Absolute Beginner's Guide to Microsoft Office 2003

by Boyce, Jim

Edition: 1st

ISBN13: 9780789729675

ISBN10: 0789729679

Format: Paperback

Pub. Date: 2003-09-24

Publisher(s): Que Pub

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Summary

bull; Covers ALL the Office topics including the "core" applications in a focused way without unnecessary fluff. bull; Well organized for the complete novice diving into Office as well as helpful for those upgrading from an earlier version. bull; Starts with an introduction of what's new in this version and what the major changes and advantages are when upgrading from older versions.

Author Biography

Jim Boyce, A programmer and systems manager since the 1970s, he has been the author or co-author of more than 45 books about computer software and hardware

Introduction

(1)

How This Book Is Organized

(1)

Conventions Used in This Book

(2)

Web Page Addresses

(1)

Special Elements

(1)

Let Me Know What You Think

(1)

I Getting Your Feet Wet

(56)

1 A Quick Tour of Office

(22)

In this chapter

(1)

Why Office?

(1)

Tips for Upgrading from Previous Versions

(2)

Back Up Anything You Can't Lose

(1)

Clean Up the Computer

(1)

Be Prepared for the Unexpected

(1)

Working with Letters and More with Word

(4)

Document and Font Formatting

(1)

Styles

(1)

Spelling and Grammar

(1)

Outlining and the Document Map

(1)

Managing Your Day with Outlook

(8)

Using Mail

(2)

Faxing

(1)

Using the Contacts Folder

(2)

Using the Calendar Folder

(1)

Using the Tasks and Notes Folders

(1)

Using the Journal Folder

(2)

Using Outlook Data Elsewhere

(1)

Crunching Numbers with Excel

(2)

Working with Numbers and Formulas

(1)

Using Charts and Graphs

(1)

Organizing Data with Access

(1)

Tables, Queries, and Reports

(1)

Using Slide Shows and Presentations with PowerPoint

(3)

2 Office Basics

(18)

In this chapter

(1)

Installing Office

(4)

Simple Installations

(2)

Tips for Installing Office

(2)

Starting Office Programs When and How You Want

(3)

Starting Office Applications

(1)

Starting Office Applications Automatically

(1)

Using Switches to Control Startup

(1)

Working with the Navigation Pane

(2)

Working with More Than One Document at a Time

(1)

Opening, Saving, and Closing Documents

(2)

Using Handy Mouse and Keyboard Tips

(1)

Undoing Changes

(1)

Saving Office Settings

(3)

3 Help!

(14)

In this chapter

(1)

Getting Quick Help

(5)

Clicking the Question Mark

(1)

Searching for Specific Topics

(2)

Pressing the F1 Key

(1)

Using the Help Menu

(2)

Meeting (and Changing) the Office Assistant

(2)

Working with Help Documents

(2)

Updating Office

(1)

Getting More Help on the Web

(1)

What to Do When Office Crashes

(3)

II Contacts, Email, and Lots More with Outlook

(104)

4 Keeping Track of People and Places by Using Contacts

(18)

In this chapter

(1)

Adding People to Your Contacts Folder

(4)

Setting Other Contact Properties

(2)

Saving a Contact

(1)

Importing Addresses from Outlook Express

(1)

Viewing the Contacts Folder in Different Ways

(2)

Finding a Contact

(1)

Finding Email Messages and Other Items Associated with a Contact

(1)

Calling or Emailing a Contact

(2)

Sending Email to a Contact

(1)

Calling a Contact

(1)

Sorting and Organizing Contacts

(1)

Sharing Contacts

(5)

Sharing Contacts with Users of Your Exchange Server

(2)

Sharing Contacts from a Personal Folders File

(2)

5 AII Your Email in One Handy Spot

(38)

In this chapter

(1)

A Quick Tour of the Inbox

(5)

Working in the Inbox

(3)

Reading Messages

(2)

Sending and Receiving Messages

(2)

Sending Messages

(2)

Receiving Messages

(1)

Working with Attachments

(2)

Using Bcc and Other Message Options

(2)

Setting Up an Email Account

(6)

Adding an Account

(1)

Setting Up an Exchange Server Account

(2)

Setting Up a POPS or IMAP Account

(2)

Setting Up an HTTP Account

(1)

Specifying Where Outlook Should Deliver New Messages

(1)

Adding More Sets of Folders

(3)

Changing Account Settings

101

(1)

Adding or Changing an Outlook Profile

102

(1)

Adding a Profile

102

(1)

Changing Settings in a Profile

102

(1)

