Office 2007 Solutions P1

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This book covers all aspects of Microsoft Office 2007. While there are multiple versions, this book serves as a desktop reference for Microsoft Office Professional, which includes Excel, Outlook, PowerPoint, Word, Access, Publisher, and Outlook.

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PC Magazine® Office 2007 Solutions
PC Magazine® Office 2007 Solutions Joli Ballew S. E. Slack Jerri Ledford Wiley Publishing, Inc.
PC Magazine® Office 2007 Solutions Published by Wiley Publishing, Inc. 10475 Crosspoint Boulevard Indianapolis, IN 46256 www.wiley.com Copyright © 2007 by Wiley Publishing, Inc., Indianapolis, Indiana Published simultaneously in Canada ISBN-13: 978-0-470-04683-8 ISBN-10: 0-470-04683-X Manufactured in the United States of America 10 9 8 7 6 5 4 3 2 1 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 Sections 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 Center, 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) 572-4355, or online at http://www.wiley.com/go/permissions. Limit of Liability/Disclaimer of Warranty: The publisher and the author make no representations or warranties with respect to the accuracy or completeness of the contents of this work and specifically disclaim all warranties, including without limitation warranties of fitness for a particular purpose. No warranty may be created or extended by sales or promotional materials. The advice and strategies contained herein may not be suitable for every situation. This work is sold with the understanding that the publisher is not engaged in rendering legal, accounting, or other professional services. If professional assistance is required, the services of a competent professional person should be sought. Neither the publisher nor the author shall be liable for damages arising herefrom. The fact that an organization or Website is referred to in this work as a citation and/or a potential source of further information does not mean that the author or the publisher endorses the information the organization or Website may provide or recommendations it may make. Further, readers should be aware that Internet Websites listed in this work may have changed or disappeared between when this work was written and when it is read. 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. Library of Congress Cataloging-in-Publication Data is available from the publisher. Trademarks: Wiley, the Wiley 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. PC Magazine and the PC Magazine logo are registered trademarks of Ziff Davis Publishing Holdings, Inc. Used under license. All rights reserved. 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. Wiley also publishes its books in a variety of electronic formats. Some content that appears in print may not be available in electronic books.
For my family and friends for their ongoing support and enthusiasm — Joli For Alia, because you brought magic into my life — Sally For Mom and Dad, because you said I could do anything — Jerri
About the Authors Joli Ballew is a technology trainer and writer in the Dallas area. She holds several certifications including MCSE, A+ and MCDST, and holds a B.A. in mathematics. In addition to writing, she teaches computer classes at the local junior college, and works as a network administrator and Web designer for North Texas Graphics. Joli has almost 20 books available, including Degunking Windows (voted best computer book of the year by the Independent Publishers Book Awards in 2004), Degunking Your PC, Degunking Your Mac, and Degunking Your Mac Tiger Edition (Paraglyph Press), Hardcore Windows XP (McGraw-Hill), and Windows XP: Do Amazing Things (Microsoft Press). Joli also writes for Microsoft’s Windows XP Expert Zone, is a Microsoft blogger, and has written a textbook for Microsoft’s MCDST certification. In her free time, Joli enjoys golfing, yard work, and teaching her cat, Nikko, new tricks. S. E. Slack is a writer and author with more than 16 years of experience in business writing. She specializes in technology, with an emphasis on degunking technology so the masses can both under- stand and use it. Slack has written numerous articles for small- and medium-sized businesses, appearing internationally in business magazines and online business sites. She has also been an exec- utive and business transformation communications consultant to IBM, Lenovo International, and State Farm Insurance. She is currently writing Do-It-Yourself Digital Home Office Projects (McGraw- Hill) and Breakthrough Microsoft Windows Vista: Your Jump-In Guide to Microsoft’s Newest Operating System (Microsoft Press). She has also written four other books. She has no free time; she has a 17- month-old daughter! Jerri Ledford is a technology junkie who has always loved to share her passion for software and gadgets with anyone who’ll listen. In 15 years as a writer and technology trainer, Jerri has written more than 800 business technology articles, and nine books, including The Gadget Geek’s Guide to Your Sony PlayStation Portable (Course Technology), Google Analytics (Wiley), and Google Powered: Productivity with Online Tools (Wiley). Jerri also writes and teaches consumer technology courses for online audiences. When she’s not working, Jerri spends time in her garden, reading, and, of course, playing with her gadgets.
