Hart-Davis Microsoft Office 2010 Companion eBook Available 7.5 x 9.25 spine = 1.40625" 752 page count THE EXPERT’S VOICE ® IN OFFICE Beginning Microsoft Office 2010 Guy Hart-Davis Master the most useful features of Word, Excel, PowerPoint, Outlook, and OneNote Beginning this print for content only—size & color not accurate CYAN MAGENTA YELLOW BLACK PANTONE 123 C BOOKS FOR PROFESSIONALS BY PROFESSIONALS ® Beginning Microsoft Office 2010 Dear Reader, Are you looking for the best book to help you get up to speed easily with Microsoft Office 2010? If so, congratulations—you’ve found it. Microsoft Office 2010 is a great improvement on earlier versions of Office, but it’s a huge suite of software to master. This book shows you how to start working with the five most widely used programs in Office. You learn how to: • Create word-processing documents and lay out pages in Word • Crunch data with spreadsheets and charts in Excel • Build convincing presentations in PowerPoint • Manage your e-mail and your schedule with Outlook • Use OneNote to record everything from text to audio and video In this book, you’ll find clear, straightforward instructions with real-world examples, together with practical tips for getting your work done more quickly and with less effort. You’ll also find warnings about problems so that you can avoid them or work around them. Thank you for choosing this book. I'm confident you'll find it useful. Best regards, Guy Hart-Davis Guy Hart-Davis, Author of How to Do Everything with Microsoft Office Word 2007 How to Do Everything with Microsoft Office Excel 2007 US $39.99 Shelve in: Applications / MS Office User level: Beginning / Intermediate www.apress.com SOURCE CODE ONLINE Companion eBook See last page for details on $10 eBook version ISBN 978-1-4302-2949-0 9 781430 229490 5 39 9 9 RELATED TITLES www.it-ebooks.info www.it-ebooks.info Beginning Microsoft Office 2010 ■ ■ ■ Guy Hart-Davis www.it-ebooks.info Beginning Microsoft Office 2010 Copyright © 2010 by Guy Hart-Davis All rights reserved. No part of this work may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or by any information storage or retrieval system, without the prior written permission of the copyright owner and the publisher. ISBN-13 (pbk): 978-1-4302-2949-0 ISBN-13 (electronic): 978-1-4302-2950-6 Printed and bound in the United States of America 9 8 7 6 5 4 3 2 1 Trademarked names, logos, and images may appear in this book. Rather than use a trademark symbol with every occurrence of a trademarked name, logo, or image we use the names, logos, and images only in an editorial fashion and to the benefit of the trademark owner, with no intention of infringement of the trademark. The use in this publication of trade names, trademarks, service marks, and similar terms, even if they are not identified as such, is not to be taken as an expression of opinion as to whether or not they are subject to proprietary rights. President and Publisher: Paul Manning Lead Editor: Steve Anglin Development Editor: Douglas Pundick Technical Reviewers: Greg Kettell and Edward Mendelson Editorial Board: Clay Andres, Steve Anglin, Mark Beckner, Ewan Buckingham, Gary Cornell, Jonathan Gennick, Jonathan Hassell, Michelle Lowman, Matthew Moodie, Duncan Parkes, Jeffrey Pepper, Frank Pohlmann, Douglas Pundick, Ben Renow-Clarke, Dominic Shakeshaft, Matt Wade, Tom Welsh Coordinating Editor: Laurin Becker Copy Editors: Andy Rosenthal and Katie Stence Compositor: Mary Sudul Indexer: BIM Indexing & Proofreading Services Artist: April Milne Cover Designer: Anna Ishchenko Distributed to the book trade worldwide by Springer Science+Business Media, LLC., 233 Spring Street, 6th Floor, New York, NY 10013. Phone 1-800-SPRINGER, fax (201) 348-4505, e-mail orders-ny@springer-sbm.com, or visit www.springeronline.com. For information on translations, please e-mail rights@apress.com, or visit www.apress.com. Apress and friends of ED books may be purchased in bulk for academic, corporate, or promotional use. eBook versions and licenses are also available for most titles. For more information, reference our Special Bulk Sales–eBook Licensing web page at www.apress.com/info/bulksales. The information in this book is distributed on an “as is” basis, without warranty. Although every precaution has been taken in the preparation of this work, neither the author(s) nor Apress shall have any liability to any person or entity with respect to any loss or damage caused or alleged to be caused directly or indirectly by the information contained in this work. www.it-ebooks.info This book is dedicated to the memory of Mark Linkous. www.it-ebooks.info iv