Microsoft Office Home and Student Edition 2013 All-in-One For Dummies

Peter Weverka is a veteran For Dummies author who has written about a wide variety of applications. Along with two bestselling editions of Office All-in-One For Dummies, Peter has written PowerPoint All-in-One For Dummies and Microsoft Money For Dummies.

Introduction 1

What’s in This Book, Anyway? 1

What Makes This Book Different 2

Easy-to-look-up information 2

A task-oriented approach 3

Meaningful screen shots 3

Foolish Assumptions 3

Conventions Used in This Book 3

Icons Used in This Book 4

Book I: Common Office Tasks 5

Chapter 1: Office Nuts and Bolts 7

A Survey of Office Applications 7

Starting an Office Program 9

Starting an Office program in Windows 7 and Vista 9

Starting an Office program in Windows 8 10

Finding Your Way Around the Office Interface 12

The File tab and Backstage 13

The Quick Access toolbar 13

The Ribbon and its tabs 14

Context-sensitive tabs 14

The anatomy of a tab 15

Live previewing 16

Mini-toolbars and shortcut menus 17

Office 2013 for keyboard lovers 17

Saving Your Files 18

Saving a file 18

Saving a file for the first time 18

Declaring where you like to save files 19

Saving AutoRecovery information 20

Navigating the Save As and Open Windows 21

Opening and Closing Files 23

Opening a file 23

Closing a file 24

Reading and Recording File Properties 24

Locking a File with a Password 25

Password-protecting a file 25

Removing a password from a file 26

Chapter 2: Wrestling with the Text 27

Manipulating the Text 27

Selecting text 27

Moving and copying text 28

Taking advantage of the Clipboard task pane 29

Deleting text 30

Changing the Look of Text 30

Choosing fonts for text 31

Changing the font size of text 32

Applying font styles to text 33

Applying text effects to text 34

Underlining text 35

Changing the color of text 35

Quick Ways to Handle Case, or Capitalization 36

Entering Symbols and Foreign Characters 38

Creating Hyperlinks 39

Linking a hyperlink to a web page 39

Creating a hyperlink to another place in your file 41

Creating an e-mail hyperlink 42

Repairing and removing hyperlinks 43

Chapter 3: Speed Techniques Worth Knowing About 45

Undoing and Repeating Commands 45

Undoing a mistake 45

Repeating an action — and quicker this time 46

Zooming In, Zooming Out 47

Viewing a File Through More Than One Window 48

Correcting Typos on the Fly 48

Entering Text Quickly with the AutoCorrect Command 50

Book II: Word 2013 53

Chapter 1: Speed Techniques for Using Word 55

Introducing the Word Screen 55

Creating a New Document 57

Getting a Better Look at Your Documents 60

Viewing documents in different ways 60

Splitting the screen 63

Selecting Text in Speedy Ways 64

Moving Around Quickly in Documents 65

Keys for getting around quickly 65

Navigating from page to page or heading to heading 66

Going there fast with the Go To command 66

Bookmarks for hopping around 68

Inserting a Whole File into a Document 69

Entering Information Quickly in a Computerized Form 69

Creating a computerized form 70

Entering data in the form 72

Chapter 2: Laying Out Text and Pages 73

Paragraphs and Formatting 73

Inserting a Section Break for Formatting Purposes 74

Breaking a Line 76

Starting a New Page 76

Setting Up and Changing the Margins 77

Indenting Paragraphs and First Lines 79

Clicking an Indent button (for left-indents) 79

“Eyeballing it” with the ruler 80

Indenting in the Paragraph dialog box 81

Numbering the Pages 81

Numbering with page numbers only 82

Including a page number in a header or footer 83

Changing page number formats 83

Putting Headers and Footers on Pages 84

Creating, editing, and removing headers and footers 85

Fine-tuning a header or footer 87

Adjusting the Space between Lines 88

Adjusting the Space Between Paragraphs 89

Creating Numbered and Bulleted Lists 90

Simple numbered and bulleted lists 90

Constructing lists of your own 91

Managing a multilevel list 92

Working with Tabs 93

Hyphenating Text 94

Automatically and manually hyphenating a document 95

Unhyphenating and other hyphenation tasks 96

Chapter 3: Word Styles 97

All About Styles 97