Credits EXECUTIVE EDITOR VICE PRESIDENT AND EXECUTIVE GROUP Chris Webb PUBLISHER Richard Swadley DEVELOPMENT EDITOR Sydney Jones VICE PRESIDENT AND EXECUTIVE PUBLISHER Joseph B. Wikert TECHNICAL EDITOR Kevin Farnham COMPOSITOR Maureen Forys, Happenstance Type-O-Rama COPY EDITOR Maarten Reilingh PROOFREADER Jen Larsen, Word One EDITORIAL MANAGER Mary Beth Wakefield INDEXER Melanie Belkin PRODUCTION MANAGER Tim Tate ANNIVERSARY LOGO DESIGN Richard Pacifico
Contents at a Glance Acknowledgments. . . . . . . . . . . . . . . . . . . . . . . . . . xxiii Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv Part I Getting Started Chapter 1 Installing Microsoft Office 2007 . . . . . . . . . . . . . . . . . 3 Chapter 2 Protecting Against Viruses and Other Threats . . . . . . 13 Chapter 3 Organizing Data Right from the Start. . . . . . . . . . . . . 25 Part II Avoiding Disasters Chapter 4 Backing Up Your Data . . . . . . . . . . . . . . . . . . . . . . . . 41 Chapter 5 Staying Up to Date . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Chapter 6 Recovering from Problems . . . . . . . . . . . . . . . . . . . . . 59 Part III Exploring the New Interface Chapter 7 Personalizing the Interface. . . . . . . . . . . . . . . . . . . . . 77 Chapter 8 Getting Familiar with the Ribbon . . . . . . . . . . . . . . . 87 Chapter 9 Obtaining Immediate Results with Styles and Galleries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101 Part IV Working Together Chapter 10 Saving and Sharing Data . . . . . . . . . . . . . . . . . . . . . 113 Chapter 11 Setting Up User Access . . . . . . . . . . . . . . . . . . . . . . 129 Chapter 12 Collaborating Options . . . . . . . . . . . . . . . . . . . . . . . 141 Part V Working with Word Chapter 13 Performing Common Tasks in Word . . . . . . . . . . . . 153 Chapter 14 Exploring Additional New Features in Word. . . . . . 177 Part VI Presenting with PowerPoint Chapter 15 Performing Common Tasks in PowerPoint . . . . . . . 191 Chapter 16 Exploring Additional New Features in PowerPoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
Part VII Managing Data with Excel Chapter 17 Performing Common Tasks in Excel . . . . . . . . . . . . 219 Chapter 18 Exploring Additional New Features in Excel . . . . . . 245 Part VIII Keeping in Touch with Outlook Chapter 19 Performing Common Tasks in Outlook . . . . . . . . . . 259 Chapter 20 Exploring Additional New Features of Outlook. . . . 279 Part IX Managing Data with Access Chapter 21 Performing Common Tasks in Access . . . . . . . . . . . 295 Chapter 22 Exploring Additional New Features in Access . . . . . 327 Part X Publishing with Publisher Chapter 23 Performing Common Tasks in Publisher . . . . . . . . . 343 Chapter 24 Exploring Additional New Features of Publisher. . . 363 Part XI Doing Even More with Office Chapter 25 Web Design with Office . . . . . . . . . . . . . . . . . . . . . . 375 Chapter 26 Using Office 2007 with Vista . . . . . . . . . . . . . . . . . . 389 Chapter 27 Exploring Office Enterprise . . . . . . . . . . . . . . . . . . . 401 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 407
Contents Acknowledgments. . . . . . . . . . . . . . . . . . . . . . . . . . xxiii Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv Part I Getting Started Chapter 1 Installing Microsoft Office 2007 . . . . . . . . . . . . . . . . . 3 Installing Microsoft Office 2007 . . . . . . . . . . . . . . . . . . . . . . . . . 3 Before Installation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Installation Step-by-Step . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Understanding Product Keys, Activation, Registration, and Privacy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Activation and Product Keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 All About Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 What Office 2007 Brings to the Table . . . . . . . . . . . . . . . . . . . . . 9 New Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 New Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Chapter 2 Protecting Against Viruses and Other Threats . . . . . . 13 Viruses and Antivirus Programs . . . . . . . . . . . . . . . . . . . . . . . . 13 Virus Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 How a Virus Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Custom-Configure Antivirus Programs . . . . . . . . . . . . . . . . . . . . . . . . 14 Understanding and Avoiding Office Viruses . . . . . . . . . . . . . . . 17 Beware of Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Avoid Macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Patch Security Holes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Chapter 3 Organizing Data Right from the Start. . . . . . . . . . . . . 25 Configuring Default Saving Options . . . . . . . . . . . . . . . . . . . . . 25 Basic Default Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Changing Where Files Are Stored by Default . . . . . . . . . . . . . . . . . . . 27 Creating New Organizational Folders . . . . . . . . . . . . . . . . . . . . 31 Getting Organized . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Creating Your New Folder Structure. . . . . . . . . . . . . . . . . . . . . . . . . . 33 Staying Organized over the Long Run. . . . . . . . . . . . . . . . . . . . 36 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