Switching Between Profiles

103

(1)

Deleting, Archiving, and Recovering Messages

103

(3)

Deleting a Message

104

(1)

Recovering and Archiving Messages

104

(2)

Managing Mail Folders

106

(3)

Creating a Folder and Moving or Copying Items

106

(1)

Sharing a Folder (with Exchange Server Only)

107

(2)

Filtering Out Junk Mail

109

(4)

Choosing a Junk Mail Protection Level

110

(1)

Managing the Safe Senders, Safe Recipients, and Blocked Senders Lists

111

(1)

Marking Messages As Junk or Not Junk

112

(1)

Controlling Messages by Using Rules

113

(4)

Creating a Rule

113

(3)

Running a Rule Manually

116

(1)

Opening Another Person's Mailbox with Your Own

117

(2)

6 Keeping Track of Appointments and Other Big for Small) Events

119

(22)

In this chapter

119

(1)

A Quick Tour of the Calendar Folder

120

(1)

Adding and Working with Events in the Calendar Folder

121

(6)

Adding an Event

121

(1)

Viewing and Changing an Event

122

(1)

Group Scheduling

123

(2)

Publishing Free/Busy Information

125

(2)

Working with Reminders

127

(1)

Coloring Certain Types of Events

127

(3)

Applying Labels to Events

128

(1)

Customizing Labels

128

(1)

Coloring Events Automatically by Using Formatting

129

(1)

Keeping Track of Holidays, Birthdays, and Other Special Events

130

(2)

Adding Holidays

130

(1)

Adding Birthdays and Other Special Events

131

(1)

Printing a Calendar

132

(1)

Creating a Recurring Appointment or Event

133

(2)

Creating a Recurring Event

134

(1)

Changing a Recurring Event

135

(1)

Tracking Documents and Events by Using the Journal

135

(6)

Using the Journal

137

(1)

Creating a Journal Entry Manually

138

(1)

Turning Off Journaling

138

(3)

7 Managing a To-Do List

141

(12)

In this chapter

141

(1)

About Tasks and the Tasks Folder

142

(1)

Creating Tasks

142

(5)

Creating a Recurring Task

143

(1)

Assigning a Task to Someone Else

144

(3)

Viewing and Changing Task Status

147

(2)

Viewing Task Status

147

(1)

Changing Task Status

148

(1)

Assigning Other Outlook Items (Such as Documents) to a Task

149

(4)

8 Outlook Settings to Change

153

(12)

In this chapter

153

(1)

Controlling When and How Outlook Checks Your Mail

154

(1)

Creating Custom Views

155

(2)

Customizing the Navigation Pane

157

(1)

Adding Outlook Shortcuts

157

(1)

Adding Other Types of Shortcuts

158

(1)

Setting How Outlook Handles Text for Replies and Forwards

158

(1)

Changing How Outlook Notifies You of New Messages

159

(1)

Setting the Default Mail Format and Editor

160

(1)

Adding a Signature Block to Messages

161

(1)

Changing the Reminder Sound and Default Time

161

(1)

Turning Instant Messaging On and Off

162

(1)

Setting Calendar Week and Weekend Options

162

(1)

Controlling How Outlook Saves and Displays Contact Names

163

(2)

III Writing with Word

165

(114)

9 Creating and Editing Word Documents

167

(20)

In this chapter

167

(1)

Starting or Opening a Document

168

(3)

Starting a New Document

168

(2)

Opening an Existing Document

170

(1)

Adding Text Where You Want It

171

(1)

Moving Around in a Document and Between Documents

171

(1)

Becoming Familiar with Word

172

(3)

The Menu and Toolbars

173

(1)

Scrollbars

174

(1)

Red Squiggly Underline

174

(1)

Green Squiggly Underline

175

(1)

Working with Different Word Views

175

(1)

Selecting and Deselecting Text

176

(1)

Cutting, Copying, and Moving Text

177

(1)

Adding New Lines and Page Breaks

177

(1)

Using Zoom In and Zoom Out

178

(2)

Finding and Replacing Text

180

(2)

Finding Text

180

(1)

Replacing Text

181

(1)

Showing/Hiding Hidden Characters

182

(1)

Working with an Outline

183

(4)

Using Outline View

183

(1)

Adding and Changing Outline Headings

183

(1)

Moving Around an Outline

184

(3)

10 Adding Pizzazz with Word

187

(22)

In this chapter

187

(1)

Margins and Other Page Setup Features

188

(4)

Setting Margins

188

(1)