Styles and templates 97

Types of styles 98

Applying Styles to Text and Paragraphs 99

Applying a style 99

Experimenting with style sets 100

Choosing which style names appear on the Style menus 101

Creating a New Style 103

Creating a style from a paragraph 103

Creating a style from the ground up 103

Modifying a Style 105

Creating and Managing Templates 106

Creating a new template 107

Opening a template so that you can modify it 110

Modifying, deleting, and renaming styles in templates 111

Chapter 4: Constructing the Perfect Table 113

Talking Table Jargon 113

Creating a Table 114

Entering the Text and Numbers 116

Selecting Different Parts of a Table 117

Laying Out Your Table 118

Changing the size of a table, columns, and rows 118

Adjusting column and row size 119

Inserting columns and rows 119

Deleting columns and rows 121

Moving columns and rows 122

Aligning Text in Columns and Rows 122

Merging and Splitting Cells 123

Repeating Header Rows on Subsequent Pages 124

Formatting Your Table 125

Designing a table with a table style 125

Calling attention to different rows and columns 127

Decorating your table with borders and colors 127

Using Math Formulas in Tables 130

Neat Table Tricks 131

Changing the direction of header row text 131

Wrapping text around a table 132

Using a picture as the table background 133

Drawing diagonal lines on tables 134

Drawing on a table 135

Chapter 5: Taking Advantage of the Proofing Tools 137

Correcting Your Spelling Errors 137

Correcting misspellings one at a time 138

Running a spell-check 139

Preventing text from being spell checked 140

Checking for Grammatical Errors in Word 141

Getting a Word Definition 142

Finding and Replacing Text 142

The basics: Finding stray words and phrases 143

Narrowing your search 144

Conducting a find-and-replace operation 149

Researching a Topic Inside Word 150

Finding the Right Word with the Thesaurus 152

Proofing Text Written in a Foreign Language 153

Telling Office which languages you will use 153

Marking text as foreign language text 154

Translating Foreign Language Text 155

Chapter 6: Desktop Publishing with Word 157

Experimenting with Themes 157

Sprucing Up Your Pages 159

Decorating a page with a border 159

Putting a background color on pages 160

Getting Word’s help with cover letters 160

Making Use of Charts, Diagrams, Shapes, Clip Art, and Photos 161

Working with the Drawing Canvas 162

Positioning and Wrapping Objects Relative to the Page and Text 163

Wrapping text around an object 163

Positioning an object on a page 165

Working with Text Boxes 167

Inserting a text box 167

Making text flow from text box to text box 168

Dropping In a Drop Cap 168

Watermarking for the Elegant Effect 169

Putting Newspaper-Style Columns in a Document 170

Doing the preliminary work 170

Running text into columns 171

Landscape Documents 172

Printing on Different Size Paper 173

Showing Online Video in a Document 173

Chapter 7: Getting Word’s Help with Office Chores 175

Highlighting Parts of a Document 175

Commenting on a Document 176

Entering a comment 176

Viewing and displaying comments 178

Caring for and feeding comments 178

Tracking Changes to Documents 179

Telling Word to start marking changes 180

Reading and reviewing a document with change marks 180

Marking changes when you forgot to turn on change marks 182

Accepting and rejecting changes to a document 184

Printing an Address on an Envelope 184

Printing a Single Address Label (Or a Page of the Same Label) 186

Churning Out Letters, Envelopes, and Labels for Mass Mailings 187

Preparing the source file 188

Merging the document with the source file 189

Printing form letters, envelopes, and labels 193

Chapter 8: Tools for Reports and Scholarly Papers 195

Alphabetizing a List 195

Outlines for Organizing Your Work 196

Viewing the outline in different ways 197

Rearranging document sections in Outline view 197

Collapsing and Expanding Parts of a Document 198

Generating a Table of Contents 199

Creating a TOC 199

Updating and removing a TOC 200

Customizing a TOC 200

Changing the structure of a TOC 201

Indexing a Document 203