xiv Contents Part II Avoiding Disasters Chapter 4 Backing Up Your Data . . . . . . . . . . . . . . . . . . . . . . . . 41 Understanding Backup Media. . . . . . . . . . . . . . . . . . . . . . . . . . 41 CDs and DVDs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 External Hard Drives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Flash Drives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Network Drives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Internet Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Copying Files Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Drag Files to Any Drive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Burning CDs and DVDs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Backing Up E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Back Up Outlook 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Restore Outlook 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Using Search Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Chapter 5 Staying Up to Date . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Setting Up Automatic Updates . . . . . . . . . . . . . . . . . . . . . . . . . 51 Getting Updates Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Understanding Update Types . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Critical Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Security Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Service Packs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Software Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Upgrades . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Feature Packs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Chapter 6 Recovering from Problems . . . . . . . . . . . . . . . . . . . . . 59 Using System Restore . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Enabling System Restore. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Creating a Restore Point . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 Restoring to an Earlier Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Locating Lost Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Using the Office Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Using the Operating System’s Search Tool. . . . . . . . . . . . . . . . . . . . . . 66 Working with Recovered Files . . . . . . . . . . . . . . . . . . . . . . . . . 71 Making Sure AutoRecover Is Turned On. . . . . . . . . . . . . . . . . . . . . . . 72 Locating Recovered Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 Surfing the Web for Answers . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Using the Microsoft Office Assistance Home Page. . . . . . . . . . . . . . . . 73 Accessing Newsgroups and Online Communities . . . . . . . . . . . . . . . . 74 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Contents xv Part III Exploring the New Interface Chapter 7 Personalizing the Interface. . . . . . . . . . . . . . . . . . . . . 77 Personalizing Office with Your Language, Name, and Initials . . 77 Changing the Skin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 To View or Not to View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Saving in Compatible Formats . . . . . . . . . . . . . . . . . . . . . . . . . 81 Personalizing AutoCorrect . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82 Using AutoCorrect to Save Key Strokes . . . . . . . . . . . . . . . . . . . . . . . 82 Knowing What Symbols are Available . . . . . . . . . . . . . . . . . . . . . . . . 83 Using AutoCorrect to Add Mathematical Symbols . . . . . . . . . . . . . . . 83 Customizing the Quick Access Toolbar. . . . . . . . . . . . . . . . . . . 84 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86 Chapter 8 Getting Familiar with the Ribbon . . . . . . . . . . . . . . . 87 Introducing a Results-Oriented Interface . . . . . . . . . . . . . . . . . 87 Exploring the Home Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 Exploring the Other Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 Using the Command Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90 Word: Changing Font Types, Font Size, and Styles . . . . . . . . . . . . . . . 90 PowerPoint: Inserting Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92 Excel: Working With Formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 Using Contextual Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Introducing Contextual Tabs in PowerPoint . . . . . . . . . . . . . . . . . . . . 95 Introducing Contextual Tabs in Word. . . . . . . . . . . . . . . . . . . . . . . . . 97 Introducing Contextual Tabs in Excel. . . . . . . . . . . . . . . . . . . . . . . . . 98 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 Chapter 9 Obtaining Immediate Results with Styles and Galleries . . . . . . . . . . . . . . . . . . . . . 101 Galleries and Quick Styles Explained . . . . . . . . . . . . . . . . . . . 101 Exploring Basic Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 Using Quick Styles and Galleries . . . . . . . . . . . . . . . . . . . . . . 104 Creating and Saving Your Own Quick Style . . . . . . . . . . . . . . 106 Working with Shapes, Tables, and Charts . . . . . . . . . . . . . . . . 107 Working with PowerPoint Shapes. . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Working with Excel Charts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Working with Publisher Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109 Part IV Working Together Chapter 10 Saving and Sharing Data . . . . . . . . . . . . . . . . . . . . . 113 Applying Proper File-Saving Techniques. . . . . . . . . . . . . . . . . 113 Organizing Your Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114 Using Office 2007 Save As Default . . . . . . . . . . . . . . . . . . . . . . . . . . 116 Applying File Protection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
