Microsoft Office 2003 in 10 Simple Steps or Less

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Introduction Microsoft Office is truly the Swiss army knife of personal computing. Packed with a host of applications, it seems there is little that Office cannot do. Document creation, e-mail and scheduling, spreadsheet and database management, desktop publishing, even Web design and image editing are all within the grasp of this comprehensive application suite

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Nội dung Text: Microsoft Office 2003 in 10 Simple Steps or Less

® Microsoft Office 2003 in 10 Simple Steps or Less Michael Desmond
® Microsoft Office 2003 in 10 Simple Steps or Less
® Microsoft Office 2003 in 10 Simple Steps or Less Michael Desmond
Microsoft® Office 2003 in 10 Simple Steps or Less Published by Wiley Publishing, Inc. 10475 Crosspoint Boulevard Indianapolis, IN 46256 www.wiley.com Copyright © 2004 by Wiley Publishing, Inc., Indianapolis, Indiana Published simultaneously in Canada ISBN: 0-7645-4242-7 Manufactured in the United States of America 10 9 8 7 6 5 4 3 2 1 1O/SZ/RQ/QT/IN No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sec- tions 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Cen- ter, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600. Requests to the Publisher for permission should be addressed to the Legal Department, Wiley Publishing, Inc., 10475 Crosspoint Blvd., Indianapolis, IN 46256, (317) 572-3447, fax (317) 572-4447, E-mail: permcoordinator@wiley.com. Limit of Liability/Disclaimer of Warranty: While the publisher and author have used their best efforts in preparing this book, they make no representations or warranties with respect to the accuracy or completeness of the contents of this book and specifically disclaim any implied warranties of merchantability or fitness for a par- ticular purpose. No warranty may be created or extended by sales representatives or written sales materials. The advice and strategies contained herein may not be suitable for your situation. You should consult with a profes- sional where appropriate. Neither the publisher nor author shall be liable for any loss of profit or any other com- mercial damages, including but not limited to special, incidental, consequential, or other damages. For general information on our other products and services or to obtain technical support, please contact our Customer Care Department within the U.S. at (800) 762-2974, outside the U.S. at (317) 572-3993 or fax (317) 572-4002. Wiley also publishes its books in a variety of electronic formats. Some content that appears in print may not be available in electronic books. Library of Congress Cataloging-in-Publication Data Trademarks: Wiley, the Wiley Publishing logo, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates, in the United States and other countries, and may not be used without written permission. Windows is a registered trademark of Microsoft Corporation in the United States and/or other countries. All other trademarks are the property of their respective owners. Wiley Publishing, Inc., is not associated with any product or vendor mentioned in this book.
Credits Acquisitions Editor Project Coordinator Sharon Cox Nancee Reeves Development Editor Graphics and Production Specialists Eileen Bien Calabro Beth Brooks, Carrie Foster, LeAndra Hosier, Lynsey Osborn, Heather Pope Production Editor Vincent Kunkemueller Quality Control Technicians Laura Albert, John Tyler Conley, John Greenough, Angel Perez, Carl Pierce Technical Editor Vince Averello Proofreading and Indexing Melissa D. Buddendeck, Richard T. Evans Copy Editor Joanne Slike Book Designer Kathie S. Schnorr Editorial Manager Kathryn A. Malm Vice President & Executive Group Publisher Richard Swadley Vice President and Executive Publisher Robert Ipsen Vice President and Publisher Joseph B. Wikert Executive Editorial Director Mary Bednarek
About the Author Michael Desmond is managing partner of Content Foundry, a consultancy that provides editorial content and services to high-tech companies and publishers. A former senior-level editor at PC World magazine, Desmond’s work has been recognized by the awards programs of the American Business Press, the American Society of Business Press Editors, and the Computer Press Association. He has written several other computer books, including Windows 2000 Professional Bible (Wiley, 2000) and Peter Norton Complete Guide to PC Upgrades (Sams Publishing, 1999). Desmond holds a master’s of science degree in journalism from Northwestern University’s Medill School of Journalism, and a bachelor’s degree in Soviet Studies from Middlebury College. He lives in Colchester, Vermont, with his wife and three children.