Marking index items in the document 203

Generating the index 205

Editing an index 206

Putting Cross-References in a Document 207

Putting Footnotes and Endnotes in Documents 209

Entering a footnote or endnote 209

Choosing the numbering scheme and position of notes 210

Deleting, moving, and editing notes 211

Compiling a Bibliography 211

Inserting a citation for your bibliography 212

Editing a citation 214

Changing how citations appear in text 214

Generating the bibliography 214

Book III: Excel 2013 217

Chapter 1: Up and Running with Excel 219

Creating a New Excel Workbook 219

Getting Acquainted with Excel 221

Rows, columns, and cell addresses 222

Workbooks and worksheets 223

Entering Data in a Worksheet 223

The basics of entering data 223

Entering text labels 224

Entering numeric values 225

Entering date and time values 225

Quickly Entering Lists and Serial Data with the AutoFill Command 228

Formatting Numbers, Dates, and Time Values 231

Conditional Formats for Calling Attention to Data 232

Establishing Data-Validation Rules 234

Chapter 2: Refining Your Worksheet 237

Editing Worksheet Data 237

Moving Around in a Worksheet 238

Getting a Better Look at the Worksheet 239

Freezing and splitting columns and rows 239

Hiding columns and rows 241

Comments for Documenting Your Worksheet 242

Selecting Cells in a Worksheet 244

Deleting, Copying, and Moving Data 245

Handling the Worksheets in a Workbook 245

Keeping Others from Tampering with Worksheets 247

Hiding a worksheet 248

Protecting a worksheet 248

Chapter 3: Formulas and Functions for Crunching Numbers 251

How Formulas Work 251

Referring to cells in formulas 251

Referring to formula results in formulas 254

Operators in formulas 255

The Basics of Entering a Formula 257

Speed Techniques for Entering Formulas 257

Clicking cells to enter cell references 257

Entering a cell range 258

Naming cell ranges so that you can use them in formulas 259

Referring to cells in different worksheets 262

Copying Formulas from Cell to Cell 263

Detecting and Correcting Errors in Formulas 264

Correcting errors one at a time 264

Running the error checker 265

Tracing cell references 266

Working with Functions 267

Using arguments in functions 268

Entering a function in a formula 269

Chapter 4: Making a Worksheet Easier to Read and Understand 273

Laying Out a Worksheet 273

Aligning numbers and text in columns and rows 273

Inserting and deleting rows and columns 275

Changing the size of columns and rows 277

Decorating a Worksheet with Borders and Colors 278

Cell styles for quickly formatting a worksheet 279

Formatting cells with table styles 281

Slapping borders on worksheet cells 281

Decorating worksheets with colors 283

Getting Ready to Print a Worksheet 283

Making a worksheet fit on a page 284

Making a worksheet more presentable 287

Repeating row and column headings on each page 288

Chapter 5: Advanced Techniques for Analyzing Data 291

Seeing What the Sparklines Say 291

Managing Information in Lists 292

Sorting a list 293

Filtering a list 293

Forecasting with the Goal Seek Command 295

Performing What-If Analyses with Data Tables 297

Using a one-input table for analysis 297

Using a two-input table for analysis 299

Analyzing Data with PivotTables 300

Creating a PivotTable 301

Putting the finishing touches on a PivotTable 302

Book IV: PowerPoint 2013 303

Chapter 1: Getting Started in PowerPoint 305

Getting Acquainted with PowerPoint 306

A Brief Geography Lesson 307

A Whirlwind Tour of PowerPoint 309

Creating a New Presentation 310

Advice for Building Persuasive Presentations 312

Creating New Slides for Your Presentation 315

Inserting a new slide 315

Speed techniques for inserting slides 317

Conjuring slides from Word document headings 318

Selecting a different layout for a slide 318

Getting a Better View of Your Work 319

Changing views 319

Looking at the different views 319

Hiding and Displaying the Slides Pane and Notes Pane 321

Selecting, Moving, and Deleting Slides 321

Selecting slides 321

Moving slides 322

Deleting slides 322

Putting Together a Photo Album 322

Creating your photo album 323