xvi Contents Using a Workgroup Share. . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 Creating a Workgroup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119 Sharing Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119 Working with Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121 Caching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Testing Access for Your Workgroup . . . . . . . . . . . . . . . . . . . . 124 Saving in XML File Formats . . . . . . . . . . . . . . . . . . . . . . . . . . 124 XML Defined . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125 How XML Affects You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125 XML Default Document Extensions . . . . . . . . . . . . . . . . . . . . . . . . . 125 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128 Chapter 11 Setting Up User Access . . . . . . . . . . . . . . . . . . . . . . 129 Users and Groups Overview . . . . . . . . . . . . . . . . . . . . . . . . . . 129 Assigning Owners . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129 Determining Folder Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . 130 Granting Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131 Understanding Inheritance of Permissions . . . . . . . . . . . . . . . . . . . . 132 Object Auditing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132 Controlling User Access by Configuring Permissions . . . . . . . 133 File and Folder Permissions at a Glance . . . . . . . . . . . . . . . . . . . . . . 134 Setting, Viewing, Changing, or Removing File and Folder Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136 Managing Project Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138 Understanding Information Rights Management . . . . . . . . . . . . . . . 139 SharePoint Server 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140 Chapter 12 Collaborating Options . . . . . . . . . . . . . . . . . . . . . . . 141 Understanding Integrated Communication. . . . . . . . . . . . . . . 141 Knowing Who Is Online. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142 Taking Advantage of Unified Messaging . . . . . . . . . . . . . . . . . . . . . . 143 Web Conferencing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143 Using Instant Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143 Exploring the Extended Collaborative Workspaces . . . . . . . . . 145 Using SharePoint Services Technology and SharePoint Server 2007 . 145 Using Office Groove 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146 Understanding Shared Note-Taking . . . . . . . . . . . . . . . . . . . . . . . . . 148 Configurable Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150 Part V Working with Word Chapter 13 Performing Common Tasks in Word . . . . . . . . . . . . 153 Exploring the Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153 Word’s New Look . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153 Exploring New Tools and Features . . . . . . . . . . . . . . . . . . . . . . . . . . 155 Customizing the Interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
Contents xvii Adding Flair to Your Documents . . . . . . . . . . . . . . . . . . . . . . 159 Enhancing Documents with Fonts and Headings . . . . . . . . . . . . . . . 159 Linking to Live Data from Charts, Diagrams, and Tables. . . . . . . . . . 161 Inserting Pictures and Drawings . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163 Embellishing Your Documents with Easy Effects . . . . . . . . . . . . . . . 164 Inserting Special Characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165 Getting Things Organized. . . . . . . . . . . . . . . . . . . . . . . . . . . . 166 Using Bullets, Numbers, and References. . . . . . . . . . . . . . . . . . . . . . 166 Setting Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167 Using Grammar and Spell Check . . . . . . . . . . . . . . . . . . . . . . . . . . . 169 Working with Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169 Summarizing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169 Creating Outlines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170 Obtaining Research . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171 Working Collaboratively. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171 Tracking Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172 Comparing and Combining Document Files . . . . . . . . . . . . . . . . . . 172 Mailings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173 Creating Mailings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173 Starting Mail Merge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173 Write and Insert Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 Previewing Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176 Finishing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176 Chapter 14 Exploring Additional New Features in Word. . . . . . 177 Using the Floaty . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177 Accessing the Mini Toolbar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177 Applying Formatting from the Mini Toolbar . . . . . . . . . . . . . . . . . . . 179 Getting Information from Super ToolTips . . . . . . . . . . . . . . . . 180 Using the Document Inspector . . . . . . . . . . . . . . . . . . . . . . . . 181 What You Can Find . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182 What You Can Get Rid Of . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182 Using Quick Parts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184 Managing Documents with the Document Information Panel . . . . . . . . . . . . . . . . . . . . . . . . 186 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188 Part VI Presenting with PowerPoint 189 Chapter 15 Performing Common Tasks in PowerPoint . . . . . . . 191 Exploring the Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191 Understanding PowerPoint’s New Look . . . . . . . . . . . . . . . . . . . . . . 191 New Tools and Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192 Customizing the Interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194 Creating Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197 Choosing a Presentation Template . . . . . . . . . . . . . . . . . . . . . . . . . . 197