Contents at a Glance Contents vi About the Author xxv About the Technical Reviewers xxvi Acknowledgments xxvii Introduction xxviii ■ Chapter 1: Getting Started with Office 2010 1 ■ Chapter 2: Head in the Cloud: Experiencing Software as a Service 23 ■ Chapter 3: Learning Common Tools Across the Office Suite 33 ■ Chapter 4: Working with Text and Graphics 71 ■ Chapter 5: Customizing Office to Suit You 117 ■ Chapter 6: Entering Text and Using Views 135 ■ Chapter 7: Adding Style: Formatting Your Documents 159 ■ Chapter 8: Creating Complex Documents and Layouts 199 ■ Chapter 9: Revising and Reviewing Documents 233 ■ Chapter 10: Printing, Finalizing, and Sharing Documents 263 ■ Chapter 11: Creating Workbooks and Entering Data 283 ■ Chapter 12: Formatting Your Worksheets 311 ■ Chapter 13: Crunching Numbers with Formulas and Functions 345 ■ Chapter 14: Creating Powerful and Persuasive Charts 369 ■ Chapter 15: Creating and Using Excel Database Tables 393 www.it-ebooks.info v ■ Chapter 16: Starting to Build a Presentation 413 ■ Chapter 17: Creating Clear and Compelling Slides 439 ■ Chapter 18: Adding Life and Interest to a Presentation 465 ■ Chapter 19: Delivering a Presentation Live or Online 491 ■ Chapter 20: Making the Most of E-mail 511 ■ Chapter 21: Keeping Your Contacts in Order 555 ■ Chapter 22: Managing Your Calendar 579 ■ Chapter 23: Working with Tasks and Notes 597 ■ Chapter 24: Taking Notes 615 ■ Chapter 25: Organizing, Synchronizing, and Sharing Your Notes 639 ■ Chapter 26: Making OneNote Work Your Way 657 Index 681 www.it-ebooks.info ■ CONTENTS vi Contents Contents at a Glance iv About the Author xxv About the Technical Reviewers xxvi Acknowledgments xxvii Introduction xxviii ■ Chapter 1: Getting Started with Office 2010 1 Meeting the Office Programs and Learning What You Can Do With Them 1 Microsoft Word 1 Microsoft Excel 2 Microsoft PowerPoint 3 Microsoft Outlook 4 Microsoft OneNote 5 Understanding the Common Features of the Programs 6 The Title Bar and Minimize, Maximize, and Close Buttons 7 The Control Menu and the Quick Access Toolbar 8 The Ribbon 9 Backstage 9 The Status Bar 10 Opening Programs 11 Opening a Program the Standard Way 11 Making a Program Easy to Run 12 Making a Program Launch Automatically 12 Creating a Document 13 www.it-ebooks.info ■ CONTENTS vii Saving a Document 15 Closing a Document 17 Opening a Document 18 Closing a Program 21 Summary 21 ■ Chapter 2: Head in the Cloud: Experiencing Software as a Service 23 Coming to Grips with Software as a Service 23 Understanding What Software as a Service Is 23 Understanding the Office Web Apps, Windows Live, and SkyDrive 23 Deciding Whether Software as a Service Meets Your Needs 25 Getting Started with the Office Web Apps 25 Signing Up for the Office Web Apps 25 Opening an Office Web App 26 Saving Changes to a Document in the Office Web Apps 28 Transferring Documents Between SkyDrive and Your PC 29 Saving Documents to SkyDrive from the Desktop Office Programs 29 Copying Documents from Your PC to SkyDrive 30 Downloading Documents from SkyDrive to Your PC 32 Summary 32 ■ Chapter 3: Learning Common Tools Across the Office Suite 33 Using the Ribbon 33 Giving Commands from the Ribbon 35 Minimizing the Ribbon 35 Controlling the Ribbon with the Keyboard 36 Using Backstage 37 Sharing a Document with Other People 39 Sending a Document via E-mail 39 Saving a Document to SkyDrive 41 Saving a Document to a SharePoint Server 42 www.it-ebooks.info ■ CONTENTS viii Saving Time and Effort with AutoCorrect 43 Choosing Options on the AutoCorrect Tab of the AutoCorrect Dialog Box 45 Choosing AutoFormat As You Type Options 45 Choosing Math AutoCorrect Options 48 Creating AutoCorrect Entries 49 Creating AutoCorrect Exceptions 50 Working with Actions 51 Checking Spelling and Grammar 53 Checking Spelling 54 Checking Grammar in Word and Outlook 57 Taking Control over Spelling Checks with Custom Dictionaries 64 Printing Documents 67 Summary 69 ■ Chapter 4: Working with Text and Graphics 71 Entering Text in Your Documents 71 Entering Text in Documents Using Copy and Paste 71 Entering Text by Scanning a Document and Using Optical Character Recognition 71 Entering Text by Using Speech Recognition 72 Inserting Symbols in a Document 72 Navigating with the Keyboard and Selecting Objects 75 Applying Direct Formatting to Text and Objects 76 Using Cut, Copy, and Paste 79 Using Standard Cut, Copy, and Paste in the Office Programs 79 Using the Office Programs’ Clipboard 79 Using Paste Options 81 Setting Paste Options in Word 83 Using Find and Replace 84 Locating Text with Find 84 Replacing Text with Replace 86 www.it-ebooks.info [...]