling and Grammar     144

Inserting New Pages and Sections     146

Adding Headers and Footers     148

Inserting Page Numbers and the Date and Time     150

Creating a Blog Posting on the Web     152

 

Chapter 7  Formatting a Document with Word     153

Formatting Text for Emphasis     154 New!

Finding and Replacing Formatting     156

Changing Paragraph Alignment     158

Changing Line Spacing     159

Displaying Rulers     160

Setting Paragraph Tabs     161

Setting Paragraph Indents     162

Changing Character Spacing     164 New!

Applying a Quick Style     166

Changing a Style Set     167

Creating and Modifying Styles     168

Creating Bulleted and Numbered Lists     170 New!

Hiding Text     172

 

Chapter 8  Enhancing a Document with Word     173

Adding Desktop Publishing Effects     174

Adding a Watermark     175 New!

Adding Page Backgrounds     176

Arranging Text in Columns     178

Wrapping Text Around an Object     180

Working with Text Boxes     182 New!

Inserting Building Blocks Using Quick Parts     184 New!

Creating a Table     186

Entering Text in a Table     187

Modifying a Table     188

Adjusting Table Cells     190

Formatting a Table     192

Calculating a Value in a Table     194

Addressing Envelopes and Labels     195

Creating a Form Letter     196

Creating Labels     198

Inserting a Table of Contents     200

Creating an Index     201

Creating Captions     202

Creating a Table of Figures     203

Creating Footnotes or Endnotes     204

Creating a Bookmark     205

Inserting Cross References     206

Comparing and Merging Documents     207

Using Track Changing     208

Adding a Cover Page     210 New!

 

Chapter 9  Creating a Worksheet with Excel     211

Viewing the Excel Window     212

Selecting Cells     213

Moving Around the Workbook     214

Entering Labels on a Worksheet     216

Entering Values on a Worksheet     218

Entering Values Quickly with AutoFill     219

Editing Cell Contents     220

Clearing Cell Contents     221

Inserting and Deleting Cell Contents     222

Selecting Rows, Columns, and Special Ranges     224

Selecting and Naming a Worksheet     226

Inserting and Deleting a Worksheet     227

Moving and Copying a Worksheet     228

Hiding and Unhiding Worksheets and Workbooks     230

Hiding and Unhiding a Column or Row     231

Inserting a Column or Row     232

Deleting a Column or Row     233

Adjusting Column Width and Row Height      234

Splitting a Worksheet into Panes      236

Freezing and Unfreezing a Column or Row    237

Showing and Hiding Workbook Elements     238

 

Chapter 10  Building a Worksheet with Excel     239

Understanding Formulas     240

Understanding Cell Referencing     241

Creating a Simple Formula     242

Creating a Formula Using Formula AutoComplete     244

Editing a Formula     245

Naming Cells and Ranges     246

Entering Named Cells and Ranges     248

Managing Names     250

Simplifying a Formula with Ranges     252

Calculating Totals with AutoSum     253

Correcting Formulas     254

Auditing a Worksheet     256

Creating Functions     257

Creating Functions Using the Library     258 New!

Calculating Multiple Results     259

Using Nested Functions     260

Using Text Functions     261

Using Lookup and Reference Functions     262

Summarizing Data Using Subtotals     264

Summarizing Data Using Functions     265

Converting Text to Columns     266

Creating a Table     267

Formatting a Table     268

Formatting Table Elements     269

Creating Calculations in a Table     270

Removing Table Rows and Columns     271

Working with Tables     272

Sorting Data in a Table     274

Displaying Parts of a Table with AutoFilter     276 New!

Creating Custom Searches     277

Creating Groups and Outlines     278

Adding Data Validation to a Worksheet     279

Creating a Drop-Down List     280

 

Chapter 11  Designing a Worksheet with Excel     281

Formatting Numbers     282

Applying and Creating Cell Styles     284

Applying Conditional Formatting     286 New!

Applying Specialized Conditional Formatting     288 New!

Creating Conditional Formatting     290 New!

Managing Conditional Formatting     291

Creating Sparkline Formatting     292 New!

Controlling Text Flow     293

Formatting Tabs and Background     294

Adding Borders to Cells     295

Setting Up the Page     296

Inserting Page Breaks     297

Adjusting Page Margins     298

Adding Headers and Footers     300

Customizing Worksheet Printing     302

Setting the Print Area     304

 

Chapter 12  Creating a Presentation with PowerPoint     305

Viewing the PowerPoint Window     306

Browsing a Presentation     307

Understanding PowerPoint Views     308 New!

Creating New and Consistent Slides     310

Working with Objects     312

Entering and Editing Text     314

Resizing Text While Typing     316

Changing Text Spacing     317

Inserting and Developing an Outline     318

Moving and Indenting Text     320

Modifying a Bulleted and Numbered List     322

Creating Text Columns     324

Organizing Slides into Sections     325 New!

Rearranging Slides     326

Using Slides from Other Presentations     328 New!