xviii Contents Using Slide Libraries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198 Formatting Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199 Working with Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202 Working with Diagrams and Charts . . . . . . . . . . . . . . . . . . . . 206 Creating Diagrams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207 Creating Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207 Collaborating and Sharing . . . . . . . . . . . . . . . . . . . . . . . . . . . 208 Tracking Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209 Merging Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209 Chapter 16 Exploring Additional New Features in PowerPoint. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211 Converting Lists to Diagrams in Two Clicks . . . . . . . . . . . . . . 211 Creating and Saving Custom Layouts . . . . . . . . . . . . . . . . . . . 213 Creating and Saving New Text Effects. . . . . . . . . . . . . . . . . . . 215 Packaging for CD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216 Part VII Managing Data with Excel Chapter 17 Performing Common Tasks in Excel . . . . . . . . . . . . 219 Exploring the Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219 Exploring the Excel 2007 Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . 221 Customizing the Interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223 Using New Tools and Features . . . . . . . . . . . . . . . . . . . . . . . . 224 Formatting Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224 Inserting, Deleting, or Formatting a New Column or Row . . . . . . . . 225 Creating a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225 Inserting and Formatting a Worksheet . . . . . . . . . . . . . . . . . . . . . . . 228 Using Key Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228 Exploring Page Layout View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229 Working with Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232 Creating Equations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232 Using Formula AutoComplete . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233 Working with Function Arguments . . . . . . . . . . . . . . . . . . . . . . . . . 234 Managing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235 Database Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235 Importing and Exporting Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236 Sorting and Filtering Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237 Creating Criteria. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239 Charting Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240 Charting Basics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241 Creating PivotCharts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241 Formatting Chart Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243
Contents xix Chapter 18 Exploring Additional New Features in Excel . . . . . . 245 Creating Formulas with Ease . . . . . . . . . . . . . . . . . . . . . . . . . 245 Exploring New Charting Options . . . . . . . . . . . . . . . . . . . . . . 249 Getting Better Printouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251 Working with Larger Workbooks . . . . . . . . . . . . . . . . . . . . . . 252 Getting and Using Free Templates from the Web . . . . . . . . . . 254 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256 Part VIII Keeping in Touch with Outlook Chapter 19 Performing Common Tasks in Outlook . . . . . . . . . . 259 Exploring the Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259 New Look . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259 New Features and Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260 Customizing the Interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260 Working with E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262 Creating a Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262 Editing and Deleting Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264 Sending E-mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265 Working with Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265 Creating E-mail Signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267 Using Stationery and Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268 Creating an Out-of-Office Reply . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269 Managing E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270 Sorting Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270 Search Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271 Dealing with Spam . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272 Creating Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273 Using the Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274 Customizing Your Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275 Adding Calendar Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275 Exploring Scheduling Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275 Sharing Your Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276 Printing Your Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 277 Managing Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 277 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 277 Chapter 20 Exploring Additional New Features of Outlook. . . . 279 New Search Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279 Using Integrated Search Features . . . . . . . . . . . . . . . . . . . . . . . . . . . 279 Using Instant Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280 Previewing Attachments with a Single Click . . . . . . . . . . . . . . 281 Using the To-Do Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282 Accessing Flagged Messages, Outlook Tasks, and Meetings . . . . . . . 282 Configuring Automatic Reminders for Procrastinators . . . . . . . . . . . 282