Office 2021 for Macs For Dummies

Bob LeVitus has written nearly 100 reference books on Apple technologies. He’s the author or coauthor of macOS For Dummies, iPad For Dummies, and iPhone For Dummies, among others. Dwight Spivey probably wrote the rest of the For Dummies books on Apple products, including iPhone For Seniors For Dummies, iPad For Seniors For Dummies, and Apple Watch For Seniors For Dummies.

Introduction 1

About This Book 1

Foolish Assumptions 2

Icons Used in This Book 2

Beyond the Book 3

Where to Go from Here 3

Part 1: Introduction to Microsoft Office for Mac 5

Chapter 1: Overview from 10000 Feet 7

The Many Faces of Office for Mac 7

Installing Office 9

Getting a Microsoft account 9

Downloading and installing Office 9

Keeping Your Apps Up-to-Date 11

Chapter 2: A Sweet Suite: Introducing the Office Apps 13

What’s New and Good 15

The suite life 15

Word 18

PowerPoint 18

Excel 19

Outlook 19

What’s New but Bad 20

Together They’re Better 21

Chapter 3: Common Features in All Office Apps 23

Using Menus in Office Apps 23

Toolbars Ribbons and Panes: Think “Visual” Menus 25

The Quick Access toolbar 26

Reveling in the ribbon 26

Panes are anything but a pain 28

Customizing the Quick Access Toolbar Ribbon Tabs and Keyboard Shortcuts 29

Customize the Quick Access toolbar 29

Customize ribbon tabs and menus 30

Creating ribbon tabs and tab groups 32

Customizing keyboard shortcuts 32

Creating and Saving Documents 34

Using the gallery to open templates or recent documents 34

Saving a document 36

Saving and Using Documents in the Cloud 39

Saving a file on a OneDrive or SharePoint location 40

Sharing a file you’ve saved using OneDrive or SharePoint 41

Opening a file you’ve saved on your OneDrive or SharePoint location 41

Understanding App Preferences 42

App preferences: Why? 42

App preferences: How? 42

Help: It’s more than just a Beatles movie 44

Official Microsoft websites 46

Part 2: Mastering Microsoft Word 47

Chapter 4: Getting to Know Microsoft Word 49

Using a Variety of Versatile Views 50

Print layout view 51

Web layout view 51

Outline view 53

Draft view 54

Focus view 54

Full screen view 56

Immersive reader view 57

Zoom, zoom, zoom 58

Getting around in Your Document 59

A scroll new world: Navigating by using the mouse or trackpad 59

Navigating by using keyboard navigation 61

Chapter 5: Creating Documents 65

Adding Text and Graphics to Your Document 65

Entering text in your document 66

Inserting an image in your document 66

Selecting Text for Editing and Formatting 71

Formatting Text Paragraphs and Images 74

Changing the look of the font 74

Changing the look of paragraphs 76

Changing the look of images 79

Copying Words and Images from Other Sources 83

Dragging and dropping 83

Copying and pasting 84

Working with Other Document Elements 85

Adding elements by using the ribbon 86

Modifying elements by using the ribbon 87

Removing elements 87

Chapter 6: Refining and Editing Documents with Word 89

Moving Text and Images in Your Documents 90

Moving items easily within a document 90

Using special Word features that make moving stuff easier 91

Check It Out: Checking Your Spelling Grammar and Hyphenation 93

Double-checking your spelling and grammar 94

Utilizing Word’s built-in editor 95

Correcting your errors automatically with AutoCorrect 98

Hypnotic hyphenation 101

Discovering the Reference Tools 102

The thoroughly terrific thesaurus 102

The online reference tools 104

Saving Time with the Find and Replace Feature 108

Finding and replacing text 108

Using Find and Replace to make formatting changes 109

Using advanced search options to do more 110

Chapter 7: Using Templates and Other Design Elements 113

Canned Design: Working with Word Templates 114

Getting started with the Document Gallery 114

Sample project: Starting a custom newsletter from a template 114

Creating a customized version of a Word template 116

Saving your customized template 116

Adding Basic Design Elements to Your Document 118

Imagine that: Adding and resizing an image 119

Moving images around documents 119

Creating headers and footers 121

Adding lines to your header or footer 124

Arranging text with some help from tabs 125

Setting Tabs Margins and Other Types of Indents 126

Setting tabs 126

Making your margins 129

Working with indents 130

Columns and Lists and Text Boxes (Oh My) 132

Column creation 132

Lists made easy (and pretty) 134

Text anywhere with text boxes 135

Working with Tables 136

Creating a table 136

Formatting a table 139

Chapter 8: This and That: Advanced and Collaboration Features 143

Going in Style: Defining Styles for Easy Formatting 144

The easy way: Defining a style by example 144

The harder way: Defining a style by dialog 147

Customizing Interface Elements 147

Customizing ribbon tabs and menus 148

Create ribbon tabs and tab groups 149

Customizing the Quick Access toolbar 150

Customizing keyboard shortcuts 152

Creating a Table of Contents Automatically 154

Using Collaboration Features 157

Turning on the Track Changes feature 158

Accepting or rejecting changes 160

Addressing Envelopes and Creating Labels 162

Creating and printing an envelope 162

Creating labels 164

Creating Web Pages 167

Part 3: Powerful Presentations With Microsoft Powerpoint 169

Chapter 9: Getting to Know Microsoft PowerPoint 171

Viewing Slides with Various Views 172

Normal view 173

Slide sorter view 174

Slide show view 174

Notes page view 176

Presenter view 176

Reading view 177

Planning Your Presentation: A Few Tips for Making Your Slide Shows Better 178