Setting Paper Size and Other Settings

189

(1)

Setting Page Layout Options

189

(3)

Basic Paragraph Formatting

192

(1)

Text Formatting: Fonts, Colors, and More

193

(2)

Using Fonts, Font Styles, and Colors

194

(1)

Tabs

195

(1)

Setting Tabs

195

(1)

Aligning Tabs and Using Leaders

195

(1)

Clearing Tabs

196

(1)

Bulleted and Numbered lists

196

(3)

Using Bulleted Lists

196

(2)

Using Numbered Lists

198

(1)

Continuing Numbering from a Previous List

199

(1)

Restarting Numbering a List at a Specific Number

199

(1)

Sections

199

(2)

Inserting a Section Break

200

(1)

Formatting a Section

201

(1)

Templates and Styles

201

(5)

Using Styles

201

(3)

Using Templates

204

(2)

Borders and Shading

206

(3)

11 Organizing with Tables and Columns

209

(12)

In this chapter

209

(1)

Using Tables

210

(8)

Setting Up a Table

210

(3)

Merging and Splitting Cells

213

(1)

Adding Text to a Table

213

(1)

Converting Paragraphs to a Table and Vice Versa

213

(2)

Adding Table Captions

215

(2)

Sorting Text

217

(1)

Using Columns

218

(3)

12 More Than Just Words

221

(12)

In this chapter

221

(1)

Adding Headers, Footers, and Watermarks

222

(1)

Adding Headers and Footers

222

(4)

Adding Watermarks

224

(2)

Inserting Graphics

226

(1)

Inserting a Picture

226

(3)

Inserting Clip Art

227

(1)

Inserting Charts

228

(1)

Moving and Resizing Images

229

(4)

Moving and Resizing Images

229

(4)

13 Checking Spelling and Grammar

233

(10)

In this chapter

233

(1)

Spell-Checking a Document

234

(1)

Using Automatic Spell-Checking: AutoCorrect

235

(2)

Checking That Grammar!

237

(1)

Can You Say "Thesaurus"

238

(1)

Using Other Languages and Custom Dictionaries

239

(4)

Customizing the Dictionary

240

(1)

Adding a New Custom Dictionary

240

(1)

Setting Language for Selected Text

241

(2)

14 Saving, Printing, Emailing, and Faxing Documents

243

(14)

In this chapter

243

(1)

Filenames, Locations, and Formats

244

(1)

Choosing Filenames and Locations

244

(1)

Choosing a Format for Saving a File

245

(1)

Having Word Automatically Save Documents

245

(1)

Making Backup Copies

246

(2)

Printing Documents

248

(3)

Quick Printing

248

(1)

Using a Different Printer

248

(1)

Printing Pages or a Selection of Text

249

(1)

Changing Other Common Print Settings

250

(1)

Easy Ways to Email a Document

251

(3)

Just Email It!

251

(1)

Sending a Document as an Attachment

252

(1)

Routing a Document with a Routing Slip

252

(2)

Faxing a Document

254

(3)

Faxing from the File Menu

254

(1)

Printing to the Fax Printer

255

(2)

15 Mailing Lists, Form Letters, Envelopes, and Labels

257

(14)

In this chapter

257

(1)

Mailing Lists: Using Outlook or Access Instead of Word

258

(2)

Using Outlook for a Mailing List

258

(2)

Working with Form Letters

260

(5)

Setting Up a Form Letter

260

(1)

Creating the Merged Document for an Outlook List

260

(5)

Printing Envelopes

265

(2)

Printing a Single Envelope

265

(1)

Printing Many Envelopes

266

(1)

Creating and Printing Labels

267

(4)

16 Word Settings to Change

271

(8)

In this chapter

271

(1)

Adding More Recently Used Files

272

(1)

Editing Text by Using Drag-and-Drop

273

(1)

Controlling Text Selection

273

(1)

Changing AutoRecover Time

274

(1)

Changing Default File Locations

275

(1)

Changing Your User Information

276

(1)

Checking Spelling as You Type

276

(1)

Understanding Macro Security

277

(2)

IV Number-Crunching with Excel

279

(78)

17 Once Around the Worksheet

281

(14)

In this chapter

281

(1)

Spreadsheets 101

282

(1)

Using Cells and Other Interesting Things

283

(1)

Entering Numbers

284

(1)

Entering Text in Cells

285

(1)

Selecting Cells

286

(1)

Changing Row and Column Properties

287

(2)

Using Ranges and Names

289

(6)

Jumping to a Named Cell or Range

290

(1)

Identifying a Named Cell or Range

290

(1)

Referencing a Named Cell in a Formula

291

(1)

Using Row and Column Labels

291

(2)

Defining Constants

293

(2)

18 From Simple Addition to What-ifs: Formulas

295

(16)

In this chapter

295

(1)

Understanding Cell References and Operators

296

(5)

Understanding Cell References

296

(2)

Understanding Operators

298

(3)

Creating Simple Formulas

301

(3)

Simple Formulas

301

(1)

Understanding Functions

302

(1)

Where Are Those Functions?