Putting on the final touches 325

Editing a photo album 325

Hidden Slides for All Contingencies 325

Hiding a slide 326

Showing a hidden slide during a presentation 326

Chapter 2: Fashioning a Look for Your Presentation 327

Looking at Themes and Slide Backgrounds 327

Choosing a Theme for Your Presentation 329

Creating Slide Backgrounds on Your Own 330

Using a solid (or transparent) color for the slide background 330

Creating a gradient color blend for slide backgrounds 331

Placing a picture in the slide background 332

Using a photo of your own for a slide background 334

Using a texture for a slide background 335

Changing the Background of a Single or Handful of Slides 336

Choosing the Slide Size 337

Using Master Slides and Master Styles for a Consistent Design 337

Switching to Slide Master view 338

Understanding master slides and master styles 338

Editing a master slide 340

Changing a master slide layout 340

Chapter 3: Entering the Text 341

Entering Text 341

Choosing fonts for text 342

Changing the font size of text 342

Changing the look of text 343

Fun with Text Boxes and Text Box Shapes 345

Controlling How Text Fits in Text Frames and Text Boxes 346

Choosing how PowerPoint “AutoFits” text in text frames 346

Choosing how PowerPoint “AutoFits” text in text boxes 349

Positioning Text in Frames and Text Boxes 349

Handling Bulleted and Numbered Lists 350

Creating a standard bulleted or numbered list 350

Choosing a different bullet character, size, and color 351

Choosing a different list-numbering style, size, and color 352

Putting Footers (and Headers) on Slides 353

Some background on footers and headers 353

Putting a standard footer on all your slides 354

Creating a nonstandard footer 354

Removing a footer from a single slide 356

Chapter 4: Making Your Presentations Livelier 357

Suggestions for Enlivening Your Presentation 357

Presenting Information in a Table 358

Exploring Transitions and Animations 360

Showing transitions between slides 361

Animating parts of a slide 362

Making Audio Part of Your Presentation 364

Inserting an audio file on a slide 365

Telling PowerPoint when and how to play an audio file 366

Playing audio during a presentation 367

Playing Video on Slides 368

Inserting a video on a slide 368

Fine-tuning a video presentation 368

Experimenting with the look of the video 370

Recording a Voice Narration for Slides 371

Chapter 5: Delivering a Presentation 373

All about Notes 373

Rehearsing and Timing Your Presentation 374

Showing Your Presentation 375

Starting and ending a presentation 376

Going from slide to slide 377

Tricks for Making Presentations a Little Livelier 379

Wielding a pen or highlighter in a presentation 379

Blanking the screen 381

Zooming In 381

Delivering a Presentation When You Can’t Be There in Person 382

Providing handouts for your audience 382

Creating a self-running, kiosk-style presentation 383

Creating a user-run presentation 385

Presenting a Presentation Online 387

Packaging your presentation on a CD 389

Creating a presentation video 391

Book V: OneNote 2013 395

Chapter 1: Up and Running with OneNote 397

Introducing OneNote 397

Finding Your Way Around the OneNote Screen 398

Notebook pane 399

Section (and section group) tabs 399

Page window 399

Page pane 399

Units for Organizing Notes 399

Creating a Notebook 400

Creating Sections and Section Groups 402

Creating a new section 402

Creating a section group 403

Creating Pages and Subpages 404

Creating a new page 404

Creating a new subpage 404

Renaming and Deleting Groups and Pages 405

Getting from Place to Place in OneNote 405

Changing Your View of OneNote 406

Chapter 2: Taking Notes 409

Entering a Typewritten Note 409

Notes: The Basics 409

Moving and resizing note containers 410

Formatting the Text in Notes 410

Selecting notes 411

Deleting notes 412

Getting more space for notes on a page 412

Drawing on the Page 412

Drawing with a pen or highlighter 413

Drawing a shape 413

Changing the size and appearance of drawings and shapes 415

Converting a Handwritten Note to Text 416

Writing a Math Expression in a Note 417

