Office 365 All–in–One For Dummies

Peter Weverka is a veteran technology author with dozens of books to his credit. In addition to previous editions of Office All-in-One For Dummies, he has written books on PowerPoint, OneNote, Word, and Quicken, as well as the bestselling Windows 10 For Seniors For Dummies. Timothy L. Warner is a Microsoft MVP and co-author of CompTIA A+ Certification All-in-One For Dummies.

Introduction 1

What Makes This Book Different 2

Foolish Assumptions 3

Conventions Used in This Book 3

Icons Used in This Book 4

Beyond the Book 5

Book 1: Common Office Tasks 7

Chapter 1: Office Nuts and Bolts 9

Introducing Office 365 9

Finding Your Way around the Office Interface 13

Saving Your Files 20

Navigating the Save As and Open Windows 21

Opening and Closing Files 23

Reading and Recording File Properties 24

Locking a File with a Password 25

Trusting (or not Trusting) Microsoft with Your “Content” 26

Chapter 2: Wrestling with the Text 29

Manipulating the Text 29

Speaking, not Typing, the Words 32

Changing the Look of Text 34

Quick Ways to Handle Case, or Capitalization 41

Entering Symbols and Foreign Characters 42

Creating Hyperlinks 44

Chapter 3: Speed Techniques Worth Knowing About 49

Undoing and Repeating Commands 49

Zooming In, Zooming Out 51

Viewing a File through More than One Window 52

Correcting Typos on the Fly 53

Entering Text Quickly with the AutoCorrect Command 55

Book 2: Word 365 57

Chapter 1: Speed Techniques for Using Word 59

Introducing the Word Screen 59

Creating a New Document 61

Getting a Better Look at Your Documents 63

Selecting Text in Speedy Ways 68

Moving around Quickly in Documents 69

Inserting a Whole File into a Document 73

Getting Word to Read It 74

Entering Information Quickly in a Computerized Form 74

Chapter 2: Laying Out Text and Pages 79

Paragraphs and Formatting 79

Inserting a Section Break for Formatting Purposes 80

Breaking a Line 83

Starting a New Page 83

Setting Up and Changing the Margins 84

Indenting Paragraphs and First Lines 86

Numbering the Pages 88

Putting Headers and Footers on Pages 91

Adjusting the Space between Lines 95

Adjusting the Space between Paragraphs 96

Creating Numbered and Bulleted Lists 97

Working with Tabs 100

Hyphenating Text 102

Chapter 3: Word Styles 105

All about Styles 105

Applying Styles to Text and Paragraphs 107

Creating a New Style 112

Modifying a Style 115

Creating and Managing Templates 116

Chapter 4: Constructing the Perfect Table 123

Talking Table Jargon 124

Creating a Table 124

Entering the Text and Numbers 127

Selecting Different Parts of a Table 128

Laying Out Your Table 128

Aligning Text in Columns and Rows 133

Merging and Splitting Cells 134

Repeating Header Rows on Subsequent Pages 135

Formatting Your Table 137

Using Math Formulas in Tables 140

Neat Table Tricks 141

Chapter 5: Taking Advantage of the Proofing Tools 147

Correcting Your Spelling Errors 148

Correcting Grammatical Errors 151

Finding and Replacing Text 153

Finding the Right Word with the Thesaurus 161

Proofing Text Written in a Foreign Language 162

Translating Foreign Language Text 164

Chapter 6: Desktop Publishing with Word 167

Experimenting with Themes 167

Sprucing Up Your Pages 168

Making Use of Charts, Diagrams, Shapes, and Photos 171

Working with the Drawing Canvas 172

Positioning and Wrapping Objects Relative to the Page and Text 173

Working with Text Boxes 177

Dropping in a Drop Cap 179

Watermarking for the Elegant Effect 179

Putting Newspaper-Style Columns in a Document 181

Landscape Documents 183

Printing on Different Size Paper 184

Showing Online Video in a Document 184

Chapter 7: Getting Word’s Help with Office Chores 187

Highlighting Parts of a Document 187

Commenting on a Document 188

Tracking Changes to Documents 192

Printing an Address on an Envelope 197

Printing a Single Address Label (or a Page of the Same Label) 198

Churning Out Letters, Envelopes, and Labels for Mass Mailings 200

Chapter 8: Tools for Reports and Scholarly Papers 207

Alphabetizing a List 207

Outlines for Organizing Your Work 208

Collapsing and Expanding Parts of a Document 210

Generating a Table of Contents 211

Indexing a Document 215

Putting Cross-References in a Document 220

Putting Footnotes and Endnotes in Documents 222

Compiling a Bibliography 225

Book 3: Excel 365 229

Chapter 1: Up and Running with Excel 231

Creating a New Excel Workbook 231

Getting Acquainted with Excel 233

Entering Data in a Worksheet 235

Quickly Entering Lists and Serial Data with the AutoFill Command 241

Formatting Numbers, Dates, and Time Values 244

Establishing Data-Validation Rules 245

Chapter 2: Refining Your Worksheet 249