Use the 10/20/30 rule 178

Start with an outline 179

Chapter 10: Creating Slide Shows 181

Getting Started 182

Giving Your Presentation a Visual Theme 182

Using a theme as is 182

Customizing a theme’s colors or fonts 184

Using Laborsaving Slide Layouts 186

Mastering slide masters 186

Working with title and text objects 191

Working with PowerPoint Objects 193

Formatting tables 194

Creating a chart 196

Get smart: Use SmartArt 199

More media: Adding images movies or sounds 201

Using Quick Styles and Effects 203

Aligning arranging and distributing objects 206

Chapter 11: Making Your Slide Shows Sing 213

Using Transitions to Create a Polished-Looking Presentation 214

Applying transitions 214

Transition options 216

Using Custom Animation 217

Animating text or graphics 217

Animating a chart or SmartArt graphic 223

Creating Interactivity with Action Buttons 224

Share and Share Alike 226

Printing hard copy 226

Exporting (saving) your presentations as files 229

Chapter 12: Presentation Prowess 237

Working with the Basic PowerPoint Tools 238

Ribbon and Quick Access toolbar customization 238

Proofing and reference tools 241

Commenting on slides 242

Templates and other miscellaneous tools 244

Using Hyperlinks 244

Recording Narration 246

Making the Most of Your PowerPoint Presentation 247

Rehearsing and setting slide timings 247

Using the presenter tools 249

Working with a single display 250

Part 4: Crunching Data with Microsoft’s Most Excellent Excel 253

Chapter 13: Getting to Know Microsoft Excel 255

Interfacing with Excel’s User Interface 256

Understanding the Concept of Rows Columns and Cells 257

Using the Views 258

Navigating within Your Worksheets 258

Chapter 14: Crunching Numbers (and Data) with Excel 261

Working with Templates 262

Choosing a local template 262

Working with online templates 263

Entering Formatting and Editing Data in Cells 264

Copying and Pasting Data (and Formatting) between Cells 266

AutoFilling Cells 268

Understanding Formulas and Functions 269

Creating a formula 269

Keeping track of Excel formulas with Formula Builder 270

Using the Error Checking Feature 273

Sorting and Filtering Data 275

Sorting data 275

Using filters to narrow your data searches 276

Finding and Replacing Data 277

Chapter 15: Enhancing and Printing Your Excel Spreadsheets 281

Creating and Formatting Charts 282

Including Pictures and Shapes 285

Adding Formatting and Special Effects 288

Creating and Sorting Custom Lists 291

Creating a custom list 292

Sorting a list 292

Adding Headers and Footers 293

Creating a header or footer 293

Editing a header or footer 294

Printing Your Spreadsheets 295

Preparing for printing with Page Setup 296

Ready set print 298

Chapter 16: Advanced Spreadsheeting 299

Customizing Excel 300

Preferences 300

Conditional Formatting 304

Naming a Cell Range 307

Working with Multiple Worksheets 307

Hyperlinking 308

Collaboration and Revision Tracking (aka Change Tracking) 310

Saving a workbook online 310

Tracking your changes 312

Accepting and rejecting your changes 313

Part 5: Microsoft Outlook: Miraculous Manager of Most Things 315

Chapter 17: Getting to Know Outlook 317

Taking a Quick Tour of Outlook 318

The Mail module 318

The Calendar module 319

The People module 320

The Notes and Tasks modules 320

Chapter 18: Emailing with Outlook 323

Setting Up Outlook for Email 323

Setting up your email automatically 324

Setting up your email account manually 327

Sending Receiving and Managing Your Email 330

Creating and sending messages 330

Receiving messages 336

Managing your email 340

Chapter 19: Managing Your Affairs with Outlook 345

Scheduling Events with Calendar 346

Managing Your Crew with the People Module 353

Adding and removing contacts 353

Working with contacts 356

Delving into the Home tab 360

Tracking Progress with the Tasks Module 363

Understanding Notes 365

Chapter 20: Getting Advanced with Outlook 367

Customizing: It’s Not Just for Hot Rods Anymore 367

Reducin’ the ribbon 368

Concentrating on columns 368

Hiding showing and rearranging interface elements 369

The fast way to start an advanced search 370

What’s Your Preference? 371

Your personal preferences 371

Roll over Beethoven and catch the email preferences 373

Everything but the Kitchen Sync 375

“New” Outlook? Yes Please! 376

Part 6: the Part of Tens 379

Chapter 21: Ten Unsung Office Features and Microsoft Apps for Mac 381

The Developer Ribbon Tab 381

A Multitude of Fonts 382

Icons Gallery 383

Import Outlook Archives 384

Microsoft Teams 384

Outlook Profile Manager 386

Microsoft Remote Desktop 386

Microsoft Edge 387

Microsoft To Do 388

Microsoft OneNote 388

Chapter 22: Ten Timesaving Shortcuts and Tips for Enhanced Productivity 389

Memorize Keyboard Shortcuts 389

Get to Know Your Preferences 390

Save a Document as a PDF File 391

Save Time by Using the Share ➪ Email (as Attachment) Menu Item 392

Focus on the Task at Hand 393

Use the Open Recent Feature to Open Items from the Dock 393

Get Help 393

Use Format Painter 394

Speak Your Mind with Dictation 394

Don’t Forget Your Free OneDrive 395

Chapter 23: Ten Ways to Customize Office 397

Modify the Quick Access Toolbar 397

Modify Existing Ribbon Tabs and Tab Groups 398

Create a New Ribbon Tab or Tab Group for Frequently Used Commands 399

Focus with Full Screen 400

Deal with Frequently Used Documents 401

Remove Unused Keyboard Shortcuts 401

Change an Existing Keyboard Shortcut 402

Create a New Keyboard Shortcut 402

Create Your Own Templates 403

Experiment with Dark Mode 403

Index 405