Taking a Screen-Clipping Note 418

Recording and Playing Audio Notes 419

Recording an audio note 420

Playing an audio note 420

Attaching, Copying, and Linking Files to Notes 421

Attaching an Office file to a note 421

Copying an Office file into OneNote 423

Linking a Word or PowerPoint file to OneNote 423

Copying a note into another Office program 424

Chapter 3: Finding and Organizing Your Notes 425

Finding a Stray Note 425

Searching by word or phrase 425

Searching by author 426

Tagging Notes for Follow Up 427

Tagging a note 428

Arranging tagged notes in the task pane 428

Creating and modifying tags 429

Color-Coding Notebooks, Sections, and Pages 430

Merging and Moving Sections, Pages, and Notes 431

Book VI: Working with Charts and Graphics 433

Chapter 1: Creating a Chart 435

The Basics: Creating a Chart 435

Choosing the Right Chart 437

Area charts 438

Bar charts 439

Column charts 440

Combo charts 442

Line charts 442

Pie charts 443

Radar charts 444

Stock charts 445

Surface charts 446

XY (scatter) charts 447

Providing the Raw Data for Your Chart 448

Positioning Your Chart in a Workbook, Page, or Slide 450

Changing a Chart’s Appearance 450

Changing the chart type 452

Changing the size and shape of a chart 452

Choosing a new look for your chart 452

Changing the layout of a chart 453

Handling the gridlines 454

Changing a chart element’s color, font, or other particular 455

Saving a Chart as a Template So That You Can Use It Again 456

Saving a chart as a template 456

Creating a chart from a template 457

Chart Tricks for the Daring and Heroic 457

Decorating a chart with a picture 457

Annotating a chart 458

Displaying the raw data alongside the chart 459

Placing a trendline on a chart 460

Troubleshooting a Chart 461

Chapter 2: Making a SmartArt Diagram 463

The Basics: Creating SmartArt Diagrams 463

Choosing a diagram 464

Making the diagram your own 465

Creating the Initial Diagram 465

Creating a diagram 466

Swapping one diagram for another 466

Changing the Size and Position of a Diagram 467

Laying Out the Diagram Shapes 467

Selecting a diagram shape 468

Removing a shape from a diagram 468

Moving diagram shapes to different positions 468

Adding shapes to diagrams apart from hierarchy diagrams 469

Adding shapes to hierarchy diagrams 470

Adding shapes to Organization charts 471

Promoting and demoting shapes in hierarchy diagrams 473

Handling the Text on Diagram Shapes 474

Entering text on a diagram shape 474

Entering bulleted lists on diagram shapes 474

Changing a Diagram’s Direction 475

Choosing a Look for Your Diagram 476

Changing the Appearance of Diagram Shapes 477

Changing the size of a diagram shape 477

Exchanging one shape for another 478

Changing a shape’s color, fill, or outline 478

Changing fonts and font sizes on shapes 480

Creating a Diagram from Scratch 480

Chapter 3: Handling Graphics, Photos, and Clip Art 481

All about Picture File Formats 481

Bitmap and vector graphics 481

Resolution 483

Compression 484

Color depth 484

Choosing file formats for graphics 485

Inserting a Picture in an Office File 485

Inserting a picture of your own 486

Obtaining a picture online 487

Touching Up a Picture 489

Softening and sharpening pictures 489

Correcting a picture’s brightness and contrast 490

Recoloring a picture 491

Choosing an artistic effect 492

Selecting a picture style 493

Cropping off part of a picture 494

Removing the background 495

Compressing Pictures to Save Disk Space 496

Chapter 4: Drawing and Manipulating Lines, Shapes, and Other Objects 499

The Basics: Drawing Lines, Arrows, and Shapes 500

Handling Lines, Arrows, and Connectors 501

Changing the length and position of a line or arrow 502

Changing the appearance of a line, arrow, or connector 502

Attaching and handling arrowheads on lines and connectors 504

Connecting shapes by using connectors 504

Handling Rectangles, Ovals, Stars, and Other Shapes 506

Drawing a shape 506

Changing a shape’s symmetry 508

Using a shape as a text box 508

WordArt for Embellishing Letters and Words 509

Creating WordArt 510

Editing WordArt 510

Manipulating Lines, Shapes, Art, Text Boxes, and Other Objects 511