Contents Introduction xix Part 1: Outlook: Getting Started 1 Task 1: Connecting Outlook to the Internet 2 Task 2: Setting Up a POP3 E-mail Account 4 Task 3: Setting Up an HTTP E-mail Account 6 Task 4: Tailoring the Outlook Interface 8 Task 5: Customizing the Outlook Today Screen 10 Task 6: Finding Information with an Advanced Search 12 Task 7: Digging Deeper with Advanced Search 14 Part 2: Outlook: E-mail Basics 17 Task 8: Creating an E-mail Message 18 Task 9: Sending Attachments 20 Task 10: Receiving Attachments 22 Task 11: Creating a Custom Signature 24 Task 12: Creating Formatted E-mail Messages 26 Task 13: Using Stationery to Adopt a Fresh Look for Your Messages 28 Task 14: Printing E-mail Messages 30 Part 3: Outlook: Organizing E-mail 33 Task 15: Organizing Messages with Multiple Folders 34 Task 16: Using Rules to Manage Your Inbox 36 Task 17: Foiling Spammers 38 Task 18: Taming Your Inbox with AutoArchive 40 Task 19: Using the Organize Inbox Wizard 42 Task 20: Sorting and Grouping Messages 44 Task 21: Creating an Auto-Response 46 Task 22: Managing Multiple Accounts 48 Task 23: Managing Account Groups 50
x Microsoft Office 2003 in 10 Simple Steps or Less Part 4: Outlook: Protecting E-mail 53 Task 24: Protecting Yourself against Viruses 54 Task 25: Acquiring and Setting Up Digital Certificates 56 Task 26: Encrypting Messages in Outlook 58 Part 5: Outlook: Managing Contacts 61 Task 27: Creating a New Contacts Entry 62 Task 28: Creating a New Contacts Entry, Part 2 64 Task 29: Customizing the Contacts Interface 66 Task 30: Creating a Distribution List 68 Task 31: Organizing your Contacts with Categories and Folders 70 Task 32: Printing Custom Contacts Sheets 72 Task 33: Creating Labels with Mail Merge 74 Task 34: Dialing Phone Numbers from Your Contacts List 76 Task 35: Creating a vCard 78 Part 6: Outlook: Using the Calendar 81 Task 36: Setting Up Calendar 82 Task 37: Creating an Appointment 84 Task 38: Working with Advanced Appointments and Meetings Functions 86 Task 39: Sharing an Appointment 88 Task 40: Creating Recurring Appointments 90 Task 41: Printing Your Schedule 92 Part 7: Outlook: Notes and Tasks 95 Task 42: Working with Tasks 96 Task 43: Organizing Tasks 98 Task 44: Sharing Tasks with Others 100 Task 45: Creating Notes 102 Task 46: Organizing and Printing Notes 104 Part 8: Outlook: Advanced Concepts 107 Task 47: Backing Up Your Outlook Data 108 Task 48: Slimming Down Outlook Files 110 Task 49: Moving Outlook’s PST File Location 112 Part 9: Common Elements: Print, Edit, and More 115 Task 50: Getting Help in Office 116 Task 51: Viewing and Adding File Meta Information 118
Contents xi Task 52: Printing Basics 120 Task 53: Performing a Spell Check 122 Task 54: Fix Text on the Fly with AutoCorrect 124 Task 55: Changing Language Settings 126 Task 56: Researching from the Research Task Pane 128 Part 10: Common Elements: Graphics and Media 131 Task 57: Creating Dazzling Titles and Headlines with WordArt 132 Task 58: Spicing Up Documents with Clip Art 134 Task 59: Stocking and Managing Your Own Clip Art Library 136 Task 60: Drawing Your Own Pictures 138 Task 61: More on AutoShapes 140 Task 62: Adding a Diagram to Illustrate Information 142 Part 11: Common Elements: Importing and Connecting 145 Task 63: Importing Images and Photos 146 Task 64: Bringing in Graphics from a Scanner 148 Task 65: Using OCR to Scan Paper Documents into Digital Format 150 Task 66: Managing and Editing Imaging for Annotation 152 Task 67: Using