302

(1)

Combining References and Functions

303

(1)

Copying Formulas Between Cells

304

(1)

Pulling Numbers from Other Worksheets

304

(4)

Naming and Referencing Other Worksheets

305

(1)

Copying and Linking Between Worksheets

306

(1)

Referencing Other Workbooks

306

(2)

Playing What-if

308

(3)

19 Jazzing Up Worksheets in Excel

311

(16)

In this chapter

311

(1)

Formatting Numbers and Text

312

(4)

Formatting Numbers

312

(2)

Formatting Text

314

(1)

Setting Alignment

314

(2)

Using Borders, Boxes, Shading, and Other Jazz

316

(3)

Using Borders

316

(1)

Applying Shading and Patterns

317

(2)

Other Ways to Work with Cells

319

(3)

Merging and Splitting Cells

319

(1)

Locking and Hiding Cells, Rows, and Columns

320

(1)

Quickly Filling Cells with a Series

321

(1)

Using Automatic Formatting

322

(1)

Adding Comments to a Worksheet

323

(4)

Adding Comments

324

(1)

Editing and Deleting Comments

324

(1)

Reviewing Comments

325

(2)

20 Pies, Bars, and Other Sweet Additions

327

(12)

In this chapter

327

(1)

Inserting a Chart Quickly

328

(3)

Adding a Chart

328

(1)

Positioning and Resizing a Chart

329

(1)

Changing Chart Type

330

(1)

Moving a Chart to a Different Worksheet

331

(1)

Working with Other Chart Properties

331

(7)

Changing Fonts

331

(1)

Adjusting Colors and Shading

332

(2)

Working with Titles, Legends, and Data Labels

334

(4)

Printing Charts

338

(1)

21 Saving, Printing, and Emailing Workbooks

339

(10)

In this chapter

339

(1)

Saving Excel Workbooks

340

(2)

Choose a File Format

340

(1)

Using Templates

341

(1)

Printing Worksheets and Workbooks

342

(5)

Printing a Worksheet or Workbook

342

(1)

Printing Just a Selection of a Worksheet

342

(1)

Designating Printing and Nonprinting Information by Using Print Areas

343

(1)

Making It Fit

343

(2)

Adding Headers and Footers

345

(1)

Specifying Row and Column Titles

346

(1)

Setting Miscellaneous Print Options

347

(1)

Emailing a Workbook

347

(2)

22 Excel Settings to Change

349

(8)

In this chapter

349

(1)

Changing How Comments Appear

350

(1)

Turning Off Automatic Calculation

350

(2)

Zooming/Scrolling by Using the Mouse Wheel

352

(1)

Setting AutoRecover Time

353

(1)

Changing the Direction Excel Moves the Cursor After You Press Enter

353

(1)

Turning AutoComplete On and Off for Text Entries

354

(1)

Adding More Recently Used Files

354

(1)

Setting the Default File Location

354

(1)

Opening Files Automatically at Startup

354

(1)

Changing the Default Font

355

(1)

Creating Custom Fill Series lists

355

(2)

V Creating Presentations in PowerPoint

357

(36)

23 Quickly Creating a Basic Slide Show

359

(12)

In this chapter

359

(1)

A Quick Tour of Microsoft PowerPoint

360

(1)

Starting a Presentation by Using the AutoContent Wizard

360

(3)

Adding Text to a Presentation

363

(1)

Navigating, Inserting, Moving, and Deleting Slides

364

(1)

Using the Slide Sorter View

364

(2)

Inserting a Slide

365

(1)

Moving a Slide

365

(1)

Deleting a Slide

365

(1)

Switching Slide Orientation Between Landscape and Portrait

366

(1)

Saving a Presentation

366

(1)

Controlling Look and Feel by Using a Slide Master

367

(1)

Adding or Removing Slide Numbers and Dates

368

(3)

24 Adding Graphics and Other Flashy Stuff

371

(8)

In this chapter

371

(1)

Adding Tables

372

(1)