Selecting objects so that you can manipulate them 512

Hiding and displaying the rulers and grid 513

Changing an Object’s Size and Shape 514

Changing an Object’s Color, Outline Color, and Transparency 515

Filling an object with color, a picture, or a texture 516

Making a color transparent 518

Putting the outline around an object 518

Moving and Positioning Objects 520

Tricks for aligning and distributing objects 520

When objects overlap: Choosing which appears above the other 523

Rotating and flipping objects 525

Grouping objects to make working with them easier 526

Book VII: Office 2013 — One Step Beyond 529

Chapter 1: Customizing an Office Program 531

Customizing the Ribbon 531

Displaying and selecting tab, group, and command names 533

Moving tabs and groups on the Ribbon 533

Adding, removing, and renaming tabs, groups, and commands 534

Creating new tabs and groups 535

Resetting your Ribbon customizations 536

Customizing the Quick Access Toolbar 537

Adding buttons to the Quick Access toolbar 537

Changing the order of buttons on the Quick Access toolbar 539

Removing buttons from the Quick Access toolbar 539

Placing the Quick Access toolbar above or below the Ribbon 539

Customizing the Status Bar 540

Changing the Screen Background 541

Customizing Keyboard Shortcuts in Word 542

Chapter 2: Ways of Distributing Your Work 545

Printing — the Old Standby 545

Distributing a File in PDF Format 546

About PDF files 546

Saving an Office file as a PDF 547

Saving an Office File as a Web Page 548

Choosing how to save the component parts 548

Turning a file into a web page 549

Opening a web page in your browser 550

Blogging from inside Word 550

Describing a blog account to Word 550

Posting an entry to your blog 552

Taking advantage of the Blog Post tab 552

Chapter 3: Automating Tasks with Macros 553

What Is a Macro? 553

Displaying the Developer Tab 554

Managing the Macro Security Problem 554

Recording a Macro 556

Enabling your files for macros 556

Ground rules for recording macros 557

Recording the macro 558

Running a Macro 560

Editing a Macro 561

Opening a macro in the Visual Basic Editor 561

Reading a macro in the Code window 562

Editing the text that a macro enters 562

Deleting parts of a macro 563

Running a Macro from a Button on the Quick Access Toolbar 563

Chapter 4: Linking and Embedding in Compound Files 565

What Is OLE, Anyway? 565

Linking and embedding 566

Uses for object linking 566

Uses for object embedding 568

Pitfalls of object linking and embedding 568

Embedding Data from Other Programs 568

Embedding foreign data 569

Editing an embedded object 571

Linking to a Source File 571

Establishing the link 572

Updating a link 573

Editing data in the source file 574

Converting a linked object to an embedded object 574

Book VIII: File Sharing and Collaborating 577

Chapter 1: Preparing to Use the Office Web Apps 579

Introducing the Office Web Apps 579

Storing and Sharing Files on the Internet 580

Office Web Apps: The Big Picture 581

Creating a Microsoft Account 582

Signing In and Out of Your Microsoft Account 582

Navigating in a Microsoft Account 583

Managing Your Folders 583

Creating a folder 584

Viewing and locating folders in the SkyDrive window 584

Going from folder to folder in SkyDrive 586

Deleting, moving, and renaming folders 587

Chapter 2: Using the Office Web Apps 589

Creating an Office File in SkyDrive 589

Uploading Office Files to a Folder on SkyDrive 590

Saving a File from Office 2013 to SkyDrive 591

Opening Office Files Stored on SkyDrive 593

Opening a file in an Office Web App 593

Opening a file in an Office 2013 application 593

Downloading Files from SkyDrive to Your Computer 595

Managing Your Files on SkyDrive 596

Chapter 3: Sharing and Collaborating 599

Sharing Files: The Big Picture 599

File access privileges 599

Links for sharing files 600

Sharing Your Files and Folders with Others 601

Seeing Files and Folders Others Have Shared with You 603

Investigating and Changing How Files and Folders Are Shared 603

Co-editing Shared Files on SkyDrive 605

Soliciting Information with a Survey Form 605

Index 609