Smart Tags to Get More Work Done 154 Task 68: Inserting Information from Other Applications Using Objects 156 Task 69: Sending Office Files through E-mail 158 Part 12: Common Elements: Security and Input 161 Task 70: Recovering Failed Office Applications 162 Task 71: Saving Your Office Settings with the Save My Settings Wizard 164 Task 72: Setting Up the Speech Module 166 Task 73: Protecting Documents with Microsoft IRM 168 Task 74: Password-Locking Documents 170 Task 75: Recording a Simple Macro 172 Part 13: Word: Building Documents 175 Task 76: Setting Up Your Workspace 176 Task 77: Creating a Simple Document 178 Task 78: Writing a Letter or Other Document from a Template 180 Task 79: Formatting a Simple Document 182 Task 80: Adding Symbols and Special Characters 184
xii Microsoft Office 2003 in 10 Simple Steps or Less Task 81: Using AutoText to Do the Typing for You 186 Task 82: Adding Headers, Footers, and Page Numbers 188 Task 83: Creating Bulleted and Numbered Lists 190 Task 84: Keeping Your Formatting Consistent with Styles 192 Task 85: Formatting Your Text into Newsletter-Style Columns 194 Part 14:Word: Working with Graphics and Media 197 Task 86: Adding Visual Appeal with Themes and Watermarks 198 Task 87: Adding Charts to Visualize Numerical Data 200 Task 88: Using Tables to Display Information 202 Task 89: Wrapping Text around Graphics 204 Task 90: Adding Dynamic Information with Fields 206 Task 91: Inserting Links to Web Pages, E-mail Addresses, or Other Documents 208 Part 15: Word: Crafting and Organizing Documents 211 Task 92: Organizing Long Documents Using Style Headings 212 Task 93: Organizing (and Reorganizing) Long Documents Using Outlines 214 Task 94: Navigating Long Documents with the Document Map 216 Task 95: Building a Table of Contents 218 Task 96: Creating Footnotes 220 Task 97: Creating Cross-References 222 Task 98: Creating an Index 224 Task 99: Creating a Master Document 226 Part 16: Word: Editing and Proofing Documents 229 Task 100: Controlling Formatting with AutoFormat 230 Task 101: Tracking Changes in a Working Document 232 Task 102: Customizing the Revision Environment 234 Task 103: Comparing Documents 236 Task 104: Reviewing Finished Documents 238 Task 105: Making Global Changes 240 Task 106: Tapping Word’s Print Savvy 242 Task 107: Printing Mailing Labels 244 Task 108: Creating a Birthday Card 246 Task 109: Turning Documents into Web Pages 248 Part 17: Excel: Basics 251 Task 110: Performing Simple Input 252 Task 111: Tailoring the Work Environment 254 Task 112: Creating and Formatting a Simple Table 256
Contents xiii Task 113: Formatting Inside Cells 258 Task 114: Formatting a Table 260 Task 115: Adding Formulas and References to a Table 262 Task 116: Working with Numbers 264 Task 117: Working with Dates and Times 266 Task 118: Using Conditional Formatting 268 Part 18: Excel: Working with Worksheets 271 Task 119: Creating a Formatted Form 272 Task 120: Creating Headers and Footers 274 Task 121: Working with Functions 276 Task 122: Summarizing Data with Conditional Formulas 278 Task 123: Managing Multiple Sheets 280 Task 124: Creating a Summary Sheet 282 Task 125: Building a Summary Table 284 Task 126: Troubleshooting Formulas 286 Part 19: Excel: Charts and Graphs 289 Task 127: Graphing Data 290 Task 128: Creating a Two-Axis Graph 292 Task 129: Building a 3-D Chart 294 Task 130: The Power of Pie Charts 296 Task 131: Tweaking Your Chart Appearance 298 Part 20: Excel: Organizing Data 301 Task 