Making Your Presentation Look Consistent     329

Controlling Slide Appearance with Masters     330

Controlling a Slide Layout with Masters     332

Modifying Placeholders     334

Controlling a Slide Background with Masters     336

Adding a Background Style     337 New!

Inserting a Table     338

Modifying a Table     339

Adding a Quick Style to a Table     340

Formatting a Table     341

Creating a Text Box     342

 

Chapter 13  Delivering a Presentation with PowerPoint     343

Changing Page Setup Options     344

Adding Animation     345 New!

Using Specialized Animations     346 New!

Coordinating Multiple Animations     348 New!

Adding Slide Timings     350

Creating Slide Transitions     351 New!

Inserting Videos and Audio     352 New!

Editing and Formatting Videos and Audio     354 New!

Setting Video and Audio Play Options     356

Recording a Narration     357 New!

Setting Up a Slide Show     358

Creating a Custom Slide Show     360

Starting a Slide Show     361

Navigating a Slide Show     362 New!

Annotating a Slide Show     363

Saving a Presentation as a Slide Show     364 New!

Saving a Presentation as a Video     365 New!

Packaging a Presentation on CD     366

Preparing Handouts     367

Preparing Speaker Notes     368

Adding a Footer and Header     370

Inserting the Date and Time     371

Inserting Slide Numbers     372

Previewing Slides     373

Printing a Presentation     374 New!

 

Chapter 14  Creating a Database with Access     375

Understanding How Databases Store Data     376

Creating a Database     378 New!

Viewing the Access Window     380

Changing Database Display Options     381 New!

Viewing Database Objects     382

Working with Database Objects     384 New!

Planning Tables     386

Creating a Table by Entering Data     387 New!

Creating an Application Part Using a Template     388 New!

Creating a Table Using SharePoint     389

Working with a Table     390

Importing Data into Tables     392

Working with a Table in Design View     393

Working with Fields     394

Specifying Data Types and Field Properties     396 New!

Changing Field Properties     397

Creating Input Masks     398

Creating a Lookup Field     399

Planning Table Relationships 400

Defining Table Relationships     402

Ensuring Referential Integrity     404

 

Chapter 15  Locating and Managing Data with Access     405

Sorting Records     406

Filtering Out Records     407 New!

Creating Complex Filters Using Forms     408

Understanding the Different Types of Queries     409

Creating a Query Using a Wizard     410

Creating a Query in Design View     412

Getting Information with a Query     413

Modifying a Query in Design View     414

Performing Calculations in Queries     415 New!

Summarizing Values with a Crosstab Query     416

Creating a Parameter Query     418

Finding Duplicate Fields     419

Identifying Object Dependencies     420

Backing Up and Repairing a Database     421

Sharing a Database     422 New!

 

Chapter 16  Presenting Data with Access     423

Creating a Form     424 New!

Working with a Form in Design View     426 New!

Entering and Editing Data in a Form     427

Modifying a Form     428 New!

Creating a Report     430

Modifying a Report in Design View     432

Performing Calculations in Reports     434

Formatting a Form or Report     436 New!

Aligning and Sizing Controls     438

Grouping and Sorting in Reports     440

Formatting a Datasheet     442

Changing the Page Setup     443

Previewing and Printing Information     444

Creating Mailing Labels     446

 

Chapter 17  Communicating with Outlook     447

Preparing for Outlook     448

Using Outlook for the First Time     449

Viewing the Outlook Window     450 New!

Using the To-Do Bar 451

Using the Navigation Pane     452

Viewing Items and Folders     453

Creating a Contact     454

Sorting Contacts     456

Creating a Contact Group     457

Creating and Addressing an E-Mail Message     458

Formatting Message Text     460

Attaching a File or Item to a Message     461

Using Stationery     462

Creating a Signature     463

Inserting Message Content     464 New!

Sending Messages     465

Setting Message Delivery Options     466

Receiving and Reading Messages     468

Flagging Messages     469

Categorizing Messages By Color     470

Deleting Messages     471 New!

Replying To and Forwarding a Message     472 New!

Finding and Filtering Messages     474 New!

Organizing Messages in Folders     476 New!

Managing Messages with Rules     478

Managing Messages with Quick Steps     479 New!

Using Search Folders     480

Working with a Message Conversation     481 New!

Reducing Junk Messages     482

Archiving Messages     483

Cleaning Up Messages     484 New!

Working with Outlook Data     486

Sending and Receiving Instant Messages     488

 

Chapter 18  Managing Information with Outlook     489

Viewing the Calendar     490 New!

Customizing the Calendar     491 New!

Scheduling an Appointment and Event     492 New!

Scheduling Meetings     494 New!

Responding to Meeting Requests     496 New!

Updating and Canceling Meeting Re quests     498

Working with Calendars     499 New!

Creating and Updating Tasks     500

Organizing Tasks     501

Assigning Tasks to Others     502

Monitoring Task Progress     503

Managing Tasks     504

Tracking Activities with Contacts     505

Recording Items in the Journal     506

Opening and Modifying Journal Entries     508

Organizing Items by Categories     509

Customizing How You View Items     510 New!