Editing Worksheet Data 249

Moving around in a Worksheet 250

Getting a Better Look at the Worksheet 251

Notes for Documenting Your Worksheet 254

Comments for Collaborating with Others on a Workbook 256

Selecting Cells in a Worksheet 257

Deleting, Copying, and Moving Data 258

Handling the Worksheets in a Workbook 259

Keeping Others from Tampering with Worksheets 261

Chapter 3: Formulas and Functions for Crunching Numbers 263

How Formulas Work 263

The Basics of Entering a Formula 269

Speed Techniques for Entering Formulas 269

Copying Formulas from Cell to Cell 275

Detecting and Correcting Errors in Formulas 276

Working with Functions 280

A Look at Some Very Useful Functions 284

Chapter 4: Making a Worksheet Easier to Read and Understand 295

Laying Out a Worksheet 295

Decorating a Worksheet with Borders and Colors 301

Getting Ready to Print a Worksheet 306

Chapter 5: Advanced Techniques for Analyzing Data 313

Seeing What the Sparklines Say 313

Conditional Formats for Calling Attention to Data 314

Managing Information in Lists 316

Forecasting with the Goal Seek Command 319

Performing What-If Analyses with Data Tables 321

Analyzing Data with PivotTables 325

Book 4: Powerpoint 365 329

Chapter 1: Getting Started in PowerPoint 331

Getting Acquainted with PowerPoint 332

A Brief Geography Lesson 333

A Whirlwind Tour of PowerPoint 334

Creating a New Presentation 335

Advice for Building Persuasive Presentations 338

Creating New Slides for Your Presentation 340

Getting a Better View of Your Work 343

Hiding and Displaying the Slides Pane and Notes Pane 345

Selecting, Moving, and Deleting Slides 346

Putting Together a Photo Album 347

Hidden Slides for All Contingencies 350

Chapter 2: Fashioning a Look for Your Presentation 353

Looking at Themes and Slide Backgrounds 353

Choosing a Theme for Your Presentation 355

Creating Slide Backgrounds on Your Own 356

Changing the Background of a Single or Handful of Slides 362

Choosing the Slide Size 363

Using Master Slides and Master Styles for a Consistent Design 363

Chapter 3: Entering the Text 367

Entering Text 367

Fun with Text Boxes and Text Box Shapes 371

Controlling How Text Fits in Text Frames and Text Boxes 372

Positioning Text in Frames and Text Boxes 375

Handling Bulleted and Numbered Lists 376

Putting Footers (and Headers) on Slides 379

Chapter 4: Making Your Presentations Livelier 383

Suggestions for Enlivening Your Presentation 383

Presenting Information in a Table 384

Exploring Transitions and Animations 387

Making Audio Part of Your Presentation 390

Playing Video on Slides 393

Recording a Voice Narration for Slides 396

Chapter 5: Delivering a Presentation 399

All about Notes 399

Rehearsing and Timing Your Presentation 400

Showing Your Presentation 402

Tricks for Making Presentations a Little Livelier 405

Delivering a Presentation When You Can’t Be There in Person 408

Book 5: Outlook 365 419

Chapter 1: Outlook Basics 421

What is Outlook, Anyway? 421

Navigating the Outlook Folders 422

Categorizing Items 423

Searching for Stray Folder Items 425

Deleting Email Messages, Contacts, Tasks, and Other Items 428

Cleaning Out Your Folders 429

Chapter 2: Maintaining the Contacts Folder 433

Maintaining a Happy and Healthy Contacts Folder 434

Contact Groups for Sending Messages to Groups 437

Finding a Contact in the Contacts Folder 440

Linking Duplicate Contacts 440

Sharing Contacts with Coworkers 441

Printing the Contacts Folder 443

Chapter 3: Handling Your Email 447

Setting Up an Email Account 447

Addressing and Sending Email Messages 448

Sending Files and Photos 454

Receiving Email Messages 456

Reading Your Email in the Inbox Window 457

Handling Files That Were Sent to You 459

Techniques for Organizing Email Messages 460

All about Email Folders 464

Yes, You Can Prevent Junk Mail (Sort of) 466

Chapter 4: Managing Your Time and Schedule 469

Introducing the Calendar 469

The Different Kinds of Activities 470

Seeing Your Schedule 472

Scheduling Appointments and Events 473

Canceling, Rescheduling, and Altering Activities 476

Managing Meetings with the Calendar 476

Chapter 5: Tasks, Reminders, and Notes 481

Tasks: Seeing What Needs to Get Done 481

Reminders for Being Alerted to Activities and Tasks 484

Making Notes to Yourself 487

Book 6: Access 365 489

Chapter 1: Introducing Access 491

What is a Database, Anyway? 491

Tables, Queries, Forms, and Other Objects 492

Creating a Database File 497

Finding Your Way around the Navigation Pane 499

Designing a Database 500

Chapter 2: Building Your Database Tables 505

Creating a Database Table 505

Opening and Viewing Tables 509

Entering and Altering Table Fields 510

Field Properties for Making Sure That Data Entries are Accurate 516