132: Building a Foundation Table 302 Task 133: Grouping and Outlining Excel Data 304 Task 134: Finding and Managing Data with AutoFilter 306 Task 135: PivotTable Magic 308 Task 136: Finding Data with the LOOKUP Function 310 Task 137: Doing What-If Analysis with Scenarios 312 Task 138: Using Smart Tags to Perform Actions 314 Task 139: Creating a Web Query 316 Task 140: Linking to Databases 318 Part 21: Excel: Collaborations and Revisions 321 Task 141: Tuning Printouts in Excel 322 Task 142: Making Web Pages from Excel 324 Task 143: Managing Changes and Revisions 326
xiv Microsoft Office 2003 in 10 Simple Steps or Less Task 144: Constraining Excel Input 328 Task 145: Protecting Spreadsheets and Portions of Spreadsheets 330 Part 22: PowerPoint: Building a New Presentation 333 Task 146: Creating a New Presentation 334 Task 147: Customizing the Work Environment 336 Task 148: The Ground Up: Creating a New Presentation 338 Task 149: Creating a Foundation for Your Presentation 340 Task 150: Creating a New Slide with a Specific Layout 342 Task 151: Creating a Graph in a PowerPoint Slide 344 Task 152: Embedding and Linking Data 346 Task 153: Creating and Refining a Table 348 Task 154: Adding Video to a PowerPoint Slide 350 Part 23: PowerPoint: Bringing Slides to Life 353 Task 155: Bringing Slides to Life with Animation 354 Task 156: Setting Up Cool Slide Transitions 356 Task 157: Fun with Action Buttons 358 Task 158: Adding Music to Your Presentations 360 Task 159: Recording Audio for Your Slides 362 Task 160: Orchestrating Multiple Media Elements 364 Task 161: Putting Live Data into Presentations 366 Part 24: PowerPoint: Advanced Presentation Concepts 369 Task 162: Importing a Word Outline into Presentations 370 Task 163: Adding a Logo Using Master Slides 372 Task 164: Creating a Narration Track for Your Presentation 374 Task 165: Creating Timings for Your Slideshow 376 Task 166: Tailoring Presentations for Unattended Playback 378 Part 25: PowerPoint: Presentation Output 381 Task 167: Saving Presentations for the Web 382 Task 168: Preparing Package Presentations for Delivery on CD 384 Task 169: Tweaking Speaker Notes 386 Task 170: Customizing Handout Masters 388 Task 171: Working with Headers and Footers 390 Part 26: Publisher: Basics 393 Task 172: Using the Publisher Wizard 394 Task 173: Entering Text into Your Ready Template 396
Contents xv Task 174: Changing Your Stock Information 398 Task 175: Fine-Tuning the Interface 400 Task 176: Creating a Master Page 402 Task 177: Importing Content for Design in Publisher 404 Part 27: Publisher: Layouts 407 Task 178: Building a Layout from Scratch 408 Task 179: Using Advanced Text Effects 410 Task 180: Adding Design Gallery Objects to a Publication 412 Task 181: Creating a Captioned Photo 414 Task 182: Adding 3-D Effects and Shadows to Objects 416 Task 183: Building a Table 418 Task 184: Managing Text Boxes and Images 420 Task 185: Aligning and Fine-Tuning Object Layouts 422 Part 28: Publisher: Printing and Proofing 425 Task 186: Printing Addresses on Publications Using Mail Merge 426 Task 187: Printing Business Cards 428 Task 188: Checking Your Publication 430 Task 189: Commercial Printing Options 432 Part 29: Publisher: Simple Web Site Creation 435 Task 190: Using the Publisher Wizard to Create a Web Site 436 Task 191: Customizing the Navigation Bar 438 Task 192: Creating an Online Form 440 Task 193: Setting Web Defaults 442 Task 194: Creating a Web-Based Mailing 444 Part 30: FrontPage: Creating a Web Page 447 Task 195: Launching FrontPage and Starting a Simple Web Page 448 Task 196: Testing and Tuning the Interface 450 Task 197: Laying the Foundation: Creating a Table 452 Task 198: Entering and Formatting Text 454 Task 199: Building a Navigation Bar with Links 456 Task 200: Linking within a Page 458 Task 201: Manipulating Table Cells 460 Part 31: FrontPage: Graphics and More 463 Task 202: Working with Layout Tables and Cells 464 Task 203: Working with Layers 466