Creating and Modifying Notes     512

Previewing and Printing Items from Outlook     513 New!

Connecting to a Social Network     514 New!

Sharing Calendars Over the Internet     516

Adding and Viewing an RSS Feed     518

 

Chapter 19  Creating a Publication with Publisher     519

Viewing the Publisher Window     520 New!

Creating a New Publication     521

Downloading a New Publication     522

Creating a Blank Publication     523

Changing Your View     524

Working with Pages     525

Inserting and Editing Text     526

Inserting Content     528 New!

Controlling Pages Appearance with Masters     530

Applying Color     531

Checking Your Design     532

Setting Up the Page     533

Using Commercial Printing Tools     534

Printing a Publication     536 New!

 

Chapter 20  Designing a Publication with Publisher     537

Setting Up Layout Guides     538

Viewing Elements and Tools     539

Working with Text     540

Connecting Text Frames     542

Creating a Consistent Look     544

Creating Tables     546

Working with Pictures and Shapes     548 New!

Wrapping Text Around an Object     550

Layering Objects     552

Grouping Objects Together     553

Aligning with Precision     554

Rotating and Flipping Objects     556

 

Chapter 21  Publishing Office Documents on the Web     557

Opening a Web Page     558

Previewing a Web Page     559

Creating a Hyperlink     560

Adding Hyperlinks to Slide Objects     562

Formatting a Cell Hyperlink     564

Changing Web Page Options     565

Saving a Web Page     566

Publishing a Web Page     568

Saving Slides as Web Graphics     569

Creating Refreshable Web Queries     570

Getting Data from Web Queries     571

Saving Web Queries     572

Accessing Office Information on the Web     573

Getting Documents from the Web     574

 

Chapter 22  Protecting and Securing Office Documents     575

Inspecting Documents     576

Protecting a Worksheet     578

Locking or Unlocking Worksheet Cells     580

Adding Security Encryption to a Document     581

Adding Password Protection to a Document     582

Adding a Digital Signature     584

Adding a Signature Line     586

Avoiding Harmful Attacks     588

Using the Trust Center     590 New!

Selecting Trusted Publishers and Locations     591

Setting Document Related Security Options     592 New!

Setting Add-in Security Options     594

Setting ActiveX Security Options     595

Setting Macro Security Options     596

Changing Message Bar Security Options     597

Setting Privacy Options     598

Setting External Content Security Options     600

Working with Office Safe Modes     602

Marking a Document as Read-Only     604

 

Chapter 23  Reviewing and Sharing Office Documents     605

Sharing Workbooks     606

Creating and Reading a Cell Comment     608

Editing and Deleting a Cell Comment     609

Adding Comments to a Presentation     610

Tracking Workbook Changes     612

Comparing and Merging Presentations     614 New!

Creating and Opening OneNotes     615 New!

Sending a Document for Review Using E-Mail     616

Sending a Document by Internet Fax     617

Creating a PDF Document     618

Creating an XPS Document     619

Working with XML     620 New!

Creating an XML Data Map     622

Exporting and Saving Data in X ML     624

Sharing Information Between Programs     626

Exporting and Importing Data     628 New!

Linking and Embedding Files     630 New!

Consolidating Data in Excel     632

Linking Data in Excel     634

Getting External Data in Excel     635

Connecting to Data in Excel     636

Getting Query Data from a Database     638

Getting Data from Access     640

Getting Text Data in Excel     642

Saving a Document to a SharePoint Server     643

Saving Documents to Windows Live     644 New!

Publishing Slides to a Library     646

Broadcasting a Presentation     648 New!

 

Chapter 24  Expanding Office Functionality     649

Viewing and Managing Add-ins     650 New!

Loading and Unloading Add-ins     652

Enhancing a Document with VBA     654

Viewing the Visual Basic Editor     656

Setting Developer Options     657

Understanding How Macros Automate Your Work     658

Recording a Macro     659

Creating a Macro     660

Running a Macro     661

Controlling a Macro     662

Building a Macro     664 New!

Adding a Digital Signature to a Macro Project     666

Assigning a Macro to a Toolbar     667

Saving a Document with Macros     668

Opening a Document with Macros     669

Inserting ActiveX Controls     670

Using ActiveX Controls     672

Setting ActiveX Control Properties     673

Adding VBA Code to an ActiveX Control     674

Playing a Movie Using an ActiveX Control     675

Changing the Document Information Panel     676

 

Chapter 25  Working with Other Office Tools     677

Viewing the OneNote Window     678

Working with OneNote     679

Viewing the InfoPath Designer Window     680

Working with InfoPath Designer     681

Viewing the InfoPath Filler Window     682

Working with InfoPath Filler     683

Organizing Clips     684

Managing Pictures     686

Working with SharePoint Workspaces     687 New!

Working with Office Online     688 New!

 

New Features     689 New!

Microsoft Certified Applications Specialist     697

Index     705