Adding Pictures and Video Clips

373

(1)

Adding Pictures

373

(1)

Adding Video Clips

374

(1)

Adding Sounds

374

(1)

Inserting a Sound from a File

374

(1)

Playing a CD Track

374

(1)

Animating Slides

375

(1)

Using Slide Transitions

376

(1)

Creating a Table of Contents or Summary Slide

377

(1)

Adding Bullets and Numbered Lists

378

(1)

Using Special Text Formatting

378

(1)

25 Organizing, Printing, and Presenting

379

(8)

In this chapter

379

(1)

Using Personal Notes in a Presentation

380

(1)

Adding Notes

380

(1)

Printing Notes Pages

381

(1)

Creating a Set of Handouts

381

(1)

Packaging a Presentation on a CD

382

(2)

Printing Slides

384

(1)

Running a Slide Show

384

(3)

Configuring Slide Show Options

384

(1)

Running a Presentation

385

(2)

26 PowerPoint Settings to Change

387

(6)

In this chapter

387

(1)

Setting Default File Location

388

(1)

Setting the AutoRecover Interval

388

(1)

Adding More Files to the Recently Used Files List

389

(1)

Setting the Link/Embed File Size Limit

389

(1)

Controlling Chart Fonts

390

(1)

Adding More Undo Levels

390

(1)

Adding and Removing Navigation Controls for Web Viewing

390

(1)

Turning On and Off Animations for Web Viewing

391

(2)

VI Organizing Data with Access

393

(64)

27 Database Basics

395

(18)

In this chapter

395

(1)

What Is a Database and Why Use One?

396

(10)

Creating and Working with a New Database

397

(2)

Creating a Blank Database

399

(1)

Creating and Saving a Table

400

(2)

Understanding Keys

402

(1)

Switching Between Design View and Datasheet View

403

(1)

Entering Data in Datasheet View

403

(2)

Moving Around a Database

405

(1)

Performing Simple Searches

406

(1)

Forcing a Particular Format for a Field

407

(3)

Using the Format Property

407

(1)

Using Input Masks

408

(2)

Using the Format and Input Mask Properties Together

410

(1)

Using Templates: Access's Canned Databases

410

(3)

28 Beyond the Basics

413

(22)

In this chapter

413

(1)

Using Forms for Data Entry and Viewing

414

(8)

Creating a Form by Using the Form Wizard

414

(2)

Locking Controls on a Form

416

(2)

Adding Controls and Associating Controls with Fields

418

(2)

Using the Form Header and Footer

420

(1)

Building a Database Interface with a Switchboard Form

421

(1)

Sorting and Filtering Records

422

(3)

Sorting a Table

423

(1)

Filtering a Table

423

(2)

Searching for and Selecting Data by Using Queries

425

(3)

Creating a Select Query

426

(1)

Modifying a Query

427

(1)

Changing a Query's Type

427

(1)

Performing Calculations by Using Queries

428

(2)

Importing Data from Other Sources

430

(5)

Importing Data from Outlook

430

(2)

Importing Data from Other Access Databases

432

(1)

Linking Tables

433

(2)

29 From Table to Printer: Reports!

435

(16)

In this chapter

435

(1)

What Is an Access Report?

436

(1)

Creating a Report by Using the Report Wizard

436

(3)

Viewing and Modifying Reports

439

(8)

Changing a Report's Layout and Design

440

(2)

Adding or Modifying Grouping and Sorting

442

(1)

Using Summary Information

443

(3)

Adding Calculations to a Report

446

(1)

Printing and Exporting Reports and Labels

447

(4)

Setting Page Layout Options

447

(1)

Printing a Report

448

(1)

Using a Report in Word

448

(1)

Printing Labels

448

(3)

30 Access Settings to Change

451

(6)

In this chapter

451

(1)

Enabling Single-Clicking to Open Tables and Other Items

452

(1)

Adding More Recently Used Files

452

(1)

Changing the Default Search Method

453

(1)

Controlling How Access Moves in a Record

454

(1)

Setting Default Fonts and Colors

455

(1)

Setting the Default Folder Location

455

(2)

Index

457

Kids

Men

Unisex

Women

For You

For Your Car

For Your Home

For Your Pet

For Your Tech

Holiday

Home Decor

Mascot

Office Decor

Spirit

Stationary

Diploma Frames

Graduation Gear

Graduation Gifts

For Your Office

Clothing

Absolute Beginner's Guide to Microsoft Office 2003

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Table of Contents

Absolute Beginner's Guide to Microsoft Office 2003

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