xvi Microsoft Office 2003 in 10 Simple Steps or Less Task 204: Managing Frames 468 Task 205: Spinning a New Web 470 Task 206: Setting Up a Discussion Board 472 Part 32: FrontPage: Working with Images 475 Task 207: Placing and Editing a Photo 476 Task 208: Manipulating Images 478 Task 209: Creating Links and Hotspots in Images 480 Task 210: Managing Images and Thumbnails 482 Task 211: Creating a Page Background 484 Task 212: Creating a Button 486 Part 33: FrontPage: Themes and Styles 489 Task 213: Using Canned Themes for Quick Designs 490 Task 214: Modifying Themes 492 Task 215: Modifying Styles for Consistent and Compelling Text 494 Task 216: Using Transitions to Spice Up Page Loads 496 Task 217: Creating Interactivity with Dynamic HTML 498 Part 34: FrontPage: Creating a Form 501 Task 218: Creating a Form to Collect Data 502 Task 219: Tuning the Online Form 504 Task 220: Validating and Constraining Data Entry 506 Task 221: Creating a Database Using Wizards 508 Task 222: Working with Web Components 510 Part 35: Access: Working with Tables 513 Task 223: Creating a New Database with the Wizard Interface 514 Task 224: Setting Field Properties in a Table 516 Task 225: Entering Data into the Access Table 518 Task 226: Creating a New Table from Existing Data Sources 520 Task 227: Creating Relationships among Tables 522 Task 228: Creating a Query 524 Task 229: Performing Calculations in Queries 526 Part 36: Access: Form Basics 529 Task 230: Creating a Simple Form with the Wizard 530 Task 231: Tuning a Form by Hand 532
Contents xvii Task 232: Adding Controls to a Form 534 Task 233: Adding an Option Group to a Form 536 Task 234: Performing Calculations and Setting Conditional Formatting 538 Task 235: Adding Graphics and Logos to Your Form 540 Task 236: Creating a Subform 542 Part 37: Access: Building Reports 545 Task 237: Creating a Report 546 Task 238: Tuning a Report Layout Using the Design View 548 Task 239: Tweaking the Report Design 550 Task 240: Creating Charts Using the Chart Wizard 552 Task 241: Creating Labels from an Access Database 554 Part 38: Access: Utility Belt 557 Task 242: Compacting and Repairing Database Files 558 Task 243: Analyzing Performance 560 Task 244: Securing Databases 562 Task 245: Accessing Your Database over the Web 564 Task 246: Moving Access Data to Word or Excel 566 Task 247: Adding Smart Tags to Your Database 568 Part 39: InfoPath: Basics 571 Task 248: Creating Forms with InfoPath 572 Task 249: Continuing the Creation Process with More Controls 574 Task 250: Saving and Publishing InfoPath Forms 576 Task 251: Entering Data in InfoPath Forms 578 Task 252: Adding Visual Flair to Your Forms 580 Part 40: Picture Library: Basics 583 Task 253: Loading and Adding Files in Picture Manager 584 Task 254: Exploring the Picture Manager Interface 586 Task 255: Tweaking Photos in Picture Manager 588 Task 256: Manipulating Photo Positioning and Detail 590 Task 257: Sharing Images 592 Task 258: Exporting and Compressing Images 594 Index 597