... Alt key, press the T key, and then release the Ctrl key and the Alt key Visit the Beginning Microsoft Office 2010 Wiki! Stout though this book may feel in your hand, it covers only a fraction of what you can do with the Office programs For further information on Office 2010, please visit the Beginning Microsoft Office 2010 Wiki site at www.ghdbooks.com Here you’ll find tips, resources, and a form for... the programs in turn Microsoft Word Microsoft Word (see Figure 1-1) is a word processing program that you can use to create everything from a single-page letter to a thousand-page book complete with a table of contents, an index, and crossreferences between different parts of the book 1 www.it-ebooks.info CHAPTER 1 ■ GETTING STARTED WITH OFFICE 2010 Figure 1-1 Microsoft Word is the Office program for... its document-management features It also explains Office s common ways of sharing a document with others, how to make the most of the AutoCorrect and AutoFormat features, and how to use the Spelling checker and Grammar checker You’ll also learn how to print documents • xxviii Chapter 1, “Getting Started with Office 2010, ” introduces you to the five main Office programs—Word, Excel, PowerPoint, Outlook,... xxvii www.it-ebooks.info ■ INTRODUCTION Introduction Do you need to get your work done with the Office programs—smoothly, easily, and quickly? If so, you’ve picked up the right book Who Is This Book For? This book is designed to help beginning and intermediate users get up to speed quickly with the Office 2010 programs and immediately become productive with them If you need to learn to use Word, Excel,... Here you’ll find tips, resources, and a form for asking questions you’d like to see covered on the site xxxii www.it-ebooks.info CHAPTER 1 ■■■ Getting Started with Office 2010 You’re probably in a hurry to start being productive using Office 2010, so this chapter gets you moving quickly First, you’ll meet each of the programs, find out what you can do with them, and come to grips with key features like... or make them launch themselves Finally, you’ll look at how to create, save, and close documents, and then reopen them when you need to work on them again Meeting the Office Programs and Learning What You Can Do With Them Microsoft Office 2010 Home and Business Edition includes five main programs, which this section briefly introduces For ease of use and to save time, the programs share many features,... to know about the Office Web Apps—the online versions of Word, Excel, PowerPoint, and OneNote—and explains how software as a service works You’ll find out how to get a Windows Live ID, how to start using the Office Web Apps, and how to transfer documents to and from the SkyDrive storage system • Chapter 3, “Learning Common Tools Across the Office Suite,” shows you how to control the Office programs using... can either start from the beginning of the book and work through it, or use the Table of Contents or the Index to find the topic you need immediately, and then jump right in there What Does This Book Cover? This book contains six parts that cover the shared Office features and the five leading programs Part I of the book brings you up to speed with the common features that the Office programs share: •... www.it-ebooks.info CHAPTER 1 ■ GETTING STARTED WITH OFFICE 2010 Figure 1-1 Microsoft Word is the Office program for creating text-based documents Part 2 of this book explains how to make the most of Microsoft Word Microsoft Excel Microsoft Excel (see Figure 1-2) is a spreadsheet program that you can use to record, calculate, and analyze data Excel includes features for creating many different types of chart, including... and Replace features • Chapter 5, “Customizing Office to Suit You,” walks you through customizing the Quick Access Toolbar, the Ribbon, and the status bar to make them show the commands and information you need You’ll also learn how to set essential options in the programs, such as the General options and the Save options Part II of the book covers using Microsoft Word, the powerful word processing program: . TITLES www.it-ebooks.info www.it-ebooks.info Beginning Microsoft Office 2010 ■ ■ ■ Guy Hart-Davis www.it-ebooks.info Beginning Microsoft Office 2010 Copyright © 2010 by Guy Hart-Davis. Hart-Davis Microsoft Office 2010 Companion eBook Available 7.5 x 9.25 spine = 1.40625" 752 page count THE EXPERT’S VOICE ® IN OFFICE Beginning Microsoft Office 2010 Guy Hart-Davis. Started with Office 2010 1 Meeting the Office Programs and Learning What You Can Do With Them 1 Microsoft Word 1 Microsoft Excel 2 Microsoft PowerPoint 3 Microsoft Outlook 4 Microsoft OneNote