Indexing for Faster Sorts, Searches, and Queries 524

Establishing Relationships among Database Tables 526

Chapter 3: Entering the Data 533

The Two Ways to Enter Data 533

Entering the Data in Datasheet View 534

Entering the Data in a Form 538

Finding a Missing Record 540

Finding and Replacing Data 541

Chapter 4: Sorting, Querying, and Filtering for Data 543

Sorting Records in a Database Table 543

Filtering to Find Information 544

Querying: The Basics 550

Six Kinds of Queries 559

Select query 559

Top-value query 559

Summary query 559

Calculation query 560

Delete query 561

Update query 563

Chapter 5: Presenting Data in a Report 565

Creating a Report 565

Opening and Viewing Reports 567

Tweaking a Report 567

Book 7: Publisher 365 571

Chapter 1: Introducing Publisher 573

“A Print Shop in a Can” 573

Introducing Frames 574

Creating a Publication 575

Redesigning a Publication 576

Getting a Better View of Your Work 578

Understanding and Using the Layout Guides 579

Chapter 2: Refining a Publication 585

Entering Text on the Pages 585

Making Text Fit in Text Frames 586

Formatting Text 589

Making Text Wrap around a Frame or Graphic 590

Replacing the Placeholder Pictures 591

Inserting Frames on the Pages 591

Making Frames Overlap 593

Inserting, Removing, and Moving Pages 594

Chapter 3: Putting on the Finishing Touches 597

Decorating the Text 597

Techniques for Decorating Pages 600

Master Pages for Handling Page Backgrounds 603

Running the Design Checker 605

Commercially Printing a Publication 606

Book 8: Working with Charts and Graphics 607

Chapter 1: Creating a Chart 609

The Basics: Creating a Chart 609

Choosing the Right Chart 611

Providing the Raw Data for Your Chart 613

Positioning Your Chart in a Workbook, Page, or Slide 615

Changing a Chart’s Appearance 616

Saving a Chart as a Template So That You Can Use It Again 622

Chart Tricks for the Daring and Heroic 623

Troubleshooting a Chart 626

Chapter 2: Making a SmartArt Diagram 629

The Basics: Creating SmartArt Diagrams 629

Creating the Initial Diagram 632

Changing the Size and Position of a Diagram 634

Laying Out the Diagram Shapes 634

Handling the Text on Diagram Shapes 640

Changing a Diagram’s Direction 642

Choosing a Look for Your Diagram 643

Changing the Appearance of Diagram Shapes 644

Creating a Diagram from Scratch 647

Chapter 3: Handling Graphics and Photos 649

All about Picture File Formats 649

Inserting a Picture in an Office File 653

Touching Up a Picture 656

Compressing Pictures to Save Disk Space 663

Chapter 4: Drawing and Manipulating Lines, Shapes, and Other Objects 665

The Basics: Making Lines, Arrows, and Shapes 666

Handling Lines, Arrows, and Connectors 668

Handling Rectangles, Ovals, Stars, and Other Shapes 672

Drawing by Freehand 676

Decorating Your Work with Icons 679

Inserting a 3-D Model 680

WordArt for Embellishing Letters and Words 680

Manipulating Lines, Shapes, Art, Text Boxes, and Other Objects 682

Changing an Object’s Size and Shape 685

Changing an Object’s Color, Outline Color, and Transparency 686

Moving and Positioning Objects 691

Book 9: Office 365: One Step Beyond 699

Chapter 1: Customizing an Office Program 701

Customizing the Ribbon 701

Customizing the Quick Access Toolbar 707

Customizing the Status Bar 710

Changing the Screen Background and Office Theme 711

Customizing Keyboard Shortcuts in Word 712

Chapter 2: Ways of Distributing Your Work 715

Printing — the Old Standby 715

Distributing a File in PDF Format 717

Sending Your File in an Email Message 719

Saving an Office File as a Web Page 720

Book 10: File Sharing and Collaborating 723

Chapter 1: Up and Running on OneDrive 725

Signing in to OneDrive 725

Exploring the OneDrive Window 726

Managing Your OneDrive Folders 727

Uploading Files to a Folder on OneDrive 732

Saving a File from Office 365 to OneDrive 732

Opening a File from OneDrive 734

Downloading Files from OneDrive to Your Computer 735

Chapter 2: File Sharing and Collaborating 737

Sharing Files: The Big Picture 737

Sharing Your Files and Folders with Others 739

Seeing Files and Folders Others Shared with You 742

Investigating and Managing How Files and Folders are Shared 743

Chapter 3: Collaborating in SharePoint 745

Introducing Team Sites 745

Working with Document Libraries 747

Delving Deeper into Office 365 755

Chapter 4: Working Together in Teams 757

Introducing Microsoft Teams and Channels 758

Setting Your Status 761

All about Conversations 762

Chatting Privately with a Colleague 764

Filtering and Searching 765

Choosing Notification Settings 767

Sharing and Editing Files with Coworkers 768

Holding Meetings with Coworkers 770

Index 773